Response Plan Draft Version 1-2

Fairfield DD COVID-19 Response Plan V 1.2 7/30/20 (Draft) P.1

July 28, 2020
To all individuals, families and staff of Fairfield DD,
It is sometimes hard to remember what life was like before the pandemic started just a few months ago. We
know COVID-19 will be with us for the foreseeable future. Our response to the virus will help determine how
we can best serve people and make every attempt to make sure everyone gets the support they need.
This Response Plan details our efforts as an agency to answer the questions many people will have. It
includes our board policy on the virus, as well as what we will do procedurally to handle the challenges
thrown our way. This plan is fluid; it will change often according to Federal and State directives, along with
the individualized needs presented in Fairfield County. Please check our web site often and download our
newest revision to the plan whenever necessary.
We invite you to speak with our staff concerning any questions you may have. Our goal is to keep everyone
safe while we take the initiative to provide as much support as we can. Thank you for your willingness to
help us work through these difficult times.
Sincerely,
John Pekar
Superintendent
Fairfield DD COVID-19 Response Plan V 1.2 7/30/20 (Draft) P.2

Table of Contents
Board Policy ............................................................... 4
Back to School Plan .................................................... 7
Protocols for Staff ...................................................... 11
Response Matrix for Direct Care ............................... 12-13
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I. PURPOSE
To provide an emergency response to the current COVID-19 pandemic.
II.
POLICY STATEMENT
It is the policy of the Board to, whenever necessary, take proactive measures to safeguard
the health and well-being of its employees, providers and individuals served by the Board and
their families. The COVID-19 virus epidemic presents a circumstance that warrants immediate
Board action in that regard. Accordingly, the Board adopts this policy effective immediately.
1. The Superintendent shall direct such sanitization activities as the Superintendent may determine
are feasible and warranted including, but not limited, to frequent sanitization of
high-touch surfaces. The Superintendent is authorized to expend funds necessary for
supplies, equipment or services for these activities without further Board approval.
2. Employees shall immediately notify the Superintendent or Human Resources Director, or
their designees, of any of the following events, and shall not report to work unless directed
to do so after making the required report:
a) The employee or any member of the employee’s household has been tested for, is under
observation for, or has been in close contact with a person who has been tested
for or is under observation for, COVID-19 infection.
b) The employee, a member of the employee’s household, or a person with whom the
employee or a member of the employee’s household has been in close contact has
been advised by a health care provider or public health authority to self-quarantine for
COVID-19 exposure.
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) The employee, a member of the employee’s household, or a person with whom the
employee or a member of the employee’s household has been in close contact has a
fever of over 100 degrees Fahrenheit.
d) The employee, a member of the employee’s household, or a person with whom the
employee or a member of the employee’s household has been in close contact has recently
visited a place known to be experiencing community spread of COVID-19.
The Superintendent or Human Resources Director have authority to direct employees reporting
any COVID-19 exposure to either report to work or remain at home depending upon
the circumstances.
3. The Superintendent shall have the authority to waive use of accumulated sick time and
approve paid administrative leave for up to fourteen (14) days for any person the Superintendent
believes constitutes a risk of COVID-19 infection and is required to remain at
home.
4. The Superintendent shall have the authority to close, suspend or cancel any Board activities
deemed by the Superintendent to constitute an unnecessary risk of exposure to
COVID-19. The Superintendent has the authority to limit travel of Board employees, within
and without the county, to those meetings or appointments critical to the mission of the
Board.
5. The Superintendent shall have the authority to temporarily authorize employees to work
from home when, in the Superintendent’s judgment, the employee can work effectively
from home, adequate information security measures are present, and allowing the employee
to work from home will both advance the mission of the Board and mitigate risk of
infection.
6. If the Superintendent is notified by the President of the Board that the Board is unable to
meet due to COVID-19 exposure or quarantine, the Superintendent shall be authorized to
approve payment of all ordinary and necessary expenses of the Board which are normally
approved by the Board at its regular meetings. The Superintendent shall advise the Board
of all expenditures made pursuant to this temporary authority. This authority may be curtailed
or cancelled by the Board President by written notice to the Superintendent and
Board Members and shall automatically expire when the Board convenes a regular meeting.
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7. The Board hereby suspends any policy or practice allowing outside persons or groups to
utilize Board facilities for non-Board related purposes. The Superintendent shall have the
authority to implement this provision or make limited exceptions consistent with the
Board’s mission and purpose, keeping in mind that limiting the number of people visiting
Board facilities will assist in the Board’s infection control efforts.
8. The Board authorizes the Board President and Superintendent to make arrangements to
broadcast Board meetings on-line and restrict physical attendance at Board meetings to
essential Board personnel and advisors when, in the judgment of the Board President,
public health concerns warrant restricting the number of people physically present at
Board meetings. The Superintendent shall issue public notice of any such arrangements
in a manner consistent with requirements for notice of special meetings and shall provide
specific information to the public about how to observe the meeting. In the event the
Board President activates this provision, all Board policies concerning public participation
at Board meetings shall be suspended.
III.
REFERENCES
None.
IV.
APPROVAL DATE
March 17, 2020
V. NLT REVIEW DATE
March 2021
VI.
REVIEWER
Superintendent
Board President
_________________________
President, Fairfield CBDD
Superintendent, Fairfield CBDD
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Forest Rose Restart Plan
Effective the week of August 15, school will resume at Forest Rose School. However, keeping the
safety of our students and staff as our top priority, we are starting the school year in an altered
manner. While monitoring the level of COVID-19 cases in Fairfield County, we will ease back into
student attendance.
Even if we are in full attendance, it is always possible that school may be closed with minimum
advance notice and all services will again be virtual. Situations which may arise which would
necessitate total distance learning include:
Fairfield County determined to be Level 4 (Purple)
A class has an overwhelming number of staff or students quarantined
We determine there are enough positive cases at Forest Rose to warrant closing the school
We encourage all staff, students and families to maintain personal “back-up” plans in the event
circumstances change.
SCHOOL AGE
School age staff will return on August 15/17 as scheduled.
We will begin the school year on August 21 with a hybrid model of virtual learning and home visits.
Return by students to the physical environment of the school will occur on a gradual basis as we
evaluate the appropriateness of in-class attendance for each specific child. Factors being considered
will include current COVID-19 levels in the community, risks and benefits for that child to attend
school, etc. Staff will provide virtual learning guidance and home instruction for students and their
families until such time as they are in attendance. Ongoing instruction may occur in a model
consisting of in-class and online learning.
Class Format
As always, classes will have no more than eight students per class. However, this year, we are
fortunate enough to have two rooms for each class so classes will be split into two rooms, making
no more than four students in each room.
Students who are attending in-class will attend four days per week, with each class having a
different day of the week off. This allows Instructors time to work on virtual learning, allows an
extra day for cleaning and lessons the number of students in the building and on the buses on any
one day.
The size of the locker rooms and pool make distancing nearly impossible in these areas. Therefore,
we have decided swimming will only be available to students who’s IEP’s specify this service this
year. In addition, Adaptive Physical Education will be provided to school age students are required.
It will look very different this year as we adhere to distance guidelines and will not be sharing
equipment among students.
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PRESCHOOL
Preschool staff will return on August 17 as scheduled. The school year will begin on August 25 and
26.
Like school age, preschool will return on a gradual basis. We will begin with distance learning and
bring kids into school as we evaluate the appropriateness of in-class attendance for that specific
child. Staff will provide virtual learning guidance for students and their families until such time as
they are in full-time attendance.
The size of the locker rooms and pool make distancing nearly impossible in these areas. Therefore,
we have decided swimming will not be offered for preschool this year. In addition, as we adhere to
distance guidelines and aim not to share equipment, we will not offer Adaptive Physical Education to
preschoolers as it is not required.
Recess will be held one class at a time with a break in-between classes for staff to sanitize
equipment.
PROTOCOLS FOR THE PHYSICAL ENVIRONMENT AT FOREST ROSE SCHOOL
Daily Protocol
Each day, immediately upon arrival, every staff member entering the building will have their
temperature taken. A nurse will be checking staff. The receptionist will be checking visitors. If their
temperature is above 100.4 degrees, they will be sent home. Staff exhibiting any of the general
symptoms or concerns of COVID-19 should remain home. Visitors will not be permitted in the
building unless it is an emergency or has been pre-planned. If a visitation is necessary, they will be
required to wear a mask.
School Meals and Snacks
We are encouraging parents to provide breakfast and lunch for their child. However, we will still be
offering this to our students. Lunch will be served in the classroom instead of the multi-purpose
room. Disposable trays and utensils will be used to the largest extent possible. Any snacks provided
by parents will be for their child only.
Opt Out Option for Students
If students/family members choose to opt out of in-class attendance, then virtual learning options
will be provided. For those students, teachers and other staff will provide different activities that can
be completed at home to advance learning. It will be necessary for families to remain in contact
with school staff.
Back-up Plan for Alert Level 4 (Purple)
The Ohio Department of Health has established an Alert Level System for counties in Ohio. If
Fairfield County is determined to be Alert Level 4, or the Purple Level, preschool and school
programs will shift to virtual learning and all in-school services will be temporarily suspended until
the level has reduced to at least Level 3, or the Red Level. The Fairfield County Board of DD will
follow guidance from the Fairfield Health Department. Forest Rose staff may be assigned to work
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from home if work can be maintained remotely. Administration will have the discretion, based on
Health Department guidance, to determine if staff can work from home.
Protocol when Positive COVID-19 Test or “Contact’
If a student or staff member tests positive for COVID-19, the person will not attend preschool or
school and should be isolated for at least 10 days since symptoms appeared and there has been a
72-hour fever-free period (without the aid of a fever reducer) and respiratory symptoms have
improved.
If a student or staff member is determined to have been in “contact” with a person who has COVID
-19, the individual will not attend preschool or school and should be quarantined for fourteen
days. “Contact” is defined as being within 6 feet of a person with COVID-19 for a period of 15
minutes within the past 48 hours. For example, a person who rides the bus or sits in a classroom
within 6 feet of a person with the virus for 15 minutes, the person would be considered a “contact”
and would need to be quarantined for 14 days. If the person later learns that he/she tests positive
for COVID-19, then the isolation protocol would begin. If a person has “contact” with a “contact”,
this person does not require quarantine.
Symptoms may appear 2-14 days after exposure to the virus and may be mild to severe.
Symptoms may include, but are not limited to:
• Fever or chills
• Cough
• Shortness of breath or difficulty breathing
• Fatigue
• Muscle or body aches
• Headache
• New loss of taste or smell
• Sore throat
• Congestion or runny nose
• Nausea or vomiting
Diarrhea
Face Masks
All staff will wear a face covering. Students in Grades 3 and higher will be encouraged to wear a
mask. However, we recognize that many of our students cannot and/or will not wear a mask.
Transportation
To reduce exposure, Fairfield DD is requesting parent transportation whenever possible. However,
transportation in school buses is still available. Prior to boarding the bus, bus drivers will take the
child’s temperature with no-touch thermometers. If the child has a temperature of 100.4 degrees
or higher, he/she will not be able to attend school. Likewise, should the child begin to exhibit any
symptoms during the school day, the family will be asked to pick up the child to return home
immediately.
No more than one student will be on each seat on the bus, except students living in the same
household who can sit together. Children will be seated six feat apart to the greatest extent
possible. Due to the size of our buses and the number of students on each route, physical
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distancing is much easier. Bus drivers will wear face coverings.
Sanitizing
Sanitizing will be an important part of each day. Instant hand sanitizer is available in each
classroom and throughout the building. Staff will be required to wash and sanitize their hands
frequently and students, to the extent possible.
Classrooms, furniture, materials and buses will also be sanitized on a regular basis and each evening
the building will receive a thorough cleaning, including a weekly disinfectant with an electrostatic
sprayer. All staff are responsible for sanitizing on a regular basis. Parents and family members are
also encouraged to participate and teach proper handwashing (at least 20 seconds).
Protocols for Staff
We base our guidance for staff from the advice of local, state, and federal rules and
recommendations. These recommendations change often based on how prevalent the virus is in
our area at the current time.
We expect our team members to behave responsibly outside of work and help our community in
reducing infection rates. If we are following safe practices at work but staff are not engaging in
safe practices outside of work, our efforts are for naught.
Governor DeWine has urged citizens to use extreme caution when considering attending or hosting
an informal gathering.
"We are seeing serious exposures to the virus that are arising from everyday events like church
services, small house parties, neighborhood get-togethers, children’s sleepovers, weddings, and
even bridal showers," said Governor DeWine. "This virus is real, and we cannot let our guards
down."
Self-Quarantine (Exposed, but no test of confirmation)
According to Board policy, an employee will self-quarantine if:
a) The employee or any member of the employee’s household has been tested for, is under
observation for, or has been in close contact with a person who has been tested for or is under
observation for, COVID-19 infection.
b) The employee, a member of the employee’s household, or a person with whom the employee
or a member of the employee’s household has been in close contact has been advised by a health
care provider or public health authority to self-quarantine for COVID-19 exposure.
c) The employee, a member of the employee’s household, or a person with whom the employee
or a member of the employee’s household has been in close contact has a fever of over 100 degrees
Fahrenheit.
d) The employee, a member of the employee’s household, or a person with whom the employee
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or a member of the employee’s household has been in close contact has recently visited a place
known to be experiencing community spread of COVID-19.
The Superintendent or Human Resources Director have authority to direct employees reporting any
COVID-19 exposure to either report to work or remain at home depending upon the circumstances.
The quarantine period will last for 14 days from either the date of exposure.
“Contact” is defined as being within 6 feet of a person with COVID-19 for a period of 15 minutes
within the past 48 hours. For example, a person who rides the bus or sits in a classroom within 6
feet of a person with the virus for 15 minutes, the person would be considered a “contact” and
would need to be quarantined for 14 days. If the person later learns that he/she tests positive for
COVID-19, then the isolation protocol would begin. If a person has “contact” with a “contact”, this
person does not require quarantine.
Leave Usage
If an employee is exposed to COVID-19 during the course of employment or sheltering while at
home, the employee is eligible to use paid, administrative leave for up to 14 days.
If an employee is exposed due to travel to a restricted state as defined by the Ohio Department of
Health, the employee will use sick leave to cover the 14 day quarantine period.
Positive Test
If an employee suspects they have COVID-19 and have either received a positive test or are waiting
for results, we expect that employee to remain under quarantine until (CDC Guidance from July 17,
2020):
An employee with mild to moderate illness who are not severely immunocompromised:
• At least 10 days have passed since symptoms first appeared and
• At least 24 hours have passed since last fever without the use of fever-reducing
medications and
• Symptoms (e.g., cough, shortness of breath) have improved
Note: HCP who are not severely immunocompromised and
were asymptomatic throughout their infection may return to work when at least 10 days
have passed since the date of their first positive viral diagnostic test.
An employee with severe to critical illness or who are severely immunocompromised 1 :
• At least 20 days have passed since symptoms first appeared
• At least 24 hours have passed since last fever without the use of fever-reducing
medications and
• Symptoms (e.g., cough, shortness of breath) have improved
Note: Employees who are severely immunocompromised 1 but who
were asymptomatic throughout their infection may return to work when at least 20 days have
passed since the date of their first positive viral diagnostic test.
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Phases of Support:
1. EVERY scenario includes Fairfield DD monitoring systems
2. Continue working with individuals, but use PPE
3. If symptoms progress, move to next scenario
4. If agency follow DSP crisis plan
5. Refrain from working with anyone other that the infected individual and use PPE at all times.
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6. DSP chooses to self-isolate away from others
7. DSP chooses to self-quarantine with infected individual
8. Defer to healthcare professional to continue meeting care needs
9. Fairfield DD will offer resource book and discuss ways to provide support to ensure health and safety.
Fairfield DD COVID-19 Response Plan V 1.2 7/30/20 (Draft) P.13

Board Members
Sharon Scruggs, President
Bob Competti, Vice President
Elizabeth Burwell, Secretary
Matt Wideman, Member
Bring about a vibrant community
where people lead fulfilling lives and
make meaningful contributions
Pam Barkley, Member
Derek Upp, Member
Teresa Mowen, Member
Leadership Team
Superintendent, John Pekar
Executive Assistant, Gaynor Pfeffer
Financial
Beth Seifert, Chief Fiscal Officer
The Administrative Offices of the
Fairfield County Board of
Developmental Disabilities
795 College Avenue
Lancaster, Ohio 43130
Office hours: Monday - Friday
Human Resources & Operations
Cindy Hillberry, Director
Quality, Innovation & Planning
Ray Schmidt, Director
Educational Services
Cindy Hillberry, Interim Director
Services & Supports
Kyle Miller, Interim Director
Adult Service Options
Kyle Miller, Director
Community Relations
Temple Montanez, Director
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