January 7, 2021

Health, Safety, and Operational Metrics

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Foundation for Decision-Making

Assessing ALL Risks and Metrics in Weighing Plans for In-Person Learning

Focusing on Effective Mitigation Measures that Meet or Exceed Recommendations

Meeting Student Educational Needs and Ensuring Staff and Student Safety Continue to Drive Decision-Making

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HEALTH & SAFETY

Health Metrics

Core Indicators Score

Total number of new cases per 100,000 persons in last 14 days

540.2

Percentage of positive RT-PCR tests in last 14 days 8.1%

Ability of schools to implement 5 mitigation factors: masks, social distancing, hand hygiene/respiratory etiquette, cleaning/disinfection, contact tracing

(see operational metrics, below)

Secondary Indicators Score

Percent change in new cases per 100,000 in last 7 days compared to previous 7 days

-17.8%

Percentage of hospital inpatient beds in the region that are occupied

82.0%

Percentage of hospital inpatient beds in the region that are occupied by patients with COVID-19

17.1%

Existence of local community COVID-19 outbreaks 0.07

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HEALTH & SAFETY

Health Metrics

Other Regional Health Metrics from Weekly Transmission Report (7 Day Average)

Metric Trend Analysis Score

Rate of Emergency Visit Fluctua ng 8.6

ICU Hospitalizations Fluctuating 3.5

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HEALTH & SAFETY

Operational Metrics

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Opera onal Metrics

Instructional Employee Instructional employee preference to return to in person instruction. 39%**

Support Employee Support employee preference to return to in person instruc on.*** 59%**

Subs tute Availability Percentage of substitutes who’ve indicated they are willing to support in-person instruc on.

70%

Cleaning and Disinfec ng Hand sanitizer, soap, disinfectant, etc. 10-week supply on hand. 95.1%

COVID-19 Equipment Face covering, plexiglass, shielding, floor marking, KN95s, etc. 100%

Isola on Equipment Air purifica on, gloves, gowns, N95s, Fit Tes ng, etc. 100%

Technology Infrastructure Percentage of student devices connec ng to the network on average. 96.1%

Health Measure Compliance with CDC’s mi ga on factors

Employee and student compliance with health measures based on weekly audit.

**%

Employee Exclusion All employees on FFCRA designation, symptomatic, close contacts, and posi ve employees vs employees required to report.

5.04%

Student Exclusion Symptomatic, close contact, and positive students vs number of students repor ng.

3.04%

HEALTH & SAFETY

Key Takeaways

• Case Incident Rate for Arlington continues to exceed the threshold for the highest risk category and is in steady incline over the past weeks.

• Percent positivity rate continues to be in a moderate risk category.

• Several of the secondary indicators move between low and moderate categories week over week.

• Our employee exclusion and student exclusion saw a drastic decrease into Winter Break.

• Reporting since Winter Break for students and staff will cause a drastic increase next update.

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Testing, Screening, and Vaccination

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HEALTH & SAFETY

COVID-19 Testing

• Definitions• Sentential Surveillance Testing

• Testing of random employees and students over a period of time.• Symptomatic Testing

• Testing of individuals who meet clinical criteria for COVID-19

• Operations/Logistics• Health Privacy

• Individuals must consent using the provider (e.g., APS or otherwise) consent for testing and release of information.

• Safety• Personal protective equipment usage and availability.• Dedicated space and staffing for implementation.

• Cost• Symptomatic based testing is charged through individual’s health insurance provider,

Medicaid, or HRSA.• Sentential based testing is charged through health insurance provider, Medicaid, or

HRSA where able and on per test to APS where not covered by insurance.

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HEALTH & SAFETY

COVID-19 Testing

• Community-Based Symptomatic Testing• Availability

• All residents of Arlington County ages 13 and above (currently).• All Arlington Public Schools employees and Arlington County

Government Employees• County Locations

• Drive-Through 1429 N. Quincy Street• Walk-Up 909 S. Dinwiddie Street

• Private Symptomatic and Non-Symptomatic Testing• Virginia Department of Health Testing Location

• School-Based• Availability and Locations

• Sentential Surveillance will include consented employees and students.• Symptomatic Testing will include consented students while at school.

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HEALTH & SAFETY

NEW Health Screening App

• APS is preparing to launch a COVID-19 health screening app, developed with Qualtrics, that allows employees and families to complete health screening questions from home in multiple languages, using a mobile device or PC.

• Employees and families will complete a short survey regarding symptoms and possible exposure, before reporting to school or work.

• Temperature checks will still be completed onsite at the point of entry, with verification of screening completed.

• The platform will enhance the process for reporting exposures and positive tests, to assist with the speed and efficiency of our contact tracing process.

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HEALTH & SAFETY

Exclusion

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Criteria• Employee

• Symptom Reporting• Close Contact

Identification• Positive Test or Diagnosis

• Student• Symptom Reporting• Close Contact

Identification• Positive Test or Diagnosis

Reporting Considerations• Health information

privacy requirements• Number of students

reporting• Number of staff

reporting• Anonymity of individuals • Department of Labor

disclosure requirements

HEALTH & SAFETY

Exclusion - Update

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Community based notifications will be available as more staff and students report and the ability to ensure privacy of information.

As we implement exclusions using the new Qualtrics app, metrics on our dashboard will be updated in real time as information is reported and validated with greater detail. Metrics will be displayed based on building/facility or division depending on number of students and staff reporting.

HEALTH & SAFETY

Vaccine Information

• Centers for Disease Control and Prevention’s (CDC) Advisory Committee on Immunization Practices (ACIP) makes recommendations to state health departments on phasing and immunization practices.

• Virginia Department of Health and the Governor announced on 6 January 2020 that K-12 employees will be included in distribution for Phase 1b.

• APS and Arlington County Government have been planning and will communicate information to employees as soon as it is available on how to schedule appointments.

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Phased Return-to-School Plan Update

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Moving Forward

• Our understanding and knowledge of how to mitigate the spread of COVID-19 has evolved.

• Academic data from the first half of the year shows that we have a lot of work to do to in supporting students who are struggling due to the pandemic.

• We have seen that our measures are effective in our Level One return and we are confident in our measures to mitigate the spread.

• Mask usage, physical distancing, enhanced cleaning, and our other measures are proven effective in reducing the spread of the virus.

• Some studies have shown that in-school transmission is negligible when schools effectively implement health and safety mitigations consistently.

• Research from select countries where schools are open has shown no significant increase in COVID-19 cases through exposure at school.

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Return-to-School Planning

Our number-one priority remains the health and safety of our staff and students, as we strive to provide instruction that meets students’ academic and social-emotional needs. We have developed an updated timeline and plan that seeks to:

• Transition student cohorts back gradually in phases based on state guidance regarding effective mitigation and prioritization of student groups

• Builds on best practices and effective mitigation during Level 1 in APS

• Provides a process for employees to request COVID-19 accommodations based on increased risk factors, defined by the Centers for Disease Control (CDC), and extends emergency paid sick leave for eligible employees

• Considers the academic calendar and the transition from the 2nd to 3rd quarter

• Builds in additional training for Level 3 and allows all staff to transition back prior to students

• Continues to prioritize staff and student safety, ensuring COVID-19 mitigation measures are consistent and exceed CDC and VDH requirements 17

Mitigation Measures in Place

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PREPARING SCHOOLS AND FACILITIES Air Quality and Ventilation • Hired independent consultant to review ventilation and air quality at all schools and facilities; executed plan for correcting deficiencies • Purchased and installed Certified Air Cleaning Devices where needed • Installed MERV*-13 filters in central HVAC systems • Upgraded filters for building systems to the highest possible MERV rating

Enhanced Cleaning• Increased and enhanced cleaning and sanitizing of high contact surfaces throughout schools• Provided protocols and supplies to staff for additional cleaning of workspaces

Supplies and Equipment • Provided all employees with face coverings, hand sanitizer and disinfectant wipes• Procured a 10-month supply of wipes, sanitizer, and other cleaning supplies for all schools. • Implemented interim changes to facilities (e.g., plexiglass shielding installation in high traffic areas, individual lunch partitions)• Placed physical distancing markers and multilingual health and safety signage throughout buildings • Provided administrators with building readiness checklists and instituted a system for monitoring or reporting violations of our procedures.

Visitor Protocols and Contact Tracing • Provided contact tracing documentation for classrooms and buildings.• Limited visitors to allow scheduled appointments only. • Utilized Visitor Management System to strictly monitor traffic in all facilities.

Mitigation Measures in Place

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PREPARING AND PROTECTING EMPLOYEES COVID-19 Health Screening and Testing Protocol• Implemented pre-screening protocol and temperature checks for all employees and students at arrival• Rolling out pre-screening app with individual health monitoring required prior to arrival• Provided multiple rounds of training and communicated health and safety procedures• Instituted physical distancing (6 feet) procedures in all office spaces, classrooms and facilities • Provided access to COVID-19 testing and school-based testing

Personal Protective Equipment (PPE)• Distributed PPE based on OSHA/VOSH Guidance• Provided all employees with a return-to-work kit, including face coverings, hand sanitizer and disinfectant wipes• Schools provided with additional PPE and supplies to distribute based on need• Instituted policy requiring face coverings/masks for all employees and students

COVID-19 Exposure Protocols • Implemented plans for physical distancing and COVID-19 exposure response for employees and students • Provided training for staff and students on health routines and response procedures• Increased reporting of exclusions via the APS COVID-19 Dashboard

Employee Support and Assistance• Provided process for employees to request COVID-19 accommodations with regular communication and FAQ• Extended the expired FCCRA Act paid sick leave measures for eligible employees• Delivered mental health and other services through Arlington EAP

Mitigation Measures in Place

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STUDENT HEALTH AND SAFETY COVID-19 Daily Health Screening• Communicated clear procedures for safe arrivals and dismissals• Pre-screening protocol and temperature check requirement for all students before entering the bus or school building

Face Coverings/Masks, Health and Hygiene • Purchased cloth face coverings for all students, to be distributed prior to school• Instituted policy and procedures requiring face coverings/masks for all employees and students, unless medically exempt

School Day • Set up classrooms with six feet of separation between desks; documented hallway and transition procedures • Organized hybrid model to limit cross-over of student groups and teachers• Adjusted lunch protocols to allow for distancing and health and safety procedures• Adjusted schedules and procedures for recess, PE, specials and electives • Provided guidelines to limit sharing of materials; each student will have their own bin or bag of materials

Transportation• Developed health and safety plan for student transportation• Implemented plan for disinfecting buses daily (morning and afternoon)• Physical distancing in place to limit each bus to transport 11 students in marked seats only; bus windows will be open as much as possible

School Clinics • Identified rooms to be used for student care and isolation; hired dedicated staff for clinics and isolation rooms in each school• Procured equipment for isolation rooms including high-powered air filtration

Staff Return-to-School Timeline

Week of January 25 – Level 2, Phase 1 and 2, PreK-2nd Grade Teachers, All Countywide Elementary Special Ed Programs Teachers and Staff:

• Classroom-based and non-classroom-based teachers and staff supporting Level 2 & all elementary special ed countywide program teachers will report in person and teach from their classrooms on their in-person assigned days.

• Level 2, Phase 1 CTE teachers have already reported to their classrooms.• The return schedule for Level 2, Phase 3 staff (3rd-5th grade students) will be announced at a later date.

Weeks of January 25 and February 1 – Central Office Staff:• Central Office staff begin reporting in person on a rotating basis beginning the week of Jan. 25.

Week of February 1 – Level 3, Secondary Teachers and Staff and All Countywide Secondary Special Ed Programs Teachers and Staff:

• Teachers and staff supporting Level 3 students, which includes all middle and high school students selecting hybrid/in-person learning, will report back beginning on Tues, February 2.

• Professional learning for Level 3 will be provided Feb. 4-5.

Thursday, February 4 – In-Person School Board Meetings: • In-person School Board meetings will resume in February, with modifications. Details will be communicated during the

Jan. 21 School Board meeting21

Staff Preparation for Student Returns

Our plan builds in time for Level 2 and Level 3 staff to return prior to students to reacclimate to ensure a smooth transition to hybrid/in-person learning for students and to strengthen mitigation efforts. This preparation time will be used for teachers and staff to:

• Review and practice new routines and mitigation procedures and protocols

• Familiarize themselves with the expected health and safety behaviors so they can model them for students

• Receive additional training and guidance on COVID-19 exposure response procedures

• Set up classrooms for hybrid/in-person instructional delivery; acclimate to delivering instruction from their classrooms

• Adjust to conducting their Collaborative Learning Team meetings remotely while being present in their buildings

• Allow teachers and assistants to develop working rhythms and collaboration practices prior to students

• Working together as a school with administrators to work together to adapt to the new procedures 22

Student Return-to-School Timeline

LEVEL 1: STUDENTS WITH DISABILITIES (SWD) – November 4, 2020 (UNDERWAY)

• In-Person Learning Support continues at Drew, Hoffman-Boston, Ashlawn and Randolph for identified elementary students.

• Secondary “Work Space” Programs are underway at five high schools to provide in-person support for identified students. The programs will continue until Level 3 student transitions begin.

LEVEL 2: ELEMENTARY (PREK-5) & SELECT CTE STUDENTS – TBD: Student timing will be communicated at a later date

• LEVEL 2, PHASE 1: • PreK and Kindergarten students and countywide elementary special education students• High school students enrolled in selected CTE courses at Career Center

• LEVEL 2, PHASE 2: Grades 1-2

• LEVEL 2, PHASE 3: Grades 3-5

LEVEL 3: SECONDARY (6-12) STUDENTS – TBD: Student timing will be communicated at a later date

• LEVEL 3, PHASE 1:• Grades 6 and 9 • Countywide secondary special education students

• LEVEL 3, PHASE 2: Grades 7-8, 10-1223

Instructional Update

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Distance Learning Task Force Update

• Charged with identifying strategies and solutions to issues related to students' academic achievement and social-emotional growth within distance learning

• 65 members representing teachers, students, ITC's, Student Services, administrators, advisory group members and parents

• Meeting for 6 weeks from January 6th – February 17• Will share strategies and solutions with principals and teachers as we

develop them

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INSTRUCTION

Fall 6-8 Math Inventory: 3-Year Trend

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INSTRUCTION

Fall 6-8 Math Inventory: Race/Ethnicity

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INSTRUCTION

Fall 6-8 Math Inventory: Hispanic ELs

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INSTRUCTION

Fall 6-8 Math Inventory: Black ELs

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INSTRUCTION

Fall 6-8 Math Inventory: Students with Disabilities

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INSTRUCTION

Fall 6-8 Math Inventory: English Learners

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INSTRUCTION

Fall 6-8 Math Inventory: English Learners

32*TEL: Temporarily-identified English Learner

INSTRUCTION

Key Takeaways

• Continue to focus on Tier 1 Instruction• Utilize unit pre-assessment to target students' needs• Strategic work with math coaches to identify trends in

school data and support teachers and students• Focus on addressing gaps in students' understanding

by providing targeted support• Emphasize research-based practices that builds

students conceptual understanding of key concepts

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Operations

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Air Quality: Certified Air Cleaning Devices

• APS has received the first order for 250 Certified Air Cleaning Devices (CACDs); distribution to schools commenced on Wednesday, January 1.

• A second order for 400 more CACDs has been placed: they should be received within two weeks.

• CACDs ordered are Association of Home Appliance Manufacturers (AHAM) and California Air Resources Board (CARB) certified and Underwriters Laboratory (UL) rated.

• CACDs ordered have True HEPA filters.• CACDs are being deployed in classrooms where outside air changes

do not meet recommendations and/or that have filters rated less than MERV13.

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Air Quality: Classroom Occupancies

• Deployment of CACDs increases classroom occupancy to maximum COVID 19 social distancing occupancy.

• Classroom occupancy for all schools has been updated to reflect deployment of CACDs and reposted at: apsva.us/maintenance/return-to-school-classroom-capacity/

• School administrators will adhere to posted occupancies for their schools.

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Transportation for Return to School

• Plans are well developed for return to school transportation.• Because of limited bus capacity and the hybrid learning model,

Transportation Services must make many changes from normal service.

• Please look out for regular communications starting early next week regarding the changes.

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Financial Projections

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Revenue ProjectionsDescription Amount*

(in millions)

County Revenue• County Revenue decrease• County CARES Act funding earmarked for Schools (additional revenue)• County CARES Act funding – remainder of unused Internet Essentials funding• County Manager FY 2020 Closeout Recommendation: “refunding” from General Operating Reserve above

minimum requirements

($14.1-$21.2)$7.0

$0.45

$0.28

State Revenue• State Sales Tax (previously $3.6M decrease; General Assembly adopted Hold Harmless provision)• Other State Revenue changes (based on Governor's budget 12/17/2020)• State CARES Act funding

($0.00)$0.03$4.73

Local Revenue• Extended Day revenue loss (through June 2021)• Building Use, Bus Camera Fines revenue loss (through 2nd quarter)• Aquatics, Montessori/Summer School/Other Tuition, Apple Buyback, & Other revenue loss (through June 2021)

($12.97)($0.20)($3.24)

Federal Revenue• CARES Act funding for Schools (less Equitable Services amount to private schools) (additional revenue)• Medicaid reimbursement (previously listed as a $0.4M loss)

$1.99$0.10

TOTAL INCREASE/(DECREASE) IN REVENUE ($15.99-$23.09)39*Estimates based on current information. All estimates are subject to change at any time.

Cost Projections

40*Estimates based on current information. All estimates are subject to change at any time.

Description Amount*(in millions)

Health and Safety Needs• PPE, cleaning (supplies & personnel), screening (supplies & personnel); isolation room staffing; random COVID

testing for Level 2 and beyond; certified air cleaning devices (CACDs)$7.25

Technology Needs• Devices, telephony, software licenses, etc. (includes PreK-2 devices purchased with CARES Act funds) $2.54

Instructional Needs• Printing and translation of elementary packets; additional days in summer for special education teachers for

Extended School Year (ESY) services and Individualized Education Plans (IEPs); toolkits for students $1.73

Mental Health and Well-being• Additional days in summer for social workers and bilingual family liaisons $0.14

Other• Food service staff pay through 1st Quarter; translations of communications $0.99

TOTAL INCREASE/(DECREASE) IN EXPENDITURES $12.65

Savings Projections

Description Amount*(in millions)

Salary and Benefits• Hourly wages• Overtime

($0.15)($0.41)

Utilities and Fuel• Electricity, water, natural gas, and motor vehicle fuel ($0.94)

Capital Outlay• Additional and replacement furniture and equipment for schools ($2.10)

Contingency and Other• Debt Service refunding (from Fall 2020 bond sale)• Staffing contingency balance• Contingency against revenue loss in FY21 Budget

($2.00)($2.51)($1.47)

TOTAL SAVINGS - INCREASE/(DECREASE) IN EXPENDITURES ($9.58)

41*Estimates based on current information. All estimates are subject to change at any time.

Summary of Projections

Description Amount*(in millions)

Revenue Projections (net revenue loss) ($15.99-$23.09)

Cost Projections (additional costs) ($12.65)

Savings Projections (estimated savings) $9.58

Allocation from FY20 Closeout (pending SB approval on 1/21/21) $15.00

NET SURPLUS/(SHORTFALL) ($4.06-$11.16)

42*Estimates based on current information. All estimates are subject to change at any time.