Management Information Sheet

The following information was shared in the 16 June 2021 Learning and Inclusion Alert and covers the following topics:

• Sports day
• Transitional, taster and open days
• Summer events
• Additional requirements for fetes and similar events
• Using CO2 detectors to identify areas of poor ventilation

Sports Day

Settings can arrange sports days in line with the controls outlined in this compliance code including:

• maintaining bubbles e.g. holding separate sports days for each bubble or using different parts of the school field for each bubble depending on the space available
• hygiene arrangements
• cleaning and sharing of equipment arrangements
• limiting spectators e.g. filming or streaming the event so parents can watch their children remotely. If you do invite parents to spectate, rules on gatherings will apply meaning management of spectators must keep numbers to a maximum of 30 (you can have more than one group of 30 but you must ensure these don't mix), controls must in place to maintain distance and prevent mixing of groups and contact records must be in place

Settings should remember to consider non COVID-19 hazards as well when arranging sports days such as the effects of the sun due to prolonged periods outdoors.

Transitional, taster and open days

Transition and familiarisation activities can take place in line with existing control measures. Arrangement of such activities must be thoroughly considered and planned to reduce the risk of transmission. For example settings could:

• provide virtual tours and increased online resources that would have previously been provided in person
• online meetings and phone calls

Where in person premises visits are planned, the general requirements for visitors that are outlined in this section apply, this includes ensuring that visitor numbers are limited and appointments are staggered. If they can take place outside the school day without detriment to the purpose of the visit, they should.

Any events involving a number of pupils must be planned in a way that maintains both the visiting and host school bubbles. This may mean events need to be planned over a number of days.

Where individual pupils attend lessons as part of familiarisation, the principles for extending groups will apply and must be planned to:

• limit visiting pupils mixing between additional groups
• limit the number of different visiting pupils from joining at the same time
• avoid compromising the existing social distancing arrangements within the class
• consider the use of outside space
• consider the wider implications for increased use of the premises
• encourage all participants to take a LFD test prior to the visit if age appropriate
• ensure that the pupil involved and their parents understand the arrangements that are in place to reduce the risk

Summer events

Planning of traditional summer events such as leavers events, picnics, barbeques and summer fetes must be considered and organised in line with the government restrictions. Such events would not be considered as being for the purposes of education and therefore must follow restriction requirements relating to maximum numbers, social distancing etc. Any such events that are held within the school day must also be arranged in such a way so as to maintain bubbles.

Points to note include:

• All such events should take place outdoors only.
• If marquees or other similar structure are used at the event 50% of the walled areas must remain open.
• Catering facilities must follow the government guidance for restaurants, pubs and bars and can only offer take away or seated services arranged to ensure group sizes are no greater than 30 outdoors and mixing is prevented. Food and drink must be consumed while seated at a table.
• Where persons bring their own food to an event such as a picnic, gatherings cannot exceed 30 persons. Organised events can allow more than one group of 30 in attendance at any one time, but each group must be kept separate. The number of groups allowed should be considered as part of your risk assessment and will be limited by the space available and the ability of attendees to maintain distancing and prevent mixing.
• Maximum numbers in attendance at any one time must be considered and will be influenced by the ability to maintain distance in the space. The event should be organised to stagger arrival and leaving in support of this. Therefore, the event should not be a 'drop in' event but organised through time slots and pre booking of tickets. This will also help with contact records.
• Contact records will need to be kept for all visitors to the event in line with the requirements in the Management of Cases Guidance.
• Consideration should be given to the management at queues at the entrance, for stalls, for toilet facilities and at the exit to the event.
• There should be no specific discrete performances at the event to prevent attendees congregating e.g. dance or music performances.
• When planning the event consideration must be given to the general measures outlined in this compliance code such as reducing touch points, enhanced cleaning arrangements, encouraging and facilitating regular hand hygiene, management of people movement around the site etc.
• Where payments are made for entrance, food, participation in stalls and activities etc consideration must be given to how this will be managed in a way that maintains distance and reduces person to person contact. Hand hygiene must be performed by stall holders following such interactions.
• Consideration should be given regarding how toilet facilities may be made available to attendees in a way that limits access to areas of the site, ensures distancing is maintained and hand hygiene is encouraged.
• Attendees should be provided with information in advance of the event so they understand what to expect and what is expected of them including information about not attending if they have symptoms and encouraging LFD testing prior to attendance in line with the general requirements on information for visitors as outlined in this compliance code.

Additional requirements for fetes and similar events

• Layout of stalls and facilities must enable and promote social distancing including the use of one-way systems, maximum numbers, distancing of the person manning the stall from the attendees etc.
• When planning stalls and activities as well as consideration to the general measures outlined above additional consideration should be given to reducing sharing of items and cleaning items between people as outlined in this compliance code. This may change or modify the types of stalls you would traditionally hold.

The COVID-19 Education Settings General Risk Assessment Template should be completed for each summer event planned.

Using CO2 detectors to identify areas of poor ventilation

We understand some schools have been using CO2 detectors to give assurances around levels of ventilation. Elevated levels of CO2 in a space can be an indication of poor ventilation, however their use must be approached with caution. In low occupancy rooms or large volume spaces the use of CO2 detectors may not be an accurate measure of ventilation and are not therefore recommended.

We would always advise you concentrate on maximising fresh air as described in the compliance code rather than seeking to measure it. If there are rooms that do not have a direct source of fresh air eg internal rooms with no windows or mechanical fresh air ventilation, it will be unlikely that they will have sufficient fresh air intake and their use should be minimised and managed.

If you do choose to use CO2 detectors make sure you purchase Non-dispersive Infra-red detectors (NDIR) rather than equivalent CO2 sensors or eCO2 sensors. These do not detect CO2 but measure Volatile Organic Compounds and makes an estimation of CO2 concentration. Readings of 800 ppm or below would give an indication of reasonable levels of ventilation.