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Family & Children Services

COVID-19 Preparedness and Response Plan

Initial Transition Plan- Phase I

(subject to change in response to State and CDC Guidance)

Contents Introduction ......................................................................................................................................................................... 3

Return to Work Timeline ..................................................................................................................................................... 3

Access Control ...................................................................................................................................................................... 3

Administrative and Environmental Controls ..................................................................................................................... 3

Access to the Building ................................................................................................................................................... 3

Working and Receiving Services in the Building ............................................................................................................ 4

COVID-19 Staff Workplace Training .............................................................................................................................. 4

COVID-19 Worksite Representative .............................................................................................................................. 5

Customer and Staff Movement in the Building ............................................................................................................. 5

Reception ...................................................................................................................................................................... 5

Informational Posters ................................................................................................................................................... 5

Program Specific ............................................................................................................................................................... 5

Foster Care and Adoption ............................................................................................................................................. 5

Family Center/Parenting Time ...................................................................................................................................... 6

Family Preservation ...................................................................................................................................................... 6

Behavioral Health ......................................................................................................................................................... 6

Crisis Services ................................................................................................................................................................ 7

Social Distancing .................................................................................................................................................................. 7

Administrative and Environmental Controls- .................................................................................................................... 7

Persons are expected to remain 6 feet from one another at all times. ........................................................................ 8

Program Specific ............................................................................................................................................................... 8

Foster Care and Adoption ............................................................................................................................................. 8

Family Preservation ...................................................................................................................................................... 9

Behavioral Health ......................................................................................................................................................... 9

Crisis Services .............................................................................................................................................................. 10

Sanitation/Hygiene ............................................................................................................................................................ 10

Administrative and Environmental Controls ................................................................................................................... 10

Hygiene practices ........................................................................................................................................................ 10

Equipment .................................................................................................................................................................. 11

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High touch surfaces .................................................................................................................................................... 11

Sanitizing materials ..................................................................................................................................................... 11

Common Areas ........................................................................................................................................................... 11

Program Specific ............................................................................................................................................................. 11

Foster Care and Adoption ........................................................................................................................................... 11

Family Center/Parenting Time .................................................................................................................................... 11

Family Preservation .................................................................................................................................................... 12

Behavioral Health ....................................................................................................................................................... 12

Crisis Services .............................................................................................................................................................. 12

Personal Protective Equipment ......................................................................................................................................... 13


Agency Provided PPE .................................................................................................................................................. 13



Family Center/Parenting Time .................................................................................................................................... 14



Crisis Services .............................................................................................................................................................. 14

Contact Tracing and Isolation ............................................................................................................................................ 14


Positive COVID-19 test ................................................................................................................................................ 14

Failed Entrance Screening ........................................................................................................................................... 15





Crisis Services .............................................................................................................................................................. 16

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Introduction At Family & Children Services, it is our priority to keep our employees and their families healthy, especially in the midst of the COVID-19 pandemic. As such, we will abide by governmental guidelines when possible as we strive to balance public health concerns with the needs of our business and the health and safety of our clients. This COVID-19 Preparedness and Response Plan details how we plan to reopen our facilities and still keep all of our employees safe to every extent possible. This plan highlights the responsibilities of managers and employees, and outlines the steps the Agency is taking to address COVID-19. This document adheres to guidance from the Centers for Disease Control and Prevention (CDC), Occupational Safety and Health Administration (OSHA), and the Kalamazoo County Health and Community Services Department. The provisions adhere to applicable directives from the Michigan Department of Health and Human Services, and our Governor’s Executive Orders. It’s important to note that this COVID-19 Preparedness and Response Plan is subject to change based on the guidance noted above.

While we will implement various protocols to ensure your safety, it’s up to you and your colleagues to follow these protocols daily. By releasing this Plan, Family & Children Services hopes to clearly communicate our plans moving forward, highlight workplace protocols in place to protect your safety and establish a level of comfort for all of our employees as we ask you to return to the office.

We understand that every employee’s situation is different and encourage those with specific risks or concerns to reach out to their manager or the Operations Director to discuss alternate arrangements, should they be necessary.

Return to Work Timeline Due to the evolving nature of the COVID-19 pandemic, creating an exact timeline for resuming “normal” operations is not feasible. Family & Children Services will continue to monitor applicable state and local guidance and determine next steps for reopening the office. In large part, directives from MDHHS and CMHs may largely determine when certain contractual services must resume on a face to face in-person basis. Supervisors and/or Agency Leadership (CEO, Directors, and Managers) will advise affected staff when they should return to work in the office, and as much notice as feasible will be provided. All staff are encouraged to make sure they have adequate plans in place (such as for daycare) in preparation for the time when they will be called to work in the office.

Access Control Administrative and Environmental Controls Access to the Building

A. Staff, Contractual Workers, and Leaseholders Access into the building. 1. All employees whose job duties reasonably allow them to work remotely may do so as determined

by Agency Leadership (CEO, Directors, Program Managers). Staff who are needed to work in the building or provide in-person services to service recipients due to contractual obligations will be notified by their supervisor.

2. Coordination of staff returning to work in the building will occur as needed and appropriate for each program area. See program specific section.

3. If you fall into a vulnerable population or live with someone in a vulnerable population, consult with Director of Operations regarding a ‘return to the building’ work plan.

B. Visitor Entry into the building. 1. Only visitors who are present for normal Agency operations will be allowed in the building. All

visitors accessing the building will be screened prior to accessing the building. A screening questionnaire will be utilized to decide if the visitor can access the building. If a visitor presents with symptoms of COVID-19 or answers “yes” to any of the screening questions, do not allow them to access the building and contact the Operations Director, Kitty Scheffers or designated COVID-19 representative.

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Working and Receiving Services in the Building

A. Staff, contractual workers, and leaseholders will be required to: 1. Sign an acknowledgement (in Relias) that they have reviewed and will follow the guidelines in this

F&CS COVID-19 Preparedness and Response Plan 2. Complete the F&CS COVID-19 Staff Workplace Training in Relias. The training will include:

a. workplace infection-control practices b. the proper use of personal protective equipment c. steps the employee must take to notify the Agency of any symptoms of COVID-19 or a

suspected or confirmed diagnosis of COVID-19. d. How to report unsafe working conditions.

3. Complete a Staff Health Screening Questionnaire and submit it to their supervisor before being permitted to access the building or provide in-person services. Staff shall complete the questionnaire prior to leaving home. If the employee does not have a thermometer at home to take their temperature, the Agency will provide them with one. Staff may also use a touchless thermometer available at the Agency.

a. Employees meeting the screening criteria (have no symptoms) will report to work and will be allowed to access the building or provide in-person services and shall provide the signed questionnaire to their supervisor. Supervisors will maintain the questionnaires in a secure, confidential location.

b. Employees who indicate through the health screening questionnaire that they may have COVID-19 symptoms or have been exposed to COVID-19, should not access the building or provide in-person services. Instead, they are to contact their supervisor, manager, or director before reporting to work. The supervisor will consult with the Operations Director or designated COVID-19 representative for direction.

c. Staff will not be allowed to return to work until the return to work requirements have been met, which are outlined in the Agency Response Plan in the Contact Tracing and Isolation section.

d. Staff Health Screening Questionnaires will be securely stored by the Agency. 4. All staff are expected to wear a face covering mask while in public areas of the building (cubicles,

conference rooms, hallways). If staff have a private office where they are seated at least 6 feet from the door, they may remove any face coverings when alone in their office.

B. All Visitors and Persons Receiving Services 1. Only those persons necessary for appointments are to access the building and we will limit the

presence of any additional persons. 2. All visitors will be asked to a Visitor Health Screening Questionnaire. 3. If the visitor answers “yes” to any of the questions, refer to program specific section.

i. Provide the visitor with the handout- Person Exposure MDHHS. 4. All visitors will be provided with a face covering mask and asked to wear the mask at all times while

in the building. If visitors refuse to wear a mask, see the program specific section. Visitors will also be provided instructions on how to appropriately wear a face covering. (Instruction documents are located in the PPE section of this Plan.

COVID-19 Staff Workplace Training A. Requirement: All employees will be required to complete the COVID-19 Staff Workplace Training

located in Relias. 1. “F&CS COVID-19 Staff Workplace Training June 2020” has been assigned to all staff with a deadline

of June 30, 2020. B. Optional: The agency recommends that all staff take the following courses in Relias:

1. Hand-washing: The Basics

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2. Infection Control: The Basics 3. Personal Protective Equipment

COVID-19 Worksite Representative

A. The Agency will designate a COVID-19 worksite representative to implement, monitor, and report on the COVID-19 control strategies developed in the F&CS Preparedness and Response Plans.

1. The representative must remain on-site or be available by phone at all times when employees are present on site.

a. Primary COVID-19 worksite representative is Kitty Scheffers, Operations Director. b. Secondary representative is Susan Davis, Behavioral Health Program Manager. c. An on-site employee may be designated to perform the representative role.

2. Programs are responsible for informing the COVID-19 representative when staff are in the building so an on-site employee may be designated.

Customer and Staff Movement in the Building Reception

A. The number of people in the lobbies will be restricted to the maximum capacity posted in the lobby. Lobby furniture will be arranged so visitors are able to be 6 feet apart.

B. Reception windows will be closed unless addressing a visitor and a new barrier will be utilized. C. Visitors and the public are not allowed to utilize the reception phone. D. Pens used by visitors will be kept by the visitor or thrown away. E. Mail and package delivery:

a. Delivery persons will deposit mail and packages inside lobby door under the coat rack in KZ. b. BC agency packages will be sent to the KZ office and BC packages will be delivered to BC by staff. c. Staff are not allowed to have personal items delivered to the office.

F. Staff are not to enter the reception area except to deposit mail in the receptacle next to the door. If you need to speak to reception, please do so from the doorway without entering the room.

G. Social distancing markers will be placed on the floor 6 feet apart leading up to the reception desk. H. Hand sanitizer is available in building lobbies and/or at reception desk.

Informational Posters A. Posters will be located around the facilities of requirements and expectations for staff and visitors. These

posters will include: a. A sign will be posted at the entrances to each building instructing visitors to wear a face covering

mask when inside to maintain social distancing and notification of health screening protocols. b. Common areas will be posted with maximum occupancy (lobbies, conference rooms, etc.). c. CDC Posters, educational and preventive will be posted.

Program Specific Foster Care and Adoption

1. Staff will continue to work from home most days, this may include a flexible work schedule such as adjusting hours to accommodate client needs.

2. Work from home plans will need to be developed weekly. 3. Staff may request to work in the office. This will be coordinated with supervisor and program manager. 4. Staff will follow DHHS guidance on home visits.

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Family Center/Parenting Time 5. Family Support Workers will move to the observation areas and will not transition to in-room coaching until

directed to do so by their Supervisor. 6. Outdoor playground equipment will not be utilized unless the County Parks are open. 7. Parenting Time (visitation) will occur in outdoor spaces as weather permits. 8. Observation rooms will be limited to the staff who is directly supervising the parenting time. 9. Foster parents are being requested to bring all items to visits. 10. The Resource Room will be available to staff only.

Family Preservation 1. Staff will continue to work from home most days, this may include a flexible work schedule such as adjusting

hours to accommodate client needs. 2. Work from home plans will need to be developed weekly. 3. Staff may request to work in the office. This will be coordinated with supervisor and program manager. 4. Visitors to the agency will be limited to parents/guardians and caseworkers, and children that are non-mobile. 5. When home visits occur:

a. COVID-19 screening questions will be asked. b. Staff will wear a face covering and maintain social distancing during visits. c. All individuals in the home will be asked to wear a mask and maintain social distancing; if they refuse,

we will act in accordance with contract requirements and may offer appointments at the office or through telehealth.

Behavioral Health 1. CBMH

a. Staff will continue to work from home most days, this may include a flexible work schedule such as adjusting hours to accommodate client needs. Telehealth services will be provided as allowed by contract and consented to by clients.

b. Work from home plans will need to be developed weekly. c. Staff may request to work in the office. This will be coordinated with supervisor and program manager.

i. KZ -No more than 6 staff will be permitted in the Kalamazoo CBMH area at a time. ii. BC – No more than 3 staff will be permitted in the Battle Creek CBMH area at a time.

d. All staff will begin to prioritize their families/individuals for face to face in-person contact. i. First, consider families/individuals with higher needs and fewer supports.

ii. Next, consider families/individuals who need appropriate evaluation and to ensure treatment engagements.

iii. For those living in a group home staff will need to follow their requirements for in-person visits. e. When home visits occur:

i. Conduct the COVID-19 health screening questions. ii. If the individual answers “yes” to any of the symptoms in the health screening, determine if the

service is required (such as suicide/risk assessment) or if their need can be met through another means (phone call, videoconferencing, consult).

1. If the service is required, consult with your supervisor prior to providing the home visit. iii. All individuals in the home will be asked to wear a mask and maintain social distancing.

1. If they refuse, we will act in accordance with contract requirements and may offer appointments at the office or through telehealth.

2. SUD and Contractual Outpatient therapy a. Conduct telehealth to the greatest extent possible. b. Conduct the 3 question health screening questions for any in-person session in the office.

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i. If the individual answers “yes” to any of the symptoms on the health screening, contact the therapist.

ii. The therapist will speak with the client in the lobby and arrange for telehealth services and/or reschedule the appointment. If the therapist feels the service is required (such as suicide/risk assessment), the therapist will consult with the Diane Marquess, Behavioral Health Services Director.

iii. The client will be restricted from accessing the building. c. Appointments will be scheduled so as not to exceed the maximum capacity of individuals who can be

present in the lobby. d. Appointments for each therapist will be scheduled with a 15 minute gap in between appointments to

allow for cleaning of the office and to limit interaction between clients. e. Clients may choose to remain in their cars and be called on a cell phone when it is their appointment

time. f. Clients will be asked to not bring additional people to the appointments other than those persons who

will be attending the appointment. g. Clients will be asked to wear a face covering mask by the therapist. h. Therapists will designate their first appointment of each day for scheduling vulnerable populations.

Crisis Services 1. Houses

a. The COVID-19 health screening questions will be asked of all new admissions, visitors to the facility’s, and staff.

b. All staff will have their temperatures taken at the start of shift. c. Visitors will be limited to parents/guardians and caseworkers pursuant to Executive Order 2020-108 and

only if other means of contact cannot be utilized. Phone calls and video conferencing will be encouraged over in-person visits.

2. MCR a. Telehealth services will be provided as allowed by contract and consented to by clients. b. When home visits occur:

i. Conduct the COVID-19 health screening questions. ii. If the individual answers “yes” to any of the symptoms in the health screening, determine if the

service is required (such as suicide/risk assessment) or if their need can be met through another means (phone call, videoconferencing, consult).

1. If the service is required, consult with your supervisor prior to providing the home visit. iii. All individuals in the home will be asked to wear a mask and maintain social distancing.

1. If they refuse, we will act in accordance with contract requirements and may offer appointments at the office or through telehealth.

c. Going to the Emergency Departments and other community locations: i. You will be expected to follow the hospital or community location’s guidelines for access to the

site.

Social Distancing Administrative and Environmental Controls-

Supervisors will direct staff to perform their work in such a way so as to reasonably avoid coming within six feet of other individuals. Where possible, staff may be relocated or provided additional resources in order to avoid shared use of offices, desks, telephones, and tools/equipment. The number of employees permitted in any break room or huddle space shall be limited to ensure social distancing restrictions can be followed. Employees

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should remain in their assigned work areas as much as possible. Employees will be provided with appropriate personal protective equipment as required and physical barriers may be installed for employees commensurate with their level of risk of exposure to COVID-19 and as appropriate.

Persons are expected to remain 6 feet from one another at all times. A. Staff are not to enter another’s workspace without permission and without a mask. The 6 feet distance must

be maintained. B. All common rooms in the building will be posted with the maximum occupancy. C. Kitchen areas may be used for eating with appropriate social distancing. Food preparation and storage is not

allowed. D. Staff will not be allowed to gather the designated “huddle spaces” within the building including the bench in

the second level family center. Only one person at a time is allowed in each space. E. There are to be no group lunches with shared food, such as potlucks or buffet style meals. F. All meetings will be held remotely. Exceptions granting in-person meeting will be allowed as deemed

necessary and conducted in such a way that all persons will remain at least 6 feet apart and will abide by the maximum occupancy limits posted for the room utilized.

G. Elevators are only to be occupied by one staff at a time. If possible, use stairs (one person at a time) allowing elevators to be used by those for whom stairs pose a health risk.

H. Playground equipment will be taped off, until the Kalamazoo County Health and Community Services advises that public playgrounds may be opened.

I. When transporting persons served is necessary, (any transports should be discussed with your supervisor) care will be taken to social distance and provide ventilation to the degree possible.

a. It is recommended: i. passengers refrain from sitting in the front seat ii. vehicle windows be opened

iii. avoid recirculating air through the vehicle’s ventilation system. iv. https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/rideshare-drivers-

for-hire.html


1. Cubicle barriers will be extended in height between workspaces. Installation is expected to occur on June 30. 2. Work plans may include continuing to work from home, and adjust hours for flexibility with the permission of

their supervisor and utilizing agency procedures. 3. Work from home plans will need to be developed weekly. 4. Staff will have rotating days for those that need to work from the office. Days will be assigned to those staff. 5. Foster children entering the work space is to be limited to emergency only and staff are to seek supervision.

Any foster children entering the work space of appropriate age are to wear a mask. 6. In all cases where virtual visits continue to be permitted, staff will conduct their visits using virtual capabilities. 7. Staff will continue to use socially distant measures during home visits when they resume. Consideration should

be given to using an outdoor location when weather permits. 8. Staff should consider alternatives to transporting clients such as public transportation, Ubers/Lyft, etc. They

should not have more than one person in their car if it becomes necessary to transport a client. 9. Staff will limit home visits per day in consultation with their supervisor. Home visits will not be scheduled back

to back to allow for sanitation. 10. Staff will encourage foster parents to transport foster children whenever possible. When transporting children

is necessary, staff will wear a mask and children of appropriate age will be encouraged to wear a mask. 11. In all cases where virtual visits or Family Team Meetings continue to be permitted, staff will utilize virtual

capabilities.

https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/rideshare-drivers-for-hire.html


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12. Staff will follow DHHS guidance on social distancing.

Family Preservation 1. Work plans may include continuing to work from home, and adjust hours for flexibility with the permission of

their supervisor and utilizing agency procedures. 2. Work from home plans will need to be developed weekly. 3. Staff will have rotating days for those that need to work from the office. Days will be assigned to staff. 4. In all cases where virtual visits continue to be permitted, staff will conduct their visits using virtual capabilities. 3. When home visits occur:

a. Each client home will be assessed for necessary social distancing, if appropriate social distancing is not possible supervisor will need to be consulted.

b. Staff will assess clients prior to a home visit to determine how many people will be in the home during the time of their appointment.

c. Prior to entering a home, COVID-19 health screening questions will be asked. i. If the individual answers “yes” to any of the symptoms in the health screening, return to virtual

visits , consult with your supervisor prior to providing the home visit. Also contact the referring worker.

d. Before entering the home staff will wear a face covering and use hand sanitizer. Once in the home, maintain social distancing during visits.

e. All individuals in the home will be asked to wear a mask and maintain social distancing; if they refuse, we will act in accordance with contract requirements and may offer appointments at the office or through virtual means. We will offer all individuals a cloth or disposable mask if they do not have one to use.

f. If possible visits will occur outside. This option will need to be evaluated for confidentiality. 4. During home visits staff will not share supplies or equipment with individuals in the home. If signatures need to

be obtained they will gift a new pen to the individual. Staff will avoid touching surfaces in home to the extent possible.

5. If possible activities will involve things that can be done from a distance, such as kicking a ball. If you want to bring toys or fidgets into the home be prepared to leave them.

6. Staff will not transport clients routinely. If transportation is believed to be critical to service delivery, please consult with a supervisor to discuss public transportation, Ubers/Lyft, etc. options prior to transporting in staff’s vehicle.

7. Staff should not have more than one person in their car if it becomes necessary to transport a client. 8. Staff will limit home visits per day in consultation with their supervisor. Home visits will not be scheduled back

to back to allow for sanitation.


a. Each client home will be assessed for necessary social distancing. If appropriate social distancing is not possible, consult with your supervisor.

b. If possible, visits will occur outside. This option will need to be evaluated for confidentiality. c. If possible, activities will involve things that can be done from a distance, such as kicking a ball. d. Staff will not transport clients routinely. If transportation is believed to be critical to service delivery,

staff are to consult with a supervisor to discuss public transportation options prior to transporting in staff’s vehicle.

e. If at all possible, staff should limit the number of homes visited per day. Home visits will be scheduled to allow for sanitation in-between appointments. Staff remain expected to meet targeted units of service weekly using a combination of telehealth and home visits.

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2. SUD and Contractual Therapists a. Staff will arrange offices to maintain 6 feet between themselves and their clients. b. If the offices do not allow for 6 feet between themselves and their clients, therapists will need to

reserve another room in the Agency for which to conduct sessions.

Crisis Services 1. MCR

a. Staff will continue to work from home most days. This includes telehealth work with families. b. Staff will ask our clients to have only people involved in treatment in their homes during our

intervention. c. Staff will offer for the clients to have the intervention at the Agency Activity Center rather than in the

home. d. Once in the home, assess for necessary social distancing. If appropriate social distancing is not possible,

consult with your supervisor. e. If possible visits will be done outside. This will need to be evaluated for confidentiality. f. If transportation is believed to be critical to service delivery, please consult with a supervisor to discuss

public transportation options prior to transporting in staff’s vehicle. 2. House

a. Staff are expected to report in-person to the House for their shifts. b. Staff are expected to remain 6 feet from residents, to the extent possible, during meals, activities at the

table, activities in the gym, when watching tv in the great room, during therapy sessions, and during groups.

c. All staff will continue to follow guidelines established to comply with licensing requirements.

Sanitation/Hygiene Administrative and Environmental Controls

Staff will be provided with access to places to frequently wash hands or to access hand sanitizer. Staff will also be provided with access to tissues and to places to properly dispose of them. Signs regarding proper hygiene will be posted. Increased cleaning and disinfecting of surfaces, equipment, and other elements of the work environment will be performed regularly, based on our operations, using products containing EPA-approved disinfectants. Departments will provide staff with access to disposable disinfectant wipes so that any commonly used surfaces can be wiped down.

Hygiene practices A. The Agency is adjusting air circulations systems to maximize flow of external air into Agency office buildings. Air

filters are being treated with an antimicrobial spray. B. Staff are instructed to wash their hands frequently with soap and water for at least 20 seconds or use hand

sanitizer when hand washing is not available, especially after touching frequently used items or surfaces, after coughing or sneezing, and after using the bathroom.

C. Avoid touching your face, especially your eyes, nose, mouth. D. Sneeze or cough into a tissue and throw it away, or cough/sneeze to the inside of your elbow. Wash hands after

coughing or sneezing, as directed in “B” above. E. It is advisable that staff consider having a set of clothing and shoes that are used only for home visits. Employees

should not wear these clothes in the office or their own homes, until they are laundered. F. Personal Hygiene posters will be displayed throughout the buildings, including proper hand washing methods.

a. Handwashing video-https://www.youtube.com/watch?v=d914EnpU4Fo&feature=youtu.be G. Hand shaking is also prohibited to ensure good hand hygiene.

https://www.youtube.com/watch?v=d914EnpU4Fo&feature=youtu.be

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Equipment A. Staff shall limit the sharing of tools and equipment among staff. This includes pens, white board markers, copy

machines and computers. Should any sharing of equipment be required, staff must disinfect and clean eachpiece of equipment following their use and before any other staff uses the piece of equipment using handsanitizer, wipes, or sanitizing sprays as provided.

B. There will be no use of Agency refrigerators, microwaves, stoves, water fountains, and coffee stations.C. There will be no sharing of candy or snacks from an open bowl on staff’s desks or in common areas.D. When equipment is needed to be shared, cleaning will occur between uses shared equipment includes copy

machines.E. In restrooms, please use paper towels to cover hands when turning faucets on and off, and cover hand with

paper towel before handling disinfectant spray.High touch surfaces

A. Staff will refrain from touching items as much as possible. When possible, sanitize items after each use such astables, remote controls, arms of chairs, and doorknobs.

B. The Agency will be using long lasting disinfectants on frequently used areas such as door handles, light switches,and stair railings.

C. Staff should wipe down their work spaces at least twice daily with sanitizing wipes or spray taking note to cleanfrequently touched surfaces including their workstations, keyboards, and telephones.

D. Sanitation of staff vehicles used for Agency business will also need to occur and should include wiping downhigh-touch vehicle surfaces such as door handles, seat belts, and armrests between rides.

a. https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/rideshare-drivers-for-hire.htmlE. When possible, electronic forms will be utilized for business purposes rather than exchanging papers.

Sanitizing materials A. Hand sanitizer, wipes, tissues, disinfecting sprays and other cleaning supplies will be provided and acquired by

the Agency for Agency business use.Common Areas

A. All restrooms in the Agency will be “single-use” restrooms, one person at a time, excepting small children whoneed assistance.

B. The kitchens in the building can be used for eating as long as posted maximum occupancy is not exceeded andsocial distancing is maintained.

C. Common rooms will have maximum occupancy posted and furniture allocated and arranged to facilitate socialdistancing. No additional chairs or tables may be added to a room.


1. Staff should take a limited number of items into a home visit and take only the items that are necessary toconduct the visit.

2. Staff are to clean in-between appointments by using hand-sanitizer and wipes for items and to wipe down theircars.

3. Wipe down computers and phones if used during a home visit.4. Staff are required to wear PPE during visits and use hand sanitizer before and after appointments.5. Staff should not shake hands or accept hugs from individuals.6. No equipment will be shared. If signatures are required staff will gift a new pen to the individual.

Family Center/Parenting Time Family & Children Services Face to Face Visit Plan 5.28.2020


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Family Preservation 1. Family Preservation Workers should take a limited number of items into a home visit and take only the items

that are necessary to conduct the visit. 2. Staff are to clean in-between appointments by using hand-sanitizer and wipes for items and to wipe down their

cars. 3. Wipe down computers and phones if used during a home visit. 4. Staff are required to wear PPE during visits and use hand sanitizer before and after appointments. 5. Staff should not shake hands or accept hugs from individuals. 6. No equipment will be shared. If signatures are required staff will gift a new pen to the individual.


a. Staff are to only take necessary items into a home visit. b. During home visits staff will not share supplies or equipment with individuals in the home. If signatures

need to be obtained, they will gift a new pen to the individual. c. If you want to bring toys or fidgets into the home be prepared to leave them. d. Staff will avoid touching surfaces in home to the extent possible. e. Staff are required to use hand sanitizer before and after appointments. f. Staff are to clean in-between appointments by using hand-sanitizer for hands and to wipe down their

cars with a sanitizing wipe and/or spray. 2. All BH

a. Staff should not shake hands or accept hugs from individuals. b. No equipment will be shared. If signatures are required, staff will gift a new pen to the individual. c. Any therapy tools or toys utilized in therapy are to be sanitized after each use.

3. Play Therapy rooms in the office are not to be used until further notice.

Crisis Services 1. MCR

a. Staff are to only take necessary items into a home visit. Staff are to clean in-between appointments by using hand sanitizer and wipes for items and to wipe down their cars.

b. Staff are required to wear PPE and use hand sanitizer before and after appointments. c. Staff should not shake hands or accept hugs from individuals. d. No equipment will be shared. If signatures are required staff will gift a new pen to the individual. e. During home visits, staff will avoid touching surfaces in the home. f. Once you leave a home, you will need to use hand sanitizer until you are able to wash your hands. When

you arrive home you should wipe touched items in your car. You are encouraged to change your clothes upon entering your home.

2. House staff will continue to follow guidelines established including: a. Youth in the program will have their temperatures taken twice a day. b. Completing cleaning protocols.

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Personal Protective Equipment Administrative and Environmental Controls Agency Provided PPE Staff Use

A. The Agency will provide washable face coverings and make these available to all staff. Additional personalprotective equipment (PPE) such as gloves, safety glasses, and KN95 face masks will be provided as appropriatefor the activity being performed by the staff. Any staff able to medically tolerate a face covering, must wear acovering over his or her nose and mouth when in any indoor public space. Staff who work in a private officemust put on a face covering when they leave their office or when someone comes into that private occupiedoffice. The employee(s) both need to wear a face covering.

B. The Agency will provide PPE which will include the following:1. Face Covering Masks

i. two cloth masks for self-use and disposable masks for client use. Staff are expected to laundertheir cloth masks after using.

1. Masks are to be washed in water with mild detergent and dried completely in a hotdryer and stored in a clean container or bag.

ii. KN95 masks will be provided and should be used only by staff who are a part of a vulnerablepopulation or live in or visit a high risk environment.

2. Disinfectant wipes3. Hand sanitizer4. Disposable gloves as needed, and5. Safety glasses are available as requested.

C. To replenish staff PPE, please refer to the program specific section.D. We encourage staff to keep a bag in their vehicles to dispose of used disposable PPE that is removed while

traveling, to avoid the PPE from contaminating other surfaces in the vehicle.Persons Served Use

A. The Agency has procured cloth face coverings to be provided to persons we serve. These items are available tobe signed out by workers in the Agency client pantry. Pantry sign.

1. Cloth masks or bandanas may be given to persons served on a consistent basis for re-use on repeatservices.

2. Surgical masks may be given to persons we are serving on a one-time basis for use during that service.3. KN95 masks are to be provided to persons served who may be a part of a vulnerable population or who

live in a high risk environment.Face Coverings Information

A. How to wear a face maskB. How to Don an KN-95C. How to Safety Wear and Take Off a Cloth Face CoveringC. CDC Cloth Face Coverings InformationD. Wearing a Surgical Mask


1. PPE is located: Kalamazoo-Family Center Copy Room, Calhoun- Admin’s old cubicle2. Staff will wear a mask during home and community visits. Additional PPE is available to staff at their discretion

for use. Staff may choose to wear eye protection and gloves additionally.3. Staff will educate families on the importance of wearing and using PPE and will provide to them as needed.4. Staff should not shake hands with clients.

14 | P a g e

Family Center/Parenting Time Family & Children Services Face to Face Visit Plan 5.28.2020Family Preservation

1. PPE is located:a. KZ – West side: Allison’s former office; Family Center: Reception areab. BC – Jessica’s BC cubicle

2. Staff will wear a mask during home and community visits. Additional PPE is available to staff at their discretionfor use. Staff may choose to wear eye protection and gloves additionally.

3. Staff will educate families on the importance of wearing and using PPE and will provide to them as needed.4. Staff should not shake hands with clients.


a. PPE is located:i. KZ - The meeting room between Angela and Susan’s offices.ii. BC – Lori H’s former cubicle space.

b. Staff will be required to wear a mask during home visits and community appointments. Staff may chooseto wear eye protection and gloves additionally.

c. Staff will request that clients wear masks and provide a mask to them.d. It is recommended that staff designate a paper or plastic bag available to them to dispose of PPE when

traveling in their vehicles.2. SUD and Contractual Therapists

a. PPE is located: Heather’s office.b. Staff will be required to wear a mask during sessions. Staff may choose to wear eye protection and

gloves additionally.c. Staff will request that clients wear masks and provide a mask to them.

Crisis Services 1. PPE is located: In the Activity Center.2. Houses

a. Staff will be required to wear a mask during the entirety of their shift. Staff may choose to wear eyeprotection and gloves additionally.

b. Staff will request that residents wear masks and provide a mask to them.3. MCR

a. Staff will be required to wear a mask during sessions. Staff may choose to wear eye protection andgloves additionally.

b. Staff will request that clients wear masks and provide a mask to them.

Contact Tracing and Isolation Administrative and Environmental Controls Positive COVID-19 test A. Staff are required to notify their supervisor ( and/or manager or director) and the Operations Director when they are

being tested for COVID-19, and the results of the test as soon as received. When an Employee has a positive test forCOVID-19, the agency will:

15 | P a g e

1. Within 24 hours, notify the local public health department and any coworkers who have been in close contact with the Employee within the two days prior to the onset of symptoms.

2. Allow the local public health department to inform any additional persons such as contractors or clients. 3. Follow the Agency Response Plan for dealing with a confirmed infection, which includes guidance on

quarantine or isolation. 4. Discuss leave options with Employee, including documentation paperwork as appropriate. 5. Clean and disinfect affected areas per CDC guidelines (https://www.cdc.gov/coronavirus/2019-

ncov/community/organizations/cleaning-disinfection.html ). 6. Notify coworkers who may have been in “close contact” with the Employee and provide instructions (see

C.2. below). 7. Maintain confidentiality of Employee.

B. Consistent with Executive Order 2020-36, the Employee who tests positive for COVID-19 can return to work when:

1. Local Public Health Department has released the individual from quarantine or isolation 2. At least 72 hours (3 days) have passed fever free, without medication; there is improvement in respiratory

symptoms; and at least 10 days have passed since their symptoms first appeared; or 3. They receive a negative COVID-19 test and are exhibiting no symptoms

Failed Entrance Screening A. Consistent with Executive Order 2020-36, staff who fail entrance screening will only be permitted to return to work

under the following circumstances: 1. Staff who display principal symptoms of COVID-19 (fever, atypical cough, or atypical shortness of breath) will

not be permitted to return to work until: a. Local Public Health Department has released the individual from quarantine or isolation b. At least 72 hours (3 days) have passed fever free, without medication; improvement in respiratory

symptoms, and at least 10 days have passed since their symptoms first appeared; or c. They receive a negative COVID-19 test and are exhibiting no symptoms

2. Staff who have been in “close contact”* (being within approximately six feet for a prolonged period of time)

with an individual who tests positive for COVID-19 or who displays one or more of the principal symptoms of COVID-19 will not be permitted to return to work until either:

a. 14 days have passed since the last close contact with the sick or symptomatic individual; or b. Until advised by a health officials, or c. The symptomatic individual receives a negative COVID-19 test.

*NOTE: The “close contact” rule does not apply to the following classes of F&CS employees: Glen’s and Gail’s House staff, all of whom meet the definition of workers at child caring institutions, as defined in MCL 722.111 and per Executive Order 2020-36. These staff members will receive appropriate instructions under the most-current MDHHS guidelines.

3. An employee who has been quarantined or isolated by the local Public Health Department shall not return

to work until they've been notified and released by the Public Health Department.


1. Staff will keep outlook schedule up to date with all in-person fact to face contacts including parenting time visits. 2. The Family Center will maintain a visitor log with all family members written down, as well as documenting

which room each client utilizes.

https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/cleaning-disinfection.html

https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/cleaning-disinfection.html

16 | P a g e

Family Preservation 1. Staff will keep outlook schedule up to date with all in-person fact to face contacts including parenting time visits. 2. The Family Center will maintain a visitor log with all family members written down, as well as documenting

which room each client utilizes.

Behavioral Health 1. Staff will keep their outlook schedule or Streamline schedule up to date with face to face in-person contacts. 2. A daily log will be maintained for staff in the building.

Crisis Services 1. MCR will complete and turn in the demographic sheet for all contacts. The AA will maintain a copy of all in-

person face to face demographic sheets for easy reference. 2. Manager on call/Program Manager will be notified of any face-to-face contact. 3. The House client databases will be updated daily. A visitor log for anyone visiting the home for more than 10

minutes will be maintained including nursing, psychiatry or maintenance.

1608 Lake Street, Kalamazoo, MI 49001 • 269.344.0202 • fax 269.344.0285 778 W. Columbia Avenue, Battle Creek, MI 49015 • 269.965.3247 • fax 269.966.4135

fcsource.org

Staff Screening Questionnaire – COVID-19

Family & Children Services is actively screening all staff who enter the building by use of this form, and assessing data of those who meet any of the following criteria:

1. Do you have any of the following symptoms of a respiratory infection?

• Fever (temperature of 100.4* or higher, per CDC) □-Yes □-No

• Cough □-Yes □-No

• Sore Throat □-Yes □-No

• Shortness of Breath □-Yes □-No

• Chills □-Yes □-No

• Muscle pain □-Yes □-No

• New loss of taste or smell □-Yes □-No

(According to the CDC, we should monitor ourselves for a cough or shortness of breath; or at least two of the following symptoms: fever, chills, sore throat, muscle pain, and new loss of taste or smell.)

2. Is there any reason you have been instructedto self-quarantine or isolate? □-Yes □-No

3. Have you had contact with any Persons UnderInvestigation for COVID-19 within the past 14 days,or with anyone with known COVID-19? □-Yes □-No

If yes, to any of the above, please notify your supervisor, manager, and director immediately before beginning your work duties.

Name (Printed):

Signature: Temperature: (assessed at time of signing) Completed by: (can be “employee”)

Date and time:

1608 Lake Street, Kalamazoo, MI 49001 • 269.344.0202 • fax 269.344.0285 778 W. Columbia Avenue, Battle Creek, MI 49015 • 269.965.3247 • fax 269.966.4135

fcsource.org

Visitor Screening Questionnaire – COVID-19 Family & Children Services is actively screening all visitors who enter the building by use of this form, and assessing data of those who meet any of the following criteria: 1. Do you have any of the following symptoms of a respiratory infection?

• Fever (temperature of 100.4* or higher, per CDC) □-Yes □-No

• Cough □-Yes □-No

• Sore Throat □-Yes □-No

• Shortness of Breath □-Yes □-No

• Chills □-Yes □-No

• Muscle pain □-Yes □-No

• New loss of taste or smell □-Yes □-No

(According to the CDC, we should monitor ourselves for a cough or shortness of breath; or at least two of the following symptoms: fever, chills, sore throat, muscle pain, and new loss of taste or smell.)

2. Is there any reason you have been instructed

to self-quarantine or isolate? □-Yes □-No 3. Have you had contact with any Persons Under

Investigation for COVID-19 within the past 14 days, or with anyone with known COVID-19? □-Yes □-No

Name (Printed):

Signature:

Date and time: ____________________________________________________________________________ NOTES:

• If a visitor answers “yes” to any of the above, please notify the Operations Director, Kitty Scheffers, or the COVID-19 On-Site Representative.

• Notify visitor they are required to wear a face covering while in the building, and provide

mask as needed.

Seek immediatemedical attention.

I live with or amcaring for someone

with COVID-19

FeverCoughShortness ofBreath

HOW DO IMONITORMYSELF?Pay attention forCOVID-19symptoms:

If you areconcerned aboutyour health,contact yourhealth careprovider.

Have you developed symptoms of respiratory illnesssuch as fever, cough, or shortness of breath?

Are you having severe symptoms like difficultybreathing, persistent pain or pressure in the chest, new

confusion or inability to arouse or bluish lips or face?

Continue tomonitor yourselffor symptoms.

Contact your health careprovider to discuss your

symptoms.

NO

*Quarantine process for general public, doesnot specifically apply to health care workers.

YES

I think my coworkerhas COVID-19

I think someone Iknow has COVID-19

Someone that hasCOVID-19 coughedor sneezed on me

YES

NO

If your doctor decides you should be tested for COVID-19,your health care provider can order testing for you.

Health careprovider takes a

sample

Sample is sent toa laboratory for

testing

Laboratory sendsresult to healthcare provider

Health careprovider informspatient of result.The state health

department will notprovide results.

I think I have been exposed toCOVID-19, what should I do?

You should self quarantine and monitoryourself for symptoms. The local health

department may ask you to do so.*

You do not need to self quarantine, but it is agood idea to be vigilant and monitor yourself

for symptoms.

Close Contacts

Michigan.gov/Coronavirus

SEOC TA 2710604 03/25/2020

Family Center

Individual Visitation Plan Development

1. Program Manager will set up meeting on 5/27/2020 with Foster Care/Licensing Supervisors to discuss a visitation plan be developed for each case (unsupervised, supervised by relative/foster parent, supervised at agency).

a. Supervisors need to re-evaluate each and every case b. All plans will need to be completed by 5 pm on Friday- 5/29/2020 c. If visits will be returning to supervised at the agency, a new parenting time referral will be made by 5pm

on Friday-5/29/2020 to Heather Spence i. Please note:

a. Less visits at the agency at one time b. More time needed between visits to clean c. If FSW’s are not able to accommodate amount of requests, workers will need to

help watch visits and assist with transportation d. Unsupervised visits should be considered on weekends when foster parents can

easily assist with transportation needs 2. Information from visitation plan development will be utilized to phase in visits with 0-5 year of age taking priority for

visits supervised at the agency. 3. On 6/1/2020, Family Support Worker Supervisor will review all new parenting time referrals and start development

of schedule for supervised visits at the agency.

Access and Safety

1. Screening questions will be completed one hour prior to the parenting times by the Family Support Worker. The screen should be conducted with both the foster parent household, and the birth parent household. Screening questions will again be asked upon arrival to the building, before the parenting time visit.

2. F&CS Staff will also screen themselves daily and immediately report any concerns or changes to their supervisor.

Screening Questions:

Symptoms may appear 2-14 days from exposure. People with these symptoms or a combinations of symptoms may have COVID-19:

Do you, the child, or anyone else in your household have any of the following Symptoms?

• Cough. • Shortness of breath or difficulty breathing.

OR

At least two of the following:

• A fever or feels feverish • A sore throat • Chills or repeated shaking with chills • New loss of taste or smell • Muscle aches. • Headache

3. If the responses to all screening questions are “no”, a face to face visit will take place.

4. If the responses to any of the screening questions are “yes”, as indicated above, by the biological parent, foster parent, or caregiver in regards to themselves and/or all household members the Family Time Provider or caseworker shall:

a. Offer to change the visit from in-person to virtual: The virtual visit can take place at the regularly scheduled time or at a later time established by the worker that accommodates all parties.

b. If a virtual visit is not an option, the worker will cancel the visit and reschedule.

5. The Family Support Worker shall contact the caseworker immediately (within one business day) to let them know the change in modality and/or cancellation of the visitation.

6. Rescheduling Face to Face visits due to screening question responses: a. If one of the participants answers the screening questions in a manner that indicates they are sick, to

reschedule to in-person, you must adhere to CDC timelines for when it is okay to no longer self-isolate. At least three days (72 hours) have passed since recovery, defined as resolution of fever without the use of fever-reducing medications, and improvement of respiratory symptoms (e.g., cough, shortness of breath); AND

b. At least 10 days have passed since symptoms first appeared. Return to Visit Phases:

Throughout the duration of all Return to Visit phases, Face to Face parenting time will occur ONE time per week. In the event a second weekly visit is warranted it will be completed through a virtual visit.

Week one: Face to Face parenting time for children 2 and under with kinship and relatives and, 1. Supervised by the relative care provider. 2. Supervised by the assigned Family Support Worker or Foster Care Case Worker

Week two: Face to Face parenting time for children 5 and under with Kinship, fictive kin, relatives, and traditional foster families

1. Supervised by the relative provider OR 2. Supervised by the assigned Family Support worker or Foster Care worker OR 3. Supervised by outside visitation program/service provider

Week Three: Face to Face parenting time for Children 5 and older with Kinship, fictive kin, relatives and traditional foster families

1. Supervised by the kinship care relative provider OR 2. Supervised by the assigned Family Support worker or Foster Care Case worker OR 3. Supervised by outside visitation program/service provider

**Older siblings living in the same foster home are permitted to attend if the number of people at a visit does not exceed the Governor’s recommended group size for social gatherings**

Visit Preparation and Building Procedures: 4. All visitors will be seen by appointment only. 5. The bulk of the furniture that is in the lobby will be removed. Seats will be distanced so that everyone is sitting at

least 6 feet apart 6. Scheduling flexibility will be utilized in an effort to reduce the number of people with appointments in a given day.

This will include evening and weekend availability. 7. Visits needing to be supervised by Family & Children Services Staff shall take place within the Family & Children sites

only until further notice. This includes the Battle Creek site, the Kalamazoo site, and the provided outdoor areas. 8. A plexi-glass sneeze guard will be installed at the lobby window with a small slot at the bottom to pass papers, etc. 9. The Family Center will have hand sanitizer at each door location. 10. Individuals that are visiting the Family Center will call their assigned worker to let them know that they have arrived

and ready for their appointment. Agency staff will again conduct the screening questions to ensure no changes, and sign documentation this was completed.

11. Foster parents will remain in their vehicles, with the children, and contact the Family Support worker assigned to the case to meet the child at the car, and bring them into the building. Upon calling the assigned Family Support staff screening questions will be conducted to ensure no changes.

12. The Resource Room, and additional toys for visits will be unavailable until further notice. The foster family will be asked to provide toys and/or items to assist with interaction. They should be sanitized at the end of the visit by the parent. The agency will look into purchasing single use items for visits (ie: bubbles)

13. The Outdoor Playground equipment will be closed until further notice. However, the outdoor gazebos, benches, picnic tables, and grassy areas can be utilized in an effort to provide open, outdoor areas that reduce the risk of exposure. Any items or furniture used while outside will be sprayed with disinfectant after each use. By agency staff?

14. Door handles, reception counter-tops, and lobby furniture will be sprayed with disinfectant after each client 15. CDC Posters regarding the importance of importance of masks, cleaning, hand-washing, and “Stay Home if You Are

Sick” in the lobby, and each individual visiting room. 16. The kitchen area will be closed, and coffee will not be available to visitors of the Family Center. The agency will

provide bottled water as an alternative to any drinking fountain or kitchen needs throughout the visit. 15. Masks, gloves, and disinfectant wipes will be available in the lobby and in each of the visiting rooms. 16. Visits with the child will be 45 minutes in duration to allow an additional 15 minutes of cleaning and sanitizing

between visits, and to reduce the number of the people potentially in the building at one time. 17. Homemade cloth masks will be supplied by the agency to each member of the family. Masks are required for all

adults entering the building, and children over the age of 6. Masks are strongly recommended for children over the age of 2, parents should encourage their young children to use the mask throughout the visit time. If children are medically fragile or have compromised immune systems a KN 95 mask will be provided to the parent for the visit.

a. Parents visiting at the agency will be provided a closed paper bag for the storage of their mask when they are not in the building. Bags containing masks should be left at the agency in the designated area for mask storage. Masks will be sprayed with disinfectant upon being placed in the bag and will remain until the following weeks visit.

b. Staff and clients should always wear gloves when handling masks and/or storage bags and follow hand washing procedures.

Visit Preparation/Expectations for Caregivers:

1. Caregivers will provide transportation for children to visits whenever safely possible. Due to concerns with lack of social distancing ability in an agency vehicle, requests for transportation assistance need to be discussed with the Family Center Supervisor and/or Foster Care Supervisor.

2. When transporting children do not enter the building; text/call your assigned FSW and wait in the car. F&CS staff will escort the children inside the building.

3. Ensure that children are fed and well-hydrated prior to the visit to prevent the need for bringing snacks into the visitation room.

4. For infants who are bottle fed, send a bottle and sufficient formula for the time the child will be with F&CS staff and parents. The agency will have bottled water on hand to mix the formula if it is needed.

5. Prepare the child for what the visit may look like. For example “mom will be wearing a mask”, reminders about handwashing and social distancing practices that the child may already be using.

Visit Preparation/Expectations for Parents:

1. Remember: Visits with the child will be 45 minutes instead of the typical hour. This is done to allow an additional 15 minutes of cleaning and sanitizing between visits. Face to face interaction with your child remains priority, which requires us to be extra cautious to keep everyone safe.

2. Leave all personal items that will not be needed in the car. This includes jackets, purses, bags, and backpacks. 3. All visitors will be escorted to the visit room by F&CS staff. 4. All visitors to the building (and staff) are required to Follow CDC guidelines for handwashing, or the use of hand

sanitizing gel, upon arrival, throughout the visit time, and prior to leaving the visit. 5. Parents must wear a face mask at all times during the visit, unless they need to be removed to address children’s

fears. F&CS will provide a cloth mask for all visitors. They will be stored in a paper bag at the agency to ensure access to the mask at every visit.

6. Parents of medically fragile or immune compromised children will be provided with a KN 95 Mask that must be worn at all times during the visit.

7. Parents may hug their children but should not kiss their children. 8. Avoid touching of faces or any non-sanitized surfaces. 9. Parents may not bring food or drinks to visits. The agency has bottled water available. 10. Failure to adhere to these safety guidelines and procedures will result in the visit ending, and a re-assessment of

the visit plan with the foster care worker and supervisor.

Visit Preparation/Expectations for Child(ren):

1. All children will need to be escorted by staff when inside the building. 2. Children will be expected to follow CDC guidelines for washing hands or use hand sanitizer upon arrival to the

visit and prior to leaving. 3. All children over the age of 6 years must wear a face mask at all times throughout the visit. Children 2-5 are

strongly encouraged to wear a cloth face mask. Parents are expected to encourage continued use throughout the visit time. *Note that cloth or disposable masks should not be worn by children under the age of 2, or by an individual who is unable to remove their mask on their own.

4. Children may only bring one (1) comfort item or toy that can be easily washed. 5. For bottle fed infants, the foster parent should send a bottle and sufficient formula for the time the child will be

with FACS staff or parents.

Social Distancing

1. Staff should attempt to keep their distance (6 feet) from families as much as possible during visits. 2. The Family Support Workers will be assigned to two rooms, and one observation room to use as their office on

their assigned days. 3. A third Family Support Worker will be available to assist with disinfecting rooms in between visits, check in and

transportation in an effort to ensure all safety measures are strictly followed. 4. Preference will be to conduct all visits in an outdoor setting if weather permits. 5. Individuals from different households must use social distancing practices when it is possible (ie; siblings who

reside in different locations) 6. There shall be no additional visitors in parenting times unless it is Court Ordered. 7. Family Support Workers should be prepared to work a flexible schedule that will rotate days for when workers

are in the office. Each Family Support Worker should plan to work in the office 3 days per week. This may include working on Saturday to ensure that all in person visits are able to happen safely, and with little to no contact between families.

8. At all times staff should practice social distancing, and wearing masks in public spaces. The only time that the masks would be removed is if they are alone within the observation room.

9. There should be a minimum of 30 minutes between visits so that individual rooms can be disinfected. Procedures on disinfecting will be found within Sanitation and Hygiene section of the document.

10. All staff will receive training, and a Zoom session will be provided that reviews requirements and answers any questions.

11. Private restrooms are available in each visit room. As a result there should only be one family member in the bathroom at a time. In the event that a younger child may need help, the parent can leave the door open and quickly assist the child when necessary.

12. Although parents are not expected to remain 6 feet from their children during the visit time, some aspects of social distancing can be implemented by the family while visiting, the agency will encourage the following:

a. Parents are permitted to hold and hug their babies and toddlers, but we are discouraging kissing. b. Mask or a cloth face covering are required during the visitation:

i. Parents can briefly pull down their face covering before holding the child to remind them of who they are. Masks with plastic lining that shows the mouth are also encouraged as it will be easier for the child to see the parent’s expression.

c. To transition, agency staff will place the child’s stroller or baby carrier six feet from the parent and then step back to allow the parent to come to the child. This transition may need to take place slowly, keeping in mind that the baby or toddler may not recognize their parent. This is okay and to be expected.

Sanitation and Hygiene

1. It is important to keep the following in mind; a. Staff should wash hands often with soap and water for at least 20 seconds, especially after being in a public

place, coughing, sneezing, and blowing your nose. b. If soap and water are not readily available, staff should utilize the hand sanitizer that is provided by the

agency. To be effective, the hand sanitizer must be used generously over the hands and rub hands until they are dry.

c. Avoid touching your face as much as is possible; do not rub your eyes, nose, or touch your mouth without following up with handwashing.

2. All visitors to the Family Center will be instructed to use the handwashing guidelines as set forth in the CDC guidelines. This should be done prior to the visit starting and at the end of the visitation, especially with all children.

3. All door handles will be disinfected each time a new client enters the Family Center. This is the responsibility of the Family Support Worker as they bring clients into the Agency and accompany them throughout their time in the building.

4. The lobby should be used minimally, but if it is utilized, the area should be sanitized. 5. Transportation should be done only when necessary.

a. Transportation by Family Support Workers should not occur. The visitation schedule should be liberal so that it accommodates the ability for the foster parent to transport the child(ren). This will include staff availability in the evening and on the weekends.

6. All items that come into a visitation should be sent by the foster parent including but not limited to toys, wipes, extra clothing, and diapers.

7. Each visitation room should be cleaned and sanitized between each use. The sanitation steps are according to the CDC Guidelines.

a. Room Sanitation Guidelines; • Wear disposable gloves to clean and disinfect. • Clean surfaces using soap and water, then use disinfectant • Cleaning with soap and water reduces number of germs, dirt and impurities on the surface.

Disinfecting kills germs on surfaces. Spray bottles will be provided. • Practice routine cleaning of frequently touched surfaces. The areas that will be most critical will

be door handles, tables, chairs, loveseats, and any other area that is believed to be a “high touch” area.

• More frequent cleaning and disinfection may be required based on level of use. • High touch surfaces include:

Tables, doorknobs, light switches, handles, desks, phones, keyboards, toilets, faucets, sinks, etc.

b. Instructions for making disinfectant and diluting bleach; • Precautions such as wearing gloves and making sure you have good ventilation during use of the

cleaning products • Be sure that the bleach is used only on hard surfaces that such as visit room tables and chairs

(hard surfaces). • Leave solution on the surface for at least 1 minute. • To make a bleach solution, mix:

5 tablespoons (1/3rd cup) bleach per gallon of water OR

4 teaspoons bleach per quart of water • Bleach solutions will be effective for disinfection up to 24 hours. The process must be repeated

between uses of the rooms. c. Soft surfaces: For soft surfaces such as loveseats and chairs;

• Clean the surface using soap and water or with cleaners appropriate for use on these surfaces. Lysol/Clorox wipes will also be available.

d. CDC Guidelines regarding cleaning vehicles; • For hard non-porous surfaces within the interior of the vehicle such as hard seats, arm rests, door

handles, seat belt buckles, light and air controls, doors and windows, and grab handles, clean with detergent or soap and water if the surfaces are visibly dirty, prior to disinfectant application.

• For soft or porous surfaces such as fabric seats, remove any visible contamination, if present, and clean with appropriate cleaners indicated for use on these surfaces.

• For frequently touched electronic surfaces, such as tablets or touch screens used in the vehicle, remove visible dirt, then disinfect following the manufacturer’s instructions for all cleaning and disinfection products.

• Gloves and any other disposable PPE used for cleaning and disinfecting the vehicle should beremoved and disposed of after cleaning; wash hands immediately after removal of gloves and PPEwith soap and water for at least 20 seconds, or use an alcohol-based hand sanitizer.

8. Foster Families shall be advised to change children’s clothing following the visitation and clothing should belaundered.

Personal Protective Equipment

1. Staff should wear a face mask when meeting with other staff members or families. The staff will be providedwith two cloth face masks. The masks should be laundered between each use. The only time that a face maskdoes not have to be worn is when the staff member is in the observation room alone.

2. Cloth masks, as well as disposable masks, will be available to clients for use. Posters will be hung in each visitroom, and the general areas to advise on properly putting on a mask. The Family Support Workers shouldeducate families on the importance of wearing facial masks during visits, and how they will be stored andsanitized between appointments at the agency.

Contact Tracing and Isolation

1. The Family Support Workers should document each member of the family in a room log which reflects the timeand day with each use of the family center.

2. Family Support worker should also document in the room log any additional agency staff that had face to facecontact with members of the family throughout their time at the agency (ie: caseworker, supervisor, reception)

Battle Creek Site

1. All of the aforementioned items also apply to the Battle Creek Agency for parenting time visits. Any informationthat is specific to the Battle Creek location has been added below:

a. All toys and non-furniture items will be removed from the visit room. Foster parents will be asked toprovide one toy for the child to play with during the visit.

b. Only one visit room will be used at a time due to a shared observation room that does not allow foradequate social distancing practices by staff.

c. Due to there not being an outdoor play space at the Battle Creek location all parenting time visits willtake place inside the agency until a safe alternative can be located. Preference would be given tooutdoor space to reduce chances of exposure.

d. One Family Support worker will be scheduled per day to ensure social distancing rules are followed.e. A second family support worker can be utilized to assist with cleaning, transporting, and preparing the

empty room for the next scheduled visit.f. Upon arrival to the agency the visiting parent will contact their assigned Family Support Worker to

complete the screening questions. Staff will complete and sign documentation stating the parentremains symptom free.

g. Immediately after entering the building the parent should use the bathroom located in the lobby towash their hands according to CDC guideline.

i. Posters with proper handwashing techniques will be displayed in the bathroomii. Staff will spray disinfectant on high contact areas after each use

h. Upon arrival the foster parent should remain in their vehicle and call the assigned family supportworker. Screening questions will be given again by staff to confirm no changes.

i. When the children arrive to the building the parent should prompt and encourage the children to:i. Use the restroom. This will cut down on trips to the lobby during the visit time as there is

no private bathroom in the visit room.ii. Instruct, and supervise the children, each washing their hands in in the bathroom in the

lobby according to CDC guidelines.• Staff will model techniques for engaging the children in handwashing• If possible, only one person should be in the bathroom at a time

https://www.cdc.gov/handwashing/when-how-handwashing.html

Masks for Persons We Serve The Agency has procured several type of masks/face coverings for the persons we serve. These items are available in the Agency client panty. Please: 1. Sign out masks that you take for your clients. 2. Also take and provide the appropriate “instructions” when giving out the masks/face coverings. Cloth masks or bandanas may be given to persons served on a consistent basis for re-use on repeat services. Surgical masks may be given to persons we are serving on a one-time basis for use during that service. Respiratory N95 or KN95 masks are to be provided to persons served who may be a part of a vulnerable population, due to underlying health problems or age, or in a high risk environment.

For more information, visit Michigan.gov/Coronavirus.

TA 11143 05/06/2020

The first respirator was certified in the United States one hundred years ago and requirements for

respiratory protection in healthcare were made mandatory in the 1990s (CDC, 2019). A lot of

information is available about using respirators and masks in healthcare and the workplace in safe

and effective ways.

There is not as much information about cloth face coverings, and there is a wide variety in the

styles and materials. Because of this, there aren’t standard recommendation available, but we can

use what we know about medical masks and respirators to guide how to use cloth face coverings

in the safest and most effective way.

Cloth face coverings do not prevent illness in those who wear them like medical masks do

(MacIntyre, et al, 2015). Wearing a cloth face covering is hoped to protect those around you in case

you are infected. A cloth face covering should be worn whenever people are in a community

setting, especially when you may be near people, like in grocery stores and pharmacies. It is not a

substitute for social distancing. Cloth face coverings should be able to be laundered and machine

dried without damage or change to shape (CDC, 2020).

How to wear a face covering appropriately (CDC, 2020):

• Clean your hands with soap and water or alcohol-based hand sanitizer before putting on

your face covering.

• Put the face covering over your nose and mouth and secure it under your chin. Cloth face

coverings should fit snugly but comfortably against the side of your face, secured with ties

or ear loops.

• Make sure you can breathe easily without restriction when wearing the face covering.

• Avoid touching the face covering while wearing, and if you do, clean your hands.

• When removing a face covering, handle only by the ties or ear loops, and fold outside

corners together to avoid touching the front of the covering.

• Clean your hands with soap and water or alcohol-based hand sanitizer after removing and

handling your face covering.

Cloth face coverings should not be placed on children younger than 2 years of age, anyone who

has trouble breathing, or is unconscious, incapacitated or otherwise unable to remove the cover

without assistance.

HOW TO WEAR A FACE COVERING

Recommendations for the

General Public

Michigan.gov/Coronavirus

http://www.michigan.gov/Coronavirus


TA 11143 05/06/2020

While safe for most people, it is possible that wearing a face covering could interfere with your

(Johnson, 2016):

1. Breathing

2. Vision

3. Ability to communicate clearly

4. Self-care

5. Ability to regulate your temperature

6. Overall feelings of well-being

Below are some suggestions that may be helpful if you are having any of

these problems:

1. Breathing

The cloth face covering may cause you to rebreathe some of the carbon dioxide you have

breathed out, which may cause your breathing rate to increase. If the face covering is too tight or

too thick, and causes too much resistance, it may cause breathing to slow down. These changes in

breathing may cause you to get lightheaded or not feel well. You may not be able to do as much

or work as hard when you are wearing a face covering (Johnson, 2016).

People with allergies, runny nose, asthma, or COPD may not be able to tolerate breathing in a face

covering well or for as long. Face coverings made with too many layers of cloth, tightly woven

cloth, or cloth that has gotten wet from saliva or mucus are often hard to breathe through.

Suggestions:

• Take breaks from your face covering

o If you are getting episodes of lightheadedness or shortness of breath, make sure to

take breaks throughout the day. Go to a private bathroom stall, go outside, go to

your car, or somewhere else where you are away from others and remove your face

covering for a little while. Remove the face covering by ear straps/ties, wash your

hands with soap and water or use an alcohol-based hand sanitizer after removing.

• Make sure the face covering is not too tight and the material is not too thick.

• Change face coverings if it gets wet or damp.

• If you have a health condition that makes wearing a face covering difficult, you do not have

to wear one. Try to limit trips and if you do have to go out, social distance to the best of

your ability.

• You do not have to wear a face covering if you are exercising or working outside as long as

you can maintain social distancing.



TA 11143 05/06/2020

2. Vision

Using a poorly placed face covering can cause vision to become obstructed. Glasses or goggles

can become fogged up, especially in cold weather or when going from hot weather to an air-

conditioned building or vehicle.

Suggestions:

• It is not recommended that you wear a face covering while driving due to these potential

hazards.

• To stop glasses from fogging, wash glasses in soapy water and let them air dry. You can

also rub a dab of shaving cream into the inside of the lenses. When they are dry, use a

clean dry cloth to buff off any extra. The soap or shaving cream residue will prevent fog

from forming.

3. Ability to communicate clearly

A covering over the mouth can make it difficult for others to understand what we are saying

because words are muffled and visual cues are blocked. This is worse with short or one-word

statements because there isn’t context to help others figure out what we are trying to say.

Face coverings also make it harder for the hard of hearing and hearing impaired to understand

what you are saying.

Suggestions:

• Be sure to face the person you are talking to and speak in clear, complete sentences.

• Consider coming up with hand singles to use for common questions and answers.

• If you are talking to someone with hearing impairments make sure there is as little

background noise as possible, talk slowly and clearly, and consider using a face covering

with a clear front so your mouth movements can help with communication.

o Instructions for making a clear face covering can be found at:

▪ How to Make An Accessible, Deaf-Friendly Face Mask

https://www.hsdc.org/wp-content/uploads/2020/04/HSDC-Instructions-for-

Clear-Window-Masks.pdf

▪ Communicator Face Mask

https://www.9and10news.com/content/uploads/2020/04/Communicator-

Face-Mask.pdf


https://www.hsdc.org/wp-content/uploads/2020/04/HSDC-Instructions-for-Clear-Window-Masks.pdf

https://www.hsdc.org/wp-content/uploads/2020/04/HSDC-Instructions-for-Clear-Window-Masks.pdf

https://www.9and10news.com/content/uploads/2020/04/Communicator-Face-Mask.pdf

https://www.9and10news.com/content/uploads/2020/04/Communicator-Face-Mask.pdf


TA 11143 05/06/2020

4. Self-care

Wearing a face covering makes it difficult to eat, drink, scratch your nose, blow your nose, and so

on.

Suggestions:

• It is important to take breaks to safely take care of these needs during the day.

5. Ability to regulate your temperature

Using a face covering in hot temperatures can cause you to feel uncomfortable and may cause

you to overheat faster. Sweat and wetness may soak into the cloth face covering, and this makes it

harder to breathe through the face covering as well, making it less effective.

Suggestions:

• Take extra breaks during hot weather, focusing on hydration and cooling down.

• Pay close attention for signs of heat illness.

• Change face coverings if yours gets wet or damp.

6. Overall feelings of well-being

It is not uncommon to feel some irritation or discomfort from your face covering. For some, it is

much worse, and wearing a face covering can cause anxiety or feelings of claustrophobia.

Suggestions:

• If you are worried or nervous about wearing a face covering, start by wearing it loosely for

very short periods of time around the house.

o If this isn’t possible, wear it around your neck or chin until that is tolerable before

putting it over your mouth.

• Gradually increase the time until you feel comfortable wearing it outside your home. Make

sure you get a face covering you like that feels comfortable.

Other Considerations:

Some experts worry that wearing a face covering or mask may cause people to touch their faces

more often as they fit and adjust it. While this hasn’t been proven, be aware of this possibility and

avoid touching your face and face covering.



TA 11143 05/06/2020

Exhaled air may be forced up into your eyes while you are wearing a face covering which might

irritate your eyes. If you notice this happening, use over-the-counter lubricating eye drops but

wash hands prior to use.

Dirty face coverings could be a source of germs and infection. Your face covering should be

washed and dried routinely depending on the frequency of use. Use a bag or bin to store cloth

face coverings until they can be laundered. Use the appropriate washer and dryer settings and

detergents for the materials your face covering is made of. The cloth face covering should be

washed right away if you were around someone with COVID-19 or if the covering is visibly dirty. If

you must re-wear your cloth face covering before washing, wash your hands immediately after

putting it back on and avoid touching your face. Over time, washing and drying your cloth face

covering will decrease its ability to filter out particles from your breath (Neupane, et al, 2019).

Consider replacing your cloth face covering after four or five washes.

In addition, discard cloth face coverings that:

• No longer cover the nose and mouth

• Have stretched out or damaged ties or straps

• Cannot stay on the face

• Have holes or tears in the fabric

References

- The Centers for Disease Control and Prevention (CDC). (2019). The National Person

Protective Technology Laboratory (NPPTL). 100 Years of Respiratory Protection History.

https://www.cdc.gov/niosh/npptl/Respiratory-Protection-history.html

- MacIntyre CR, Seale H, Dung TC, et al. A cluster randomised trial of cloth masks compared

with medical masks in healthcare workers. BMJ Open 2015;5: e006577.

doi:10.1136/bmjopen-2014-006577

- The Centers for Disease Control and Prevention (CDC). (2020). Use of Cloth Face Coverings

to Help Slow the Spread of COVID-19. https://www.cdc.gov/coronavirus/2019-ncov/prevent-

getting-sick/diy-cloth-face-coverings.html

- Johnson, A. T. (2016). Respirator masks protect health but impact performance: a review.

- Neupane, B. B., Mainali, S., Sharma, A., & Giri, B. (2019). Optical microscopic study of

surface morphology and filtering efficiency of face masks. PeerJ, 7, e7142.


https://www.cdc.gov/niosh/npptl/Respiratory-Protection-history.html

Steps on How to Don an N-95 Mask

1.Cup the mask in your dominate hand, allowing the straps to dangle freely .

2. Place the mask over the nose and mouth by firmly pressing the nose clip on the mask over the nose and tucking the bottom of the mask securely over the chin.

3. Then take the top strap and place it at the top of the head.

4. Next take the bottom strap and place it at the bottom on the neck (do NOT allow the strap to rest on the hair of a ponytail but against the base of the neck).

5. Lastly, perform a seal check by breathing in and out forcefully and feeling for air leakage around the mask. (NOTE: every year you should always receive an annual mask fit test to ensure you have the right size mask).

Steps on How to Doff an N-95 Mask

NOTE: DO NOT touch the front on the mask because it is contaminated. However, the straps are “clean” and can be touched.

1.Tilt the head slightly forward.

2. Then use your two index fingers and remove the bottom strap first by slowly pulling it over the head.

3. Lastly, remove the top strap, being very careful not to touch the front of the mask.

4. Discard the mask.

CS 316651-A 05/04/2020

Important Information About Your Cloth Face CoveringsAs COVID-19 continues to spread within the United States, CDC has recommended additional measures to prevent the spread of SARS-CoV-2, the virus that causes COVID-19. In the context of community transmission, CDC recommends that you:

Stay at home as much as possible

Practice social distancing (remaining at least 6 feet away from others)

6 ft Clean your hands often

In addition, CDC also recommends that everyone wear cloth face coverings when leaving their homes, regardless of whether they have fever or symptoms of COVID-19. This is because of evidence that people with COVID-19 can spread the disease, even when they don’t have any symptoms. Cloth face coverings should not be placed on young children under age 2, anyone who has trouble breathing, or is unconscious, incapacitated, or otherwise unable to remove the mask without assistance.

How cloth face coverings workCloth face coverings prevent the person wearing the mask from spreading respiratory droplets when talking, sneezing, or coughing. If everyone wears a cloth face covering when out in public, such as going to the grocery store, the risk of exposure to SARS-CoV-2 can be reduced for the community. Since people can spread the virus before symptoms start, or even if people never have symptoms, wearing a cloth face covering can protect others around you. Face coverings worn by others protect you from getting the virus from people carrying the virus.

How cloth face coverings are different from other types of masksCloth face coverings are NOT the same as the medical facemasks, surgical masks, or respirators (such as N95 respirators) worn by healthcare personnel, first responders, and workers in other industries. These masks and respirators are personal protective equipment (PPE). Medical PPE should be used by healthcare personnel and first responders for their protection. Healthcare personnel and first responders should not wear cloth face coverings instead of PPE when respirators or facemasks are indicated. N95 respirator Cloth covering

General considerations for the use of cloth face coveringsWhen using a cloth face covering, make sure:

• The mouth and nose are fully covered• The covering fits snugly against the

sides of the face so there are no gaps• You do not have any difficulty

breathing while wearing the cloth face covering

• The cloth face covering can be tied or otherwise secured to prevent slipping

Avoid touching your face as much as possible. Keep the covering clean. Clean hands with soap and water or alcohol-based hand

sanitizer immediately, before putting on, after touching or adjusting, and after removing the cloth face covering. Don’t share it with anyone else unless it’s washed and dried first. You should be the only person handling your covering. Laundry instructions will depend on the cloth used to make the face covering. In general, cloth face coverings should

be washed regularly (e.g., daily and whenever soiled) using water and a mild detergent, dried completely in a hot dryer, and

stored in a clean container or bag.

For more information, go to: https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/cloth-face-cover-faq.html

cdc.gov/coronavirus

https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/cloth-face-cover-faq.html

http://www.cdc.gov/coronavirus

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