Community Partnerships

COVID-19 Community Partner Resources

In-Person Learning CBO Requirements

Within the confines of health and safety requirements, including existing protocols developed by Seattle Public Schools and detailed in the School Reentry Guide, schools have discretion to deploy community-based organization (CBO) partners for the 2021-22 school year. In turn, partner organizations have the discretion to determine whether their own policies and procedures are consistent with supporting in-person instruction. See below for guidelines for both elementary and secondary schools.

Note that requirements could change depending on public health directives and community transmission rates. We will revisit these requirements on October 1st and November 1st to determine whether any updates are needed. 

The following outlines parameters for which types of community partners can provide in-person services, at the discretion of the principal

  • Type A: Partners under the Community Alignment Initiative (licensed childcare, school based health centers, and community learning centers)
    • Allowed to provide in person services before, during, and after school per leases, alignment agreements, and joint use agreement
    • SPS COVID site supervisor is NOT required to be onsite for the duration of the time the programs are operating 
  • Type B: Partners with an MOU or Personal Services Contract
    • Allowed to provide in person services before, during, and after school
    • SPS COVID site supervisor or designee must be onsite
  • Type C: After school enrichment programs coordinated by a third party such as a PTSA 
    • Not allowed to provide in person services at this time

Partner Requirements

  • COVID-19 Vaccinations are required for partners working in person with students in SPS schools. In alignment with Governor Inslee’s timeline for state employees, partners will be required to be fully vaccinated beginning on October 18; vaccine verification will be collected through an appendix to your organization’s contract or agreement. Exemptions to receiving the vaccination due to documented medical reason or religious belief will not be accepted. The appendix will be sent out in early September by the Accounting or Community Partnerships Department, depending on which type of contract you have
  • Must coordinate closely with Seattle King County Public Health regarding any suspected or confirmed cases of COVID-19, and immediately report any positive cases to SPS
  • Must have a COVID site safety plan (example coming) 
  • Must be a currently contracted partner via Personal Services Contract, Memorandum of Understanding, or Alignment Agreement.  
  • Must complete required safety training – verification of training completion will be included in the same appendix where vaccine verification is being collected
  • Must not enter buildings when sick or if having flu or COVID-like symptoms.  
  • Must follow the latest Department of Health guidance for youth programs  
  • Must mask at all times with the exception of eating/drinking   
  • To the extent possible, must maintain 6 feet physical distancing   
  • Must commit to frequent hand washing or use of hand sanitizer  
  • Must enter all space use into MasterLibrary, which in turn must be approved by building leadership and SPS Facilities before programming begins   (see Space Reservation Process below)
  • Must complete the Seattle Public Schools COVID Daily Health Screening before entering any SPS owned property. This will allow the SPS Contact Tracing team to have the information needed to notify all individuals in a building if a positive case arises. The screening can be accessed in one of the following ways:

COVID Vaccine Verification

Vaccination is the most effective prevention strategy available for allowing schools to resume full-time in-person instruction. COVID-19 vaccines are available to all people ages 12 and older.

Vaccine Verification: Community Based Organizations working in all settings in Washington State where in-person services are being provided to Seattle Public Schools students or on any property owned or leased by Seattle Public Schools where students are present must provide proof of vaccination against COVID-19, unless their physical presence around students or staff is infrequent or less than 15 minutes in duration. District CBO personnel who are not vaccinated may not work in these settings where students are present, even if they have not been vaccinated because of documented medical reasons or sincerely held religious beliefs.

Approved forms of verification include:

  • CDC COVID-19 Vaccination Record Card or photo of the card.
  • Documentation of vaccination from a health care provider or electronic health record; or
  • State immunization information system record.

Anyone who enters school buildings must be fully vaccinated by October 18th. If you need a Vaccine Verification Form , please contact School & Community Partnerships, communitypartnerships@seattleschools.org.

Required Daily Cleaning

After school partners and school administrators should work with the custodial team to ensure that required daily cleaning can take place after school. Most cleaning can take place after programs have adjourned, but if there are programs that operate later into the evening (after 6 p.m.) they will have to work closely with custodians to accommodate their cleaning schedule.

In addition, partners should be aware that if positive COVID cases are reported during the school day, custodians will be required to immediately disinfect any associated spaces; this may temporarily impact partner access to space for their programming, and partners and schools should work together to find temporary alternative spaces as needed.  

Space Reservation Process

Building leaders and/or COVID site supervisors should work with partners to develop a plan for space use that is consistent with COVID health and safety requirements. Partners with leased space would get priority for spaces included on their lease, or via the Joint Use Agreement for Parks and Recreation programs. Other spaces could be assigned to contracted partners at the discretion of the school leader and/or COVID site supervisor, if applicable, and with approval from SPS Facility Operations. To gain approval, building use plans should be submitted through MasterLibrary, where they will be reviewed/approved centrally by Facility Operations, and then approved by the school.

COVID 19 Incident Reporting Procedure

In addition to Public Health and DCYF reporting and contact tracing requirements, program director or supervisor will report to the district any incidence or experience of COVID 19 including any suspected or confirmed, cluster, or outbreak, possible or confirmed exposure to someone displaying COVID 19 like symptoms or in contact with one or more persons suspected or confirmed to be positive for the virus.

Communication from the provider to SPS includes the program’s response, such as changes in attendance for one or more staff or students, program closure for one or more typical business days, a description of the incident, and any additional information needed to help reduce the transmission of COVID-19 related to the reported incident.

Reports are made via email the day of the occurrence and will not include any individual identifiers. Attach any notice to families and/or staff for our reference. If closing the site, include anticipated date services will resume.

Contacts

Licensed Childcare Programs report via email to

Non-licensed youth serving programs report via email to


Remote Learning Guidelines for Partners

Partners play a vital role in supporting student learning and well-being. When schools closed in March 2020, SPS’ partners have ensured continuity for students and families by providing basic needs, childcare, mental health supports, tutoring and enrichment learning. Frequently, these services were provided online, both synchronously and asynchronously. These services remained important for students throughout the 2020-21 school year.

With the goal of having students return fully to school for the 2021-22 school year, we recognize the need for community partners who provide both remote and in-person services to students to have consistent guidelines.

Guidelines for partners engaged in remote services should include direction for:

  1. Student safety
  2. Technology platforms
  3. Contracting
  4. Communications

Guidelines address circumstances where partners are providing services:

  • In a virtual classroom with a teacher present (synchronous)
  • Partners who have virtual contact with student(s) without SPS staff present and
  • Asynchronous services where partners are providing recorded content.

Student Safety:

Whether in person or on-line, everyone working directly with students needs to take steps to minimize risk for both students and partners. The district recognizes some student services require one-on-one student contact. However, when not required, the district strongly suggests that contact should occur with more than one student, more than one adult, or both.  

Student Safety Guidelines for Partners Online with staff present: 

When a partner has on-line contact with students AND an SPS staff member is present in the online environment, for example when a class meets over Teams, then the following steps are required for partner staff and volunteers:

  • Complete online training:  Preventing Sexual Abuse of Children and Youth
  • Review Board Policy No. 5253, Maintaining Professional Staff/Student Boundaries
  • Complete Background Check:
    • If you will work with students without supervision OR have lived in Washington State fewer than three years, you must complete a national background check in your first year, and a state background check in subsequent years
    • If you will work with students supervised by another adult AND you have lived in Washington State for 3 or more years, you must complete a state background check 

Student Safety Guidelines for Partners who have virtual contact with student(s) without staff present

When a partner has on-line contact with a student/s WITHOUT another adult (from SPS or from the partner organization) present in an on-line environment, e.g. when a partner volunteer provides reading tutoring to a small group of students over Teams, then the following steps are required for partner staff and volunteers:

  • Complete online training:  Preventing Sexual Abuse of Children and Youth
  • Review Board Policy No. 5253, Maintaining Professional Staff/Student Boundaries
  • Complete Background Check:
    • A national background check must be completed prior to working with students. A state background check must be completed in each subsequent year of work.
  • There must be direct communication from the school or partner by phone, letter or email to the family or families of students informing them that their child is participating in their programming when:
    • Mental health services for students under 13 require parental consent.
    • In any circumstance where a partner will have 1-1 contact with a student, a best practice is to get parent consent. A general parent consent form is posted here. (link coming)

Emailing Students – If a partner needs to email with a student/s using their SPS email address, the partner must complete a Contractor Network Form. To request a form, email communitypartnerships@seattleschools.org. For student protection, emails to students must include at least one other adult – either an SPS staff member or another adult from your organization.

Technology Platforms

  1. Virtual Classroom Platform: SPS has selected Microsoft Teams as the platform for online classrooms. Partners may access SPS’ Teams account, by getting a contractor account (same as the SPS email address above). Email a request to communitypartnerships@seattleschools.org.
  2. Learning Management Systems: Partners will NOT have log-in access to SPS’ Learning Management Systems (Schoology for 6-12 and Seesaw for K-5), so partners will need to coordinate with their partner teacher to upload documents and other resources.
  3. SPS may offer partner trainings on using Microsoft Teams, Schoology and Seesaw. These will be communicated through the School and Community Partnerships partner email. Please email communitypartnerships@seattleschools.org to be added to the mailing list.

Contracts and MOUs with SPS for virtual learning services:

Some partnerships with personal services contracts or memorandums of understanding (MOUs) were not completed in 2019-20 or 2020-21 due to school closures. In those cases, a new contract will be needed in 2021-22.

Partners and schools should follow the regular SPS procedures for contracts and MOUs. In the Scope of Work section, please specify the learning objectives of the partnership and the steps and components that will be done remotely, including planning, classroom components (for synchronous) or recording components (for asynchronous).

Communications:

  • In these uncertain times, there may be changes to these policies and processes. To get the most up to date information, please sign up for the School & Community Partnerships emails by emailing communitypartnerships@seattleschools.org.
  • If for some reason, the partner is unable to provide services, please contact your partner teacher or SPS staff.