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Covid-19 Health & Safety protocol for in-person instruction

COVID-19 Handbook Fall 2021 

Revised 9/07/21

Please read and agree to the Covid-19 Health & Safety protocol for in-person instruction

Covid-19 Protocol Agreement

Introduction 

Kairos Music Academy continues to monitor the evolving public health guidelines created to support schools and afterschool programs during the COVID-19 pandemic. This handbook covers Kairos’  policies intended to support our goal of providing a safe working and learning environment for our students, staff, and visitors. Kairos will continue to adjust policy and guidance based upon the latest public health information, regulatory guidance, and peer best practices.

These policies are subject to guidance published by the City of Berkeley, and recommendations made by the County of Alameda, State of California, and the CDC

COVID-19 Point of contact for Kairos:
Sofia Tudose – kairoschoir@gmail.com, (510) 944 2443
Laura Kakis Serper – oneinsong@aol.com, (510) 332 1108

Communications
The following practices will be utilized to disseminate information when appropriate: EMAIL and SMS messages.
All Kairos employees and families are subscribed to our EMAIL LIST, as well as the SMS system Myattendancetracker.com. Kairos will use EMAIL, as well as SMS messages to provide time-sensitive notifications to the community of any COVID-19 incidents. Please make sure you receive our EMAILS and SMS messages. If you haven’t received an email in the last week from us, it’s possible you need to check your SPAM folder and add our email address (kairoschoir@gmail.com) to your address list.

If you are not receiving our SMS Messages, please get in contact with us and let us know what is the best mobile number we can use to send you SMS.

General Community Responsibilities
We ask that every person at Kairos follow safety guidelines during meetings as well as at home by acting according to these guidelines. 

Vaccination
Vaccination is the most effective strategy to stop the spread of COVID-19. Kairos strongly encourages all eligible people to be vaccinated. In accordance with CA state requirements, all Kairos employees who work on campus are required to submit proof of vaccination against COVID-19, or submit to weekly COVID tests. In addition, all age-eligible Kairos students are asked to inform us of their vaccination status by providing proof of vaccination, if applicable. Vaccination forms can be submitted in person or via email to kairoschoir@gmail.com. 

Testing
If benefiting from weekly testing offered by schools, we ask our community to share their test results with us. There are many other COVID testing locations in the community, including those listed on the City of Berkeley website

Self-Screen, Stay Home
Students and staff must stay home and seek medical guidance if they are feeling 3 sick. Report any symptoms to Kairos. 

COVID-19 Symptoms in Adults and Children :

  • Fever or chills 
  • Cough  
  • Shortness of breath or difficulty breathing  
  • Fatigue  
  • Muscle or body aches  
  • Headache  
  • New loss of taste or smell  
  • Sore throat  
  • Congestion or runny nose  
  • Nausea or vomiting  
  • Diarrhea 

Returning from Travel
Kairos requires that all staff members, students, parents, and visitors observe California state guidelines when returning from travel. Those guidelines may include self-quarantining at home and monitoring of symptoms for a period of time, depending on the travel destination and the group of people traveling. 

Safety during rehearsals
A key goal in this plan is the layering of mitigation strategies. Each strategy (face coverings, stable groups, distancing, etc.) decreases the risk of transmission; but no one layer is 100% effective. It is the combination of layers that is most effective and has been shown to decrease transmissions.

OUTSIDE MEETINGS

Face Coverings All adults and children are required to wear face coverings during rehearsals, unless they have a particular developmental condition or health diagnosis that limits their ability to wear a face covering. This includes all staff, faculty, students, and families, regardless of vaccination status. Face coverings may be removed when eating or drinking. Students and families are encouraged to bring their own reusable masks.

Face coverings must:  

  • Cover your nose and mouth  
  • Not have an exhalation valve 

Face shields are permissible as a substitute for cloth face masks for those who are unable to wear masks, or when singing a solo, away from the other students and staff (over 6 ft). 

Physical Distancing
When singing children must maintain a 3 feet distance between each student.
While singing solos, and using a face shield, the singer must maintain a minimum distance of 6ft from the rest of the singers or staff.

Handwashing
All staff, and students are required to wash their hands frequently with soap and water, scrubbing for at least 20 seconds. Hands should be washed before and after eating, drinking, and after touching your face or using the restroom. Hand sanitizer will be available at all rehearsals. Students and faculty are required to sanitize their hands before entering the rehearsal space, and again upon exiting. 

INDOOR REHEARSALS

Masks will be enforced at all times during indoor rehearsals without exceptions. Face shields will not be allowed except for the following situations:

  • Singer wearing face shield is vaccinated
  • Singer wearing face shield is in a room with other vaccinated individuals
  • There is a minimum of 12 ft distance between singer with face shield and the rest of the individuals
  • The room is properly ventilated

Social distance
While singing, students will maintain a minimum 6ft distance from other students or staff.

Ventilation
Performance hall windows and doors will be open during rehearsal and performance hours, as the weather allows. Kairos will place portable high-efficiency air purifiers in rehearsal spaces. Breaks will take place outside in designated areas, weather permitting. Breaks will take place outside the building.

Visitors and volunteers are allowed into the rehearsal space by appointment only. All visitors and volunteers must show proof of vaccination. Visitors who develop symptoms that occur within 48 hours of their visit or if they have a positive test within a week of their visit, must report this to Kairos as soon as possible. 

Isolation and Quarantine
Symptomatic Individuals
Symptomatic students and staff must stay home. Staff will monitor students throughout the day for signs of illness. If a student is exhibiting symptoms, the student will be isolated (under adult supervision) until they are able to be picked up. Likewise, staff or faculty members exhibiting symptoms should leave the campus. Regardless of vaccination status, the student or staff member must get tested promptly and Kairos should receive follow-up from the family or staff as soon as possible.

Returning to Rehearsals after Symptoms
Any student or staff with COVID-like symptoms should not return to work or school until they have met all the following criteria: 

  • Symptoms are improving  
  • They have had no fever for 24 hours without the use of fever reducing medicines 
  • Provide a negative test result or a healthcare provide note showing alternative diagnosis 

Positive COVID Case
Staff or students who test positive must notify Kairos and isolate at home, following isolation guidelines. They can return to rehearsals after they have met all the following criteria:  

  • 10 days since symptoms first appeared if symptomatic  
  • 10 days after positive test if asymptomatic at time of test  
  • 24 hours with no fever  
  • COVID-19 symptoms have improved. 

Exposures and Close Contacts
In the event of a confirmed positive case among Kairos students and staff, the school will identify and be in touch with all close contacts and require that they all quarantine following modified quarantine guidelines

When students are wearing a mask in any setting in which students are supervised by Kairos staff, unvaccinated students who are close contacts of a student with confirmed COVID may continue to attend rehearsals but must fulfill all of the following:  

  • Provide a negative test result before returning to rehearsals
  • Are asymptomatic  
  • Continue to appropriately mask, as required  
  • Undergo at least twice weekly testing during the 10-day quarantine, and  
  • Continue to quarantine for all extracurricular activities including those that take place at Kairos

Vaccinated individuals with an exposure to someone with confirmed COVID-19 are not required to quarantine if they have no symptoms. They must provide a negative test result to return to rehearsals and they participate in twice weekly testing for 14 days following exposure. In the event that a student or staff member was exposed outside Kairos rehearsals, they must quarantine following quarantine instructions for 10 days from last exposure. Following guidance, the student or staff member must get tested 5–7 days after exposure and provide results to the school. If no symptoms and a negative test result, they may return to rehearsals 8 days after exposure.

ARCHIVE (2020-2021)

DROPPING OFF AND PICKING UP STUDENTS
All singers will be dropped off at the end of Somerset Pl. in front of the entrance to the amphitheater. Parents will not exit their vehicle, or join the students in the park.

COHORTS AND PROGRAM STRUCTURE
Due to the frequent changes of the local and federal regulations regarding COVID-19 safety protocols, we’ll structure our cohorts and teaching schedule around 3 week intervals. We are permitted to have a maximum of 14 children in a cohort with two adult supervisors. There will be no admittance of new students within the cohort during the 3 week interval. If we register new participants they would join the existing cohort only at the beginning of a new 3 week interval, or a new cohort if the first one has reached capacity.

The starting cohort will be rehearsing in the amphitheater area, maintaining a minimum of 6 ft distance, all children facing forward. If we create a second cohort, it will rehearse in a different part of the park.

PROTOCOLS REGARDING BATHROOM ACCESS
During our time at John Hinkel we’ll have access to a portable toilet with a hand washing station that will be strictly dedicated to us.
The bathroom and hand washing station will be thoroughly disinfected before the beginning of the class, as well as after each use. Only one child will be allowed to use the restroom at a time, and there will be no congregation around the restroom area. Our student assistant or nurse practitioner will supervise children to ensure all rules are followed.

WELLNESS CHECK
Upon their arrival at the park, all students will undergo a wellness check by our Nurse practitioner or other trained staff:
Temperature check
Answer to basic screening questions
Visual check
Making sure the mask is present and properly covering both nose and mouth. A second mask will be provided in case the first one is not tight enough.
ALL OTHER PROTOCOLS PRESENTED BELOW WILL APPLY TO OUR JOHN HINKEL MEETINGS

Class Schedules – Fall 2020

Families & students can choose between these options:

Option 1: Kairos THRIVE (Zoom) – Tuesdays, 4:30-5:30 PM, with an optional half hour for individual or small group coaching until 6:00 PM.

Option 2. Kairos LIVE (In person) – Thursdays, 4:30-6:00 PM (Location TBA & with medical staff dedicated to following safety protocol).

Option 3. Kairos THRIVE & LIVE – Participate on BOTH days.

Kairos STRIVE – As an added benefit, we offer Nature Retreats to all enrolled choristers. These monthly outdoor gatherings, Sundays, 2:00-5:00 PM, will include socially-distant musical skill-building, theater games,and nature walks. 

Kairos programming this year culminates in a celebration concert & theater production with all participants and offered to the world virtually on December 20, 2020. [Please watch for more info coming your way soon, with registration links & dates to follow.]

Auditions

All placement auditions and interviews will be offered remotely. Auditionees will be instructed to submit videos, or schedule virtual interviews via video conferencing.

Structure of Classes

Kairos will resume in-person instruction following the recommended health and safety protocols developed by the county of Alameda, as well as the recommendations of the American Choral Directors Association COVID-19 Response Committee

On-Site Screening

All people entering Epworth will need to answer basic screening questions, and have a visual and temperature check. Staff and/or our medical consultant will monitor students throughout the class for signs of illness.

Weather permitting, we will meet on the porch and steps of Epworth UMC. 

  • The groups will not include more than 12 children in one area at any given time.
  • Singers will be spaced at 13 ft distance and in such a way that they never face each other. 
  • Each singer will have individual copies of music; there will be no sharing of materials. 
  • No music storage will be available for student use.
  • Children will need to sanitize hands before entering church premises. 

Access to Premises

  • If classes take place inside the Epworth church or other locations, students will enter the building from a dedicated entrance. Other family members are expected to remain outside. 
  • Singers will only be allowed to access the Kairos dedicated rehearsal space and the bathroom allocated to our group. There will be no access to the rest of the building. 
  • Bathrooms can only be accessed by one student at a time. Staff will disinfect / sanitize bathrooms after each use (door knob, sink, toilet)
  • The group will rehearse in 30 minute intervals followed by a break. The space will be ventilated during that break or breaks will be outdoors.. 
  • We’ll be using portable air filtration units adequate for the space we rehearse in.
  • There will be no snacks allowed for the duration of the rehearsal. 
  • Students will drink water during the break, outside, while maintaining a minimum of 6 ft of social distance. 
  • There will be no storage space available for the students, so please keep your belongings to a minimum.
  • There will be no congregating in common areas for backpack pickup and dropoff. 

Social Distancing

Six Feet of Distance at All Times. Approximately thirteen feet or more distance when singing. All people on campus are to stay at least six feet away from others — the distance respiratory droplets from a cough or sneeze are thought to travel. When singing, children will be given places to stand/sit which are 13 feet apart, not facing each other.

Face Coverings 

All adults and children ages 2 and older are required to wear cloth face coverings while on Epworth UMC property. This includes all staff, faculty, students, and families inside or outside of Epworth building, during drop-off and pick-up times. Students and families are encouraged to bring their own reusable masks. In addition, disposable masks will be provided by Kairos, to ensure proper fitting.

Masks should:  

  • Cover your nose and mouth  
  • Not have an exhalation valve  
  • Not be an N95 mask 
  • Face shields are not permitted (they do not prevent the spread of aerosol)

Arriving for classes

Parents will drop-off students at the Sanctuary entrance (Hopkins and Napa). 

Singers will be screened by our medical consultant or by student staff. 

If class is inside the church, students will enter only when class starts.
Parents are not allowed on premises unless cleared by staff & following the same medical protocol. We ask that drop off and pick up be done outdoors and at a distance.

Departing Campus

Students must depart the church directly after the class is dismissed. 

Parents must pick up students promptly. Parents waiting to pick up students should remain outdoors, at an appropriate social distance from one another, ideally in cars.

Limited Sharing

Personal Belongings

Staff, and students are expected to keep their personal belongings close at hand. There will be no storage space available. 

Instructional Materials

Students are required to bring their own instructional materials. Supplies may include printed sheet music, music stands, pencils, and pencil sharpeners, pens, paper, etc. Kairos will plan classes in such a way as to minimize the need for shared materials. When sharing is necessary, students may be asked to clean and disinfect items after their use.

Food and Snacks

During social distancing periods, there will be no snacks offered by choir staff during classes. Students will be given opportunities to drink water outside during breaks, and while maintaining 6 feet distance. If snacks are needed during the meeting periods, families must provide them for students. All other food items such as those needed for students who need frequent nourishment will need to be discussed with choir staff so that ample space for eating unmasked will be worked into the schedule.

ADDITIONAL HEALTH AND SAFETY PROTOCOL

Hand washing 

All faculty, staff, and students are required to wash hands frequently with soap and water, scrubbing for at least 20 seconds. Handwashing breaks are built into the instructional schedule. Hands should also be washed before and after eating, drinking, break times, and after touching your face or using the restroom. Hand sanitizers will be readily available. Students and faculty are required to sanitize their hands before entering the premises, and again upon exiting. 

Avoid Touching the Face

CDC guidance recommends that people avoid touching their face to prevent the spread of infections. Recognizing that this is difficult and requires conscious effort, adults should remind children when they notice face touching. 

Coughs and Sneezes Kairos asks that all members of the community observe the recommended protocol for covering coughs and sneezes, by covering them with the insides of elbows, upper arms, or tissues. Hand washing is required after coughing or sneezing. 

Refrain from Physical Contact

Sadly, hugging, handshakes, or any greeting/expression that requires physical contact will not be permitted; choir members will have reminders if needed. 

Checking for Signs and Symptoms Self-Screening

All Kairos staff, students and families are required to self-screen for COVID-19 symptoms. In case any symptoms are observed for you, your child or someone in the household, DO NOT COME TO CLASS. Instructions for self-screening are listed in Appendix C.

If any students, staff or faculty from either division, or anyone in their household, is experiencing symptoms of COVID-19, they must:

Report any symptoms to Kairos (see Reporting Symptoms below).

Stay home and seek medical guidance (see When Someone Gets Sick, below).

Reporting Symptoms and/or Exposure

If a student is exhibiting symptoms of COVID-19, staff will notify the parent or guardian and ask them to bring the student home. Likewise, staff members exhibiting symptoms will be asked to return home.

All staff, students, and parents/guardians are required to self-report any COVID-19 symptoms, known exposures, or travel within your household. See the list of symptoms below. Do not wait for a confirmed case to report symptoms. Kairos will follow-up about any reported symptoms and establish the conditions for returning to in-person classes. Confirmed cases of COVID-19 must be reported immediately.

Kairos will track and document incidents of possible exposure and notify local health officials, staff, and families immediately of any positive case of COVID-19  as required under FERPA and state law related to privacy of educational records, while maintaining confidentiality,

COVID-19 SYMPTOMS IN ADULTS AND CHILDREN

The symptoms of COVID-19 are similar in children and adults. However, children with confirmed COVID19 have generally presented with milder symptoms.

Common symptoms include:

  • Fever
  • Cough/sneezing
  • Sore throat
  • Fast or shallow breathing
  • Chills
  • Muscle pain or fatigue
  • Headache
  • A new loss of taste or smell

Possible symptoms that tend to present more in children include:

  • Cold-like symptoms, including runny nose or congestion
  • Belly pain
  • Vomiting or diarrhea
  • A rash
  • Swelling of the hands or feet
  • Joint pain
  • Dizziness

Returning from Travel

Kairos requires that all staff members, students, parents and visitors observe CDC guidelines when returning from travel. Those guidelines may include self-quarantine at home and monitoring of symptoms for a period of time, depending on the travel destination and the group of people traveling.

CDC guidelines can be found here:

Domestic travel

International travel

Disinfection, Ventilation

Disinfection

Staff will disinfect all frequently touched surfaces before class as well as regularly throughout the class . This includes bathroom surfaces, door knobs, light switches, etc.

We will limit sharing any materials. Families are encouraged to bring their own music (previously provided). Before and after classes, all surfaces that students and singers can come in contact with will be disinfected, including banisters, pew seats, door knobs, piano and other surfaces.

Ventilation

Classes will be offered outside when possible. For indoor rehearsal space, Kairos will make an effort to maximize the ventilation in each space, using portable air filtration units. 

Restrooms

Restrooms will be disinfected after each use. 

In addition, any person who uses a restroom is expected to use the disinfectant wipes provided to wipe all surfaces touched: toilets and toilet handles, sinks, faucets, paper towel dispensers, and door handles.

When Someone Gets Sick

Kairos takes seriously ensuring the health of our staff and students. We encourage sick persons to remain home until well. We also have systems in place to respond to illnesses that take place on site.

 Staying Home

Students and staff members who exhibit symptoms of COVID-19 are expected to stay home. If a student or staff member has a new cough or other symptom, they should not come to class even if they have no fever. It is not uncommon for people with COVID-19 to have a cough without fever, especially early in the course of COVID-19.

Isolating Symptomatic Individuals during class

If a person displays or reports symptoms of COVID-19 while on campus, they are isolated until they leave Epworth church. Children are kept under adult supervision until they leave in the care of a responsible adult. Close off areas used by any sick person and not use them until they have been cleaned. Wait up to 24 hours or as long as possible before cleaning or disinfecting to allow respiratory droplets to settle before cleaning and disinfecting. If a member of the staff becomes sick at any time, they will isolate outside, away from anyone until they are able to leave. 

Following-up with Symptomatic Individuals

If a sick person exhibits COVID-19 symptoms, Kairos follows up within 24 hours and remains in regular contact until diagnosis is denied or confirmed.

Notifying Concerned Parties of Confirmed COVID-19 Cases

If the sick person is confirmed positive for COVID-19, Kairos consults with local health officials and activates notification procedures to inform concerned parties.

Assessing Need for Closure

Depending on the circumstances, a confirmed case of COVID-19 onsite may trigger full or partial closure of our in-person classes.  Likewise, new CDC guidelines may also indicate changes in the “in-person” meeting structure.

Communication with Families

Prior to the start of the year and as frequently as needed, we host Zoom meetings with all families participating in the in-person classes in order to present the guidelines and procedures for Covid-19 prevention. It is expected that families will support our efforts by talking to their children about simple, yet effective prevention tips, such as covering coughs and sneezes with a tissue or sleeve (not hands), wearing face coverings when around others, and washing hands frequently.

Social & Emotional Support for Children & Families

These are unique and challenging times. We will get through this!!! Kairos Choir staff members are prepared to support the emotional needs of children during this time providing tools for dealing with stress and fear through powerful tools found in the arts. Additionally, each session will focus on how to find and to utilize one’s creative power for survival and individual growth as well as to contribute to positive changes within our community.