COVID-19 NYS School District Technology Planning Kit
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This COVID-19 Technology Planning Kit will help NYS school district Technology Directors and other IT staff to assess, plan, and manage upgrades, replacements, or new systems required to meet the demands of mitigating the COVID-19 virus in schools.
The current conditions of these technology systems will have a direct affect on how successfully your district can develop a COVID-19 reopening plan in accordance with NYSED Guidance released on July 16, 2020.* > View Archi-Technology's COVID-19 Technology Planning Kit PDF *NYSED released a second version of its Reopening Guidance on July 16, 2020, that provided additional details about the data presented here. These resources will be updated, if necessary, after we have completed our review of the second version of the Guidance. |
Additional Resources |
The Kit PDF contains two pages as shown below.
- Page 1 is a blank template for you to use to customize the data for your district using the PDF markup tools in Adobe Acrobat Pro™ or a similar application.
- Page 2 shows a completed sample plan from fictional Anytown CSD that illustrates the format of the "List of Additional Projects Needed" timeline items.
Front - COVID-19 Technology Plan Template
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Back - COVID-19 Technology Plan Sample
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COVID-19 Technology Plan Template Instructions
1. View the COVID-19 Technology Planning Kit by selecting this link.
2. Save the PDF to your local drive.
3. Using Adobe Acrobat™ or an application with PDF mark-up capabilities, open the PDF downloaded in step 2.
The Plan template is organized around (10) District Technology Goals and includes:
4. Using the check markup tool, answer the questions in the Current Conditions section. You may need to perform a quick visual inspection of some systems to answer the questions.
5. For each subsystem with current conditions that need improvement to meet school reopening guidance:
6. Using the markup tools, add each identified project to the List of Additional Technology Projects Needed timeline using a format similar to the one shown on the sample plan (page 2 of the template PDF).
7. For each district goal, calculate a subtotal of all related system estimates. This is your goal Budget subtotal.
8. In the space beneath the subtotal, identify possible funding sources using the abbreviations shown at the upper right of the template.
9. Add all goal subtotals to arrive at a Total 2-Year Estimated District C-19 Technology Budget grand total.
Once completed, Technology Directors can use the Plan to communicate the technology improvements needed to meet reopening guidance with Superintendents, Business Officials, Facility Directors, the Board, and other stakeholders.
The Plan should be updated quarterly as projects are planned, designed, and implemented.
2. Save the PDF to your local drive.
3. Using Adobe Acrobat™ or an application with PDF mark-up capabilities, open the PDF downloaded in step 2.
The Plan template is organized around (10) District Technology Goals and includes:
- COVID-19 Preparedness Requirements (for reference)
- District Technology System(s) Current Conditions where you can indicate the status of specific systems at your district.
- List of Additional Technology Projects Needed to meet all COVID-19 requirements. This section is a timeline of (7) Quarters from 2Q2020 to 4Q2021.
- Goal Budgets with goal subtotals and funding sources.
- Trailing Total 2-Year Estimated District C-19 Technology Budget grand total.
4. Using the check markup tool, answer the questions in the Current Conditions section. You may need to perform a quick visual inspection of some systems to answer the questions.
5. For each subsystem with current conditions that need improvement to meet school reopening guidance:
- Identify the name of the project that will meet the guidance.
- Estimate when the project should start and finish based on Quarter.
- Estimate how much the project will cost including "soft costs" such as design and construction management. You may need assistance from your local BOCES staff or a trusted vendor to obtain these estimates.
6. Using the markup tools, add each identified project to the List of Additional Technology Projects Needed timeline using a format similar to the one shown on the sample plan (page 2 of the template PDF).
7. For each district goal, calculate a subtotal of all related system estimates. This is your goal Budget subtotal.
8. In the space beneath the subtotal, identify possible funding sources using the abbreviations shown at the upper right of the template.
9. Add all goal subtotals to arrive at a Total 2-Year Estimated District C-19 Technology Budget grand total.
Once completed, Technology Directors can use the Plan to communicate the technology improvements needed to meet reopening guidance with Superintendents, Business Officials, Facility Directors, the Board, and other stakeholders.
The Plan should be updated quarterly as projects are planned, designed, and implemented.
IMPORTANT: COVID-19-related content developed by Archi-Technology LLC and other organizations is not meant to override any guidance issued from the CDC, NYSED, NYSDOH or other governing bodies. Continue to consult the websites of these and other agencies for specific guidelines and regulations.
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View the U.S. Dept. of Education's COVID-19 Information and Resources for Schools web page -
NYS issued its expanded School District Reopening Regulations and Guidelines on July 16, 2020. Read them here.
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