Operations

School operations are central to ensuring that the school day can proceed on normal and predictable schedules, including such necessities as bus transportation, school meals, WiFi networks, internet access and other critical systems. The Department is working to ensure that all systems are functioning as needed to allow for on-site and distance learning.

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Updated March 17, 2020

Health and Safety
​School Design
​Equity and Access
​Operations
​Staff Capacity
​Family and Community
​Contingency Planning
Resources
Faculty and Staff Training
​Memos & Announcements
COVID-19 Updates
RTL Metrics

Centralized Services

School food services

The School Food Services Branch (SFSB) district supervisors will work with each complex area superintendent and school administrator to develop a meal feeding plan. The feeding plan will cover the various meal service options to address the various learning models being utilized at the school level. District supervisors will help to ensure that feeding models comply with the United States Department of Agriculture (USDA) and the Hawaiʻi State Department of Health (DOH) rules and regulations.

Students will be allowed to eat on campus in the cafeterias and other locations while observing social distancing.

Families are encouraged to utilize the EZSchoolPay meal system for online payments. Families with no access to the internet will continue to pay for their meals by submitting payments at their child's school. Schools are to continue to utilize meal deposit boxes to accept payment for school meals. Schools are also to continue to provide a receipt to households that use the meal deposit boxes for payment to their student's account.

Families can also use EZMealApp to apply for Free and Reduced-Price Meal Benefits. For families without access to the internet, paper applications will be available at their school in August.

Student transportation

View the Health & Safety Handbook for mitigation measures and transportation-specific guidance. All school bus service providers are required to implement intensified cleaning procedures between scheduled bus trips across the system.

Students are required to have a bus pass for their specific regular route (bus pass not required for special needs routes). Bus passes can be purchased at the school office. Students eligible for free meals are also eligible for a free bus pass. Bus pass applications and payments may be submitted online at this link.

Facilities use

School administrators may approve requests for the use of their facilities for school or educational programming activities essential to student services. This includes the A+ afterschool program and programs funded by the 21st Century Community Learning Centers (21st CCLC) grant; Resources for Enrichment, Athletics, Culture, and Health (REACH); and the Uniting Peer Learning, Integrating New Knowledge (UPLINK) grant.

School administrators may also approve requests for community activities connected to essential services (e.g., food distributions) for the use of their school parking lots and campus grounds. The school should provide custodial support for cleaning and disinfecting and allow for the use of nearby restrooms. Priority for the school workforce should be on the core school operations.

Please refer to Oct. 29, 2020 memo, Use of School Facilities - Updated Interim COVID-19 Guidelines #4. In keeping with the transition to distance learning, use of facilities for all Type I, Type II, and Type III activities are suspended until further notice.

All Use of Facilities requests and approval should follow the HIDOE requirements set in policy and health and safety practices aligned with the guidance from the CDC and state health officials. Visit the Office of Facilities and Operations website to access current forms and important additional conditions pertaining to cleaning, health and safety requirements.

Common systems

These are our enterprise-wide systems in place:

  • Google (Enterprise G-Suite): Google provides applications such as Gmail and Google Meets that can be used for delivery of learning content via email or e-conferencing. With the increased use of online tools due to telework and distance learning, the technology team monitors the availability of Google and of any nationwide or geographic area outages that may impact users. All HIDOE employees have a district issued Gmail account, which will be used to communicate. 
  • Webex: HIDOE uses Webex as its primary e-conferencing application, which can be used for online meetings and delivery of online learning content. With the increased use of online tools due to telework and distance learning, the technology team monitors the availability of Webex and of any nationwide or geographic area outages that may impact users and interrupt online meetings and classes.
  • Infinite Campus: HIDOE uses Infinite Campus as its system of record for student information, including registration and enrollment. 
  • HIDOE IT Help Desk (for HIDOE employees): The Department continues to provide and maintain an employee IT Help Desk for staff to call or submit an online ticket for inquiries and issues related to technology. Online tickets can be submitted at any time or employees can call the IT Help Desk Monday through Friday from 7:45 a.m. to 4:30 p.m. The HIDOE Technology Guidance for Employees is also available online through the IT Help Desk portal for employees to access with their appropriate log-in credentials.

  • In some cases, schools may opt to use alternative systems for video conferencing than the Department-wide Google Meet and Webex. Many schools use specific curricular tools to support their school design. If a parent has questions about school-specific tools, they may contact the school directly. HIDOE-wide systems are supported by the IT Help Desk for employees. The ʻOhana Help Desk which launched on August 4, 2020 provides general technology support for parents and students.


​School-based Operations

Attendance

To satisfy the requirements of state law (HRS §302A-1132), schools shall take daily student attendance. School attendance procedures shall support varying school designs and learning opportunities, including in-person, online and blended instruction. Two options for recording attendance in HIDOE’s student information system have been provided for complex area leadership to review and select one option for the complex area.

Parents should reach out to their child's teacher if they are unsure of how attendance is being taken. Parents are important partners with us in ensuring students are attending daily. 

Shared instructional spaces

Student activities are an integral part of the curriculum and must be maintained by adhering to current health and safety requirements while practicing necessary social and physical distancing. Schools should continue to promote student voice, civic engagement and responsibility as aligned to their school design model.

Physical education, music and art will continue with modifications for health and safety. View the Health & Safety Handbook for mitigation measures for learning spaces and experiences.

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