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COVID-19 PPA/PPN Communication & Decision Tree DirectionsCritical Communication Numbers

DOH/DOE Situation Room:

DOH Track and Trace

DOH/DOE Situation Room email:

NYC DOE Charter Office:

DOE UPK Email:
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Order of OperationsStepsWho Directions
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1Contact Situation Room/DOHDOO/PrincipalImmediately upon notification of a positive case, DOO & Principal together should contact the situation room/DOH. PPA campus will provide DOH with all information. Provide direct number for DOH investigator to contact back with next steps. Track & Trace will be immediately notified.
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2Notify Senior LeadershipDOOAfter contacting the situation room, notify COO and Dir of Regional Ops via text
Send follow-up email to COO for records
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3Evaluate Exposure & Review length of closureDOO
Dir of Regional Ops will revert back and support with evaluating the situation.
Key question to evaluate:
What is the level of exposure or close contact?
Develop next steps for closure

Exposure/Close Contact: Within 6 feet for more than 10 minutes without a mask . Once someone is exposed they are considered a close contact
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4Finding your campus communication Dir of Regional Ops/DOO/Principal
Post follow-up from DOH, communication will be sent to PPN Home Office, Staff, & families.
Elementary: Utilize the Elementary tab
Middle: Utilize the Middle School tab
Specific Letter & Kinvo are linked
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5Communicating to your audience DOO/Principal/Home OfficeEach tab contains specific letters for each scenario. In some scenario's multiple letters should be sent out.
Example:
Pod Closure: Pod letter to specific pod family + specific letter to all campus. 1 letter is sent to specific pod. Another letter sent to the school community
*note that Home office will manage full network staff communication, as needed

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6Creating your campus letters (s)DOO/Principal
1. Copy letter to letterhead here
2. Fill in all red areas with information
3. Edit the letter accordingly.
4. REVIEW, REVIEW, REVIEW
5. Tag Regional Dir of Ops in letter to read
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7Name and Save Letter DOO/Principal
1. Naming convention: <Campus>_Letter Type Name_Date
2. Download your letter to a PDF
3. Save your letter to your campus specific folder
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8Sending LetterDOO/Principal/Home Office
1. Staff: Attach PDF letter to email (Principal)
2. Families: Attach PDF letter to Kinvo (DOO)

*Home office will manage communicating to SUNY
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9Email Communication
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10CoverageDOODepending on who is positive and level of exposure, sub coverage/support may be needed in case other may need to quarantine. DOO should communicate with sub agency to make coverage arrangements during the length of the closure
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11Follow-upPrincipal
Situation depending- there must be follow-up within 24 hours to families. If there is additional closure another letter may be needed otherwise Kinvo will be used to communicate building reopening information
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