Pandemic Operations Plan

2801-a(m) District Plan – Protocols for a Public Health Emergency  

INTRODUCTION

This plan has been developed in accordance with the amended New York State Labor Law Section 27-c pursuant to the procedures set forth in Education Law Section 2801-a.  

In developing this plan, the District gathered input from:

  • Glens Falls Administrators Association
  • Glens Falls Teachers Association
  • Glens Falls Secretaries Association
  • Glens Falls Support Staff Association
  • Glens Falls School District Unit Civil Service Employees Association

No content of this plan is intended to impede, infringe, diminish, or impair the rights of us or our valued employees under any law, rule, regulation, or collectively negotiated agreement, or the rights and benefits which accrue to employees through collective bargaining agreements, or otherwise diminish the integrity of the existing collective bargaining relationship.

The District reserves the right to modify the plan as necessary, with notification to the respective collective bargaining unions.

TABLE OF CONTENTS

Record of Changes 

Date of Change Description of Change Implemented by
     
     
     
     
     
     
     

Purpose, Scope, and Concept of Operations

Purpose

This plan has been developed in accordance with the amended New York State Labor Law section 27-c and New York State Education Law paragraph m of subdivision 2 of section 2801-a (as amended by section 1 of part B of chapter 56 of the laws of 2016), as applicable. These laws were amended by the passing of legislation S8617B/A10832 signed by the Governor of New York State on September 7, 2020, requires public employers to adopt a plan for operations in the event of a declared public health emergency involving a communicable disease. The plan includes the identification of essential positions, facilitation of remote work for non-essential positions, provision of personal protective equipment, and protocols for supporting contact tracing.

Scope

This plan was developed exclusively for and is applicable to the Glens Falls City School District (hereinafter called “District”). This plan is pertinent to a declared public health emergency in the State of New York which may impact our operations; and it is in the interest of the safety of our employees and contractors, and the continuity of our operations that we have promulgated this plan. The scope of this plan is based on a Federal, State, or local public health department mandated shutdown of District buildings, grounds, and facilities.

Concept of Operations

The Superintendent of Schools of the Glens Falls City School District (hereinafter called “the Superintendent”), their designee, or their successor holds the authority to execute and direct the implementation of this plan. Implementation, monitoring of operations, and adjustments to plan implementation may be supported by additional personnel, at the discretion of the Superintendent.

Upon the Board of Education’s approval of this plan, it will be posted in conspicuous locations in District buildings and will be available electronically via the District’s website.

The Superintendent, their designee, or their successor will maintain awareness of information, direction, and guidance from public health officials and the Governor’s office, directing the implementation of changes as necessary.

Upon resolution of the public health emergency, the Superintendent, their designee, or their successor will direct the resumption of normal operations or operations with modifications as necessary.

Mission of Essential Functions

When confronting events that disrupt normal operations, the District is committed to ensuring that essential functions will be continued even under the most challenging circumstances.   A position or function being determined essential within this plan does not indicate that they will need to be fully on-site, but instead indicates that there may be scenarios where their positions/duties require that they be on-site.

Essential functions are those functions that enable an organization to:

  1. Maintain the safety of our school community
  2. Provide vital services
  3. Provide services required by law
  4. Sustain quality operations
  5. Uphold the mission and core values of the District

Essential Positions

Each essential function identified above requires certain positions on-site to effectively operate. The list below identifies the positions or titles that are essential to be staffed on-site for the continued operation of each essential function. Note that while some functions and associated personnel may be essential, some of these can be conducted remotely and do not need to be identified in this section.

Function Title Justification
Information Technology Director

Technicians

This group is needed to maintain the internet capability including remote learning and working from home.
Custodial and

Maintenance

Director

Custodians

Maintenance Mechanics

Grounds

This group is needed to maintain the cleanliness and continued functioning of the building & grounds.
Administration Superintendent

Asst. Superintendents Directors

Required to ensure continuity of the response efforts.

 

Building Administration & Clerical Support Building Administrators &

Clerical Support

Required to ensure continuity of the response efforts.
Faculty and Staff Teacher

Related Service Provider

Should it become necessary to meet a student’s needs under IDEA and/or Section 504 regulation (FAPE), teachers/related service providers may be deemed essential on an as needed basis.
Security Hall Monitors To ensure the safety/security of the campuses.
Transportation Director of Transportation

Support Staff

To transport food to students who receive home meals and/or to transport students in the event they are attending in person instruction
Food Service Food Service Director Food Service Workers To prepare and distribute meals to students.
Health Services School Nurses

Staff, as deemed necessary

To assist with testing requirements, reporting and contract tracing.
Business

Operations

Accounting, Payroll, Accounts Payroll, Purchasing Where necessary to ensure the continued operation of the District.

Reducing Risk Through Remote Work and Staggered Shifts

Through assigning certain staff to work remotely and by staggering work shifts, we can decrease crowding and density at work sites and on public transportation.

Remote Work Protocols

Non-essential employees and contractors able to accomplish their functions remotely will be enabled to do so to the greatest extent possible. Working remotely requires:

  1. Identification of staff who will work remotely
  2. Approval and assignment of remote work will be made by the Superintendent or designee.
  3. Equipping staff for remote work will be managed by Director of IT Chief Information Officer and which may include:
  4. Internet capable laptops
  5. Necessary peripherals
  6. Access to VPN and/or secure network drives
  7. Access to software and databases necessary to perform their duties
  8. A solution for telephone communication devices.

To enable all non-essential employees and contractors to telecommute, we would develop contingency plans in the Appendix.

Teachers will continue to have access to various digital platforms, including, but not limited to:

● Email ● Google Classroom Suite
● ClassLink ● Seesaw
● Edmentum ● Class Dojo
● Brainpop ● GoMath
● KidOYO ● Learning A-Z
● Screencastify ● Kami
● Discovery Ed ● Newsela

Teachers can communicate via district issued Chromebooks or such other device as has been provided by the District.

Staggered Shifts

Implementing staggered shifts may be possible for personnel performing duties that are necessary to be performed on-site but perhaps less sensitive to being accomplished only within core business hours. As possible, management will identify opportunities for staff to work outside core business hours as a strategy of limiting exposure. Regardless of changes in start and end times of shifts the District will ensure that employees are provided with their typical or contracted minimum work hours per week. Staggering shifts requires:

  1. Identification of positions for which work hours will be staggered
  2. Approval and assignment of changed work hours.

Certain employees may be assigned to staggered shifts to ensure job duties and responsibilities are able to be fulfilled safely and/or to meet business needs. The identity of which essential workers can work staggered shifts and the details of the staggering will be determined by the Superintendent.

Approval and assignment of changed work hours must be prepared by the Superintendent, or designee. Factors such as staffing levels, the ability to provide for adequate physical distancing, and ways to improve efficiency and/or effectiveness will be considered in the decision-making process. 

Personal Protective Equipment

The use of personal protective equipment (PPE) to reduce the spread of infectious disease is important to supporting the health and safety of our students, employees, and contractors. PPE which may be needed can include:

  • Masks
  • Face shields
  • Gloves
  • Disposable gowns and aprons

Note that while cleaning supplies are not PPE, there is a related need for cleaning supplies used to sanitize surfaces, as well as hand soap and hand sanitizer. The Coronavirus pandemic demonstrated that supply chains were not able to keep up with increased demand for these products early in the pandemic. As such, we are including these supplies in this section as they are pertinent to protecting the health and safety of our students, employees, and contractors.

Protocols for providing PPE include the following:

  1. Identification of need for PPE based upon job duties and work location
  2. Procurement of PPE
  3. As specified in the amended law, public employers must be able to provide at least two pieces of each required type of PPE to each essential employee and contractor during any given work shift for at least six months
  4. Public employers must be able to mitigate supply chain disruptions to meet this requirement
  5. Storage of, access to, and monitoring of PPE stock
  6. PPE must be stored in a manner which will prevent degradation
  7. Employees and contractors must have immediate access to PPE in the event of an emergency
  8. The supply of PPE must be monitored to ensure integrity and to track usage rates

Procurement of PPE

Each District building will be provided with a supply of disposable masks and hand sanitizer for use by employees, contractors, and/or visitors.

The Assistant Superintendent for Business will track PPE inventory on a regular basis. When inventory gets low (defined as having less than two pieces of each required type of PPE to each essential employee and contractor during any given work shift for at least six month), the Assistant Superintendent for Business will notify the Superintendent in order to purchase additional supplies needed. The District will maintain and periodically update the supplier list in an effort to mitigate supply chain disruptions. For unforeseen supply disruptions or shortages, the Town will work with the Warren County Public Health Department for assistance.

Storage of PPE

A supply of PPE is stored on campus near the bus garage. The PPE will be stored in accordance with the manufacturer’s guidelines in order to prevent degradation. In the event of an emergency, employees and contractors can obtain immediate access to PPE through contacting the administration.

Student and Staff Exposures, Cleaning and Disinfecting

Student and Staff Exposures

In the event an employee, student or contractor is exposed to a known case of a communicable disease that is subject to a public health emergency, exhibits symptoms of such disease, or tests positive for such disease, the District will respond as per the Medical/Mental Health annex found in the Building Level Emergency Plan. Given the nuances or complexities associated with potential exposures, close contacts, symptomatic persons, and those testing positive, the District will follow CDC/public health recommendations and requirements and will coordinate with Warren County Public Health Department for additional guidance and support as needed. Exposure protocols will be updated as necessary and/or required and will be communicated to students, parents, employees, and contractors and posted on the District’s website.

Cleaning and Disinfecting

The District will follow CDC and public health guidelines for best practices in the cleaning and disinfection of surfaces/areas. Present guidance for routine cleaning during a public health emergency includes, but is not limited to, frequently cleaning high traffic and high touch areas; cleaning areas with soap and water prior to disinfecting surfaces with products that meet EPA criteria; providing cleaning staff with appropriate PPE; and following instructions of cleaning products to ensure safe and effective use. 

Employee Leave

Unless required by Federal, State or local law, the District will follow the leave provisions of the respective collective bargaining agreements and/or the leave provisions in employee handbooks for non-bargaining unit employees.

Documentation of Work Hours and Locations

In a public health emergency, it may be necessary to document work hours and locations of each employee and contractor to support contact tracing efforts. Locations shall include specific areas inside school buildings and specific areas outside on school grounds. This information may be used by the New York State Department of Health and Warren County Public Health Department to support contact tracing within the organization and may be shared with State and/or local public health officials. The District will implement the following protocols:

  • All entrances will be locked and monitored by security guard/greeter.
  • All employees will use their access fobs or sign in as applicable for entrance which documents their arrival on premises.
  • Payroll, attendance, and/or time cards will further document an employee’s presence on campus.
  • Contractors will sign in with the main office, and their presence registered in the visitor log book or visitor management system.
  • Non-essential visitors will not be allowed on site however exceptions will be made on a case by case basis.

Housing for Essential Employees

There are circumstances within a public health emergency when it may be prudent to have essential employees lodged in such a manner which will help prevent the spread of the subject communicable disease to protect these employees from potential exposures, thus helping to ensure their health and safety and the continuity of the District’s essential operations.   If such a need arises, the District will either house essential employees on site or coordinate with the Warren County Public Health Department to help identify and arrange for alternate housing.

Appendix

  1. COVID Leave Scenarios

January 1, 2021

As you are aware, the federal Families First Coronavirus Response Act, (FFCRA) expired 12/31/20. Please read all of the scenarios and options carefully based on your COVID situation. Contact Lisa Palmer, Director of Personnel Development and Improvement at lpalmer@gfsd.org with questions.

  1. Reasons for Leave

1.) I, myself, am subject to a Federal, State, or local DOH quarantine order related to COVID-19*; 2.) I have been advised by a health care provider to self-quarantine related to COVID-19; 3.) I am experiencing COVID-19 symptoms and seeking a medical diagnosis;

4.) I am caring for an individual subject to an order described in (1) or self-quarantine as described in (2); or 5.) I am caring for a child under 18 whose school or place of care is closed (or childcare provider is unavailable) for reasons related to COVID-19**; or

  1. Options
  2. If you selected reasons 1 above, please complete the attached COVID leave form. *The NY COVID Sick Leave option does not provide protections for quarantines due to voluntary travel (i.e. an employee traveled to Las Vegas for vacation and when returning home is required to quarantine). This situation would require the use of personal, vacation, or unpaid time.
  • With district approval, you may be permitted to telework based on job functions and circumstances.
  • If telework is not available, you would be eligible for NYS COVID Paid Sick Leave, which provides you up to 14 consecutive calendar days of paid sick leave for the duration of your state or local DOH quarantine. You will not be required to use your leave time for the first 14 days. However, if you find you need to be out for more than 14 days, you will have to use your banked sick time.
  1. If you selected reason 2 or 3 above, you do not need to complete this form.

Contact your doctor to seek guidance, and follow up with your principal/supervisor, and Lisa Palmer. -If mandatory COVID testing is ordered by your doctor, please enter your absence in Absence Management as personal illness, request a substitute for in person learning, provide plans, and post asynchronous work, as applicable. This day will be deducted from your available accruals.

-Contact your principal/supervisor, and Lisa Palmer upon receipt of diagnosis, and advise of any need for continued leave, or your ability to return to work.

  • With district approval, you may be permitted to telework based on job functions and circumstances while awaiting test results, with documentation from your doctor, including the date you were seen in the office, and the date the test was taken.
  • If telework is not available while awaiting test results, please contact Lisa Palmer for options.
  1. If you selected reason 4 above, you do not need to complete this form. Enter your absence in Absence Management as family illness, request a substitute for in person learning, provide plans, and post asynchronous work, as applicable. These days will be deducted from your available accruals. Contact your supervisor upon receipt of diagnosis and advise of any need for continued leave, or your ability to return to work.
  2. If you selected reason 5 above, you do not need to complete this form. Enter your absence in Absence Management as personal day, request a substitute and provide plans, as applicable. These days will be deducted from your available accruals. If all personal days have been used, please contact Lisa Palmer with a request for unpaid leave.

**In the event the district is required to pivot to fully remote instruction, telework may be permitted with district approval in certain circumstances based on job functions.

III. NYS COVID Leave Request

Name: ____________________

Building/Office: ______________________

Date: ______________, 2021

Start Date of Quarantine: ___________

End Date of Quarantine: ___________

Provide the name of the governmental entity ordering the quarantine and attach a copy of the order. _______________________________________

_____Check here to verify that you have attached a copy of the quarantine order. I certify that the above information is accurate and complete.

Employee Signature: _______________________________________

Date: ____________

FOR ADMIN USE ONLY:

❏ Telework

❏ COVID leave

❏ _____