Take a strategic approach to uncertain times.​

The COVID-19 pandemic has disrupted NYS school district operations on almost every level from the immediate need for distance learning in the spring to meeting evolving disinfecting, social distancing, and other requirements to reopen in the fall.

The current conditions of a district's technology systems—including infrastructure, Communications, AV, and Security—will play a large part in determining how successfully these transformative challenges will be met. Explore the added demand that meeting COVID-19 restrictions may place on your district's technology systems (below).

​Our COVID19 K12 Tech Planning Kit (at right) provides a pro-active approach for Technology Directors to assess, plan, and manage the various technology systems effected by the COVID-19 pandemic. Select the graphic at right to learn more.
Free COVID-19 Technology Planning Kit ​(template, sample and instructions)
​​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.
  • After August 1, 2020, NYS school districts will close if their regional ​daily infection is greater than 9% over a 7-day average.
  • Through July 31, 2020, NYS school districts can open if they are in a Region 4-designated area
    ​    and the regional daily infection rate remains  5% or lower over a 14-day average.
NYS School District Technology Systems affected by the current COVID-19 pandemic
 NYS Education Department (NYSED) released its NYS Schools Reopening Master Guidance on July 16, 2020.

The expandable tabs below include many Master Guidance requirements that affect existing technology systems including core infrastructure (cable, pathways, spaces) and network connectivity. Other systems probably not in use like space planning software and thermal imaging are also included for school district Technology Directors and staff to consider for future planning. Refer to the Master Guidance source document for complete information.

The Affected Technology Systems and Effects on These Systems information is based on Archi-Technology's extensive experience working with upstate NY school districts for technology planning, project management, and documentation services. You can view a PDF with the complete list or use the expandable tabs below to learn about affected Technology Systems via each NYS Guidance category.

This information is provided to help NYS school districts develop their reopening plans to meet NYSED and community requirements based on local conditions.
I. PEOPLE
​A. Social Distancing and Face Covering
Social Distancing​
Required: Must ensure 6’ of space in all directions between individuals or use of appropriate physical barriers between individuals that do not adversely affect air flow, heating, cooling, or ventilation.
Effects on District Technology Systems
  • Space planning software may become a bigger player in the K12 market to facilitate classroom and school space design that meets all social distancing requirements.
  • Instructional Technology (projectors, whiteboards) will be involved for split classrooms (i.e., 2 classrooms side-by-side w/50% of students in a typical class in each room).
  • Digital signage can reinforce mask wearing and social distancing.
  • Student/staff/parent and Community Connections can educate and reinforce at community level especially parents and families.
Face Coverings
Required: Any time or place that individuals cannot maintain appropriate social distancing, individuals must wear acceptable face coverings.
Effect on District Technology System
Digital signage can reinforce mask wearing and social distancing.
Social Distancing for Certain Activities
Recommended: Should ensure 12’ in all directions is maintained between individuals while participating in activities requires projecting the voice (e.g., singing), playing a wind instrument, or aerobic activity resulting in heavy breathing (e.g., gym).
Effect on District Technology System
Space planning software can facilitate group school space design that meets these specific social distancing requirements.
Space Configurations
Recommended:
  • Strongly encouraged to: (1) Modify or reconfigure spaces and areas, and/or (2) restrict the use of classrooms and other places where students, faculty, and staff gather (e.g., lockers, hallways), so that individuals can be socially distanced, and are not sharing workstations, desks, tables, or other shared surfaces without cleaning and disinfection between use.
  • Where feasible, reduce bi-directional foot traffic using tape or signs with arrows in hallways, or spaces throughout the school, and post signage and distance markers denoting spaces of 6’ in all commonly used areas.
  • Should work to find additional or alternate space with community-based organizations and other operators of alternative spaces (e.g., local governments) to maximize capacity for in-person learning.
Effects on District Technology Systems
  • Space planning software may become a bigger player in the K12 market to facilitate classroom and school space design that meets all social distancing requirements.
  • Instructional Technology (projectors, whiteboards) will be involved for split classrooms (i.e., 2 classrooms side-by-side w/50% of students in a typical class in each room).
  • Digital signage can reinforce mask wearing and social distancing.
  • Student/staff/parent and Community Connections can educate and reinforce at community level especially parents and families.
  • Devices will be affected by students and teachers needing 1:1 devices with portability for use in non-school building community spaces (e.g., libraries, rec centers, etc.).
Schedules
Recommended: Should consider staggered arrival and pick-up times to facilitate proper social distancing, and assign lockers or other student storage areas by cohort or eliminate their use.
Effects on District Technology Systems
  • Master Clocks will be more important to districts that don’t have them (i.e., analog, non-IP digital) to change class schedules from one location. This is critical to meeting the mandated on again/off again model.
  • ​Student/staff/parent Connections can educate and notify about schedule changes.
Signage
Required: Must post signs throughout the school and should regularly share similar messages with the community, regarding public health protections​.
Effect on District Technology System
Digital signage can be used for both reinforcing hygiene and social distancing as well as Mass Notification.
B. Gatherings
Meals
Required: Must ensure social distancing between individuals while eating in cafeterias.​​
Effects on District Technology Systems
  • Space planning software can facilitate group school space design that meets these specific social distancing requirements.
    ​CAD/Revit drawings: If fixed physical barriers are installed in cafeterias (e.g., plexiglass barriers, temporary curtaining), building drawings will need to reflect these changes.
Small Spaces
Recommended: Should limit gathering in small spaces (e.g., elevators, offices) by more than one individual at a time, unless all individuals in such space at the same time are wearing acceptable face coverings or are members of the same household​.
Effects on District Technology Systems
  • Video Conferencing software: Facilitates remote teaching, learning, and work.
  • Devices must have built-in/add-on video cameras and audio microphones for video conferencing. This should typically not be an issue for most devices purchased within the last 5 years.
  • ​Infrastructure and Network Connectivity: Extra demands placed on these systems by video conferencing apps.
Faculty and Staff Meetings
Recommended: May consider choosing to use video or teleconferencing for faculty and staff meetings and conferences to reduce the density of congregations.
Effects on District Technology Systems
  • Video Conferencing software: Facilitates remote teaching, learning, and work.
  • Devices must have built-in/add-on video cameras and audio microphones for video conferencing. This should typically not be an issue for most devices purchased within the last 5 years.
  • ​Infrastructure and Network Connectivity: Extra demands placed on these systems by video conferencing apps.
Ventilation
Recommended: Should increase ventilation with outdoor air to the greatest extent possible (e.g., opening windows and doors) while maintaining health and safety protocols​.
Effects on District Technology Systems
  • Work Order system w/Asset Management to document current and updated specs and status of all AH filters.
  • ​Building (HVAC) controls to automate additional run times that may be required/recommended based on use of finer-screen filters. Older HVAC systems may experience significant additional energy consumption so Energy Management software will also come into play.
Common Areas
Recommended:
  • Should take additional measures to prevent congregation in elevator waiting areas and limit density in elevators, by, for instance, enabling the use of stairs.
  • May choose to encourage social distancing by reducing access to, or closing, non-essential amenities and communal areas that do not allow for adequate social distancing protocols to be followed."
  • Should put in place practices for adequate social distancing in small areas, such as restrooms and break rooms, and should develop signage and systems (e.g., flagging when occupied) to restrict occupancy when social distancing cannot be maintained in such areas.
  • May consider staggering schedules for faculty and staff to reduce density and promote social distancing in enclosed areas (e.g., coffee breaks, meals, and shift starts/stops).​
Effects on District Technology Systems
  • Digital signage to reinforce use of stairs, social distancing, and schedule changes.
  • Space planning software to meet  social distancing requirements.
  • ​Master Clock for flexible scheduling.
C. Operational Activities
Cohorts
Recommended: Recommended to cohort students to the extent practicable to limit potential exposure.
Effects on District Technology Systems
Contact Tracing systems may be used to monitor cohort exposures to other cohorts in the event a student tests positive for COVID-19.
In-Person Instruction
Recommended: Should prepare for a combination of in-person instruction and remote learning to facilitate a phased-in approach or hybrid model, which may be necessary at various times throughout the 2020-2021 school year.
Most or all of these systems may be needed to meet educational and public health needs associated with the COVID-19 pandemic:
  • Student/staff/parent communications
  • Master Clock
  • Distance Learning
  • Remote Workforce
  • Instructional Tech
  • Health Monitoring
  • ​Contact Tracing
  • Required: ​​In cases where in-person instruction is not feasible, phased-in and hybrid models of education will need to consider if certain students will be prioritized for in-person instruction first or more frequently based on educational or other needs.
Effects on District Technology Systems
  • Distance Learning will be required for students that cannot be accommodated on any given day by a lack of socially distanced space.
  • Instructional Tech may be affected by a need to use certain curriculum and/or devices to meet the needs of an in-class student population with higher educational needs (e.g, those with learning disabilities, ESL).
  • Recommended: If COVID-19 cases develop, may consider restricting access within school facilities and across school grounds, particularly in affected areas to avoid full school closures.​​
Effects on District Technology Systems
  • Access Control to lock down all doors in an area where exposure is suspected.
  • Mass Notification to announce closed sections.
  • Contact Tracing to trace persons who have been in the affected areas.
  • Emergency Services to notify public health officials about the incident.
Recommended: To maximize in-person instruction, the district should consider measures that can be implemented to decrease density and congregation in school facilities and on school grounds, when possible, such as:
  • Finding alternative spaces in the community to allow for more in-person instruction.
  • Adjusting class or work hours, where appropriate and possible.
  • Limiting in-person presence to only those staff who are necessary to be at the school during normal school hours.
  • Maintaining or increasing remote workforce (e.g., administrative staff) to accommodate social distancing guidelines.
  • ​Staggering schedules and allowing more time between classes to reduce congestion in hallways, walkways, and buildings.
  • Shifting class schedules to accommodate social distancing guidelines, including cohorts (e.g., alternative class schedules, full-time in-person learning for younger students, and part-time distance learning for older students).
  • Student/staff/parent communications to inform stakeholders of classroom/school building use changes.
  • Distance Learning to reduce on-site number of students.
  • Remote Workforce to reduce on-site admin/support staff.
  • Master Clock for staggered scheduling.
D. Movement and Commerce
Student Drop-Off and Pick-Up
Should establish designated areas for student drop-off and pick-up, limiting contact and entry of parents/legal guardians into the building, to the greatest extent possible.
  • Digital Signage to reinforce new drop-off/pick up points.
  • Student/staff/parent communications to convey new information to direct stakeholders.
Deliveries
Should establish designated areas for pickups and deliveries, limiting contact to the extent possible.
Digital signage (exterior) with updated delivery instructions for vendors.
Faculty/Staff Entrances and Exits
To the extent feasible, the district should limit on-site interactions (e.g., designating separate ingress or egress for faculty and staff, eliminating bidirectional flow of individuals to the extent practicable).
Access Control to designate certain doors as entrances and others as exits.
Shared Objects
Should put in place plans/measures to limit the sharing of objects, such as lockers, cubbies, laptops, etc.), as well as the touching of shared surfaces, such as conference tables and desks; or require students, faculty, and staff to perform hand hygiene before and after contact.
Need for 1:1 devices to eliminate shared objects.
II. PLACES
​A. Personal Protective Equipment
Face Coverings
  • Required: Acceptable include but not limited to cloth-based face coverings (e.g., homemade sewn, quick cut, bandana), and surgical masks that cover both mouth and nose.
  • Required: For workplace activities that require a higher degree of protection for PPE due to the nature of the work, N-95 respirators or other PPE used under existing industry standards should continue to be used.
  • Required: Must obtain acceptable face coverings and provide such coverings to their faculty and staff who directly interact with students or members of the public while at work at no cost to the faculty or staff member.
  • Recommended: Should have an adequate supply of face coverings, masks, and other required PPE on hand should faculty or staff need a replacement, or a student be in need.
  • Required: Must advise students, faculty, staff, and visitors that they are required to wear face coverings in common areas or situations where social distancing may be difficult to maintain.
  • Required: Must allow students, faculty, and staff to use their own acceptable face coverings, but cannot require faculty and staff to supply their own masks.
  • Recommended: May request that students bring their own face covering, but may not require it and must procure, fashion, or otherwise obtain acceptable face coverings and provide such coverings to any student who does not have their own, at no cost to the student.
  • Required: ​Face coverings should be cleaned or replaced after use and must not be shared.
  • Inventory systems to track on-hand and projected supply needs with auto-replenishment based on average usage levels.
  • Student/staff/parent communications to educate and reinforce to all audiences about their individual and the district’s responsibilities.
  • Digital signage for onsite reinforcement.
  • Thermal Imaging to detect students entering buses or buildings that are not earring masks.
  • Access Control integrated with Thermal Imaging to bar a person from opening a door until a mask is detected as being worn.
B. Hygiene, Cleaning and Disinfection​
Hygiene
Required: ​Must ensure adherence to hygiene and cleaning and disinfection requirements as advised by the CDC and DOH.
Work Order system with daily, weekly and monthly cleaning & disinfecting requirements and reporting (NYSED, DOH).
  • Required: ​Must train all students, faculty, and staff on proper hand and respiratory hygiene, and;
  •  Recommended: ​Should provide information to parents and/or legal guardians on ways to reinforce this at home.
  • Student/staff/parent communications for direct stakeholder education and reinforcement.
  • Digital signage for reinforcement to students.
Required: ​​Must provide and maintain hand hygiene stations around the school.
  • For hand-washing: soap, running warm water, and disposable paper towels
  • For hand sanitizing: an alcohol-based hand sanitizer containing at least 60% alcohol for areas where hand-washing facilities may not be available or practical.
  • Make hand sanitizer available throughout common areas. It should be placed in convenient locations, such as at building, classroom, and cafeteria entrances and exits. Touch-free hand sanitizer dispensers should be installed where possible.
​Recommended: ​Responsible Parties should place receptacles around the school for disposal of soiled items, including paper towels and PPE.
Work Order software w/daily, weekly and monthly cleaning & disinfecting requirements, inventory supply, and other requirements and reporting (NYSED, DOH).
Cleaning and Disinfection
  • Recommended: ​​Should ensure that cleaning and disinfection are the primary responsibility of the school’s custodial staff.
  • Required: ​​​Must conduct regular cleaning and disinfection of the facilities and more frequent cleaning and disinfection for high-risk areas used by many individuals and for frequently touched surfaces, including desks and cafeteria tables which should be cleaned and disinfected between each individual’s use, if shared.
Work Order software w/daily, weekly and monthly cleaning & disinfecting requirements, inventory supply, and other requirements and reporting (NYSED, DOH).
Cleaning and Disinfection Following Suspected or Confirmed COVID-19 Case
​Required:
  • Must provide for the cleaning and disinfection of exposed areas in the event an individual is confirmed to have COVID-19, with such cleaning and disinfection to include, at a minimum, all heavy transit areas and high-touch surfaces.
  • Are expected to follow CDC guidelines on “Cleaning and Disinfecting Your Facility,” if someone is suspected or confirmed to have COVID-19:
    • Close off areas used by the person who is suspected or confirmed to have COVID-19.
    • Open outside doors and windows to increase air circulation in the area.
    • Wait 24 hours before you clean and disinfect, unless waiting 24 hours is not feasible, in which case, wait as long as possible.
Work Order software w/daily, weekly and monthly cleaning & disinfecting requirements, inventory supply, and other requirements and reporting (NYSED, DOH).
C. Coordination and Phased Reopening
Safety Coordinator
​Required: Must designate a COVID 19 safety coordinator whose responsibilities include continuous compliance with all aspects of the school’s reopening plan as well as any phased-in reopening activities necessary to allow for operational issues to be resolved before activities return to normal or “new normal” levels.
All technology systems are affected by the COVID-19 pandemic. The Safety Coordinator ultimately needs to use existing technology systems to help manage, coordinate and monitor all district tasks to:
  • Meet NYS reopening requirements in Fall ‘20, and;
  • If a person tests positive for COVID-19 in the district.
​D. Communications Plan
Communications Plan
Required:​
  • Must affirm that they have reviewed and understand the State-issued industry guidelines and must submit reopening plans, as outlined above and instructed below, prior to reopening.
  • Must engage with school stakeholders and community members when developing reopening plans. Plans for reopening should identify the groups of people involved and engaged throughout the planning process.
  • Must develop a communications plan for students, parents or legal guardians of students, staff, and visitors that includes applicable instructions, training, signage, and a consistent means to provide individuals with information.
  • Must ensure all students are taught or trained how to follow new COVID-19 protocols safely and correctly.
  • Must encourage all students, faculty, staff, and visitors through verbal and written communication (e.g., signage) to adhere to CDC and DOH guidance regarding the use of PPE.
​Recommended: ​Should designate a coordinator or other points of contact to be the main contact upon the identification of positive COVID 19 cases and to be responsible for subsequent communication.
  • Student/staff/parent communications and Community Connections to educate, inform, and engage stakeholders during the planning and implementation processes.
  • Network Connectivity will keep communications connected with file sharing and collaborative project software.
III. PROCESSES
​A. Screening and Testing​
Health Screening and Temperature Checks
Required:​​ Must implement mandatory health screenings, including temperature checks, of students, faculty, staff, and, where applicable, contractors, vendors, and visitors to identify any individuals who may have COVID-19 or who may have been exposed to the COVID-19 virus.
  • All individuals must have their temperature checked each day—ideally, at home, prior to departing to school—before entering any school facility. If an individual presents a temperature of greater than 100.0°F, the individual must be denied entry into the facility, or sent directly to a dedicated area prior to being picked up or otherwise sent home..
  • Health Monitoring to have a central database of daily heath stats of students, teachers, staff, and visitors.
  • Thermal Imaging to detect elevated body temperatures on buses and/or at school entrances.
  • Possible devices (smart digital oximeters) that automatically log a student’s morning body temperature into a remote district portal for monitoring and reporting.
Required:​​ Must use a daily screening questionnaire for faculty and staff reporting to school; and periodically use a questionnaire for students, particularly younger students, who may require the assistance of their parent/legal guardian to answer.
  • Prohibited from keeping records of student, faculty, staff, and visitor health data (e.g., the specific temperature data of an individual), but are permitted to maintain records that confirm individuals were screened and the result of such screening (e.g., pass/fail, cleared/not cleared).
  • Recommended: ​​Screening is strongly recommended to be conducted remotely (e.g. by electronic survey, digital application, or telephone, which may involve the parent/legal guardian), before the individual reports to school, to the extent possible; or may be performed on site at the school.
  • Remain aware that quarantine of students, faculty, or staff may be required after international travel or travel within certain states with widespread community transmission of COVID-19.
  • Direct stakeholder communications such as electronic surveys (e.g., Google Survey form) to collect daily data.
  • Health Monitoring to have a central database of daily heath stats of students, teachers, staff, and visitors.
  • Telephone systems to conduct verbal surveys.
  • Community Connections to update residents on states added to or taken off the NYS watchlist based on evolving conditions.
Positive Screen Protocols
Required:​​​
  • Any individual who screens positive for COVID-19 exposure or symptoms, if screened at the school, must be immediately sent home with instructions to contact their health care provider for assessment and testing.
    • Students who are being sent home because of a positive screen (e.g., onset of COVID-19 symptoms) must be immediately separated from other students and supervised until their parent/legal guardian or emergency contact can retrieve them from school.
  • Must establish policies, in consultation with the local health department(s), about the requirements for determining when individuals, particularly students, who screened positive for COVID-19 symptoms can return to the in-person learning environment.
  • Must designate a central point of contact(s)  responsible for receiving and attesting to having reviewed all screening activities, with such contact(s) also identified as the party for individuals to inform if they later experience COVID-related symptoms or exposure, as noted on the questionnaire
  • Direct stakeholder communications such as electronic surveys (e.g., G Survey form) to collect daily data.
  • Health Monitoring to have a central database of daily heath stats of students, teachers, staff, and visitors.
  • Contact Tracing to identify individuals that have had recent contact with the person testing positive.
  • Emergency Services to notify public health officials about the incident.
  • Telephone systems to conduct verbal surveys.
  • Community Connections to update residents on states added to or taken off the NYS watchlist based on evolving conditions.
B. School Health Offices
Testing systems
Recommended: ​​May consider developing testing systems in school facilities or self testing systems in collaboration with local health departments or local health care providers, as able.
N/A
Protocols
Required:​​​​ Must develop protocols for caring for a student, faculty, or staff member who develops COVID-19 symptoms during the school day. These protocols must include:
  • Identification of a dedicated area to separate students, faculty, or staff with symptoms of COVID-19 from others.
  • Ensure that symptomatic students waiting to be picked up remain under the visual supervision of a socially distanced staff member.
  • PPE requirements for school health office staff caring for sick individuals must include both standard and transmission-based precautions.
  • Required guidelines for cleaning and disinfection.
Must develop protocols for asthma-related acute respiratory treatment care using up-to-date standard of care.
  • Space planning software to identify and implement quarantine areas that meet all NYS requirements.
  • Digital signage, communications, connections and Emergency Notifications to keep students and other stakeholders informed if an incident occurs.
  • Door Access to seal off certain areas of a building after a suspected or reported incident.
C. Tracing and Tracking
Metrics
  • ​Recommended: ​​Should identify clearly defined measures that will serve as warning signs that the level of COVID-19 transmission may be increasing in the school setting beyond an acceptable level.
  • Required:​​​​ ​Must include a process in their plan if/when COVID-19 cases are discovered at school, including closing areas or classes where individuals were infected or more broadly the entire school in consultation with local health dept.
  • Recommended: ​​May choose to modify operations prior to instituting school-wide closures to help mitigate a rise in cases
  • Health Monitoring and Contact Tracing systems to identify and report suspected COVID-19 positive incidents via Emergency Services to local and NYS health officials.
  • Door Access systems would allow incident areas to be shut down immediately to reduce the possibility of spreading.
  • Emergency Notification would be used in schools to inform occupants of the incident and of emergency closings.
  • Student/staff/parent communications and Community Connections would inform stakeholders about local incidences and provide real-time updates.
  • Facility Scheduling and Work Order software to quickly change internal and external event calendars if an incident affects scheduled events (i.e., mass cancel feature).
  • Work Order software to schedule, implement and report on post-incident cleaning and disinfecting.
Notification
Required:​​​​ Must notify the state and local health department immediately upon being informed of any positive COVID-19 diagnostic test result by an individual in school facilities or on school grounds.
  • Health Monitoring and Contact Tracing systems to identify and report suspected COVID-19 positive incidents via Emergency Services to local and NYS health officials.
  • Door Access systems would allow incident areas to be shut down immediately to reduce the possibility of spreading.
  • Emergency Notification would be used in schools to inform occupants of the incident and of emergency closings.
  • Student/staff/parent communications and Community Connections would inform stakeholders about local incidences and provide real-time updates.
  • Facility Scheduling and Work Order software to quickly change internal and external event calendars if an incident affects scheduled events (i.e., mass cancel feature).
  • Work Order software to schedule, implement and report on post-incident cleaning and disinfecting.
Tracing Support
Required:​​​​ ​In the case of an individual testing positive, the district must develop plans to support local health departments in tracing all contacts of the individual, in accordance with the protocols, training, and tools provided through the New York State Contact Tracing Program.
  • Health Monitoring and Contact Tracing systems to identify and report suspected COVID-19 positive incidents via Emergency Services to local and NYS health officials.
  • Door Access systems would allow incident areas to be shut down immediately to reduce the possibility of spreading.
  • Emergency Notification would be used in schools to inform occupants of the incident and of emergency closings.
  • Student/staff/parent communications and Community Connections would inform stakeholders about local incidences and provide real-time updates.
  • Facility Scheduling and Work Order software to quickly change internal and external event calendars if an incident affects scheduled events (i.e., mass cancel feature).
  • Work Order software to schedule, implement and report on post-incident cleaning and disinfecting.
Quarantine, Isolation, and Return to School
Required:​​​​ Must ensure that reporting plans are in place for individuals who are alerted that they have come into close or proximate contact with a person with COVID-19, and have been alerted to such exposure via tracing, tracking or other mechanism.
  • Health Monitoring and Contact Tracing systems to identify and report suspected COVID-19 positive incidents via Emergency Services to local and NYS health officials.
  • Door Access systems would allow incident areas to be shut down immediately to reduce the possibility of spreading.
  • Emergency Notification would be used in schools to inform occupants of the incident and of emergency closings.
  • Student/staff/parent communications and Community Connections would inform stakeholders about local incidences and provide real-time updates.
  • Facility Scheduling and Work Order software to quickly change internal and external event calendars if an incident affects scheduled events (i.e., mass cancel feature).
  • Work Order software to schedule, implement and report on post-incident cleaning and disinfecting.
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GSA Contract No. 47A20D0018
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