Continuity of Operations Plan

This Continuity of Operations Plan (plan) has been developed to meet the requirements of subsection (2)(m) of Education Law §2801-a which requires public employers to prepare a plan for the continuation of operations in the event that the Governor declares a public health emergency involving a communicable disease. This plan is built upon the components of the District-Wide School Safety and the Building-Level Emergency Response Plans. The Plan includes elements of COVID-19 Opening Plan and will be updated regularly to reflect current guidance and best practices. The District-Wide School Safety Team assumes responsibility for development and compliance with all provisions of this plan and implementation at the building level through the Building-Level Emergency Response Teams.

The district will work closely with the Albany County Department of Health (local health department) to determine the need for activation of this plan. The district will report suspected and confirmed cases of communicable diseases (e.g., influenza, coronavirus, etc.) on the monthly Communicable Disease Report, (DMS-485.7/93; HE-112.4/81) and submit it to the local health department. Depending on the severity of the disease, the district may be required to report information more frequently and in another format (i.e., daily for COVID-19).

The local health department will monitor county-wide communicable disease cases and inform school districts as to appropriate actions.

When this plan is activated, the District-Wide School Safety Team may invite additional people to the meetings to aid in the planning efforts:

• District Medical Director
• School nurse(s)
• Technology Director
• Assistant Superintendent of Finance and Operations
• Supervisor of Buildings and Grounds
• Food Service Director
• Transportation Coordinator
• Public Information Officer
• Curriculum Director
• Albany County Sheriff
• Albany County Department of Health

Communication with parents, students, staff, and the school community is important throughout a pandemic outbreak. Communication methods will include postings to the district website, general mailings, email, social media, school communication apps, and the public media. The district communications officer, Sara Hellmuth, has been designated to coordinate this effort. Communications will work closely with the district technology department to ensure proper function of all communication systems.

Essential Positions/Titles

The district has developed this plan to prepare for any future government ordered shutdowns that may occur, similar to the coronavirus shutdown in the spring of 2020. Attachment 1 includes a list of essential positions that would be required to be on-site or in district to continue to function as opposed to those positions that could work remotely. The list includes:

• Title – a list of positions/titles considered essential (i.e., could not work remotely) in the event of a state-ordered reduction of in-person workforce.
• Description – brief description of job function.
• Justification – brief description of critical responsibilities that could not be provided remotely.
• Work Shift – brief description of how work shifts of essential employees and/or contractors will be staggered in order to reduce overcrowding in the district.
• Protocol – how precise hours and work locations, including off-site visits, will be documented for essential employees and contractors.

Working/Learning Remotely

The District will assess devices and technology needs of all non-essential employees and contractors in order to enable telecommuting.

Options for assessing district needs include stakeholder meetings or surveys to ascertain

• Who will need devices and/or peripherals at home,
• What programs will need to be added to these devices, and
• The availability of viable existing at-home Internet service.

The information from these surveys will be used to determine what items need to be purchased, which programs need to be installed on devices and if appropriate Internet bandwidth can be provided to those in need

Reducing Risk

Depending on the exact nature of the communicable disease and its impact, the district is prepared to use the strategies below to reduce traffic congestion and maintain social distancing:

• Limiting building occupancy to 25%, 50% or 75% of capacity or the maximum allowable by state or local guidance.
• Forming employee work shift cohorts to limit potential contacts.
• Limit employee travel within the building and/or between buildings.
• Limit restroom usage to specific work areas.
• Stagger arrival and dismissal times.
• Alternate work-days or work weeks.
• Implement a four-day work week.
• Limit or eliminate visitors to the building.
• Allow for teaching staff to work remotely
  • Cancel in-person instruction

The district may need to include additional strategies based on updated federal, state, and local guidance.

Personal Protective Equipment (PPE) and Face Coverings

The district will procure a six-month supply of face coverings and PPE required for essential work tasks. Disposable PPE will be provided in quantities of at least two pieces per work day.

• PPE Type: N-95
  • Task/Role: Nurses/Nurses’ Aides, Cleaners/Custodians (based on disinfectants used)
• PPE Type: Face Shields
  • Task/Role: Nurses/Nurses’ Aides, Special Education, All Staff based on request
• PPE Type: Gowns
  • Task/Role: Nurses/Nurses’ Aides, Special Education
• PPE Type: Gloves
  • Task/Role: Nurses/Nurses’ Aides, Special Education, Cleaners/Custodians, Maintenance/Mechanics
• PPE Type: Cloth Face Coverings*
  • Task/Role: All faculty, staff and students

*Cloth face coverings are not considered personal protective equipment by OSHA because their capability to protect the wearer is unknown. However, cloth face coverings are important as a source control for COVID-19 and provides some protection to the wearer. As such, OSHA strongly encourages workers to wear face coverings.

Those individuals that are required to wear N-95 respirators will be fit-tested and medically screened prior to use to ensure they are physically able to do so.

The use of cloth face coverings to reduce the spread of communicable diseases is important to the health and safety of faculty, staff and students. Cloth face coverings are meant to protect other people in case the wearer is unknowingly infected (asymptomatic) and are essential when physical distancing is difficult. Information will be provided to faculty, staff and students on proper use, removal, and cleaning of cloth face coverings. All faculty, staff and students will be mandated to utilize their own personal face coverings but the district will secure and provide face coverings as needed.

PPE and face coverings will be stored in a manner which will prevent degradation. These supplies will be monitored to ensure integrity and track usage rates.

Continuity of Operations

Continuity of operations could be severely impacted by a loss of staff. The table below describes the procedures for maintaining essential functions and services by planning for backup personnel.

• Role/Topic: Overall Operations
  • Task: Have decision-making authority for the district. Make district policies and procedures to reflect crisis response.
  • Backups: Those listed below are assigned to this role:
    Superintendent
    Business Official
    Supervisor of Buildings and
    Grounds
    District Covid Coordinator
• Role/Topic: Business Office
  • Task: Maintain overall function and facilities operation.Review essential functions and responsibilities of back-up personnel.Monitor utilization of supplies, equipment, contracts, and provided services and adjust as necessary
  • Backups:
    • Purchasing
      • Finance Clerk I
      • Purchasing Agent
    • Payroll
      • Payroll Clerk
• Role/Topic: Facilities
  • Task: Keep the Business Office informed of staffing issues and of the point at which buildings can no longer be maintained. Provided building administrators with procedures for maintaining essential building functions (e.g., HVAC system operation, alarms, security, etc.) along with a list of telephone numbers of outside companies and alternates for repair and maintenance of these systemsMeet with staff and monitor their ability to
    maintain essential function
  • Backups: Maintenance/Custodial:
    • Custodial Supervisor II
    • Night Shift Supervisor
    • BOCES Facilities Support
• Role/Topic: Human Resources
  • Task: Monitors absenteeism and ensures appropriate delegation of authority. Work with bargaining units to develop the plan for emergency use of personnel in nontraditional functions and changes in the normal work-day such as alternate or reduced work hours, working from home, etc.
  • Backups:
    • Recruitment/Staffing
      • Administrative Assistant
    • Workplace Safety
      • Administrative Assistant
      • Assistant Superintendent for Finance and Operations
    • Training
      • Administrative Assistant
    • Labor Law Compliance
      • Administrative Assistant
      • Assistant Superintendent for Finance and
        Operations
    • Compensation Planning
      • Superintendent
      • Assistant Superintendent for Finance and
        Operations
• Role/Topic: Continuity of Instruction
  • Task: Will be implemented in the event of significant absences or school closure. Alternate learning strategies will include:
    • Hard copy, self-directed lessons
    • Use of mobile media storage such as the cloud
    • On-line instruction; on-line resources; on-line textbooks
    • Communication modalities for assignment postings and follow-up: telephone; Postal Service; cell phone, cell phone mail, text messages; e-mail; automated notification systems; website postings

Response

The District-Wide School Safety Team will meet to determine the need for activation of a pandemic response based on internal monitoring and correspondence with the local health department and other experts.

• The Incident Command Structure at both the District and Building level will be informed that the response effort has been enacted. These individuals will meet to discuss the plan’s activation and review responsibilities and communication procedures.
• Communications will work closely with the Informational Technology Department to re-test all communication systems to ensure proper function. The District-wide School Safety Team and Building-Level Emergency Response Teams will assist in this effort.
• An alert will be sent to the school community upon activation of this plan. The communication will be based on the latest information from federal, state and local health authorities.
• If the decision is made to close a school building, the district will notify the NYS Education Department and District Superintendent.

The district will assign a communicable disease safety coordinator for the district, whose responsibilities include continuous compliance with all aspects of the district’s reopening plan and any phased-in reopening activities necessary to allow for operational issues to be resolved before activities return to normal or “new normal” levels. The coordinators shall be the main contact upon the identification of positive communicable disease cases and are responsible for subsequent communication. Coordinators shall be responsible for answering questions from students, faculty, staff, and parents or legal guardians of students regarding the public health emergency and plans implemented by the school.

Hand Hygiene

Faculty, staff, and students will be trained on proper hand hygiene. Information will be provided to parents and/or legal guardians on ways to reinforce hand hygiene at home. The district will provide stations around the school buildings:

• For hand washing: soap, running water, and disposable paper towels.
• For hand sanitizing: an alcohol-based hand sanitizer containing at least 60% alcohol for areas where hand washing facilities may not be available or practical.
• Accommodations for students who cannot use hand sanitizer will be made.

Communicable Disease Exposures

The district must be prepared for communicable disease outbreaks in their local communities and for individual exposure events to occur in their facilities, regardless of the level of community transmission. The Centers for Disease Control and Prevention (CDC) and New York State Department of Health (NYSDOH) have provided recommendations for strategies to follow after an exposure:

• Close off areas used by a sick person and not using these areas until after cleaning and disinfection has occurred;
• Open outside doors and windows to increase air circulation in the area.
• Clean and disinfect all areas used by the person suspected or confirmed to have a communicable disease, such as offices, classrooms, bathrooms, lockers, and common areas.
• Once the area has been appropriately cleaned and disinfected it can be reopened for use.
• Individuals without close or proximate contact with the person suspected or confirmed to have a communicable disease can return to the area and resume school activities immediately after cleaning and disinfection.
• If more than seven days have passed since the person who is suspected or confirmed to have a communicable disease has visited or used the facility, additional cleaning or disinfection is not necessary, but routine cleaning and disinfection should continue.

Contact Tracing

The district will notify the state and local health department immediately upon being informed of any positive communicable disease diagnostic test result by an individual within school facilities or on school grounds, including students, faculty, staff, and visitors of the district.

Districts may assist with contact tracing by:

• Keeping accurate attendance records of students and staff members
• Ensuring student schedules are up to date
• Keeping a log of any visitor which includes date and time, and where in the school they visited
• Assisting the local health departments in tracing all contacts of the individual in accordance with the protocol, training, and tools provided through the NYS Contact Tracing Program

The district, in consultation with the local health department, will determine what process will be followed when communicable disease cases are discovered in the school (e.g., how many individuals will be quarantined, closing of areas or classrooms, etc.).

Confidentiality must be maintained as required by federal and state laws and regulations. School staff should not try to determine who is to be excluded from school based on contact without guidance and direction from the local health department.

Returning After Illness

The district has established protocols and procedures, in consultation with the local health department(s), about the requirements for determining when individuals, particularly students, who screened positive for communicable disease symptoms can return to the in-person learning environment at school. This protocol includes:

• Documentation from a health care provider following evaluation
• Negative COVID-19 diagnostic test result
• Symptom resolution, or if positive for a communicable disease, release from isolation

The district will refer to the NYSDOH’s “Pre-K to Gr 12 COVID-19 Toolkit” and other applicable guidance regarding protocols and policies for faculty, staff, and students seeking to return to work after a suspected or confirmed communicable disease case or after the faculty or staff member had close or proximate contact with a person with a communicable disease.

The district requires that individuals who were exposed to a communicable disease complete quarantine and have no symptoms before returning to in-person learning. The discharge of an individual from quarantine and return to school will be conducted in coordination with the local health department.

Cleaning/Disinfecting

The district will ensure adherence to hygiene and cleaning and disinfection requirements as advised by the CDC and NYSDOH, including “Guidance for Cleaning and Disinfection – Public Spaces, Workplaces, Businesses, Schools and Homes” and other guidance, as applicable.

Attachment 2 describes cleaning and disinfection protocols and procedures for the district. Regular cleaning and disinfection of the facilities will occur, including more frequent cleaning and disinfection for high-risk and frequently touched surfaces. This will include desks and cafeteria tables, which will be cleaned and disinfected between each individual’s use. Cleaning and disinfection will be rigorous and ongoing and will occur at least daily, or more frequently as needed.

The district will ensure regular cleaning and disinfection of restrooms. Restrooms will be cleaned and disinfected more often depending on frequency of use.

Housing for Essential Employees

The school district in coordination with the local health department will determine when the emergency housing of essential workers is necessary. Essential workers who will be required to use emergency housing will be identified.

Recovery

Re-establishing the normal school curriculum is essential to the recovery process and should occur as soon as possible. The district will

• Work toward a smooth transition from the existing learning methods to the normal process.
• Use the described communication methods to keep the school community aware of the transition process.
• Work closely with the New York State Education Department to revise or amend the school calendar as deemed appropriate.
• Evaluate all building operations for normal function and re-implement appropriate maintenance and cleaning procedures.

The Building-Level Post-Incident Response Teams will assess the emotional impact of the crisis on students and staff and make recommendations for appropriate intervention. The District-Wide School Safety Team and Building-Level Emergency Response Teams will meet to debrief and determine lessons learned with input from all essential functions. The District-Wide School Safety Plan and Building-Level Emergency Response Plans will be updated accordingly.

Curriculum activities that may address the crisis will be developed and implemented.

Attachment 1 – Essential Positions

Superintendent

• Description: Oversight and management of the functions performed by employees in the superintendent’s office, the business office, and acts as the human resources office to ensure that regular business operations and services continue as necessary and/or mandated.
• Justification: Superintendent needs to review/sign/ and access hardcopy documents.
• Work Shift: As needed, at least 2 four hour in-person shifts weekly
• Protocol: Superintendent will follow all in-person protocols as detailed in the district reopening plan.

Central Administration

• Description: Oversight and processing of payroll, insurance claims, purchasing.
• Justification: Processing of payroll claims, purchasing requests, etc cannot be fully automated through a remote system.
• Work Shift: Each Central Administration staff: payroll, treasurer, purchasing agent, internal claims auditor will work 1- 4 hour in-person shift weekly. All other time will be remote. Shifts could double dependent on need.
• Protocol: Central Administration Staff will follow all in-person protocols as detailed in the district reopening plan.

Facilities Services

• Description: Continues to upkeep the campus during remote work and learning and ensures that all buildings and grounds are properly maintained, regularly cleaned, and disinfected as necessary to ensure the safety of school community members.
• Justification: The building needs to be maintained and checked for potential issues – electrical, plumbing, internet servers.
• Work Shift: 3 maintenance staff for the district- rotate every other day. (1 person on shift)1 custodial, per building, every other day.
• Protocol: Maintenance person or supervisor will perform building checksAll individuals work independently in different areas of the building.Staff will follow all in-person protocols as detailed in the district reopening plan

Transportation

• Description: Ensure meals/ technology are delivered to students.
• Justification: Dependent on quarantine levels/not all families can access the district for food services.
• Work Shift: Staff will rotate shifts doing 1 run per
  day of 2 buses.
• Protocol: Staff will follow all in-person protocols as detailed in the district reopening plan

Food Service

• Description: Ensure that food can be provided to students.
• Justification: 2-3 staff will be utilized 3 days a week to prepackage meals for delivery.
• Work Shift: 2-3 staff will be utilized 3 days a week to prepackage meals for delivery.
• Protocol: Rotate staff to have 2 staff on with directorStaff follow all building protocols/attestationOne 3 hour shift per work day

Communications

• Description: Develops, prepares, and disseminates information to targeted audiences. Information will include but not be limited to COVID Pandemic Protocols, Building Protocols, instructional programs, student specific guidance,etc.
• Justification: Share district/building level messages to the school community
• Work Shift: BOCES Communication staff will work remotely
• Protocol: Superintendent and designees will communicate to the Communications staff through email, web conferencing, and phone calls.

Technology

• Description: Provides hardware and software for staff and students to facilitate continued education in remote learning environments necessary for continuity of instruction and education. Also responsible for troubleshooting technical issues that may arise during the distance learning process, the offering of best practices in communication to ensure that students are able to access curricular materials, and for helping staff members disseminate information related to both academic and social-emotional education.
• Justification: Hardware updates/repairs will need to be performed. General maintenance and upkeep of server systems is needed.
• Work Shift: 1 I.T. staff members will work 1 in-person
  day on a rotational basis.
• Protocol: Staff will follow all in-person protocols as
  detailed in the district reopening plan.When the staff member is not in-person. I.T. Staff will access the system remotely and utilize the district ticketing system.

Instructional Programs

• Description: During the instructional year (September- June) the k-12 instructional program must have at least 180 days of programming.
• Justification: Instruction must still be delivered to ensure student learning. This will be remote, synchronous learning.
• Work Shift: Staff will have a fully remote schedule that can be performed within their personal homes or in buildings. The building is dependent on state and local guidance.
• Protocol: Staff will follow all protocol outlined in our
  Building Re-opening plansNo more than 10 staff members will be in the school at any one timeIf staff members would like enter the building, then they request permission from the building principal in writing

Athletics

• Description: In the event of school closure there will be no athletic events.

Special Education

• Description: In the event of school closure – special
  education services will follow the instructional service guidelines.

Messenger/Mail Services

• Description: Written communication needs to be sent and received daily during business hours of operation.
• Justification: Mail will be delivered and sent daily.
• Work Shift: The individual in charge of mail will work 1- 2 hour shift daily.
• Protocol: Staff will follow all in-person protocols as
  detailed in the district reopening plan

Attachment 2 – Cleaning and Disinfection Protocols and Procedures

• Room Types/Areas: Classrooms
  • Cleaning Frequency: Daily
  • Disinfection Frequency: Daily
  • Responsible Party: Custodial staff; staff and teachers
  • Additional Information: Doors, (desks & chairs – cleaned after each use), floors, light switches, and high touchpoints.
• Room Types/Areas: Restrooms
  • Cleaning Frequency: 4x Daily
  • Disinfection Frequency: 4x Daily
  • Responsible Party: Custodial staff
  • Additional Information: Doors, sinks, toilets, urinals, (sprayed and wiped) will be done 4xs daily. Floors will be done once daily.
• Room Types/Areas: Health Offices/Isolation Rooms
  • Cleaning Frequency: Various
  • Disinfection Frequency: Various
  • Responsible Party: Nursing staff; Custodial staff
  • Additional Information: Cots, bathrooms and health office equipment will be cleaned after each use. Floors will be done once daily.
• Room Types/Areas: Breakrooms
  • Cleaning Frequency: Daily
  • Disinfection Frequency: 2x Daily after use
  • Responsible Party: Custodial staff; staff and teachers
  • Additional Information: Doors, tables, chairs, hightouch points, and floors
• Room Types/Areas: Cafeterias/Kitchens
  • Cleaning Frequency: Various
  • Disinfection Frequency: Various
  • Responsible Party: Custodial staff; staff and teachers
  • Additional Information: Tables and chairs will be cleaned/disinfected in between each group’s use. Floors will be done once daily.
• Room Types/Areas: Outside Seating Areas
  • Cleaning Frequency: Various
  • Disinfection Frequency: Various
  • Responsible Party: Custodial staff; staff and teachers
  • Additional Information: Tables and chairs will be cleaned/disinfected in between each group’s use. Floors will be done once daily.
• Room Types/Areas: Computer Labs
  • Cleaning Frequency: Various
  • Disinfection Frequency: Various
  • Responsible Party: Custodial staff; staff and teachers
  • Additional Information: Equipment to be cleaned/disinfected between each use. Doors, tables, chairs, hightouch points, and floors will be done once daily.
• Room Types/Areas: Science Labs
  • Cleaning Frequency: Daily
  • Disinfection Frequency: Daily
  • Responsible Party: Custodial staff; staff and teachers
  • Additional Information: Equipment to be cleaned/disinfected between each use. Doors, tables, chairs, hightouch points, and floors will be done once daily.
• Room Types/Areas: Maintenance Office and Work Areas
  • Cleaning Frequency: Daily
  • Disinfection Frequency: Daily
  • Responsible Party: Custodial staff
  • Additional Information: Doors, desks, chairs, hightouch points areas and floors
• Room Types/Areas: Bus Garage
  • Cleaning Frequency: Daily
  • Disinfection Frequency: Daily
  • Responsible Party: Custodial staff; Transportation staff
  • Additional Information: Bathroom, doors, desks, chairs, and floors
• Room Types/Areas: Libraries
  • Cleaning Frequency: Daily
  • Disinfection Frequency: Daily
  • Responsible Party: Custodial staff; librarians
  • Additional Information: Equipment to be cleaned/disinfected between each use. Doors, tables, chairs and floors will be done once daily.
• Room Types/Areas: Playgrounds
  • Cleaning Frequency: As needed
  • Disinfection Frequency: N/A
  • Responsible Party: Custodial staff
  • Additional Information: Hightouch point areas
• Room Types/Areas: School Buses
  • Cleaning Frequency: Daily
  • Disinfection Frequency: Daily
  • Responsible Party: Transportation staff
  • Additional Information: High contact spots will be cleaned after the morning (AM) runs and cleaned/disinfected after the afternoon (PM) run.
• Room Types/Areas: School Vehicles
  • Cleaning Frequency: After each use
  • Disinfection Frequency: After each use
  • Responsible Party: Staff using vehicles
  • Additional Information: Hightouch point areas (steering wheel, locks, window, keys,etc.)
• Room Types/Areas: Administrative Offices
  • Cleaning Frequency: Daily
  • Disinfection Frequency: Daily
  • Responsible Party: Custodial staff
  • Additional Information: Doors, desks, chairs, and floors
• Room Types/Areas: Large Meeting Areas (e.g., gymnasiums, auditoriums, music rooms)
  • Cleaning Frequency: After each use
  • Disinfection Frequency: After each use
  • Responsible Party: Custodial staff; staff and teachers
  • Additional Information: Doors, (desks & chairs-cleaned after each use), floors, light switches,and hightouch points will be done daily. Equipment to be cleaned/disinfected between each use.
• Room Types/Areas: Athletic Training Rooms, Locker Rooms
  • Cleaning Frequency: N/A
  • Disinfection Frequency: N/A
  • Responsible Party: N/A
  • Additional Information: These areas are not going to be used during closure. When these areas will be returned to use, then an appropriate frequency for cleaning/disinfection will be established.
• Room Types/Areas: Frequently touched surfaces (e.g., doorknobs, light switches, elevator buttons, copy machine buttons, handles, etc.)
  • Cleaning Frequency: 2x Daily
  • Disinfection Frequency: 2x Daily – or after each use
  • Responsible Party: Custodial staff; staff and teachers
• Room Types/Areas: Shared frequently touched surfaces (e.g., keyboards, desks, phones, laptops, tablets, remote controls, etc.)
  • Cleaning Frequency: After each use
  • Disinfection Frequency: After each use
  • Responsible Party: Staff using shared surfaces
• Room Types/Areas: Shared equipment (e.g., hand tools, facilities equipment, groundskeeping equipment, golf cart, etc.)
  • Cleaning Frequency: After each use
  • Disinfection Frequency: After each use
  • Responsible Party: Staff using equipment

Only district approved chemicals will be used. At no time will students be allowed to use cleaners or disinfectants.