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PROCESS. FOCUS. ALIGNMENT.

  • Proactively work with the Minnesota Department of Health (MDH) and Scott County Department of Health.
  • Ensure district health services and communication responsibilities operate in collaboration with administrators .
  • Adhere to necessary HIPPA and FERPA privacy laws.
  • Consider recommendations from the Pandemic Response Advisory Team, administrators and district leadership.

Make decisions that continually keep the health and safety of our students, staff and community at the forefront of every decision.

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COVID-19 DISTRICT SCENARIOS

Student (child or adult), Staff or Parent/Family:

  • Close contact
    • Close contact of a close contact
  • Symptomatic individual
  • Positive COVID-19 case
  • Individual waiting on test results
    • May or may not have symptoms

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TEAM APPROACH

Primary

  • Health Services Supervisor
  • Assigned COVID Local School Nurses
    • Elementary (1)
    • Secondary (1)
    • Private - Living Hope, SACS (1)
    • Staff (1)
  • Communications
  • District Administration (i.e. Assistant Superintendent, Superintendent, Director of Human Resources)
  • Building Administration
  • Building Custodians

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Support

  • Building Level Nurse(s)
  • Building Front Office Administration
  • Select Teachers and Staff (depending on situation and need)

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VARIABLES

  • Important factor: Lab confirmed test results
  • Immediate actions required when individual is:
    • Symptomatic
    • Testing for COVID-19
    • Confirmed COVID-19 case

If the individual is in a district building in any of the scenarios, expedited action may be required. Close contact identification is also expedited.

All cases are triaged same day; communication and final action is also expected to occur same day unless there’s a factor outside of our control (e.g. lab/MDH confirmation, delay in notification from individual, etc.) that requires the district to break actions into phases.

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PROCESS

  1. Contact MDH and Scott County Health (COVID LSN)
    • Relay situation, confirm plan and provide contact tracing support
    • Gather seating charts, attendance information, transportation details, other district activities or care and schedule
  2. Identify potential close contacts within the district
  3. Further define and implement communications plan
    • Confirm all facts
    • Determine timeline and how quickly information can be communicated
      1. Determine who needs to know what and when
    • Confirm data privacy guidelines, level of sharing
    • Utilize and adjust, as needed, proper approved communication templates
  4. Make necessary building and operations adjustments
    • Immediate home/quarantine now needs?
    • Other district impacts - siblings, own kids, spouse/significant other?
    • Disinfection plan for all potentially impacted areas
  5. Make necessary educational programming adjustments
    • Cancel program?
    • If staff, how is classroom/course going to run… other staffing adjustments needed

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TYPES OF DISTRICT COMMUNICATION

  • Impacted individual communication
    • Direct call from/discussion with COVID LSN
    • Additional communication from direct supervisor or building administrator
    • Follow up from MDH and County (outside of district)
  • Close contact communication
    • Done immediately upon identification and lab confirmed results
      • Direct call from COVID LSN
      • Follow up emails (individually) from building administrator
        • District confirmed file and talking points provided by communications and COVID LSN
      • Follow up learning/programming instructions, if applicable, from supervisor/teacher
  • Courtesy building/community communication
    • Sent once all close contacts are notified (same day), by email, to entire impacted building (staff, students and families - Shakopee Online AND Shakopee IHD)
      • District confirmed file and talking points provided by communications and COVID LSN
  • Internal communication
    • Tracking and reporting within communications, health and services, building administration and district office

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SAMPLE COMMUNICATION - CLOSE CONTACT

Identifies:

  • Associated building
  • Exposure date
  • Quarantine/isolation period & return to school date
  • Testing guidelines and resources (MDH)
  • Pandemic Response Plan (staff or student)
  • Return to school guidelines
  • COVID LSN contact information and support
  • Additional MDH resources

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SAMPLE COMMUNICATION - COURTESY

Identifies:

  • Associated building
  • Date of lab confirmed case (receipt of notification)
  • Close contact notification process
    • Will note if “no students” or “no staff” were considered close contacts, if applicable
  • That the risk of exposure is no greater than the risk of contracting the virus in general community
  • Pandemic Response Plan (staff/student)
  • Safety and stay home procedures
  • Additional MDH resources

Identifying anything further such as grade/department, staff vs. student, attendance details of COVID-19 case, etc. are unfortunately not details that can be shared due to previously noted privacy laws.

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CURRENT DISTRICT IMPACT

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Many individuals that are accounted for in the above chart were not in school during their infectious period meaning there was no in-school exposure.