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Additional Facility Use Procedures during COVID-19

Updated October 15, 2020

General Access for Facility Use (Indoor & Outdoor)
  • All facility users/renters must follow the Minnesota Department of Health Guidelines for Social Distancing in Youth Sports and the Guidance for Social Distancing in Youth and Student Programs
  • Groups assigned permits to use St. Francis Area Schools (SFAS) facilities will be responsible to communicate their COVID-19 Preparedness Plan to participants and supply sanitizing supplies and masks (in the event a participant arrives at the facility without one).
    • Identify a plan administrator for your organization’s COVID-19 plan and provide their name and contact information to the SFAS Facility Scheduling Manager before facility use. Facility use is contingent on receipt and approval of your plan.
  • Communicate your COVID-19 plan with participants, families, coaches, officials, umpires, referees, and trainers. This should include expectations about screening, masking, and other prevention efforts. Plan templates are available at Stay Safe Guidance for All Business Entities
    • Maintain up-to-date contact information and team rosters, and be prepared to support local public health contact tracing efforts if exposures occur. SFAS requires all groups to provide a list of names and phone numbers for those participating. 
      • Develop a disease reporting process. If a positive case of participant COVID-19 is reported, you must inform St. Francis Area Schools Facility Use and MDH at health.sports.covid19@state.mn.us. MDH or local public health will work with you to identify close contacts and do a follow-up with your group.
Guidelines for all Facility Users/Renters
  • Follow social distancing guidelines 
    • when participants are not playing/participating in the activity (on the bench, on the sideline, etc.)
    • from other households during drop off/pick up of participants
    • spectators (if allowed) are to social distance from other households
    • find new ways to show sportsmanship, for example, use hands or hats to give a wave
  • Encourage and enforce norms of health etiquette
  • Promote health checks and screening of participants, staff, and volunteers
  • Enforce stay-at-home expectations when participants are sick 
  • Ensure policies are considerate of staff, volunteers, and participants at the highest risk of complications
  • Minimize sharing supplies and/or equipment between participants
    • Do not share individual water bottles, community snacks, or towels.
    • Encourage the use of dedicated personal equipment such as sports equipment, art supplies, etc. Equipment should be spaced out a minimum of 6ft apart.
    • Implement routine disinfection of high-touch items (balls, bats, other supplies or equipment)
  • Isolate participants that report not feeling well during an activity; take their temp, and provide them with a mask until they are picked up; arrangements should be made ASAP for the departure of the participant.
  • Have a plan for back-up staffing in case a coach/leader or volunteer becomes ill during the day/program.
  • Wherever possible, hold activities outdoors and encourage participants to spread out.
  • If social distancing cannot be adhered to for activities, reduce the number of participants, or cancel the activity.
  • Groups are required to sanitize tables, chairs, desks, and other equipment used. Groups must supply their own sanitizing supplies. See CDC for a list of approved supplies.
Outdoor Facilities & Field Use 

If your program involves sports as either an activity within a program or as the focus of the program itself, you must follow the Minnesota Department of Health guidance. The Minnesota Department of Health (MDH) is supportive of the following parameters for youth sports:

  • Within the program, create consistent pods of the same staff, volunteers, and participants with up to 25 people per pod for outdoor and indoor sports activities
    • Intermixing between pods should still be kept to a minimum. If you have a positive COVID-19 case, having pods reduces the number of people potentially exposed, and also makes it easier to quickly identify close contacts.
  • Ensure you comply with Safe Sport mandates (federal law)
  • Host practices outdoors when possible
  • If necessary, for parents/guardians to be at practices, ensure that proper social distancing is maintained between families and they are included in pod counts if participating in the activity.
  • If sharing of equipment has to occur:
    • Consider the equipment and type of use according to the MDH COVID-19 Sports Guidance for Youth and Adults
    • Clean equipment between each use. Cleaning procedures and products must be included in your COVID-19 plan submitted to the district
  • No outdoor rentals will have access to buildings including bathrooms, drinking fountains, locker rooms, and facility showers
Indoor Facilities Use 

All students, staff, and other people present in school buildings and district offices or riding on school transportation are required to wear a face-covering per the Governor’s Executive Order 20-81.

  • Face coverings may be temporarily removed when engaging in indoor physical activity (e.g., during recess, after school sports, or when exercising in a gym) where the level of exertion makes wearing a face-covering difficult, and during classes or activities held outdoors. People participating in these activities should maintain 6 feet of distance while doing so to the extent feasible. Face coverings should be worn again as soon as the activity is complete.
  • During indoor practices or performances involving singing, acting, public speaking, or playing musical instruments where a face covering cannot be used while playing the instrument. Performers should maintain 6 feet or greater of physical distance from others while participating in the activity to the extent possible and should replace their face covering as soon as the activity is completed. Insert MN State High School League Document.
  • Groups assigned permits to SFAS facilities will be responsible to communicate and supply their participants face coverings if the participant arrives at the facility without one.

If your program involves sports as either an activity within a program or as the focus of the program itself, you must follow the Minnesota Department of Health guidance. The Minnesota Department of Health (MDH) is supportive of the following parameters for youth sports:

  • Within the program, create consistent pods of the same staff, volunteers, and participants. Pods can consist of 25 people per pod (indoor sports activities) or 25% capacity if less.
    • Intermixing between pods should still be kept to a minimum. If you have a positive COVID-19 case, having pods reduces the number of people potentially exposed, and also makes it easier to quickly identify close contacts.
  • Ensure you comply with Safe Sport mandates (federal law).
  • Host practices outdoors when possible.
  • Remind parents or caregivers that they should not attend practices. If necessary, for them to be at practices, ensure that proper social distancing is maintained between parents or caregivers and they are included in pod counts.
  • Remind parents or caregivers there are no spectators for indoor games/scrimmages. Pod capacity of 25 for games will be enforced and will include both teams, coaches, refs, and score/clock workers; no spectators.
  • If sharing of equipment has to occur:
    • Consider the equipment and type of use according to the MDH Risk Factor Recommendations. 
    • Clean equipment between each use. Cleaning procedures and products must be included in your COVID-19 plan submitted to the district.
  • If gyms can be divided by curtains or walls, groups can be in each divided court/ space
    • Until further notice, starting 10/15/20 there will be no community rentals for the SFAS weight rooms.
    • Group exercise classes should only be offered if distancing requirements can be maintained and with no person-to-person physical contact
    • All facility users/renters must follow the Minnesota Department of Health Guidelines for Social Distancing in Youth and Student Programs:
  • Adapt practices and/or activities to allow physical distancing of at least 6 ft.
  • Maximum pod size of 15 (participants & adults) in classroom and meeting spaces. If social distancing cannot be attained with the group size, then the number of participants must be reduced. Or 25% capacity if less; maximum 250.
  • Within the activity, create consistent pods of the same staff, volunteers, and participants with a maximum number based on space type (i.e. gym, classroom, etc.).
  • Implement programming that refrains from intermixing pods. If the intermixing of pods is necessary, please contact the Community Education office with your plan for approval. 
Performing Arts Center Use Rehearsal

All auditorium facility users must follow the guidance in this document in addition to the following:

  • There can be no more than 25 performers on the stage and 25 in the socially distance designated chairs.
  • MSHSL Fine Arts Guidance will be followed for rehearsals.
  • Guidance of the St. Francis Area School Activities Director will be considered when establishing guidelines to correspond as closely as possible with school activities.
  • Students will not be allowed to stay in the building waiting for practice/rehearsal.
Performing Arts Center Use (Potential Performance)

All auditorium facility users must follow the guidance in this document in addition to the following:

  • There can be no more than 25 performers on the stage and the following maximum for each theater house seats:
    • SFHS Performing Arts Center - 150
  • Family units may sit together in the house seats but have 2 rows and 4 seats between other participants outside of their family unit. For day-to-day auditorium use, seats must be assigned to participants. These seats must not be used during performances. A seating plan must be preapproved with SFAS before facility use.
  • Due to multiple challenges with cleaning surfaces and materials, there will be a 5-day window between rental groups accessing the space.
  • There will be no community access to the auditorium booth. If lighting and sound are needed, rental groups will need to schedule for a Theater Specialist to work during the scheduled time.
  • Performing Arts Center facility users will be required to submit a participant seating and protocols communication plan for approval. Once approved the facility renter must follow the plan while participants are on site.
  • There will be no access to the ticket booth or concession areas. Participant bathrooms will be labeled.
  • There will be no access to makeup or dressing rooms.
  •  There will be no access to lobby areas for patrons before or after performances. Attendees must go directly to their seats and leave the building after the performance.
Large Group Gatherings

All group gathering facility users must follow the guidance in this document in addition to the following:

  • Space allocations will be determined to ensure occupancy must not exceed 25% of total capacity, with a maximum of 250 people.
  • Clean equipment between each use. Cleaning procedures and products must be included in your COVID-19 plan submitted to the district.  
Indoor Cleaning Fees

There will be a custodial cleaning fee assigned to each use on the weekend. There may be a custodial cleaning fee assigned to each use during the week (M-F), as needed if determined by district staff.

Usage Cancellation
  • SFAS reserves the right to cancel user reservations if the above expectations are not met.
  • SFAS reserves the right to modify, deny, cancel, or revoke any or all facility use permits at any time.