COVID-19 Preparedness Plan for Hermantown Community Schools Summer School

Printable Version 📄

Hermantown is committed to providing a safe and healthy workplace for all our workers, students, parents, and visitors. To ensure we have a safe and healthy workplace, Hermantown has developed the following COVID-19 Preparedness Plan in response to the COVID-19 pandemic for summer school. Supervisors and workers are all responsible for implementing this plan. Our goal is to mitigate the potential for transmission of COVID-19 in our workplaces and communities, and that requires full cooperation among our workers and management. Only through this cooperative effort can we establish and maintain the safety and health of all persons in our workplaces.

Hermantown’s COVID-19 Preparedness Plan follows the industry guidance developed by the state of Minnesota, which is based upon Centers for Disease Control and Prevention (CDC) and Minnesota Department of Health (MDH) guidelines for COVID-19, Minnesota Occupational Safety and Health Administration (MNOSHA) statutes, rules and standards, and Minnesota’s relevant and current executive orders. It addresses:

●     ensuring sick workers stay home and prompt identification and isolation of sick persons;

●     social distancing 

●     hygiene and source controls;

●     building and ventilation protocol;

●     cleaning and disinfection protocol;

●     drop-off, pick-up and delivery practices and protocol; and

●     communications and training practices and protocol.

Ensure sick workers stay home and prompt identification and isolation of sick persons

Staff and students are encouraged to self-monitor for signs and symptoms of COVID-19. The following procedures are being implemented:

●     Educate students and staff to ensure those who develop symptoms are not attending school.

●     Provide parent education about the importance of monitoring symptoms and staying home while ill through classroom applications and other district messaging.

●     Partner with nursing staff who are following MDH guidelines.

●     Working with local county health services for additional guidance and suggestions.

●     Send home or deny entry to children, care providers, staff, or community members with any symptoms of illness consistent with COVID-19 per MDH and CDC.

If a student becomes sick, demonstrating  COVID symptoms, while onsite the following steps are taken.

  1. Contact coordinating supervisor/director/principal.

  2. The coordinating supervisor/director/principal will contact the nurse immediately.

  3. Mask and isolate the student immediately. A staff member should gather the student’s belongings, and wait with the student until the parent arrives.

  4. Contact the parents for the student to be picked up immediately

  5. Custodial staff will clean and disinfect the area(s) as per CDC/MDH guidelines.

  6. Inform parent/guardian that the student must remain home in quarenteine as per CDC/MDH guidelines. 

  7. Parents of close contacts will be notified that there was a positive case.

If a staff member becomes sick, demonstrating COVID symptoms, while onsite the following steps are taken.

  1. Contact coordinating supervisor/director/principal.

  2. The coordinating supervisor/director/principal will contact the nurse immediately and coordinate necessary coverage of the students/program.

  3. Staff member should leave as soon as possible.

  4. Staff member will keep the supervisor/director/principal informed on their status of health condition.

    1. Employees may be asked:

      1. Who you have had contact with.

      2. What areas you have been in at your site.

    2. The employee will provide the district office with a copy of all doctor’s letters and information from MDH (if available).

    3. The employee and district will follow all doctor and MDH recommendations (if applicable).  

  5. Employee names will not be identified but contact tracing will need to occur.

  6. The district may contact/report with local, state, federal agencies.

  7. Parents of close contacts will be notified that there was a positive case.

Confirmed Case of COVID-19

If there is a confirmed case of COVID-19 from a child or staff currently working in the district, in certain cases we will be notified from the Minnesota Department of Health and will follow state instructions on how to proceed. If anyone informs a staff person of a confirmed case (lab or clinical) inform your supervisor immediately.  More information can be found on the CDC Website.


Privacy of students and families is critical during this time. In accordance with HIPAA (Health Insurance Portability and Accountability Act), names and information of those that have been identified as positive or those that went home sick are not to be shared (staff or child). Sharing of this information violates HIPAA and can result in discipline. Hermantown cannot disclose or assume the health conditions of children, staff or families to anyone.  Please note that families are adjusting to these unique times and may choose to remove their child from care for a variety of reasons.

Hermantown has also implemented a policy for informing workers if they have been exposed to a person with COVID-19 at their workplace and requiring them to quarantine for the required amount of time. Centennial employees must quarantine for 14 days or get tested for COVID-19.  If the employee gets tested for COVID-19, the employee must share the results with the employer.  Please contact your direct supervisor of the results.

In addition, a procedure has been implemented to protect the privacy of workers’ health status and health information.

Social distancing protocol

Social distancing will be implemented and maintained between workers, students, parents, and visitors in the workplace throughout the following engineering and administrative controls, whenever possible:

Promote/Maintain a safe program environment:

●     Adapt practices to allow physical distancing whenever possible.

●     Adhere to MDH/CDC student/participant ratios. If social distancing cannot be attained with the group size, then the number must be reduced.

●     Wherever possible, hold activities outdoors and encourage students/participants to spread out.

●     Arrange classrooms to allow staff and students/participants to practice social distancing.

●     Plans are in place for back-up staffing in case a staff member becomes ill during the day/program.

●      Avoid community/shared supplies when possible, this includes but not limited to: phones, pens, computer equipment, desks, cubicles, workstations, offices or other personal work tools and equipment.

●     The district has signage, markings and instructions to address social distancing reminders.

●     The District provides recommended PPE, such as masks, nonmedical cloth face coverings, and disinfectants for staff and students if they choose to wear them.

●     Masks are required on the bus ride to and from school.

Hygiene protocol

Basic infection prevention measures are being implemented at our workplaces at all times. Staff, students and visitors are instructed to wash their hands for at least 20 seconds with soap and water frequently throughout the day, but especially at the beginning and end of the day, prior to any mealtimes and after using the restroom. 

Hygiene etiquette will be demonstrated on posters and will be communicated to staff and students on a regular basis in various forms.

Building and ventilation protocol

Operation of the building in which the workplace is located, includes necessary sanitation, assessment and maintenance of building systems, including water, plumbing, electrical, and heating, ventilation and air conditioning (HVAC) systems.  The district follows all EPA, ASHRAE, industry guidance recommendations.  Fresh air recirculation and ventilation are properly maintained and monitored. 

Cleaning and disinfection protocol

Regular practices of cleaning and disinfecting have been implemented, including a schedule for routine cleaning and disinfecting of occupied spaces, including but not limited to: classrooms, gyms, cafeteria, common areas, work surfaces, equipment, tools and machinery, vehicles, meeting rooms, and drop-off and pick-up locations. Frequent cleaning and disinfecting is being conducted of high-touch areas. 

Appropriate and effective cleaning and disinfecting supplies have been purchased and are available for use in accordance with product labels, safety data sheets and manufacturer specifications, and are being used with required personal protective equipment for the product.

All staff are trained on how to safety use cleaning and disinfecting supplies.  The janitors perform thorough cleaning and disinfecting every night.

All students and staff are encouraged to continuously wash their hands throughout the day (between every activity, at every transition, before after meal times, after bathroom use, before and after outside, etc.

Drop-off, pick-up and delivery protocol

Currently, the follow protocols are in place:

●     Each morning, parents are encouraged to review health screening information with their child.

●     There are designated doors for entering and exiting the building.

●     All visitors enter a secure vestibule and electronically sign our visitor management system, while practicing social distancing.

●     Building staff will direct the visitor, as appropriate.

●     Hand sanitizing options are available for visitors/students to use as they enter the building.

●     If medications need to be dropped off, they will need to be in a sealed bag with medical providers orders and our form giving permission.

Communications and training protocol

Communication and training will be ongoing by email and building/department level meetings. Training will be provided to all new workers prior to initial assignment.

The Hermantown COVID-19 Preparedness Plan will be posted on-line and available in the buildings for all students, employees, including temporary workers, independent contractors, subcontractors, vendors, guests, volunteers and visitors about protections and protocols.  All students, employees, including temporary workers, independent contractors, subcontractors, vendors, guests, volunteers and visitors will also be advised not to enter the workplace if they are experiencing symptoms or have contracted COVID-19.