3: Health and Safety...................................... 6
4: Campus Access and Behavior................... 10
7: School Transportation.............................. 15
ES Rosslyn Academy COVID-19 Notice and Release Form
*Each Rosslyn family must complete this form (click to complete)*
6: Food Services............................................ 14
5: Facilities Usage.......................................... 12
2: Executive Summary.................................. 4
Table of Contents
1: Introduction............................................... 3
I would like to thank Rosslyn Academy’s Health and Safety Team for the significant time and effort they have put into developing this document. I would also like to bring attention to the pioneering risk-mitigation work of many of our peer international schools around the world that have produced sound practices for places of learning. In particular we are grateful for the work of a number of peer schools in Asia and ISK here in Kenya. This document takes from the best of those efforts and combines them with Rosslyn’s culture and values to produce guidelines that support our educational aims, are fully compliant with Kenya government regulations, and will help to reasonably ensure the health and safety of our students and staff and their families.
Two other things bear mention. First, in a community as diverse as Rosslyn there will be as many opinions on best practices as there are members of our community. Critical to the relational, emotional, moral and spiritual health of our community will be the choice by each of us to be gracious with each other in those areas not spelled out in these guidelines, while being mutually-supportive as we uphold the guidelines we have chosen to adhere to as a school community.
Second, please note that the guidelines laid out in this document are expected to change from time to time based on advances in the scientific understanding of COVID-19, relative prevalence of the virus within Kenya, and other factors. With this in mind, please do periodically check for, and familiarize yourself with, updated versions of our COVID-19 Handbook on our website.
Dr. Phil Dow
Stay at home if unwell
Temperature and health screening before entry
No parent or visitor access, outside of the pick-up and drop-off window, without an appointment
Daily self-assessments to be completed on Powerschool before arrival
Wellness Center (Rosslyn’s COVID-19 response protocols for suspected cases)
Prevention (What we can do to keep ourselves and our community safe)
Distancing of 1.5 meters
Hand washing and sanitizing
Respiratory hygiene (covering coughs and sneezing)
2: Executive Summary
Isolation facilities available and ready
Contract tracing systems in place - based on “meaningful contact” criteria
Positive test requires a 10 day self-quarantine, a negative test, and campus doctor approval before returning to school.
Contact information for Health Team
Ensuring a positive and healthy learning environment for your child is of critical importance to us. Based on the advice of the WHO, the CDC, and a host of peer schools who have already returned to in-person learning around the world, Rosslyn has developed robust mitigation measures that will greatly reduce the likelihood of a symptomatic COVID-19 case coming onto campus. In addition, the school’s plans for distancing within classrooms, student traffic flow charts, sanitation protocols, classroom sanitation plans, and other measures will significantly limit the potential for spread should a student develop symptoms after arriving on campus.
Campus Access and Behavior (Our responsibility to each other)
Athletic Facilities and Usage
Buses to run at half-capacity
Temperature screening prior to entering school transportation
Masks required by all (drivers, conductors, students)
Ventilation ensured through windows slightly open
Hand sanitizer applied prior to entry
Rigorous and comprehensive disinfectant and cleaning regime
Protocols for showing symptoms while on the bus in place
Each classroom measured and organized to ensure 1.5 meter distancing
Masks and/or face shields to be worn
Hand sanitizer and/or hand washing before starting each class
Desks sanitized before each class and hand sanitizer available in every classroom
Classrooms sanitized multiple times daily
Handwashing stations throughout campus
(full approval by the Ministry of Health will be acquired prior to any services being provided)
Rosslyn is waiting on confirmation from the Ministry of Education related to physical education and sports protocols.
Queuing system in place to ensure distancing
Ongoing health training for food services staff
Rigorous and comprehensive disinfectant and cleaning regime in place
Full compliance with government regulations by Food Services suppliers
Lunch pre-ordering and pre-packing to ensure physical distancing
Staggering of lunch times
Four Basic Steps
The Ministry of Health (MOH) interim guidelines on public use of face masks recommends wearing of face masks or cloth face coverings in public settings where other social distancing measures are difficult to maintain (e.g. supermarkets, shops, markets, public transport).
Masks should be worn in shared public spaces, and in closed spaces with other persons when it is not possible to maintain a physical distance.
Masks should be worn properly, covering both mouth and nose completely.
Reusable masks should be cleaned daily.
People should maintain a distance from others of at least 1.5 meters.
Community members should work, learn, and play outside when possible or in well-ventilated spaces (with windows open for good airflow).
Classrooms, offices and common work spaces are organized to ensure appropriate distancing, and signs have been posted designating maximum occupancy according to the 1.5 meter physical distancing practice.
Gatherings currently must not be greater than 20 people, as per the MOH guidelines (which are subject to change).
When feasible, virtual meetings should be considered as an alternative to in-person meetings.
Avoid contact greetings such as hugging, and ‘high-fives’.
3: Health and Safety
Respiratory Hygiene (covering coughs and sneezes)
Everyday hygiene practices are effective in preventing virus transmission. It has been proven that frequent hand washing each day with soap and water is vitally important. Additionally, the use of an alcohol-based hand sanitizer is a simple, yet effective, way to inhibit the spread of pathogens and infections. Other preventative measures include coughing or sneezing into tissues or the inside elbow, avoiding touching the face, maintaining 1.5 meter distance when possible, and following government guidelines with regards to wearing masks and/or face shields.
Hands should be washed thoroughly and often with soap and water for at least 20 seconds.
Hands should be cleansed with alcohol-based sanitizer when soap and water are not readily-available.
Shaking hands with others should be avoided.
Touching one’s face should be avoided.
Coughs and sneezes should be covered with a tissue if possible, or with the bend of one’s elbow, rather than into the hand. The tissue should be disposed of immediately.
Coughing or sneezing into a mask should be avoided.
If coughing or sneezing into hands occurs, the hands should be washed immediately, with care not to touch things in the meantime.
Important contact information:
Rosslyn Wellness Center: 0758-854977
(8am - 4pm Monday to Friday)
Dr. Hilda Gikunda: 0720-459110
Nurse Michael Kamonde: 0778-419660
Rosslyn’s Wellness Center is focused on and committed to providing high standards of prevention and response protocols to keep our students and staff safe and healthy on campus. As a part of infection, prevention and control, our Health Team will continue to play a key role in guiding our school’s reopening efforts. Parents should notify the Rosslyn Wellness Center regarding any preexisting conditions that their children may have. As always, the Health Team will be available to support and care for students and families regarding health issues, local healthcare system navigation, and guidance about treatment as appropriate.
Symptoms and Virus Detection on Campus
Rosslyn community members (faculty, staff, students) should monitor their own health and be aware of COVID-19 symptoms (fever, fatigue, headache, persistent cough, shortness of breath, etc.). Individuals should self-report, and not come to campus when feeling ill, showing symptoms, or suspect exposure to COVID-19. (MoH case definition)
If a student or adult develops COVID-19 symptoms while on campus, the Wellness Center has a designated isolation room. The individual will be cared for by one of our Health Team members, using appropriate Personal Protective Equipment (PPE), following infection-control practices designed to limit the risk of transmission.
If a student were to present symptoms after arriving at school:
the Health Team will be notified immediately
the student will be taken to an isolation room, where initial triage would take place (as per our respiratory tract infection protocols) to determine symptoms and potential causes
simultaneously, the student’s parent or guardian would be contacted to gain the authorization needed to offer symptomatic support, and to arrange for the child to be promptly collected from school (note that a symptomatic student will not be allowed to travel on a Rosslyn bus or public transportation)
if symptoms suggest the possibility of COVID-19, immediate testing will be recommended
if any test returns positive, meaningful contact tracing would be completed in accordance with the MoH guidelines
self-quarantine at home for 10 days from symptom onset for the positive student will be required
in coordination between the student’s parents and the relevant school principal, the school will support ongoing learning
prior to returning to campus, the student will need a clearance note from their family doctor and a review by the Rosslyn Health Team
the impact on the school as a whole would be dependent on the extent to which a positive case had meaningful contact with others prior to isolation
Rosslyn Academy has adopted the World Health Organization (WHO) definition of meaningful contact, which is face-to-face contact with a case within one metre and for greater than fifteen minutes.
Specific Notifications & Actions
Employees or parents are required to alert the Rosslyn Wellness Center immediately in the event of a positive COVID-19 test in their household (see contact information above).
In the event of a positive test, the Health Team is obliged to notify local health officials, as well as the administration of the school. The disclosure agreement below will be followed.
People who test positive for COVID-19 have a right to privacy. Rosslyn Academy, however may be required by the government to notify applicable government and public health officials or other third parties of the occurrence of an infection, and may need to share such information with persons within Rosslyn to effectively prevent the spread of COVID-19. In such circumstances, unless it is otherwise required, Rosslyn Academy:
Will not disclose the positive test nor release personal medical information to third parties without consent of the relevant staff or student’s family, unless an immediate threat to community health exists due to virus transmission risk;
Will limit any such disclosure only to appropriate officials; and
Will hold the information on a strictly need-to-know basis within Rosslyn Academy.
MoH Guideline for Staff Members
Staff Members should notify the Rosslyn Health Team regarding any medical concerns or pre-existing conditions that one may have, or if suspecting exposure to COVID-19. Individuals with symptoms should immediately self-isolate and contact the Health Team for next steps of care. All confirmed COVID-19 positive employees must self-isolate for 10 days from the date of the symptom onset, after which they can return when they have medical clearance from the Rosslyn Health Team. Asymptomatic meaningful contacts of confirmed positive cases are asked to self-quarantine at home for 10 days from exposure with the confirmed positive person.
While Rosslyn has put in place precautions and has provided a safe working environment for all of its staff members, those with pre-existing medical conditions or those over the age of 58 years must take extra care in following the four MDHR precautionary steps to reduce the chances of contracting the infection.
A policy of “staying at home if unwell” for students, teachers and school staff is in place.
Temperature screening will occur at all entrances to the Rosslyn Academy campus.
Families dropping off and picking up will do so at designated areas on campus, at designated times. No access to the rest of the school campus by family members and visitors will be allowed, without prior appointment and approval. Family members should limit their time within the designated drop-off/pick-up zones, and avoid social interaction.
Access to campus by parents outside of drop-off and pick-up times requires an appointment.
When on campus, family members and visitors should observe appropriate distancing protocols and must wear a mask at all times.
Everyone accessing the campus will be checked for wearing a mask at entry; those without masks will be denied entry.
When a parent or guardian has been granted an appointment and access to a specific location on campus (i.e. the Business Office), they must follow Rosslyn’s established screening procedures, including: questionnaire, temperature check, sanitizing of hands, etc. The parent will then be directed by Rosslyn security to the approved location.
Meetings between faculty and families are encouraged to take place online, unless there is adequate need for an in-person meeting, which should be arranged by appointment beforehand.
Staff and Parents/Guardians are required to do a daily COVID-19 self-assessment survey on the PowerSchool Portal.
4: Campus Access & Behavior
Frequently-touched areas/surfaces at entry points will be disinfected on a regular basis.
Contractor access and deliveries will follow the same admittance procedures, but will occur at specific times and locations, and in a manner which ensures the avoidance of unnecessary contact with others.
Students will not be permitted to order food deliveries from outside during the academic day, and should rather obtain food from the school food service or bring food from home.
In compliance with current MoH requirements, the school will maintain adequate records of its staff/guests/members/students, including names, telephone numbers and visit dates, for meaningful contact-tracing purposes (subject to update and change).
As per current MoH protocols, any staff, guests and/or students having a confirmed positive PCR test by an accredited facility will not be permitted to return to campus until they have received medical clearance from their family doctor, and then clearance by the Rosslyn Health Team.
If Rosslyn community members have recently traveled from outside of Kenya, they should follow all Government of Kenya directives related to COVID-19 tests and quarantine.
All community members should follow government guidelines related to self-isolating when unwell, and quarantining if coming into “meaningful” contact with someone who has tested positive for COVID-19.
When the Government of Kenya directives change regarding parent access to campus, Rosslyn will update its Family Access Protocols.
Campus Sanitation & Cleaning
Rosslyn Academy is committed to continuous training of its Operations Teams (Food Services, Transportation, Custodians, etc.) in regards to proper sanitation procedures.
Personal Protective Equipment (PPE) and Dividers
Rosslyn has a stock of PPE, which is stored and managed by the Health Team. In order to protect employees in high traffic areas where interactions between community members occur, certain areas/rooms have been outfitted with plexi-glass or wood dividers (i.e. Food Service points, computer labs). For practical reasons, in some other areas (i.e. offices), face shields have been made available to staff rather than dividers.
Classrooms and Common Space Capacity
Each classroom has been measured for maximum occupancy, according to the 1.5m physical distancing requirement, and signs indicating this maximum number have been posted. To facilitate distancing, the floors have been marked showing where people need to queue (form lines). Additionally, there are posters around campus with reminders of safety protocols.
There are multiple hand-washing stations located around campus in key transitional zones. There are also a number of washroom facilities throughout.
In addition to hand-washing stations, hand sanitizer is available in every room of the school. As people enter and exit various spaces, hand sanitizer is available.
Classrooms will be sanitized on a regular basis by our janitorial staff. In addition, immediately before the end of each class period, teachers will ensure that students sanitize their workstation before leaving the classroom. Expectations of student involvement in the cleaning will vary by age level. High school and middle school students will have a higher expectation to take on cleaning duties of their personal spaces. Adequate sanitation materials have been placed in each classroom and meeting spaces for this purpose. This promotes the desired ethos of community responsibility.
5: Facilities Usage
Athletic Facilities & Usage
Varying sports and recreation activities have inherently different risk levels of COVID-19 transmission. Outdoor recreational activities, water sports, and non-contact sports are lower-risk activities. Incidental contact sports, such as basketball and football, are considered to be medium-risk activities, while sustained contact sports, such as rugby, are deemed as high-risk activities.
Rosslyn Academy will resume sporting activities based on guidelines and protocols from the Ministry of Education for the resumption of sports within school settings.
6: Food Services
Staffing and Food Service Delivery
Following the Government of Kenya Guidelines for restaurants, the Rosslyn Academy food service staff will be tested for COVID-19 prior to resumption of work. The guidelines require that food service staff be trained with the latest advice and guidance based on the MoH, the WHO and the CDC.
In addition, work stations, work-flow systems, and food service delivery will be evaluated to assist in the reduction of personal interaction, and to maximize overall efficiency and hygiene. This evaluation will encourage:
Continued health and hazard assessments related to food service delivery.
Regular deep cleaning of kitchen and washrooms, through a rigorous disinfectant regime. Employees will wipe down their workstations before and after each shift with food-grade disinfectant.
Engagement of our suppliers to make them aware of our procedures. It will include the possibility of deliveries during off-peak times or using an alternative entrance.
Reducing the number of items on the food and/or drinks menu to simplify work processes. Pre ordered box-lunch options will be made available.
Implementation of social distancing measures related to food service deliveries - Perspex for the serving areas, sanitation stations for both the staff and students. All staff will have PPE available for use while at work.
Implementation of a staggered lunch schedule, pre-packed meals, and delivery to certain on-campus locations as is deemed practical and necessary.
There will be a strictly cashless transaction operation for food purchase. All payment will be at the Business Office, and payment will be through the use of the Rosslyn ID cards only.
Physical Space and Safety Precautions
Use of the physical food services space will be monitored and regulated
Distancing markers on the ground will indicate where people stand
Spacing on the campus, such as table spacing, will be redesigned
Queuing systems will be implemented to allow for social distancing
“No entry” signs will be posted to ensure that students do not enter certain food service spaces
Food, utensils, cutlery, plates, etc. will be kept covered when practical
7: School Transportation
Rosslyn Academy will operate its buses at half capacity, in compliance with current Ministry of Transportation standards. Conductors will ensure adequate spacing between passengers (subject to update and change according to current guidelines).
Anyone entering the bus will undergo temperature screening. Anyone with a temperature equal to or greater than 37.3°C will not be allowed on the bus.
Bus drivers and conductors will be provided with appropriate PPE (medical-grade masks).
All bus riders will be required to use hand sanitizer as they board and wear masks for the duration of the trip.
The school will maintain bus hygiene by following appropriate sanitation and physical distancing standards. For example, transportation personnel will sanitize seat belts, arm rests, handles, rails, etc. after each bus run.
Daily attendance and bus-riding records will be captured, and input to Rosslyn’s PowerSchool program.
Signage will be provided inside the buses and vans to guide and remind children of hygiene practices (i.e. respiratory hygiene, waste management, etc.).
Proper ventilation in the transportation vehicles will be ensured by our conductors, through the opening of windows.
If a student begins to show symptoms of COVID-19 (headache, fatigue, fever, persistent cough, breathing difficulties) while on the bus, the following steps will be taken:
Upon arrival at the school, the conductor will escort the student to the Wellness Center for review, and if need be, isolation in one of the designated rooms.
The review results will guide the next steps of care. If symptomatic, the student will be picked up by parent(s) or guardian(s) for care by their family doctor and the school administration will be informed of the possible COVID-19 case.
The symptomatic student will not be permitted to return to school until they have obtained a letter from their family doctor stating that they are "fit to return to school and are symptom free”.
The student will also be reviewed by the Rosslyn Health Team (see section 3 above).
In the case of a positive COVID-19 test, meaningful contact tracing will occur, and those identified as having had meaningful contact will be asked to begin a 10-day quarantine, counted from the last known date of contact (see section 3 above).