Risk Management Planning

Just as I wear a mask to protect you, and you wear a mask to protect me, remember that the decisions you make impact others’ children, and the decisions others make will impact your children.”

Last Updated September 11, 2020. This reflects our best thinking up to this point and we are constantly working on it. Updates will be shared here and via newsletter.


The five pillars of our risk management efforts—Distancing, Screening, Masking, Hygiene, Culture/Behavior Change—follow the best practices recommended by public health authorities (see the CDC’s personal prevention strategies) to reduce the chance of exposure to the virus. Below are details of the efforts we are making in these areas, and more, to reduce the risk of transmission.

Questions? Contact Pandemic Response Coordinator Adam Ross

Risk Management Planning

Protocols for Communicating About Potential and Confirmed Cases

Circumstances

Ramifications for Individuals

Communications Required

Positive case of COVID identified for student

The student must self isolate for at least 10 days following the onset of symptoms (or the date of positive COVID test)

The following must self isolate for 14 days:

  • All members of student’s cohort

    • Students

    • Teacher

    • TA

    • Specialists or subs with recent* contact

  • Siblings of student 

▢ Health Team directly contacts (email and text) student’s family that the student must self-isolate for at least 10 days following onset of symptoms (or the date of positive COVID test).

▢ Health Team sends group message (email and text) to student’s cohort (including lead teacher, TA, and specialists) that all students in the cohort must self-isolate for 14 days from last exposure to positive case with recommendation for monitoring and testing

▢ Communications Team sends group email to entire community that a specific cohort is self-isolating 

Positive case of COVID identified for lead teacher or teaching associate

The lead teacher or teaching associate must self isolate for at least 10 days following the onset of symptoms (or the date of positive COVID test)

The following must self isolate for 14 days:

  • All students in teacher’s cohort 

  • Teaching associate or lead teacher (if they have been part of the cohort, evaluate on a case by case basis)

  • Child(ren) of teacher (if enrolled at CAIS) 

▢ Health Team directly informs the lead teacher or teaching associate they must self-isolate for at least 10 days following onset of symptoms (or the date of positive COVID test). Health Team also informs the teacher’s Division Head.

▢ Health Team directly contacts (group email and text) families in the lead teacher or teaching associate’s cohort that all students in the cohort must self-isolate for 14 days from last exposure to positive case with recommendation for monitoring and testing

▢ Communications Team sends group email to entire community that a lead teacher or teaching associate’s specific cohort is self-isolating for 14 days from last exposure to positive case.

Positive case of COVID identified for K-5 specialist teacher

The specialist teacher must self isolate for at least 10 days following the onset of symptoms

The following must self isolate for 14 days:

  • All students with whom the specialist teacher recently* has had contact (such as their current and/or previously embedded grade)

  • Child(ren) of specialist teacher (if enrolled at CAIS)

▢ Health Team directly informs teacher they must self-isolate for  at least 10 days following onset of symptoms (or the date of positive COVID test). Health Team also  informs the teacher’s Division Head.

▢ Health Team directly contacts (group email and text) to families in specialist teacher’s embedded grade that all students with whom the specialist teacher recently* has had contact (such as their current and/or previously embedded grade) must self-isolate for at least 10 days following onset of symptoms (or the date of positive COVID test) with recommendation for monitoring and testing

▢ Communications Team sends group email to entire community that a specific grade is self-isolating for 14 days from last exposure to positive case.

Student identified as close contact to a positive COVID case, such as a COVID+ household member (see SFDPH definition) of a student

Only that student must self-isolate for 14 days from the date of last exposure to the positive case (or for 14 days from the date of discontinuation of isolation for the positive same household member).

▢ Health Team directly informs family that the student must self-isolate for 14 days from the date of last exposure to the positive case (or for 14 days from the date of discontinuation of isolation for the positive same household member) with recommendation for monitoring and testing

▢ Health Team sends group email to student’s cohort that a student will be self-isolating for 14 days from the date of last exposure to the positive case (or for 14 days from the date of discontinuation of isolation for the positive same household member) but that the cohort may continue with in-person learning with recommendation for monitoring and testing

▢ Communications Team sends group email to entire community that a student in a specific cohort is self-isolating for 10 or 14 days, but that the cohort may continue with in-person learning

Lead teacher or teaching associate identified as close contact to a positive COVID case, such as a COVID+ household member (see SFDPH definition

Only that lead teacher or teaching associate must self-isolate for 14 days from the date of last exposure to the positive case (or for 14 days from the date of discontinuation of isolation for the positive same household member)

▢ Health Team directly informs the lead teacher or teaching associate that they must self-isolate for 14 days or 10 days following onset of symptoms with requirement for testing. Health Team also  informs the teacher’s Division Head.

▢ Health Team sends group email to the lead teacher or teaching associate’s cohort that a teacher will be self-isolating for 10 or 14 days, but that the cohort may continue with in-person learning (with TA or flex teacher) 

▢ Communications Team sends group email to entire community that a teacher in a specific cohort/grade is self-isolating for 10 or 14 days, but that the cohort may continue with in-person learning (with TA or flex teacher) 

Positive case of COVID identified for admin/staff/NCIS member who does not interact with students

Admin/staff member must self-isolate for at least 10 days following the onset of symptoms



Child(ren) of that admin/staff member (if enrolled at CAIS) must self-isolate for 14 days

▢ Health Team directly informs employee that they must self-isolate for 14 days or 10 days following onset of symptoms with requirement for testing. Health Team also informs the employee’s manager.

▢ Communications Team sends group email to entire community that an admin/staff member will be self-isolating for 10 or 14 days but that no cohorts are self-isolating as a result

Student is sent home for symptoms of any illness

Student must remain at home until symptom free for 24 hours and receiving Return To School Clearance, which includes a required COVID-19 test OR self-isolating at home for at least 10 days (including the final 24 hours symptom free)

▢ Health Team directly informs family that the student must remain at home until they are symptom free for 24 hours and receive Return to School Clearance, which includes a required COVID-19 test

▢ Communications Team sends group email to entire community that a student (identify grade and cohort) has been sent home with symptoms of illness, and encourages community vigilance to watch for symptoms.

Employee is sent home for symptoms of any illness

Employee must remain at home until symptom free for 24 hours and receiving Return To School Clearance, which includes a required COVID-19 test

▢ Health Team directly informs employee and manager that the employee must remain at home until they are symptom free for 24 hours and receive Return to School Clearance, which includes a required COVID-19 test

▢ Communications Team sends group email to entire community that an employee (grade and cohort or department as applicable) has been sent home with symptoms of illness, and encourages community vigilance to watch for symptoms.

Potential Case for Student
(such as not passing morning health screening or suspected transmission from a close contacts [see SFDPH definition])

Student staying home must remain at home until symptom free for 24 hours and receiving Return To School Clearance, which includes a required COVID-19 test OR self-isolating at home for at least 10 days (including the final 24 hours symptom free)

▢ Communications Team sends group email to entire community that a student (identify grade and cohort) is staying home with symptoms of illness, encourage vigilance to watch for symptoms. 

Potential Case for Faculty/Staff
(such as not passing morning health screening or suspected transmission from a close contacts [see SFDPH definition])

Faculty/staff member staying home must remain at home until symptom free for 24 hours and receiving Return To School Clearance, which includes a required COVID-19 test OR self-isolating at home for at least 10 days following the onset of symptoms (including the final 24 hours symptom free)

▢ Communications Team sends group email to entire community that a faculty/staff member (identify grade and cohort) is staying home with symptoms of illness, encourage vigilance to watch for symptoms. 

Positive Cases at FAIS

Decide on a case by case basis (determining whether there is a critical mass of FAIS cases or if there may have been any breaches to the macro-cohorting to warrant alerting community)

▢ Communications Team sends group email to entire community, if warranted, sharing what we are told by NCIS/FAIS

Death of Community Member

Head of School calls the family with condolences and works to determine community communication and respect the family’s wishes.

▢ Communications Team waits for guidance from HoS thensends an email to current families, faculty and staff sharing what we are allowed to by the family. 

* Per its guidance PDF (item 7 on page 4), SFDPH defines close contact as:

  • living in the same household or being an intimate partner of someone who has Confirmed COVID19OR 
  • spending more than 15 minutes within 6 feet of someone with Confirmed COVID-19, OR 
  • having direct contact for any amount of time with bodily fluids and/or secretions of someone with Confirmed COVID-19 (e.g., was coughed or sneezed on, shared utensils with, or was provided care by or provided care for them without wearing a mask, gown, and gloves) at any time during the period starting 48 hours before the person with COVID-19’s symptoms began (or Page 5 of 5 the date of their positive test if the person with COVID-19 had no symptoms).
Distancing
  • We are following the guidance of the public health authorities on cohorting students and staff (see guidance from SFDPH, CA DPH and the CDC).

  • The 150 Oak campus has been divided into exclusive-use spaces assigned to either CAIS or French American/IHS, forming two sequestered “macro cohorts.” This includes instructional spaces, offices, entrances, corridors, stairwells, elevators, and restrooms. Students and employees of each school will be limited to their own exclusive-use spaces thus limiting contact between schools.

  • Students and staff endeavor to maintain recommended physical distance (see guidance documents above) or more to the extent possible. We recognize that being able to successfully effect distancing  varies depending on the developmental age of the students.

  • CAIS employees follow distancing and face-covering guidelines (see following section) when interacting with one another. Face-to-face meetings between and among CAIS employees are avoided when distance alternatives are practical.

  • In places where it is appropriate, plexiglass shields or “sneeze guards” have been installed (e.g., reception desks, between sinks).
  • No events or group meetings of more than 12 adults will take place until further notice (Source: City and County of San Francisco).

  • All field trips, after school athletic teams, and competitions have been postponed until further notice. 

  • After school enrichment programs are being held remotely. Any on-campus before- or aftercare offerings maintain fidelity to established cohorts—cohorts are not mixed before or after school.

  • Reasonable accommodations are being made for students and employees who are at increased risk for severe illness from COVID-19 as defined by public health officials (Source: SFDPH).

Face Covering, Masks, and other Personal Protective Equipment (PPE)
  • All individuals on any CAIS campus must wear face coverings. This includes students at all divisions. We realize that this may be challenging for our youngest students, and we will closely follow evolving guidelines regarding face coverings on children as well as learn from our own experience. We recommended that families work with their children over the summer to find what works best. Source: CDC guidance on face coverings for children

  • The school maintains a limited supply of disposable, one-use masks.
  • Families are required to provide face coverings for their students. People entering CAIS campus facilities may not wear masks with vents, as they allow the wearer to expel aerosols into the environment. Additionally, clear face guards may be used, but not as a substitute for face coverings.

  • Additional PPE may be indicated and required for other employees (e.g., nurse, people at higher risk for illness from COVID-19, cleaning staff, etc).

  • Students should not wear gloves. 

  • As mentioned above, reasonable accommodations are being made for students and employees who are at increased risk for severe illness from COVID-19 as defined by public health officials (Source: SFDPH). 

Hygiene
  • Additional sinks and hand-sanitizing stations have been installed at multiple locations on all campuses. Students and adults adhere to a rigorous handwashing schedule and protocols. 

  • Before school opens for on-campus learning and throughout the school year, CAIS encourages parents to introduce their children to the healthy hygiene practices that students will follow at school, e.g., distancing, face coverings, hand washing, sneezing and coughing into sleeves or tissues, limited face-touching, etc. (see CDC Tips for Talking with Children).

  • Faculty and staff will teach and reinforce healthy hygiene practices in school. 

  • Additional cleaning and sanitizing staff have been added with a focus on frequent cleaning of high touch surfaces and electrostatic disinfectant sprayers at night. Cleaning crews use hospital grade, low toxicity disinfectants designated for fighting COVID-19.

  • Frequently touched surfaces have been covered with a copper film where appropriate.

  • Windows and interior doors in classrooms and offices will remain open for air circulation.

  • Enhancements have been made to the HVAC system for the purpose of optimizing ventilation.

  • Stand-alone HEPA filters have been added to classrooms at all three campuses to provide one more level of air filtration. While placed close to teachers—given that they are at greater risk—these also  naturally will filter air more generally in the classroom spaces. 
Symptom Screening
  • Every school day, parents or guardians are required to attest to the health of their children by truthfully answering a brief series of questions via the Magnus Health Portal. Allowing a child to attend school when the child exhibits symptoms of any illness jeopardizes everyone in our extended community. (See Culture/Behavior Change section below for details on the community pledge.)

  • Similarly, employees also are required to attest to their own health each day via the Magnus Health Portal.

  • All students and employees on campus have their temperature checked at some point during the school day.

  • Unless granted special permission, only CAIS students and employees may enter campus buildings.

  • Children and adults exhibiting any symptoms of illness (e.g., fever or chills, cough, sore throat, shortness of breath or trouble breathing, new loss of taste or smell, appearing or behaving sick, etc.) must stay home or be sent home.

  • Individuals exhibiting the above symptoms are strongly encouraged to be tested for COVID-19 and to notify the school of the results.

  • Conditions for returning to school following any illness are described below, under “Returning to School After Illness or Home Isolation”. 

Home Isolation
  • Students or staff testing positive for COVID-19 must follow a home isolation period per CDC Interim Guidance (typically at least 10 days from the onset of symptoms).

  • Individuals identified as primary close contacts (e.g., within six feet for ten minutes or longer) to someone who tests positive for COVID-19 must follow a home isolation period per CDC Interim Guidance (typically 14 days from last exposure).

  • Family members who cohabitate with an individual who tests positive for COVID-19, and members of the same school cohort are considered primary close contacts.  

  • It is the duty of parents and guardians to disclose to CAIS if they, their children attending CAIS, or anyone else with whom the child cohabitates have tested positive for COVID-19 or if their child attending CAIS is a primary close contact of a person who has tested positive for COVID-19.

  • It is the duty of employees to disclose to CAIS if they or anyone else with whom they cohabitate have tested positive for COVID-19 or if they are a primary close contact of a person who has tested positive for COVID-19.

  • When CAIS learns of a positive COVID-19 test or primary close contact among our students or employees, we will communicate this information with the impacted families and employees and report it to the SFDPH as required. In sharing the relevant information that we know, we will respect the privacy rights to which all individuals are legally entitled (for example, we will be able to identify grade and cohort but not specific individuals). See “Protocols for Communicating About Potential and Confirmed Cases” above for more details.

Returning to School After Illness or Home Isolation

Before returning to school following any illness-related absence or positive COVID-19 test, a student or employee must obtain Return To School Clearance from the CAIS COVID-19 Response Coordinator or the Director of Health Center by emailing ReturnToSchool@cais.org. Return To School Clearance will be granted based on CDC Interim Guidance.

Mental Health Support (for kids and adults)

CAIS counselors work with faculty to develop an integrated approach to supporting students and employees with the day-to-day challenges of living and attending school in a pandemic. The approach  emphasizes empowering children and adults by giving them the knowledge and tools to keep themselves and others healthy and safe.

Culture/Behavior Change
  • Plans and rules will not automatically change culture or behavior. CAIS is actively working to articulate, explain, and encourage healthy behavior among students, employees, and families, both in and out of school. We strive to foster a collective spirit in which we take care of ourselves, our fellow CAIS community members, and people in the wider community. This requires the support and participation of all CAIS community members. 

  • It is essential for the health and safety of all of us that we place trust in the adults in our community, both CAIS employees and parents and guardians, to follow best practices both in and outside of school for managing the risk of transmission as recommended by public health officials and indicated in the school’s COVID-19 Reopening CAIS planning. More than ever, our personal behaviors will affect the health of our entire community. 

  • All CAIS parents, guardians, and employees are asked to sign a pledge to follow health practices in and out of school as recommended by public health officials.
  • As indicated above, CAIS teaches and reinforces responsible pandemic behavior in class (e.g., hand washing, sneezing, coughing, masks). We believe that adopting these behaviors now will have positive effects on our children’s ability to navigate the global future. 

Hiring a Dedicated School Nurse

CAIS has hired a nurse to be Director of Health Center assisting with our efforts to manage school community health and wellness across our three campuses. During the 2020-21 school year, a primary responsibility for this position is working with the CAIS leadership team to reduce risk while reopening on-campus learning. The Director of Health Center currently works at the Preschool campus and long-term will be located in the existing health office in the Hickory Lobby. In keeping with our macro-cohorting plan (see the section on Distancing) Elena Vlad and Gail Kay have moved their office to the French American/IHS side of the Oak Campus and are working exclusively with French American/IHS.

Communication
  • CAIS endeavors to communicate important information regarding COVID-19 risk management, learning, and teaching via a limited number of centralized channels: weekly email newsletter, cais.org/covid19response, and on occasion live, interactive online events.

  • Communication will occur to the extent possible on a regular, predictable schedule; Newsletters will be sent weekly and cais.org/covid19response will be updated as new information becomes available.

  • CAIS will continue to solicit valuable input from community stakeholders on important issues and decisions.