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CCS Plan for Safe Return to In-Person Instruction and Continuity of Services
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Charlottesville City Schools

Plan for Safe Return to In-Person Instruction & Continuity of Services

Section 1: Introduction

The purpose of the American Rescue Plan (ARP) Act Elementary and Secondary School Emergency Relief (ESSER) III Fund is to help safely reopen and sustain the safe operation of schools and address the impacts of COVID-19 on the nation’s students by addressing students’ academic, social, emotional, and mental health needs.  Charlottesville City Schools (CCS) is committed to providing a safe and healthy workplace for all our students, staff and visitors.  To this end, CCS has developed the following plan in response to the COVID-19 pandemic.  Implementation of this plan requires a joint and sustained effort of all CCS staff, students and families.  Our goal is to mitigate the potential for transmission of COVID-19, and that requires full cooperation of everyone involved with our schools.

For any questions, comments or suggestions regarding this plan, please email or call 434-245-2400 to reach:

The COVID-19 Health Plan is administered by the Assistant Superintendent, Kim Powell, who maintains the overall responsibility for the plan.  However, CCS administration and staff are equally responsible for supporting, implementing, complying with and providing recommendations to further improve all aspects of this COVID-19 Health Plan. CCS administration and staff have our full support in enforcing the provisions of this plan.

Sustained and cooperative efforts of schools and families working together will establish and maintain the safety and health of our school community.

Strategies in this plan strive to:

Section 2: Maintaining Health and Safety

Charlottesville City Schools has taken and will continue to take actions to ensure the health and safety of students, educators, and other school and division staff during and following the return to full in-person instruction. CCS uses layered mitigation measures and containment strategies coupled with numerous partnerships to facilitate in-person operations during pandemic conditions.  CCS has also adopted policies and/or procedures on each of the following safety recommendations established by the Center for Disease Control and Prevention (CDC) and the Virginia Department of Health (VDH):

In addition to the measures above, CCS has taken the following actions:

Ventilation & Air Purification/Sanitation:  

Ventilation systems are maintained under contract by City Facilities Maintenance.  In response to COVID-19, the City is upgrading from MERV 7 to MERV 14 filters to trap more particulates that could carry the virus.   Systems will be set to increase outside air to the maximum amount that still allows for the system to treat/condition the air.   A new program to routinely sanitize air handlers is also being implemented and will be incorporated in new Standard Operating Procedures (SOP’s) for the Facilities Maintenance employees who service the schools.  HEPA air purifying, bipolar ionization (BPI) and UV-C air purification/sanitation equipment has also been deployed in all schools so that all classrooms, common areas and offices have one or more of these measures in place as was deemed most appropriate and effective for each space.

Water Systems:   

Water systems are also maintained under contract by City Facilities Maintenance.  This includes systematically testing for lead, and after any extended closure, Facilities Maintenance flushes all water lines and fixtures.  All water fountain bubblers have been disconnected and capped, and bottle fill stations have been installed across all schools.

Barriers & Other Protective Items:

CCS has installed service windows where possible and procured plexiglass barriers for reception areas.  Additional barriers and face-shields have been purchased for all schools and departments to use for instructional situations as needed.  Additional Personal Protective Equipment (“PPE” - gowns, head coverings, shoe covers, etc.) is provided for staff working closely with students to provide health related or other special services, and for anyone designated to work in a quarantine area.  Any staff who may need to wear full PPE are trained in the proper use and disposal for PPE.

Section 3: Continuity of Services

Charlottesville City Schools (CCS) has taken and will continue to take actions to ensure continuity of services, including but not limited to services to address students’ academic needs and students’ and staff social, emotional, mental health, and other needs.

CCS has invested heavily in Chromebooks and internet connectivity options to ensure accessibility is not an issue or obstacle for any student.  For the 2021-2022 school year, CCS will continue to offer an entirely virtual option for students in grades 3 to 8, along with select virtual options for students in grades 9 to 12.  The investment in technology and connectivity will also allow for students to access learning if they are out of school for an extended period of time due to quarantine, isolation or other needs.

During the 2020-2021 school year, CCS continued student meal distribution throughout the Charlottesville community using a combination of stationary pick-up locations and bus routes.  For 2021-2022, student meals will be available for pre-order and pick-up from schools for any family participating in virtual instruction.  The CCS family engagement team and community partners worked together to conduct multiple Response to Essential Needs (REN) events, and many staff members from all schools increased outreach and home visits over the past year.  These efforts will continue as needed moving forward.  

CCS has also increased investment in social, emotional and mental health supports during the past year and in preparation for the 2021-2022 school year.  In addition to adding 2 LCSW positions at the High School during the 2020-2021 school year, for the 2021-2022 school year CCS is bringing on 3 additional LCSW staff members to serve Walker Upper Elementary and Buford Middle School, along with 6.5 Social & Emotional Counselors to serve the six elementary schools and Lugo-McGinness Academy.

Section 4: Opportunity for Public Comment

In developing the ARP ESSER Plan, Charlottesville City Schools (CCS) sought public input and took such input into account as described below.

During the fall of 2020, a Superintendent’s Advisory Committee for COVID-19 was formed consisting of administration, staff, parents and community members. This committee used surveys of the school community and regular meetings to inform decision making up until February of 2021 when CCS opened in-person learning options for all students. All work of the committee was posted on-line (charlottesvillecityschools/returntolearn), and public comment was available every month at one or more school board meetings.  In addition to school board meeting presentations and public comment, CCS will continue to use our mass communication tools (texts and phone calls) coupled with surveys and on-line feedback tools to continue providing opportunities for public comment and input moving forward.   

Section 5: Periodic Review and Revision of Plan

During the period of the ARP ESSER award (until September 2023), Charlottesville City Schools (CCS) will periodically review and, as needed, revise its plan for the safe return to in-person instruction and continuity of services. The plan will be reviewed at least every six months, and CCS will seek and take into account public input during the review process. Plan revisions will address updated CDC guidance on safely reopening schools, if any are issued.

 Section 6: Making the Plan Available to the Public

Charlottesville City Schools has taken the following steps to make this plan available to the public:  

HEALTH PLAN REVISIONS:

7/16/2020 - ORIGINAL submitted to VDOE

7/22/2020 - Added Health Plan Team Graphic and this revision tracking page (updated revision date in footer)

3/5/2021:

6/7/2021:

REVISION:  June 7, 2021