COVID-19 Prevention Plan
2021 California Wing
Standard Operating Procedure
28 May 2021
Submitted by: C/Capt Leon Zhao, CTG/SE
Reviewed by: Lt Col Gregg Olsen, COVID Compliance Officer
Approved by: Maj Tim Albert, Enc/CC
1.6 Key Resources
- Key Personnel
2.1 Encampment Commander
2.2 COVID Compliance Officer
2.3 Encampment Safety Officer
2.4 Health Safety Officers
2.5 CTG Safety Officer
- General Guidelines
3.1 Best Practices
- Personal COVID-19 Guidelines
4.1 Mask Wearing
4.2 Social Distancing
4.3 Hand Hygiene
- The Encampment “Bubble”
5.2 Definition and Purpose
5.3 Entering “The Bubble”
5.4 Existing “The Bubble”
- COVID-19 Testing
6.1 Before Encampment
6.3 During Encampment
- Positive COVID Results
7.1 Signs and Symptoms
7.3 Contact Tracing
7.5 Return Home Procedure
- Headquarter Guidelines
8.1 Social Distancing
- Classroom Guidelines
9.1 Social Distanced Seating
- Barracks Guidelines
10.1 Sleeping arrangements
10.3 Masks off
- Latrines Guidelines
11.1 Social distancing
11.3 Masks Off
- Physical Training Guidelines
12.1 Social Distancing
12.2 Masks Off
- Flight/Team Guidelines
13.1 Staying Together
13.3 Flight Staff Responsibilities
- Dining Guidelines
14.1 Social Distancing
14.2 Hand Hygiene
14.3 Masks Off
15.2 Social Distancing
- Orientation Flights
- Instructional and Informational Signage
1.0 This section gives a general overview of this procedure.
1.1 Purpose. The purpose of this Standard Operating Procedure (SOP) is to ensure a safe Encampment for everyone. To do so, certain practices must be followed to prevent exposure to the SARS-CoV-2 virus. Thus, this Procedure details certain guidelines enacted to mitigate the risk of exposure to the virus for the duration of the 2021 California Wing Summer Encampment.
1.2 Expectation. Carrying out a COVID safe Encampment requires every member to contribute to that purpose. Many parts of this SOP require the coordination of multiple staff departments to carry out. Thus, the expectation for all members is to familiarize themselves with the entirety of this SOP and to commit to following all of the guidelines listed.
1.3 Scope. All aspects of the Encampment operation are in scope and all Encampment participants are in scope. This means that all students, cadre, senior staff, guests and visitors are accountable for familiarity and compliance with this SOP. Further, this SOP will be publicly posted and available to all for purposes of clarity and transparency.
1.4 Currency. All requirements and guidelines detailed in this plan are subject to update as National, State, Local and Civil Air Patrol mandates and directives are updated.
1.5 Definitions. Certain terms will be used repeatedly throughout this operational plan and are defined here. Other sections may include more specific terms and their definitions.
1.5.1. “Participant” – used throughout this operational plan and refers to students, cadre and senior members at Encampment.
1.5.2. “Flight” – refers to the students, cadre and senior staff of the pre-designated cohort group (Alpha Flight, Bravo Flight etc.).
1.5.3. “Team” – refers to members that do not belong to designated flights but regularly work with a small group of the same people (Administration, Logistics, Public Affairs, HSOs, CTS Commanders and First Sergeants, etc).
1.6 Key Resources. The following guidelines have been created based on the recommendations from the Center for Disease Control and Prevention (CDC). Key resource webpages include:
1.6.1 CDC page on guidelines for summer camps:
1.6.2 Civil Air Patrol COVID-19 Information
1.6.3 American Camps Association (ACA) resources for summer camps:
1.6.4 Environmental Protection Agency (EPA) List N Tool: COVID-19 Disinfectants:
1.6.5 Questions regarding any information in this plan may be directed to: firstname.lastname@example.org for routing to one of the Key Personnel listed below.
2. Key Personnel
2.0 This section of the SOP details the key personnel responsible for setting and enforcing these COVID-19 guidelines.
2.1 Encampment Commander. The Commander (Enc/CC), Major Tim Albert, has ultimate responsibility for the COVID Prevention Plan, this Standard Operating Procedure and the enforcement thereof. He consults with other key personnel to ensure the SOP is accurate and effective in its purpose. He also serves as a back-up to all of the other Key Personnel if needed.
2.2 COVID Compliance Officer. The COVID Compliance Officer is Lt Col Gregg Olsen. His priority is to ensure that the 2021 CAWG Summer Encampment as a whole follows the necessary COVID-19 specific guidelines from National, State, local and Civil Air Patrol directives. The COVID Compliance Officer may recommend exceptions or adjustments to the guidelines listed in this SOP based on changing conditions, unique situations or guidance from higher echelons.
2.3 Encampment Safety Officer. The Encampment Safety Officer (Enc/SE) is Lt Col Marc Cohen and the Assistant Safety Officer is Lt Col Andre Coulombe. Their priority is to ensure that the 2021 CAWG Summer Encampment, as a whole, proceeds in the safest way possible and to identify and mitigate the risks associated with Encampment. While compliance with this SOP is not their primary focus, all that they do to keep the Encampment safe is supportive of and in compliance with this SOP as well as all other directive documents from the Civil Air Patrol.
2.4 Health Services Officer. The Health Services Officer-in-Charge (HSO/OIC) is Maj Stephanie Meurer. The Health Services Officers are Lt Col Michael Lynch, 1st Lt Deborah Alg, and 1st Lt Joshua Effle-Hoy. Their priority is to address any medical concerns during Encampment. They will also assist in administering COVID-19 tests to Encampment participants (see COVID-19 Testing, section 6). They will be the point personnel for identifying suspected signs and symptoms of illness (see Positive COVID Result, section 7).
2.5 Cadet Training Group Safety Officer. The CTG Safety Officer (CTG/SE) is C/Capt Leon Zhao. His priority is to ensure that the cadets of Encampment follow the guidelines listed in this SOP and that cadet activities are carried out in the safest way possible.
3. General Guidelines
3.0 This section details the general best practices for a COVID-19 safe activity and addresses dealing with specific instances that may not be detailed in this SOP.
3.1 Best practices. The priorities in maintaining a COVID-19 compliant activity include wearing masks, social distancing, practicing hand-hygiene, and disinfecting shared objects (see Personal COVID-19 Guidelines, section 4) for more information on these best practices. All activities must be conducted with these priorities in mind.
3.2 Exceptions. Certain exceptions to the best practices listed above have been addressed in their respective sections. However, if an unaddressed situation occurs, the first step is to act with COVID safety and the best practices in mind. However, should any of the best practices not be reasonably possible for the activity or if there is any reasonable doubt as to the possible safety of the situation, the COVID Compliance Officer must review and approve before proceeding.
4. Personal COVID-19 Guidelines
4.0 This section of the SOP details personal COVID guidelines that all members at Encampment are expected to follow.
4.1 Mask Wearing. All members are required to wear masks for the duration of Encampment. Only the disposable masks provided by the Encampment will be worn; a new mask will be issued to each participant every day. Mask must be worn so that mouths and nostrils are completely covered. Masks must be changed every day or once damaged or soiled. Certain circumstances that have been deemed unreasonable to wear masks: when running or exercising hard out of doors, eating, sleeping, brushing teeth, shaving or showering. More information and guidelines regarding these circumstances can be found in their respective section. All participants at Encampment are expected to wear the issued mask at all other times unless specifically approved by the COVID Compliance Officer. Anyone who is not able to wear a mask for health reasons must provide medical proof to the HSO team at In-Processing and will be required to wear a face shield in lieu of the mask.
4.2 Social Distancing. All participants are required to social distance, that is to stay 6 feet apart, when possible. This includes but is not limited to rearranging seating, spacing out lines/formations, and limiting the number of people in groups to create and maintain social distancing. Certain circumstances that have been deemed unreasonable to maintain social distancing include: during orientation rides. Adults are required to stay 6 feet away from cadets unless closer contact is absolutely necessary for health and safety purposes. More information and guidelines regarding these circumstances can be found in their respective section. All participants at Encampment are expected to social distance at all other times unless specifically approved by the COVID Compliance Officer. See the Flight/Team Guideline, section 12, for the modified social distancing standard.
4.3 Hand Hygiene. All participants are to perform proper hand-hygiene practices throughout the duration of Encampment. This includes frequently washing hands with soap or using alcohol-based hand-sanitizers that are >60% alcohol. Hands should be washed with soap and water for at least 20 seconds when visibly soiled, before eating, and after using the restroom. Hand-sanitizing stations will be stationed around places with frequent foot traffic such as by Headquarters, classrooms, dining areas, and barracks. In addition to frequently cleaning hands, participants should refrain from unnecessary contact such as handshakes, high-fives, hugs, and sharing pens or other personal materials with other participants.
5. The Encampment “Bubble”
5.0 This section of the SOP details the “bubble” concept for Encampment.
5.1 Definition and Purpose. The term “bubble” is used to help picture Encampment as a sealed environment. This means that once allowed in the bubble, participants are not free to come and go as they please; this especially pertains to senior officers. The intent of the “bubble” is to ensure that first, all those entering Encampment have been tested as COVID negative and second, to prevent the possibility of a participant exiting Encampment, potentially contracting a COVID-19 infection, and then bringing that back into the Encampment.
5.2 Entering “the bubble”. In order to enter the Encampment “bubble” participants must meet the following criteria:
5.2.1. Show up with a professionally administered negative COVID test result dated within three days of the date they first enter the Encampment. This requirement is WAIVED for participants who show proof of full vaccination.
5.2.2. All participants will be tested on-site through rapid testing during In-Processing and must receive a negative result before participating further in any part of the Encampment (see COVID-19 testing, section 6).
5.3 Exiting the “bubble”. Once a participant exits the Encampment “bubble” they will not be allowed to return inside. Any exception will require approval from the COVID Compliance Officer and the Encampment Commander in addition to another on-site rapid-results COVID test with negative results. Exceptions will be rare.
5.4 Visitors. Visitors during the Encampment will be highly restricted. Visitors to Encampment are expected to comply with the above procedures regarding entering and exiting the “bubble”. They will need a professionally administered negative COVID test dated within three days of the date they enter the Encampment. (Note: This requirement is WAIVED for participants who show proof of full vaccination.) Instructors should expect to stay for the duration of the classes and not return once they have left the “bubble”. In the event that supplies are needed during Encampment, appropriate staff who are already inside the “bubble” will coordinate a drop-off system with members working outside the “bubble” to avoid the need for a participant to leave and return to the “bubble”.
5.5 Graduation. Each cadet will be allowed no more than 2 visitors for graduation due to space constraints in the Perlee theater. Visitors must provide either proof of a professionally administered negative COVID test dated within 72 hours of arrival OR proof of full vaccination. During graduation, visitors must stay socially distanced from anyone not in their immediate family and wear facial coverings. After dismissal, visitors must return to their vehicles to wait for their cadet(s) and should refrain from excessive contact with other visitors.
5.6 Final Assembly. The Final Assembly is an important part of the closure of Phase 4 for the students. It also affords an important opportunity for parents to understand the impact of the Encampment training on their cadets. Social distancing will be challenging but every reasonable step will be taken to serve both the health and safety of the participants and the training objectives of the Encampment.
6. COVID-19 Testing
6.0 This section of the SOP details the COVID-19 testing procedure for participants at the Encampment.
6.1 Before Encampment. Participants must have received proof of a professionally administered negative COVID test done within 72 hours of the date of their arrival. This requirement is WAIVED for participants who can show proof of full vaccination.
6.2 In-processing. HSOs will perform temperature checks and basic screening of participants during In-Processing. All participants will be given a COVID-19 rapid-results test administered by an HSO; COVID-19 rapid-results tests are required regardless of vaccination status. Non-participants (parents, siblings, other) are restricted to the immediate area of their transport vehicle during In-Processing and may NOT depart until their cadet(s) has received a negative test result.
6.3 During Encampment. All participants will be re-tested on the third day after their arrival.
7. Positive COVID Test Result Procedure
7.0 This section of the SOP details the proper procedures to follow for a positive COVID rapid test result.
7.1 Signs and Symptoms. Some symptoms of COVID-19 include but are not limited to: fever or chills, cough, shortness of breath or difficulty breathing, fatigue, muscle or body aches, headache, new loss of taste or smell, sore throat, congestion or runny nose, nausea or vomiting, and/or diarrhea. These do not include all possible symptoms of COVID-19 and presentation of these symptoms does not guarantee infection of COVID-19. A participant who develops symptoms of COVID-19 must immediately be seen by a Health Services Officer, have a rapid COVID-19 test done and if positive, must be quarantined until arrangements for transportation home can be accomplished. If a participant tests positive for COVID-19, all members of the flight/team and related cadre must go to the Health Services area to be interviewed and tested. Decisions about those participants will be made by Health Services personnel at that time.
7.2 Isolation. An isolation (quarantine) area must be predetermined. This area should be separated from the rest of the participants and preferably have access to a separate latrine. Any participants testing positive with COVID-19 must remain in this quarantine area until their departure from the Encampment.
7.3 Contact Tracing. All close contacts, flight members and officers, will be informed of a positive test in their flight, screened by Health Services personnel, rapid COVID-19 tests performed and, if negative, have daily follow up by Health Services personnel with repeat rapid COVID-19 testing as determined by the HSO/OIC. Parents/guardians of close contacts of the participant who received a positive COVID-19 test will be informed by Health Services personnel in coordination with the Enc/CC.
7.4 Disinfecting. Areas that may have been in contact with participants who tested positive with COVID-19 will be immediately subject to disinfecting.
7.5 Return Home Procedure. Upon receipt of a positive COVID test result the following steps will apply:
7.5.1 During In-Processing, the HSO team will notify the COVID Compliance Officer and the Director of Administration. The individual testing positive will be escorted back to their transport vehicle. If a cadet, the CCO and DA/OIC will explain the matter to the parents or transport driver and ensure that the cadet is removed from the base promptly. If an adult member, the CCO or DA/OIC will explain the matter and ensure that the individual departs the base promptly.
7.5.2 During mid-week testing, the HSO team will notify the COVID Compliance Officer and the Director of Administration. The individual testing positive will be escorted to the designated quarantine area with an explanation of next steps. If a cadet, the DA/OIC will advise the Enc/CDC of the impacted individual; training staff will secure the cadets possessions. A member of the HSO team will speak with the parent/guardian and explain the matter, including the requirement that the cadet be removed from the Encampment the same day. If an adult member, the CCO or DA/OIC will explain the matter and ensure that the individual departs the base promptly.
8. Headquarters Guidelines
8.0 This section of the SOP details the necessary guidelines to follow when setting up the Headquarters area for Encampment. The Headquarters location will be strictly limited to authorized personnel whose job duties require them to interact with personnel in the HQ. The HQ will contain designated work areas for specific teams (DA, FM, XP, HSO etc.) and specific staffing limits for each designated area.
8.1 Social Distancing. When possible, Headquarters work will be done in an external environment. If outdoor arrangements are not possible, in-door Headquarters and private offices must be arranged to accommodate a socially distanced working environment.
8.2 Ventilation. All in-door Headquarters and offices should be ventilated to allow fresh air in the room. This can be achieved by keeping windows and doors open. Do not open windows and doors if doing so creates additional safety or health risks (e.g., risk of falling or triggering asthma symptoms) to the participants present.
8.3 Disinfecting. Headquarters will be disinfected at least once per day. Frequently touched surfaces such as chairs, tables and door hardware should be disinfected more frequently (see the Key Resources in section 1).
9. Classroom Guidelines
9.0 This section of the SOP details the necessary guidelines to follow for the classes given at Encampment.
9.1 Social Distancing. When possible, classes should be given outdoors to best maintain social distancing. All indoor classrooms must be modified in a way that accommodates a socially-distanced seating arrangement. This can be achieved by staggering seats in a checkered position so that no cadets are directly next to, behind or in front of one another.
9.2 Ventilation. All classrooms should be ventilated to allow fresh air in the room. This can be achieved by keeping windows and doors open. Do not open windows and doors if doing so creates additional safety or health risks (e.g., risk of falling or triggering asthma symptoms) to the participants present.
9.3 Disinfecting. Classrooms must be disinfected in between each use. Frequently touched surfaces such as chairs, tables and door hardware should also be disinfected in between classes (see the Key Resources in section 1).
9.4 Instructors. If possible, instructors who do not have additional staff roles or in-person commitments at Encampment should give lessons virtually. In-person instructors are to follow the protocol listed in section 5 (“The Bubble”) and section 6 (COVID-19 Testing) of this SOP. They are expected to stay in the “bubble” for the entire duration of Encampment or from the first day to the very last day of their scheduled classes.
9.5 Squadron/Group Level Classes. If squadron and group level classes are given, proper social distancing between flights and squadrons must be in place. Seating must be arranged to keep flights together and separated from other flights.
10. Barracks Guidelines
10.0 This section of the SOP details the necessary guidelines for the Barracks.
10.1 Sleeping Arrangements. Beds will be occupied in an “every other bed” pattern with no beds occupied directly across from each other. For instance, “even” number beds on the north side of the barracks and “odd” number beds on the south side of the barracks.
10.2 Ventilation. All barracks should be ventilated to allow fresh air in the room when occupied. This can be achieved by keeping windows and interior doors open or using ventilation fans. Do not open windows and doors if doing so creates additional safety or health risks (e.g., risk of falling or triggering asthma symptoms) to the members present. Exterior doors are not to be left open at night.
10.3 Masks Off. Masks are not required when sleeping.
10.4 Disinfecting. Barracks must be disinfected at least once per day. Frequently touched surfaces such as bed rails, lockers and door hardware should be disinfected more frequently when possible (see the Key Resources in section 1).
10.5 Inspection. Barracks inspections will be conducted in compliance with section 4 (Personal COVID-19 Guidelines). Generally, the cadre will maintain a 6’ distance from the cadet they are inspecting but are not prohibited from approaching closer to facilitate the training points that need to be made. Inspection staff will gloves in addition to their masks.
11. Latrine Guidelines
11.0 This section of the SOP details the necessary guidelines for use of all latrine facilities.
11.1 Social Distancing. All latrines must be used in accordance with approved social distancing practices. There can only be a maximum of 5 participants in the latrines at any given time.
11.2 Disinfecting. Touch surfaces in the latrines must be disinfected frequently throughout the day. Flight cadre will work with their Training Officers to ensure that door hardware, handles and other touch surfaces are cleaned with the provided disinfecting materials. Members should avoid placing toothbrushes or toiletries directly on counter surfaces.
11.3 Masks Off. Masks are not required when showering, brushing teeth, shaving or using the individual stalls. Participants are expected to have masks on in the latrines at all other times.
12. Physical Training Guidelines
12.0 This section of the SOP details the necessary guidelines to follow when conducting physical training (PT).
12.1 Social Distancing. Outdoor social distancing must be enforced when conducting PT. This can be achieved by properly spacing members away from each other.
12.2 Masks Off. Masks are not required when engaging in hard exercise or running. During hard exercise or running, social distancing of 6 feet must be enforced even with cadets of the same flight.
13. Flight/Team Guidelines
13.0 This section of the SOP details the necessary guidelines for individual flights and small groups at Encampment to follow.
13.1 Staying Together. Each flight and team at Encampment should stay together as much as possible (a “cohort”) and mitigate any unnecessary prolonged contact with other flights and teams. See the Headquarters Guidelines section 8)
13.2 Social Distancing. Participants of the same flight or team, when wearing masks, are allowed modified social distancing which is defined as members being a minimum of 3 feet from each other. Participants that are not from the same flight or team must maintain regular social distancing of 6 feet. All Senior Members are expected to stay 6 feet away from cadets regardless of flight or team assignments. Exceptions are generally limited to: Chaplains, Health Services Officers and Orientation Ride Pilots.
13.3 Drill. Whenever possible, flights should drill and march in an extended formation with students a minimum of 3 feet apart from each other.
13.4 Flight/Team Cadre Expectations. Cadre are expected to monitor their flight/team and ensure that they follow the necessary guidelines that apply to them and the situation around them.
14. Dining Guidelines
14.0 This section of the SOP details the necessary guidelines to follow in the Dining areas.
14.1 Social Distancing. All participants, including those of the same flight, must maintain proper 6 feet social distancing while waiting for meals and while eating. This includes creating a social distanced seating arrangement so that participants are not sitting directly next to, behind or in front of other participants. When possible, an outdoor seating area should be utilized that affords extra ventilation.
14.2 Hand Hygiene. Participants must perform proper hand hygiene before and after meals (see the Personal COVID-19 Guidelines section 4).
14.3 Masks Off. Participants are not required to wear masks while engaged directly in eating or drinking. However, masks must be worn when waiting in line and must be worn again after eating.
15.0 This part of the SOP details the necessary guidelines to follow when transporting participants during the course of the Encampment.
15.1 Passengers. Passengers should be of the same flight or team when possible. All passengers must wear masks in vehicles.
15.2 Social Distancing. Maintain social distancing in vehicles by leaving empty seats between passengers when possible.
15.3 Disinfecting. Before entering vehicles, all passengers must perform proper hand-hygiene by either washing hands with soap and water or hand-sanitizer. All vehicles must be disinfected after transporting a set of passengers. Handles, seats, seatbelts, and other high-contact areas must be disinfected with EPA List N approved cleaners (see Key Resources in section 1).
16. Orientation Rides
16.0 This part of the SOP details the necessary guidelines to follow during the orientation rides given at Encampment.
16.1 Passengers. Passengers should be of the same flight when possible. All passengers must wear masks during their flight.
16.2 Disinfecting. Before entering aircraft, all passengers must perform proper hand-hygiene with either washing hands with soap and water or hand-sanitizer. All aircraft must be disinfected under the supervision of the pilot after transporting a set of passengers. Handles, seats, seatbelts, and other high-contact areas must be disinfected with EPA List N approved cleaners (see Key Resources in section 1).
16.3 Pilots. All pilots entering the Encampment “bubble” are required to undergo the same in-processing steps detailed in section 6 (COVID-19 Testing) and section 5 (The “Bubble”) of this SOP.
17. Instructional and Informational Signage
17.0 This part of the SOP contains full-page (8.5”x11”) templates of COVID-related instructional and informational signage that is to be used at the Encampment. Signs use words and graphics to help communicate the message.
17.1 Posting and Maintenance. The CTG/SE will work with the CTG/CDS to produce and post all signage necessary to encourage and promote a COVID Safe Encampment. Any cadre identifying missing or damaged signage is expected to promptly advise the CTG/SE.
17.2 Barracks. See sign titled “COVID Safe Barracks”
17.3 Latrines. See sign titled “COVID Safe Latrines”
17.4 Classrooms. See sign titled “COVID Safe Classrooms”
17.5 Food Services. See sign titled “COVID Safe Food Preparation”
17.6 Dining Areas. See sign titled “COVID Safe Dining”
17.7 Common Areas. See sign titled “A COVID Safe Encampment”
COVID Safe Barracks
- Wear a face mask in the barracks
- Refrain from excessive touching of the personal belongings of others
- Disinfect the area regularly
- Open windows to allow ventilation
- Occupy beds as follows: See Plan for diagram.
COVID Safe Latrines
- Limit at most 5 people in the latrines
- Wear masks when not brushing teeth or showering
- Disinfect areas regularly
- Refrain from setting personal objects directly on countertops
- Use every other sink to maintain proper social distancing
- Wash hands with soap and water for at least 20 seconds
COVID Safe Classrooms
- Keep masks on at all times
- Open windows and doors when possible
- Disinfect areas regularly
- Refrain from sharing personal belongings
- Separate seating by flights/squadrons
- Arrange seats to accommodate social distancing: See Plan for diagram.
COVID Safe Food Preparation
- Keep masks on during food preparation
- Wash hands before, during, and after food preparation with soap and water for at least 20 seconds
- Wear food safe gloves when preparing food
- Disinfect areas with food safe cleaners regularly
- Maintain safe social distancing in kitchens
COVID Safe Dining
- Keep masks on when not eating or drinking
- Maintain social distancing in lines and seating
- Wash hands before and after eating
- Sit 6 feet apart when eating and drinking
- Keep areas clean of food
- Discard all used items properly (utensils, plates, cups, napkins, etc.)
A COVID Safe Encampment
- Wear a face mask to cover your mouth and nostrils
- Keep social distancing between other participants
- Clean hands frequently with hand-sanitizer or soap and water
- Refrain from close contact with other participants (handshakes, hugs, etc.)
- Disinfect areas regularly