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GUIDELINES AND TASK DATA MANAGEMENT AND SET UP
The following are steps you may want to consider in formatting your selected Guidelines and Tasks
into a project plan. All of the Guidelines and Tasks that are on the MASTER LIST are also found on the
current project schedule.
STEP 1: Insert your District or Contract Location Name in Cell A2
STEP 2: Enter the Reopening Plan Project Lead in Cell A3
STEP 3: Enter the Project Start Date in Cell D3 (or it will default to the current day)
You will need to refer to the MASTER LIST OF GUIDELINES AND TASKS - which is the where the work is
STEP 4: Delete the rows for every guideline and task not selected to be in your reopening plan by
right-clicking on the ROW NUMBER, selecting "Delete" and clicking again. Repeat this step until you
have deleted all items not chosen for your Reopening Plan. You are now left with the list of tasks
you need to implement
STEP 5: Assign Responsibility for each task in Column B
STEP 6: Enter the Target Start and Finish Dates for each task in Columns D and E - Cells will be shaded in in
the chart as you enter the dates so you can monitor the sequence of events
STEP 7: Use Gantt Chart in progress meeting with your staff
TRANSPORTATION REOPENING PLAN
District or Company Location Name:
Project Lead: Project Start: Mon, 8/15/2022
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GUIDELINE AND TASKS ASSIGNED TO PROGRESS START END M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S
GUIDELINE DEFINITION: A general principle or statement by which to determine a course of action and to make the
practices of its employees or divisions more predictable, and presumably of higher quality.
Develop an infection level response plan based on predetermined threshold levels for the number of staff infections with mitigation
strategies consistent with your State Health Department’s recommendation and by working with your local health department in date date
following the CDC consideration for school.
Develop a transportation pandemic team with defined roles and responsibilities for health and safety preparedness and transportation date date
response planning
Establish communication protocols in the event of an employee or student being potentially exposed to COVID-19, showing symptoms date date
of the virus, or testing positive for the virus.
Establish a protocol for requiring employees to self-monitor, self-quarantine, or self-isolate following a potential exposure incident date date
and positive test
Provide an employee "health questionnaire" on a regular schedule either electronically or hard copy. The forms should be kept on file date date
or online to provide evidence that employee tracking is taking place.
Establish criteria for returning to work following an employee being potentially exposed to COVID-19, showing symptoms of the virus, date date
or testing positive for the virus.
Collect the information required for contact tracing of visitors to all facilities date date
Collect the information required for contact tracing for department employees as well as other district employees if exposure occurs date date
Work with your school nurse and Human Resources to develop a health sheet to share online so people can fill out at home. date date
Develop a transportation health supply inventory plan to ensure the department has the PPE and cleaning resources necessary to
consistently clean and disinfect buildings, desks, buses, equipment, and other surfaces prior to staff returning and after return, using date date
CDC, Environmental Protection Agency (EPA), and Occupational Safety and Health Administration (OSHA) guidelines.
Determine what supplies are needed daily based on cleaning and disinfecting schedules and develop a monthly forecast date date
Determine what PPE is needed by daily to support students and staff to operate and develop a monthly forecast date date
Survey parents to identify students with potential allergies to sanitizing chemicals/Have MSDS sheets available for parents/Staff date date
Identify what components and systems will require cleaning and disinfecting in all buses being used. Identify manufacturers of those
components and systems and confirm with those manufacturers specific cleaning and disinfecting materials and procedures for their date date
products if they are not provided in the user manuals.
Conduct a risk assessments of various PPE options (i.e., distortion from face shields)Determine to determine what is best suited for date date
the safety and health of the staff
Consider purchasing non-contact, medical grade thermometers for use in screening employees date date
Identify vendors for all PPE equipment and cleaning supplies needed and secure appropriate contracts via procurement process date date
Coordinate PPE purchases with the district purchasing office as buying in bulk can save money. date date
If drivers are required to clean their bus between routes/end of day, etc, create a driver cleaning checklist to guide them on exactly date date
what they are to clean.
Develop restock/distribution plan. date date
Work with your district to track the cost of all PPEs, supplies, and equipment. Check for grants for possible cost reimbursement. date date
Consider and test the possibility of new technologies that minimize the spread of germs date date
Test the use of remote check-in application to eliminate the need for physically clocking in and establish check-in stations/booths in the date date
parking lot.
Evaluate existing data systems to determine whether key data elements and reporting are readily available and accessible by
appropriate individuals throughout the organization with particular attention paid to ensuring staff infections do not impact access to date date
critical information
Evaluate a work from home (WFH) program which maximizes WFH opportunities by reviewing and revising the departments
technology plan and determine what steps can be taken to expand the number of staff with fast and reliable home Internet access and date date
take-home devices
Maintain a list of email address for drivers and bus attendants to ensure efficient communication date date
Develop a database utilizing electronic methods (i.e., badges, scanning of students and staff) for all staff and bus riders to aid in date date
contact tracing of any possible positive COVID carriers
Develop a self-assessment application for employees to use daily before reporting to work date date
Develop a risk management plan that includes meeting with school insurance carriers to discuss and understand specifics of liability date date
coverage
Adjust policies and suspend items that conflict with statutory waivers or extensions granted by the Governor, State Department of date date
Education, State Health Department or School Board
Minimize non-essential travel and monitor state imposed quarantine mandates for out of state visitors date date
Confirm the district policy regarding daycare service providers and make necessary adjustments date date
Review transportation policies to minimize inconsistencies in transportation schedules for students (i.e., transportation to alternate date date
locations during the week)
Review alternate educational sites with district leadership transportation programs including work-based programs for students date date
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Display Week: 1 Aug 15, 2022 Aug 22, 2022 Aug 29, 2022 Sep 5, 2022 Sep 12, 2022 Sep 19, 2022 Sep 26, 2022 Oct 3, 2022
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GUIDELINE AND TASKS ASSIGNED TO PROGRESS START END M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S
Develop transportation plans with contingencies for changes in service by reviewing the published 2020-21 school year calendar and date date
schedule
Conduct a route impact and ridership analysis based on the published schedule and guidelines to determine operational feasibility date date
and requirements
Develop new route services to meet the schedule and guideline requirements (alternating in class and virtual learning, staggered date date
start-times, reduced bus capacity, etc)
Collaborate with district leadership to adjust school schedules in an effort to maximize transportation efficiency. date date
Identify potential subcontractors to provide transportation to students in regular, special, and McKinney-Vento programs when needs date date
surpass operational capacity or capability
Assess public transit options to support student ridership consistent with district health and safety expectations date date
Monitor the status of local day care or in-house day care facilities as they may close for disinfecting due to COVID-19. date date
Develop an alternative/back-up organization plan if managers, administrative and/or key employees are unable to work. date date
Maintain an accurate database of all transportation department staff contact information and verify periodically date date
Review and revise job descriptions and adjust for any additional duties date date
Cross train staff to establish a back-up for each position. date date
Identify back-up Director and maintain their knowledge of pandemic planning and status date date
Communicate to staff a return-to-work plan at the beginning of the school year and/or at other necessary intervals date date
Develop a transportation department safety plan by reviewing and updating current transportation practices date date
Determine the location for any screening that will take place taking into account employee privacy, social distancing, and various date date
weather conditions
Restrict vendor access to the garage to times when the majority of the staff are not present date date
Prohibit family visits and other visitors to the facility date date
Post lowered revised maximum occupancy numbers for the transportation facility date date
Work with OSHA representative to determine if working conditions should be revised to address the need to minimize infection date date
Post signage reminding employees of enhanced safety protocols and best practices to avoid infection date date
Establish protocols for staff usage of PPE while at the workplace (meetings, offices, breakrooms, etc.) date date
Provide frequent and consistent communication regarding all district and department health and safety protocols and procedures date date
Develop a financial plan and review and/or revise transportation budgets date date
Determine the additional resources needed to provide transportation in light of COVID-19 guidelines being adopted by the district, date date
including vehicles, drivers, wages, staff positions, cleaning supplies, equipment, PPE and calculate their costs
Adjust transportation budget requests date date
Adjust transportation services based on actual allocated budget date date
Track costs of COVID-19-related expenses for funding/grant purposes such as the FEMA Public Assistance Program or the CARES Act. date date
Develop a transportation services plan for students in special education programs to assist students to re-engage in school. date date
Establish health safety procedures, including specific PPE, for school bus attendants who may require close-proximity care of students date date
Establish open and consistent lines of communication with special education department to work collaboratively to address all date date
student needs through IEP and health and safety protocols and procedures
Create or update the District's transportation policy on the care of students with special needs (i.e. students who may emit spray date date
when communicating)
Consider allowing for training days/practice days for students with special needs to become accustomed to PPE and/or new date date
processes.
Determine the cost impact of the plan to transport students with special needs (for example, if it requires them to be transported date date
separately it will add routes)
Track students needing new contracted service because of COVID-19 date date
Identify specialized transportation vendors to support transportation services for students with special needs date date
Create guidance for students with special needs who can not or will not wear a mask. date date
Develop a transportation communications plan to account for the fluidity of the COVID-19 situation. date date
Establish a central point of contact within the transportation department to assure key messages are accurate and consistent and date date
identify who will issue transportation information to key audiences
Transportation communication person establishes a working relationship with the primary district communication point of contact date date
Determine central and supporting transportation messaging themes date date
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Display Week: 1 Aug 15, 2022 Aug 22, 2022 Aug 29, 2022 Sep 5, 2022 Sep 12, 2022 Sep 19, 2022 Sep 26, 2022 Oct 3, 2022
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GUIDELINE AND TASKS ASSIGNED TO PROGRESS START END M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S
Design and implement a community marketing, communication and education program comprised of information distributed via the
website, PSA announcements, TV special coverage, Bus Bulletin, mailings to parents, distribution of information through community date date
churches and organizations
Determine the schedule for distributing transportation information date date
All vital information should be stored in a central information platform (website) with clear link date date
Publish and communicate new policy and guidelines with the written acknowledgement by parents of the new policies and guidelines date date
Develop and require a transportation consent form which confirms their understanding new transportation procedures to be signed date date
by the parents of the students who use any school transportation service
Update and communicate student discipline guidelines for non-compliance to new policies and guidelines and include in Student Code date date
of Conduct
The district should communicate to parents the student expectations and the role students will play in minimizing infection date date
Communicate to parents and students the cleaning and disinfection plan and schedule for all transportation vehicles date date
The transportation department will take buses and drivers to school orientation programs to demonstrate all of the new elements of date date
Transportation service
Provide online back-to-school orientations for students to demonstrate revised transportation services to allow for more consistent date date
messages and to minimize potential spread of infection
Ensure information on the COVID-19 federal leave is posted in all buildings. (See the U.S. Department of Labor’s Employee Rights date date
poster, available in multiple languages.)
Establish a schedule for meetings with non-transportation district personnel to review transportation plan progress and determine if date date
adjustments are necessary.
Develop performance metrics and a performance scorecard to demonstrate the impact that approved practices are having and to date date
inform any revision strategy that could involve relaxing or a tightening of particular guidelines in response to conditions.
Compare the pre and post pandemic transportation performance across the traditional metrices of on-time performance, attendance, date date
safety, repair times, miles per gallon and turnover....)
Develop new reopening plan metrics to track the performance of the plan which could include number of staff with the infection,
number of days of absence due to COVID symptoms, compliance to cleaning and disinfecting schedules, number of pandemic training date date
days.....)
Collaboratively Develop a Contractor Readiness Plan date date
Conduct a comprehensive contract assessment to determine what amendments, memoranda of understanding, or specialized date date
revisions are required on a temporary, semi-permanent, or permanent basis.
Districts and contractors communicate expectations of social distancing, cleaning, sanitizing guidelines and any staffing delays or date date
challenges
Establish a contractor readiness audit that provides clear and consistent alignment with the district's and contractor's expectations. date date
Determine communication plan between district and contractor for any positive COVID-19 cases between employees or students and date date
determine contact tracing protocol.
date date
Develop an illness root cause inquiry program given that Federal law has allowed more leeway to districts in making additional medical date date
inquiries of staff than would otherwise be allowed.
Familiarize the leadership team with FFCRA (Families First Corona Response Act) date date
Develop policies and procedures to support local Department of Health student and staff contact tracing following an employee date date
COVID 19 positive test result
Verify through clear and consistent protocols, including proper documentation from health professionals, attesting to the health of an date date
employee and employee families
If an employee calls in sick or appears ill, inquire as to whether the employee is experiencing any COVID-19 symptoms. If a person is date date
obviously ill, make additional inquiries and possibly exclude the person from school property.
Develop staff health diagnostic program that assists in identifying high risk staff that may require enhanced protection measures date date
Encourage staff to update their contact information, including emergency contact information date date
Complete risk analysis for each position to determine what adjustments can be made to remove the risk and/or what protective date date
measures are required
Assess policies and practices related to employees deemed to be at high-risk due to age or medical condition (whether they may date date
return to work or be in need of additional protective measures)
Discontinue attendance awards or perfect attendance incentives to limit incentives to report to work with any sign of illness date date
Encourage all drivers to obtain or update immunizations date date
The department will send employees home immediately if they becomes sick during the day and follow district's protocols for date date
reporting
Require COVID-19 infection testing at TBD intervals for all transportation department employees. date date
Determine if there will be changes to the time benefit policy to allow a full or partial paid 14 day quarantine period after positive date date
diagnosis
Report positive cases of COVID-19 (one or more) to the district and to the local health department for additional closing guidance and
contact tracking review the CDC Schools Decision Tree and the CDC Considerations for Schools and local and State guidelines and date date
considerations
Accelerate driver virus testing and bus cleaning if a student on a bus was diagnosed with the virus date date
Develop a communication protocol in the event an employee or passenger develops symptoms of COVID-19, including requiring those
that are deemed to have been in close contact with the individual within 48 hours of the onset of symptoms to self-quarantine for 14 date date
days
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