ADMINISTRATIVE PROCEDURES PROCEDURES NO: A-AD-108.4-09 SUBJECT: Introduction A pandemic is any infectious disease that spreads rapidly throughout the population. Experts cannot predict when the next pandemic might occur, but historically pandemics occur three to four times each century. A likely form of pandemic might be influenza pandemic flu is a new highly infectious viral respiratory illness that occurs when a new strain of the influenza virus appears and spreads quickly around the world. Pandemic flu will spread more quickly than seasonal human flu because humans will have little or no immunity to this new virus. Experts say that up to 25-35 per cent of the population may get pandemic flu at some point. A flu pandemic occurs when a novel virus which is virulent and easily transmitted infects humans. The world typically experiences three pandemics per century. The 20 th century saw the Spanish flu (1918), the Asian Flu (1957) and the Hong Kong flu (1974). The World Health Organization identifies the following pandemic cycles. Period Phase Description Interpandemic Period Pandemic Alert Period Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 No new influenza virus subtypes have been detected in humans. An influenza virus subtype that has caused human infection may be present in animals. If present in animals, the risk of human infection is considered to be low. No new influenza virus subtypes have been detected in humans. However, a circulating animal influenza virus subtype poses a substantial risk of human disease. Human infection(s) with a new subtype, but no human-tohuman spread, or at most, rare instances of spread to a close contact. Small cluster(s) with limited human-to-human transmission but spread is highly localized, suggesting that the virus is not well adapted to humans. Large cluster(s) but human-to-human spread still localized, suggesting that the virus is becoming increasingly better adapted to humans, but may not yet be fully transmissible (substantial pandemic risk). Pandemic Period Phase 6 Increased and sustained transmission in general population. Postpandemic Period Return to interpandemic period.
Administrative Procedure A-AD-108.4-07 Page 2 The Lambton Kent District School Board s protocol is designed to complement plans established by the World Health Organization, Health and Welfare Canada, the Ministry of Health and Long term Care, Health Units of the Municipality of Chatham-Kent and County of Lambton. The Board is being advised by all levels of government to consider the following predictions during its planning: a) The possibility that 40-60% of staff will be absent at some point during the course of the pandemic, b) there will be two distinct waves of illness occurring three to nine months apart each lasting approximately 6 to 8 weeks. The Lambton Kent District School Board s protocol identifies the Board s key issues, responsibilities, and obligations, and provides a general framework for coordinating resources, making decisions, and communicating with our many audiences. It is based on two overriding priorities: Preventing the spread of the influenza virus and protecting LKDSB students and staff from infection Maintaining school operations as completely as possible in the event of an influenza pandemic The Lambton Kent District School Board has commenced planning internally and externally by: working with the St. Clair Catholic District School Board and the Medical Officers of Health for Sarnia/Lambton and Chatham Kent to coordinate interagency planning establishing a preparedness planning committee chaired by the Director of Education having department/locations commence the preplanning phase to ensure an appropriate preparedness level meeting with all union and association groups to establish a consultative approach to pandemic planning. Information The health and safety of staff and students will be closely monitored. If health and safety becomes a concern, the Emergency Response Control Committee will consider recommending the closure of specific sites. It is also possible that the Medical Officer of Health may make recommendations regarding the closure of individual schools, or all schools. It should be noted that while the schools are open during a declared pandemic, normal program expectations and service levels may not be met (e.g. special education). Operations Organizational Structure In the event of a pandemic being declared, the Emergency Response Control Committee will be responsible for directing the system on a day-to-day basis. Membership on the Committee shall consist of the following with designated replacements. Director of Education Superintendent of Business Superintendents of Education Human Resources Manager of Human Resources Executive Assistant and Communications Officer Community Partnership Officer Health & Safety Officer Wellness Officer Other individuals may be required to participate on an ongoing basis, as required.
Administrative Procedure A-AD-108.4-09 Page 3 Role of the Emergency Response Control Committee 1. To make a clear and complete assessment of situations that may arise. 2. To monitor and make recommendations on the overall operation of the system on a daily basis. 3. To determine the closing of any school(s) due to excessive absenteeism. 4. To act as an emergency resource for Board personnel. 5. To make recommendations regarding communications, including media releases. Operational Mode 1. Principals and Managers will update electronically their respective Superintendents each morning by 9:50 a.m. on the status of their schools/departments. 2. The Emergency Response Control Committee shall meet each morning at 10:00 a.m. to receive information updates on student and staff absenteeism, public information updates, facility services updates, local/national medial updates. 3. Requests by the media will be referred to and received by the Director of Education. Schools will be closed to media. 4. In the event of an emergency situation arising, the Emergency Response Control Committee shall make decisions regarding requests for assistance. The Director of Education, or designate shall be consulted in all cases in which an emergency decision must be made and will liaise with the local Medical Officers of Health. Emergency Procedures If a pandemic is declared, it is the intention of the Lambton Kent District School Board to keep schools open wherever possible. However, disruptions in normal events and activities will occur. In certain cases, events/activities may be suspended. 1. Access to Schools Access to school buildings will be limited and controlled as needed. 2. After Hours School Permits Existing/new permits for school facility use will be cancelled/not issued. 3. Alternative and Continuing Education Programs will be cancelled. 4. Assemblies All special events, including student assemblies, will be cancelled. 5. Board Meetings Board meetings be held as scheduled and more frequently if necessary, and may be held electronically. 6. Cafeterias Cafeterias in secondary schools will be closed. Displaced staff of contractors may be reassigned to provide alternate services, such as custodial or security. 7. Centrally Assigned Teaching Staff All centrally assigned teaching staff, including principals, coordinators, consultants and itinerant teachers, may be deployed to schools in the event a pandemic is declared. 8. Closure Building Services Staff will develop procedures for the orderly closure and reopening of schools and ancillary buildings. Building security measures will be considered. 9. Community Schools After hours activity/access to community schools will be cancelled.
Administrative Procedure A-AD-108.4-07 Page 4 10. Courier Services Will operate as usual. 11. Custodial Services A contingency plan will be developed which may include cleaning of facilities outside of school hours. Cross training of other job classifications to provide custodial services may be required. 12. Daycares Daycare centres will continue to operate, as long as the school building remains open. 13. Essential Maintenance Services Plant and Maintenance Staff will develop and implement contingency plans to ensure adequate resources to maintain schools in the event of a pandemic. 14. Extracurricular Activities All extracurricular activities will be cancelled. 15. Field Trips/Excursions There will be a moratorium on field trips/excursions. 16. Food Programs Elementary school pizza/hot dog days and other school based food programs will be cancelled. Cafeterias in secondary Schools will be closed. 17. Garbage Collection The normal process for garbage collection will be maintained. 18. Home Instruction Home instruction will be cancelled. 19. Information Technology Services Information Technology Services staff will develop and implement contingency plans to ensure adequate resources for communication in the event of a pandemic. 20. Instruction/Evaluation/Reporting Where possible, the regular instructional program and those activities related to instruction, evaluation and reporting will continue. 21. Maintenance The accepted practice shall continue, i.e. emergency calls will be directed to Supervisors of Building Services with a follow-up to the Manager of Plant and Maintenance as soon as possible. Maintenance items, which are not of an emergency nature, should be communicated to the Supervisors of Building Services in the normal manner. Board staff and outside contractors will be used for all types of emergency maintenance and routine maintenance may be suspended. 22. Meetings Meetings that take administrators or staff out of school will be either cancelled or held by teleconference. 23. Occasional Teachers School principals will be permitted to engage occasional teachers that are from either the elementary or secondary occasional teacher list to ensure appropriate levels of coverage and supervision in schools. 24. Physical Activity Within schools, all activities which could potentially spread infection will cease, including extracurricular sports, events, drama, dance, band, etc.
Administrative Procedure A-AD-108.4-09 Page 5 25. Professional Development Activities All professional development activities and attendance at conferences will be cancelled. 26. Reporting to Work - Where an employee has concerns about returning to work, the employee is expected to contact their immediate supervisor and express their concerns. The supervisor will attempt to resolve the concern. If the employee continues to have ongoing concerns it will be deemed as the first stage of a potential work refusal, which is governed by the Ontario Occupational Health and Safety Act, and will be treated as such. 27. School Councils Principals will have a plan for on-going communication with the Chair of their School Council. School council meetings at the school and district level will be cancelled. 28. Screening Teachers will screen students for possible exposure to flu. Site supervisors will screen staff for exposure. Students and staff who exhibit symptoms of flu will not be permitted to attend school, as directed by the Medical Officer of Health. 29. Security of Facilities While schools are open, security of facilities will continue in accordance with current procedures. In the event that schools are closed, additional security patrols will be scheduled for all affected buildings. 30. Student Transportation Subject to daily review. Wherever possible, buses maintain regular schedules while schools remain open. 31. Supplies Orders The normal process for order and delivery of supplies will be maintained. 32. Tragic Emergency Response Team (TERT) Supports where appropriate will be provided by the TERT members. 33. Unions/Federations and Associations The Board will solicit the input and cooperation of its union, federations and association groups. 34. Volunteers The present practice regarding volunteers in Lambton Kent schools be reviewed on a daily basis. Strategic considerations We are not doctors. We must rely on the advice and direction of provincial public health officials in the event of a pandemic. Decisions about closing schools for health reasons must be made by public health officials, not the Lambton Kent District School Board. Decisions regarding the closure of schools due to safety issues, such as insufficient staff, will be made by the Lambton Kent District School Board. It is important to note that the Lambton Kent District School Board spans two municipal jurisdictions: Chatham-Kent and Sarnia/Lambton, with separate, autonomous public health units. It will be especially important to coordinate with both Medical Officers of Health to ensure consistent messaging throughout both ends of the district.
Administrative Procedure A-AD-108.4-09 Page 6 It is vital to recognize that nothing is more important to parents than the wellbeing of their children. Parents will not hesitate to keep their children home from school if they perceive a possible threat to their children s health. They tend to be skeptical of experts who tell them it is safe for their children to be in school they seek alternate sources of information and will question how we can guarantee that their child will not suffer any health effects. Public reaction will be divided between those who will think we are not doing enough to protect the safety of staff and students and those who think we are over-reacting. All of our decisions are completely open to public scrutiny and criticism. Despite the extremes of public opinion, our goal is to make sure our stakeholders are informed about our plan and our contingency actions whether or not they agree with them. Health and safety concerns can quickly create widespread panic among a group, if not managed well. Once people are panicked, providing them with information may no longer be sufficient to help them feel they are safe even though all the evidence may support a finding that the school/workplace is safe to occupy, there is a portion of any population who will remain resistant to reassurance. Communication Goal The objective of a communications plan will be to ensure that stakeholders are confident that the Lambton Kent District School Board is prepared for a pandemic, that they know how to get information out and provide feedback. The Lambton Kent District School Board, through the Director of Education and Chair of the Board or designates, will make every attempt to keep all trustees, parents/guardians, students, employee groups, and the public informed with the most current and factual information available. The Director of Education and Chair of the Board are the spokespersons for the Board. Key Messages The Lambton Kent District School Board has a well thought out pandemic plan. Our plan is completely open to staff, parents, students and the community for their information and feedback. During a pandemic, the Lambton Kent District School Board will follow the advice and guidance of provincial and local public health officials who have the expertise to assess the level of health risk posed by a specific situation. Our priority during a pandemic is to keep schools open as long as it is safe to do so. Nonessential services, functions and events will be cancelled to limit the spread of the virus and to focus on providing the most necessary services to our community.
Administrative Procedure A-AD-108.4-09 Page 7 Stage 1: Pre-Pandemic - Human Infection Confirmed Elsewhere Steps to be taken when a possible pandemic has been identified as a novel influenza virus begins to cause widespread illness somewhere in the world resulting in an influenza outbreak. A. Training and Prevention Orientation Upon the declaration of an influenza outbreak, accurate, relevant and timely information is shared with and released to staff, students and parents. Topics to be addressed may include: Personal preparedness Infection control practices to prevent influenza Disease information Pandemic Updates Available services and how to access them Vaccine availability B. Communication The Public Health Agency of Canada and the Federal government will coordinate interprovincial communications. Provincial health communications strategies will be aligned with the federal plan. Local communications will follow provincial direction. Messages will focus on the collaboration between all levels of government and the partnership of key community agencies and businesses. The messaging will also advise of local actions taken to address the pandemic influenza. Stage 2: Pandemic - Human Infection Spread to Local Level A. Implementation of the Lambton Kent District School Board Plan The Board s Emergency Response Control Committee begins meeting. Emergency measures for school operations initiated. On-going training and prevention protocols reinforced. Screening and reporting measures initiated under the direction of the Medical Officers of Health. B. Communication Regular reports from the Board s Emergency Response Control Committee will be issued. On-going updates will be placed on Board s website. Regular updates will be obtained from the local Health Units. A link from the Public Health Unit websites will be added to the Board s website. The Public Health Agency of Canada and the Federal government will coordinate interprovincial communications. Provincial health communications strategies will be aligned with the federal plan. Local communications will follow provincial direction. The messages will focus on the collaboration between all levels of government and the partnership of key community agencies and businesses. The messaging will also advise of local actions taken to address the pandemic influenza. Stage 3: Post-Pandemic - After the infection A. Re-Opening of Schools Plant and Maintenance staff inspect and ensure school buildings are fit for reopening. Re-evaluate staffing needs and fill vacancies as needed. Deploy Tragic Emergency Response Team as necessary.
Administrative Procedure A-AD-108.4-09 Page 8 B. Return to Normal Operations The Board s Emergency Response Control Committee will meet on an as needed basis. Director will liaise with the Ministry of Education representatives as required regarding possible alternations to the school year. C. Continued Screening and Reporting Continued liaison with the public Health units as necessary. D. Financial Reconciliation Ministry of Education Coterminous Boards Transportation Vendors/Contracted Services E. Evaluation and Reflection Review and critique plan for effectiveness Modify as required. Appendices A. Pandemic Preparedness Plan Fact Sheet B. Communications Plan C. Business Continuity Plan Implementation Date: December 2007, September 29, 2009 References: Emergency Management Act Employment Standards Act, 2000 Bill 56 Amendment of Emergency Management Act Board Policy & Regulations Emergency Preparedness, P-AD-108 Board Administrative Procedure Health Related Emergency Procedures A-AD-108.3
Appendix A Pandemic Preparedness Plan Fact Sheet Lambton Kent District School Board Pandemic Plan focuses on keeping students, staff safe What is a pandemic? A pandemic is any infectious disease that spreads quickly. A likely form of pandemic might be influenza pandemic flu is a new highly infectious viral respiratory illness that occurs when a new strain of the flu virus appears and spreads quickly. Humans will have little or no immunity to this new virus. When will the pandemic happen? Experts can't predict when the next pandemic might occur, but historically they happen three to four times every 100 years. The World Health Organization, and federal, provincial and local health authorities have begun pandemic preparedness planning. How many people will be affected? Experts say that it is possible that 40 to 60 per cent of staff will be absent from work at some point during the pandemic. Significant absenteeism may contribute to the cancellation of services provided by the Lambton Kent District School Board. What is the Lambton Kent District School Board's pandemic plan? The Lambton Kent District School Board is well prepared for a pandemic. The Board developed a pandemic preparedness plan for its schools and worksites. In developing the plan, the Board worked closely with local Medical Officers of Health, Health Units and the Ministries of Education and Health, as well as its own staff, federations and unions. If a pandemic is confirmed in Ontario, the Lambton Kent District School Board will activate its pandemic plan. During a pandemic, the Board will follow the advice and guidance of provincial and local public health officials who have the expertise to assess the level of health risk posed by a specific situation. Our priority during a pandemic is to keep schools open as long as it is safe to do so or unless otherwise advised by Ontario public health authorities. If the health and safety of staff and students become concerns, the board will consider school and site closures. Will activities continue as usual during a pandemic? The Lambton Kent District School Board will continue to provide its regular services and operate as usual if a pandemic is declared outside of Ontario. Once a pandemic is declared in Ontario, the Board will activate its pandemic preparedness plan. As a result, many activities will continue, but may operate in a drastically different way. While schools are open during a declared pandemic in Ontario, normal program expectations and service levels may not be met.
-2- What activities will continue during a declared pandemic in Ontario? As identified above, many activities will continue during a declared pandemic in Ontario. These activities may, however, operate in a drastically different way resulting in normal service levels not being met. We hope to continue the following activities as long as it is deemed appropriate to do so: instruction, evaluation and reporting student transportation buses will maintain regular schedules while schools remain open childcare providers will remain open unless unsafe to do so occasional teachers administrators will be able to bring in occasional teachers to ensure appropriate levels of coverage and supervision in schools volunteers regular practice regarding Lambton Kent District School Board schools will be reviewed on a regular basis cafeteria services and hospitality programs maintenance services including but not limited to heating, air conditioning, plumping, electrical and computer repair garbage collection security of facilities if schools are closed, additional security patrols will be scheduled board meetings may be held more frequently and/or electronically critical incident response teams will operate, but not be deployed in the usual manner ordering of supplies internal courier and printing What activities will be suspended during a declared pandemic in Ontario? In order to provide the most necessary services to our communities, the following activities would be suspended during a pandemic: extracurricular activities school-based food programs such as pizza days field trips/excursions all field trips/excursions will be cancelled, including ones that have already been planned and paid for by families school council meetings principal would remain in regular contact with the school council chair professional development activities staff meetings meetings that take administrators or staff outside of school will be cancelled or held by teleconference after hours school permits existing and new permits for school facility use continuing education night school, summer school and international language programs community use of schools after hours activity/access to community schools home instruction During a declared pandemic in Ontario, how will the Lambton Kent District School Board keep its employees and community informed? The Lambton Kent District School Board is committed to ensuring that all employees, students, parents and members of the community be kept up-to-date on its plans. The Board has developed a comprehensive communications plan to ensure that all of its audiences are kept informed prior to and during a declared pandemic outside of Ontario, and when it is confirmed in Ontario. During a declared pandemic in Ontario, the Board will provide overall information and status of schools through the Lambton Kent District School Board website www.lkdsb.net.
Appendix B Communications Plan Stage 1: Pandemic is confirmed outside of Canada After consulting with public health authorities to gain reassurances that there is no imminent health concern in the Lambton Kent district, the Board would develop communications to reassure staff, parents and other stakeholders. This period of heightened interest will be used to make certain stakeholders understand the Board s contingency plan and how they can gain information. Communications will emphasize awareness of the services that have been identified as essential during a pandemic, and those that would be curtailed during contingency. Communicating with Staff and Trustees Director of Education shall share the information received from the public health authorities with Trustees, Superintendents, Principals, Managers and Supervisors who in turn will share with their staff. Staff will be advised that if there is a confirmed case in Ontario, the Board will initiate its contingency plan. The Board pandemic plan will be shared with staff. Principals and Managers will meet with staff to provide information about how their schools and departments will operate once the Board plan is initiated. Staff will be advised that the Board expects staff to come to work if they are well, unless public health authorities or the Board close their school/worksite. Director of Education shall communicate with heads of all unions and associations. Communicating with parents/guardians, students and the public Board website will be updated to provide most current information. Schools will be provided with information to share with parents/guardians and students. Stage 2: Pandemic is confirmed in Ontario In the event that public health authorities confirm a pandemic outbreak in Ontario, the Board will initiate its contingency plan. Communicating with Staff and Trustees An email will be sent to all staff and Trustees to inform them that the Board has implemented its contingency plan. Information from the public health will be shared. They will be advised on how the Board will function, e.g. what essential services will continue and what activities will be curtailed. They will be reminded that the Board expects them to come to work if they are well, unless the public health authorities or the Board close schools or worksites. Principals, Managers, Supervisors, staff associations will be provided with daily updates. The Board website will be updated to provide current information.
Communications Plan Page 2 Communicating with parents/guardians and students Letters will be sent home to parents/guardians explaining the Board s situation, informing them of the essential services that will continue and how to obtain more information (website, dedicated phone line, radio). Emphasize that if their students are well, they are expected to come to school unless public health authorities or the Board close schools. Emphasize that students who are ill should remain at home. Direct parents to check the Board website and dedicated phone line or listen to local radio stations to learn information about any bus cancellations. Communicating with public and media Post information on the Board website about cancellations. Share information with media to inform them of the Board s situation and outline essential services that will continue. Direct them to the Board website to obtain updates. Daily updates will be provided to the media. Schools will be closed to the media except where special permission is given by the Director of Education. Media briefings will be held as needed to share significant news. Child care providers will be contacted directly.