Sample Letters Dealing with Covid-19 Protocols
Note: The following sample letters are an addendum to the article titled "Guiding Your Coaching Staff to Deal with COVID-19 Issues" in the February 2021 issues of High School Today.
**A Suspected Case:
**
(School Name) (Specific Sport) Families,
On the morning of (__Date), school administration was informed that a (sport name) athlete who attended workouts during the week of (Date) was experiencing a (name covid symptom).
We are currently awaiting the results of a COVID-19 test. The last date the athlete was in attendance was (__Date).
Each day, all of our athletes undergo health screenings, which include a temperature check and symptom tracker. If an athlete is experiencing any COVID-19 symptoms, he or she is removed from camp immediately and must be cleared by a doctor prior to returning to camp.
We are monitoring the situation closely and will provide you with any updates as they become available. At this time, athletics will continue as scheduled.
Thank you,
(Your Name )
Athletic Director
A Positive Case No Concern:
(School Name) (Specific Sport) Families,
You are receiving this email as we learned that a student on your _(_sport) team at _(_school name) has tested positive for COVID-19. In working with the health department they confirmed that you DID NOT have any close contact with them. Per IDPH guidelines there is no exposure risk for you. As a precautionary measure, and to mitigate any potential for further exposure, we will be asking specific students who may have been in close contact to begin the process of self-quarantine starting today, (Date). These students will continue to sit out of practice and meets until (Date). We are recommending that these individuals get tested and that they share their test results with (Admin) and District Nurse. Students will be allowed to return so long as they meet the criteria outlined by Department of Health and local health departments.
Close Contact definition:
“A close contact is anyone (with or without a face covering) who was within 6 feet of a confirmed case of COVID-19 (with or without a face covering), for at least 15 minutes throughout the course of a day. Close contacts to a confirmed case of COVID-19 are required to remain in quarantine at home for 10 calendar days starting from the last day of contact with the confirmed case.”
Please feel free to contact _(_Administrator name) should you have any specific questions.
For future reference, “IF” you are identified as having been exposed to COVID that you will be contacted by _(_school administrator) and/or the Health Department for follow up and directions as to what steps you are to take.
A Positive Case With Concern and Waiting for Health Department Direction:
Good Afternoon,
You are receiving this email as we learned our _(_Sport) team had an exposure to a confirmed case for COVID-19. We are coordinating our efforts with the Kane County Health Department to promptly identify and monitor the individual who have had recent contact with the COVID-19 positive individual to prevent further spread within our school and community. The health and safety of _(_School Name) student and staff is our highest priority, and we recognize the uncertainty and concern regarding the evolving coronavirus (COVID-19) pandemic. We are following guidance from the Centers for Disease Control and Prevention (CDC) as well as the state and local health departments for best practices and procedures to protect everyone’s health.
To prevent further spread of the disease, _(_School Name) is taking the following steps:
Identify and notify close contacts (i.e., persons who were within six feet of a COVID-positive individual for 15 minutes or longer).
Placing staff members and students who are identified as having prolonged close contact to the COVID-19 case(s) in quarantine for 14 days. Close contacts will also receive a separate notification from the Health Department.
Ongoing monitoring of students and staff for signs and symptoms of illness and evaluation of illness reports to promptly identify possible outbreaks.
Conducting a deep clean and disinfection of the areas impacted by potential exposure to the COVID-19 virus.
We will continue to enforce safe practices to prevent, promptly identify, and respond to potential COVID cases, as follows:
Students and staff who are ill with COVID-like symptoms will promptly be placed in a separate supervised area away from others until they can be sent home.
Students are required to wear face coverings at all times, as previously directed and per school policy.
Staff are required to wear face coverings at all times while in contact with students and other staff in the facility.
We are continuously sanitizing high-touch surfaces including door handles, stair rails, sink faucets, etc.
We are teaching students the importance of face coverings, social distancing, and proper handwashing:
Students are discouraged from sharing personal items, e.g., water bottles.
Students are learning new ways to greet each other without touching.
Students are reminded to avoid touching their eyes, nose and mouth, and to cover coughs and sneezes.
Students will be taught to wash their hands frequently and properly, following CDC guidelines on handwashing.
As we receive more information from the Department of Public Health and other entities, we will implement additional recommendations and guidelines.
As always, everyone should monitor their health and stay at home if they develop symptoms.
Sick persons should contact their health care provider to determine if testing is needed. Anyone
who develops severe symptoms should seek medical care immediately. If your child has had close contact with a known case of COVID-19, keep the child at home and notify your primary healthcare provider, (School Name), and your local health department.
We are committed to providing your child and our staff with a safe and healthy environment. Thank you for your understanding and ongoing cooperation with our COVID prevention policies and procedures as we work to help protect your children, your families, and our staff and their families. For any questions or concerns, please contact
Sincerely,
(Your Name)
Athletic Director