COVID - 19 » Campus Protocols

Campus Protocols

 

The Baldwin School of Puerto Rico continues to be committed to providing a safe learning and working environment for students and employees. To this end, considerable thought was given to the development of health and safety protocols in advance of the start of the 2021-22 school year, the campus services provided, and permitted activities. The protocols on our website are informed by the Puerto Rico Department of Health’s Guidelines for Schools and recommendations from the Centers for Disease Control (CDC), among others.

It is the aim of Baldwin School to provide a complete experience for its students, with an understanding that our campus life may continue to be different for some period of time. The school’s response continues to be scalable and proportional to conditions as they change.  It is our deep belief to preserve the importance of face-to-face education and adapt as we ask our students and families to do so.

Any of the protocols described below may be deployed in whole or in part as conditions warrant. These protocols are subject to change as advanced planning and real-time conditions warrant. As of August 2021, we ask our community to follow our COVID flowchart to help determine the right steps and to seek out the Health Team should they have any questions. All persons—students, parents, Baldwin School employees, visitors, and third parties—are subject to these protocols while on campus. It is the ongoing obligation of all parents, employees, visitors, and third parties to review and comply with any updated and revised protocol, as well as those that may be added as circumstances warrant.

To communicate with the school nurses regarding any COVID related incident, use the following email: healthybaldwin@baldwin-school.org

 

Campus Health and Safety Protocols 2021-2022

In starting the school year on campus for August 2021, Baldwin School will continue to employ a number of CDC/UNESCO/WHO recommended strategies and enact the Puerto Rico Health Department's guidelines throughout the school day to mitigate the spread of COVID-19. These include:
  • Vaccination:  Administrative Order # 509B (Aug. 2021), makes it a requirement for all eligible students and employees to be fully vaccinated in order to be on campus in person, unless there is a medical or religious exemption preventing vaccination. 
  • Mandatory use of properly fitted masks: The universal use of surgical masks, regardless of vaccination status, is mandatory for all students, faculty/staff, visitors, outside vendors, etc. No one is allowed on campus without a properly fitted mask.
  • Physical distancing: Continue to establish social distance practices. All classrooms are using transparent individual barriers at desks, spaced out tables, specific ingress, and egress protocols, and staggered outdoor lunch and play/recess times. Elementary and OECC classes have been scheduled in cohorts to limit interaction among grade levels and within grade levels, etc.
  • Systemic Screening and Monitoring: Continuous monitoring throughout the school day for COVID-19 symptoms. Should any student or employee develop symptoms, they will be asked to go home and referred a PCR test from the Dept. of Health's BioPortal.
  • Ventilation: Air purifiers and filters are placed in all classrooms and common spaces. Classrooms are encouraged to leave one window open to maximize air ventilation.
  • Hand-washing and Sanitation stations: Locations are strategically placed around the entire campus for students to wash and sanitize their hands in between classes throughout the day. 
  • Lunches: Pre-packed individual lunches are delivered to each school division and consumed in either outdoor seating or designated indoor, physically distanced spaces.
  • Isolation, Testing, and Contact Tracing: Any student or employee that is sick or has any type of symptoms should stay home. In the event of a suspected case of COVID-19 on campus, employees and students will be isolated until they leave campus. Testing will be required of all employees or students displaying COVID-19 symptoms. Contact tracing will be conducted to determine risks of exposure, and relevant parties will be notified. Our SafeTrac system will provide information for contact tracing and communication to the community. 
  • Communications: In the event of a suspected or confirmed case of COVID-19, staff, and families will be informed, and appropriate mitigation actions will be taken. 
 

The universal use of masks, regardless of vaccination status, is mandatory for all students, faculty/staff, visitors, outside vendors, etc. Students and faculty/staff must wear surgical masks during the school day (no cloth masks). No one is allowed on campus without a properly fitted mask. The PR Department of Health recommends against the use of masks with ventilation attachments or other respiration valves.

The School has a supply of adult and child masks and other PPE available for students and employees at any time. 

 

Administrative order Num. OE-2022-003 requires that all employees and students 12 years and older who are already fully vaccinated against Covid-19, must receive the booster by February 15, 2022 in order to be admitted in School. The booster should be received 5 months after the initial Pfizer- BioNtech vaccination series. Students ages 5 through 11 years are required to have completed both doses of the Covid vaccine by January 31, 2022. If the student or employee is not yet eligible to receive the booster, the student or employee will have 30 days from the time they become eligible to fulfill this requirement.

If the student or employee tested positive for covid, they should get the covid-19 vaccine or booster when they have completed the quarantine period and symptoms have resolved.

Employees and students who do not wish to be vaccinated against Covid 19 or do not wish to receive the vaccine booster must present a medical or religious exemption in order to be admitted in school. The medical exemption must specify the health reasons that prevent the person from being vaccinated and must be signed by a doctor with a license  to practice medicine in PR. The doctor's name and license number are required in the exemption. Any religious exemption must specify that the reasons for not being vaccinated are because of your religious convictions and must be signed by the minister of the church and notarized by an attorney with license to practice law in PR.

Instructions to Upload Child(ren)'s Vaccination Card to the Magnus Health Portal                                          

To make sure we know our families’ status and begin the school year safely, please ensure you have performed the tasks below to upload your child(ren)'s vaccination card on the Magnus Health portal:

  1. Scan and save the vaccination card or the medical / religious exemption form to your computer.
  2. Enter your Veracross Account to Access the Magnus Health Portal through the link provided in your Veracross Account (a purple rectangle in the right side of the screen).
  3. To log in the Magnus Portal use the same Username and Password you use to enter your Veracross Account.
  4. Select Student Health Tracker next to your child’s name to access the Tracker Summary.
  5. Look at the Conditional Questions section, click Edit and answer this question: Is your child fully vaccinated against Covid-19 Virus? Click on Yes or No to answer the question. After answering the question, click Submit to save your answer.
  6. Look for the requirement Immunization Form. Click Edit to submit your child’s vaccination card or the religious/medical exemption form,  select Yes, Continue , and then, Yes, Submit.
  7. Select Upload and choose Choose File to select the previous saved document, then select Choose for Upload and then Upload File.
  8. You will see a Saved Successfully confirmation on the next screen. 

 

Non-vaccinated students or employees: In addition to the Opt-Out Form, students in grades PK-12 and employees who decide to opt-out of vaccination or booster due to medical or religious reasons are required to submit a negative PCR / antigen test weekly. The negative test must be submitted to the Principal’s office or the Nurse every Monday before drop-off. 

 

 

 

SafeTrac is the tracking and tracing software implemented last year to help mitigate the spread of COVID-19 on campus. It is a combination of a Health app and a Bluetooth low-energy wristband designed to keep you and the School informed in case of transmission. As we prepare for the return of our students, below is important information about SafeTrac that will help you navigate the system for the first time. No student or faculty/staff will be allowed on campus without their wristband. 


Daily Routine before arriving on campus

There are two tasks you need to perform before you arrive on campus:

  1. Answer the daily Health Check questions and
  2. Sync your child’s wristband. This SafeTrac Daily Routine guide serves as a quick reference. The purpose of the daily health check is to ensure your child is not sick or has been exposed to the virus, and should stay home. 

Reporting a Positive case: To report a positive COVID test and activate the alert system, you need to contact the call center through the app or send your PCR result to resultados@safetracpr.com. Our Nurses are also able to activate the system internally upon receiving the positive test result. Please note that the call center will not answer technical-related questions about the app or bracelet troubleshooting. For any doubts or questions regarding SafeTrac, visit our SafeTrac Information page or contact Laura Montalvo, Executive Assistant to the Head of School / SafeTrac Project Manager.

 

SafeTrac Travel Declaration

 

safetrac travel declaration

Baldwin families should expect slower ingress and egress times in the initial days of school. We have neighboring schools that will also contribute to the increased traffic volume at drop-off and pick-up times. Please practice patience, plan accordingly, and follow all of our guards' instructions. 

Students need to be dropped off at their respective school departments. If you have multiple children across divisions, you will need to make multiple stops. The drop-off and pick up times per area are as follows:

  • OECC: Drop-off: 8:00 am / Pick Up: 2:45 pm
  • Elementary School: Drop-off: 7:45 am / Pick-Up: 2:50 pm
  • Middle / Upper School: Drop-Off: 7:45 am / Pick-Up: 3:15 pm

**Note: Once a cycle (on D-Days) Middle / Upper School students will be dismissed at 2:45 pm.

 

Drop Off / Pick Up at OECC and Elementary School West Gate area

If you plan to access the OECC when exiting Baldwin School through the West gate, you will not be allowed to make a left-hand entry at the OECC. You must reach Santa Ana Ave., make a left-hand turn, and get in the line along the Baldwin perimeter.

Parents picking up their child through the OECC and Elementary School west gate must refrain from creating double traffic lines while waiting for the gates to open in the morning and afternoon. This is a dangerous practice that can result in an unfortunate accident. Cars are to line up in a single line along Santa Ana Avenue.

drop off/pick up

 

travel

 

Fully vaccinated travelers (Students, Employees, Parents/Guardians):

If the traveler is an employee, a student, a student’s  parent/guardian, or a close household member, that is fully vaccinated (fully vaccinated means that 2 weeks or more have passed after having received the second dose of the Pfizer or Moderna Vaccines, or single dose of the Johnson and Johnson vaccine), the traveler must:

  • Fill out the Traveler Declaration, available on the following website 1link.travelsafe.pr.go
  • If the traveler is a student or a student’s immediate household member, parents should notify their school principal, teachers, and the School Nurse the destination, departure and arrival date of travel.
  • Employees should notify their immediate supervisor, HR Director, and the School Nurse the destination, the departure and arrival day of travel. 
  • Employees, students, and student’s household members must submit a  copy of the Covid-19 Original Vaccination Record Card.
  • Upon presenting this information, fully vaccinated students and employees will be able to continue attending in person learning or work without the need to quarantine. 
 

Non-Vaccinated Travelers (Students, Employees, Parents/Guardians, family members, or friends outside of the immediate household):

If the traveler is a student, an employee, a parent/guardian, immediate or outside household member, of a student or of an employee that is over 2 years old and is not fully vaccinated (having received only one dose of the Covid - 19 authorized vaccines Pfizer or Moderna, or not having any single-dose vaccine from Johnson & Johnson), the traveler must:

      • Traveler must fill out the Traveler Declaration, available on the following website 1link.travelsafe.pr.go
      • Parents must notify their school principal, child’s teachers and the School Nurse of the destination, the departure and arrival date of travel. 
      • Employees should notify their immediate supervisor, HR Director and the School Nurse  of the destination, the departure and arrival date of travel. 
      • Upon the non-vaccinated traveler’s return (back to Puerto Rico) they must provide evidence of a negative molecular PCR or antigen test performed within 48 hours prior to arrival to PR or get a PCR test within 48 hours of arrival to PR. If the non-vaccinated passenger had covid within prior 3 months to travel, they must submit the positive covid result.
      • Fully vaccinated members from the same or different household do not need to quarantine or provide a negative PCR test in order to return to school or work after the non fully vaccinated traveler’s return. 
      • For non fully vaccinated members of the same or different household, the student or employee must stay home and get a PCR test 48 hours after the non vaccinated traveler’s return. The student or employee must submit a negative PCR test in order to return to school or work. If a positive result occurs, a 10 -day quarantine needs to be observed.
 

If an employee feels sick during the regular school day, he/she is to inform their immediate supervisor and nurse and vacate the campus immediately. 

If a student feels sick, they will be sent to one of the designated isolation rooms and receive medical attention from one of our nurses. The parents will be notified so they can pick the child up from school and subsequently visit their primary healthcare physician. 

Our Covid safety cleaning crew will proceed to clean and disinfect all areas the sick employee or student occupied prior to leaving the campus.

 

Positive Case Notification

Any person that tests positive for COVID-19 must stay home and notify the correct team: Employees need to notify and send their results to their immediate supervisor, HR Director, and School nurses. Students’ parents must notify and send their results to the Principal's office and Health Team. Quarantine time will be determined according to vaccination status:
  • Fully vaccinated: must complete a 10-day quarantine and be symptoms free before returning to campus on Day 11.
  • Non - vaccinated: must complete a 14-day quarantine and be symptoms free before returning to campus on Day 15.
**A negative test is NOT required to return to campus after the quarantine period is fulfilled.
 
Once the positive result is reported to Safetrac and the alert system activated, the School will send official communication prompting all users to perform the health check and sync the wristbands to assess the risk level. 

 

Positive Case(s) within the Baldwin Household or other suspected close contact

If a positive case is reported amongst members of the same Baldwin household, the isolation period will be determined according to vaccination status.

  • Fully vaccinated: Must quarantine for 7 days and get a PCR test on Day 5. If the result is negative and the individual is symptoms free, the person may return to campus on Day 8. Should the result be positive, the person must proceed to quarantine for another 10 days.
  • Non-vaccinated: Must quarantine for 14 days and get a PCR test on Day 5. If the result is negative and the individual is symptoms free, the person may return to campus on Day 15. Should the result be positive, the person must proceed to quarantine for another 10 days.
 

In this case, students will be granted access to our virtual program for the duration of the quarantine period. OECC and Elementary school parents need to contact the nurses and division principal in order to facilitate this option.

MUS parents need to contact the nurses. The nurses will inform the Principal and Academic support team in order to coordinate the virtual programming for the affected student(s). The teachers will be notified directly by the academic support team. Please do not reach out to them directly. Managebac is the direct line of communication between parents/students and the teachers.

 

Contact Tracing

  • Safetrac is essential to ensuring a proper tracking and tracing procedure. Nonetheless, our School Nurses will always follow up with the positive case as part of our due diligence and to gather all the necessary information. 
  • The Nurse is required to report any positive case and notify the number of exposed individuals to the municipal epidemiologist and Department of Health.
 

Returning to Campus/Work

The individual that tested positive may report back to campus after 10 days, as long as there are no symptoms present. A medical release may be requested to ensure the individual is able to return. 

A vaccinated individual exposed to a positive case is not required to isolate after exposure to a positive case, but may be referred for testing. A non-vaccinated individual exposed to a positive case needs to quarantine for 5 days and get tested before returning to campus.

COVID POSITIVE CASE / CLOSE CONTACT FLOWCHART:    

Physical distancing markers to separate students:
  1. Sidewalk markings outside of classrooms, bathrooms, ingress/egress points. 
  2. Floor tape delineating student workspace at desks or tables.
  3. Directional arrows for hallways and pathways. 
  4. A clear plexiglass shield system mounted atop desks, tables, and workspaces. 

To mitigate against the spread of infection, students and faculty/staff are allowed on campus during school hours. Pick-up and drop-off will be curbside only for parents in all three divisions and parent conferences will be conducted remotely via Zoom or similar in the first semester. In addition, only students and faculty/staff will be allowed on campus during middle/upper school activities. Students will be picked up at the assigned pick-up area. Parents must wait in their cars while the child is taken to the pick-up location.

Vendors and third-party services will be strictly limited to essential activity, must be vaccinated, and allowed on campus by appointment only. Vendors and third parties are subject to temperature checks and social-distancing protocols throughout the period of concern.

aliveschool

Our cafeteria service provider is Alive School

All services will be contactless, convenient, and easily accessible through an online platform.   Once registered, you can pre-order lunch for your child(ren), make deposits, and monitor the lunch accounts.   

Lunches for grade levels (PPK-12) must be pre-ordered, are individually packed in labeled bags for each student. Grades PPK - 5th will be delivered to the school division’s designated area for lunch. Starting March 28, grades 6-12 will pick up their pre-ordered lunch in the cafeteria. 

For more information on how to set up and/or register for lunch services visit www.aliveschoolpr.com and/or email:  alive@baldwin-school.org

 

Official school communication is transmitted through the Veracross portal to the entire community or targeted Baldwin groups. A weekly newsletter titled the Campus Connection is published every Friday to summarize important news and accomplishments of the week and make important announcements for the upcoming week. COVID-related information and updates will continue to be captured on the website.

Our social media platforms are great resources for news and to stay current on campus and student life. Make sure to follow us on Facebook, Instagram, Twitter, and subscribe to our Youtube channel for live streams.

 

Communication in case of emergency

In the event of an emergency, all communication will be made via Veracross and our social media platforms. Veracross also has an SMS texting feature that can broadcast quick SMS text messages to our families. 

 

After school activities and aftercare for the younger non-vaccinated age groups are currently on hold during the period of concern in order to avoid mixing cohorts. This will be re-evaluated as the vaccination window opens for those age groups and as we review the larger community’s transmission rates.

As with our classes during the day, students in 7th - 12th grade will be able to participate in after-school activities as long as they have provided the required documentation. Interscholastic games will also follow guidelines of producing negative COVID tests for unvaccinated players.

 

Play areas include OECC interior play spaces, OECC exterior play spaces, Elementary playground, soccer field, fieldhouse, exterior courts, and tennis courts. Access to play spaces will be subject to staggered scheduling so as to ensure reduced group size by period and/or support cohort monitoring. Students will interact only with their classroom cohorts to mitigate the spread of COVID-19. All standing play surfaces will be sanitized throughout the day.