DC Charter Schools - COVID-19 Testing Protocols

The purpose of this document is to provide a ready template for developing and implementing COVID-19 testing, isolation, and communication protocols for students in line with developed policy from the DC Department of Health (DC Health), its School Health Services Program (SHSP), and Children's School Services (CSS). Use this document as a resource to develop and implement policies at the school for both symptomatic and asymptomatic testing.


Although health suite personnel will follow school-level reopening plans for traditional in-person health services, schools requesting and receiving COVID-19 testing services from SHSP must follow COVID-19 safety protocols published from DC Health. 

To formally request this COVID-19 testing service, one individual from the school participating in SHSP should submit a request to the SHSP Online Information Reporting and Contact System ((Link: dchealth.force.com/studenthealthservices/s/ ) for access to the online submission form. The school should then review and submit its completed protocols to DC Health SHSP to initiate the coordination process.

Schools that would like to perform COVID-19 testing but do not currently participate in SHSP should refer to the COVID-19 Testing Memo for non-SHSP participating schools.

Additional information and user guide for this portal can be found at https://dchealth.dc.gov/service/school-health-services-program/
 

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Overall COVID-19 Symptomatic Testing Protocol Process Flow for Schools

Overall COVID-19 Symptomatic Testing Protocol Process Flow for Schools
Designation Protocols

1. COVID-19 Point of Contact (POC)
Each school must have a designated point of contact (POC) for COVID-19 policies (i.e. the COVID-19 POC designee that is required by OSSE guidance). CSS staff should be informed who the COVID-19 POC is by the school principal, and if any changes with the POC occurs. A school may assign multiple COVID-19 POCs as long as this is specified to CSS. This person(s) will:
●      Be the main point of contact between school and health suite personnel
●      Verify and provide signed COVID-19 symptomatic and asymptomatic testing consent forms to the health suite personnel
●      Provide final asymptomatic testing schedule to health suite personnel
●      Manage the isolation rooms including:
         ○      Ensuring the presence of at least two isolation rooms and a larger room (for asymptomatic testing) at the school, as required for receiving this COVID-19 testing service from SHSP (in accordance with OSSE guidance for more than one isolation room)     
         ○      Designating additional isolation room managers as necessary
         ○      Logging students sent to isolation room
         ○      Ensuring health suite personnel are informed when a student is sent to the isolation room.
         ○      Escort student to and from the isolation room
         ○      Walk students one at a time to the designated larger room for asymptomatic testing in 10-15-minute increments
         ○      Monitor the student when CSS staff is not present
●      Coordinate communication of all test results to appropriate school staff
●      Coordinate the notification of school staff and families in the case of relevant exposure in the school
●      Coordinate answers to questions from families regarding COVID-19 processes

2. Consent Forms
To facilitate the ability to test students for COVID-19, DC Health’s School Health Services Program (SHSP) has developed a Symptomatic COVID-19 Testing Consent form and Asymptomatic COVID-19 Testing Consent form for students returning to in-person learning. Students may not receive testing without a completed consent form.
The form as written includes the following:
●      Permission for health suite personnel to perform tests for COVID-19 on campus to symptomatic and asymptomatic students
●      Permission to share relevant data from testing to DC Health SHSP and other relevant agencies
●      Legal protections for health suite personnel performing tests, in line with standard procedure
●      Additional information for students and families on the tests used and the testing process
Consent forms will be made available in multiple languages and should be provided by the school to all families with students returning to in-person learning. Completed consent forms should be returned by the students’ families to the school registrar, signed to confirm receipt, and provided to the health suite personnel to include in the student’s medical records. The COVID-

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If a student does not have a completed consent form, they will not receive testing on campus from health suite personnel. Students displaying potential symptoms of COVID-19 will be sent home.

<span style="font-size: 14pt;">If a student does not have a completed consent form, they will not receive testing on campus from health suite personnel. Students displaying potential symptoms of COVID-19 will be sent home.</span>
3. Student Enrollment List
Each school should have an up-to-date list of all students who will be in the school building, the cohort to which each student belongs, and when the student will be in the building. Maintaining an updated enrollment list is essential to ensure health suite personnel are aware of which students are present in the building, since not all students will return to in-person learning. In addition, DC Health and CSS will utilize the enrollment list to compile a list of students present in the building who may have chronic symptoms that mirror COVID-19 symptoms. Therefore, the enrollment list is imperative to facilitating better coordination in tracking students with completed consent forms, creating the list of students with special health care needs, and updating student records in the event of an emergency.
The list should be sent as a password protected excel file to DC Health SHSP at shs.program@dc.gov. The password to access the list should be sent in a separate email to DC Health SHSP at shs.program@dc.gov. The list should be updated each time there is a change in enrollment. Any changes to student enrollment should be communicated in the same manner, in addition to informing health suite personnel and the nurse manager.
4. Isolation Rooms and Policy
Students who report symptoms during the school day should be escorted by designated staff members to an isolation room where health suite personnel will respond. Although OSSE recommends more than one isolation room, each school participating in the SHSP COVID-19 testing program must have at least two designated isolation rooms available for symptomatic students in the event that there is more than one student who requires testing. The rooms should be well-ventilated and in an area outside of the health suite that is not frequently passed or used by other students or staff. No more than one student should be in an isolation room at one time.

Students will remain in the isolation room until their parent or guardian is able to pick them up, independent of their rapid test result, to limit exposure to others. Once a student's parent or guardian arrives, the designated staff member will escort the student from the isolation room to the pick-up location. The school should prepare a process for providing the family with educational handouts on the COVID-19 test result. In the event a parent or guardian grants permission for a student to instead be dismissed from school on their own, the student should be provided with instructions on how to remain safe and limit exposure to others on their route home. After a student leaves the isolation room, the space should be cleaned and disinfected according to established protocols. Cleaning protocols can be found in DC's Coronavirus reopening resources. 

Schools will be required to provide a third space, outside of the isolation rooms for asymptomatic testing. Asymptomatic testing sites should have two tables, four chairs, and a divider to implement social distancing measures. Please work with your assigned health suite personnel for any additional questions related to spacing and logistics requirements.

Schools should also designate at least two individuals as Administration of Medication (AOM) Designees to cover the responsibilities of the health suite including administration of medications and first aid as needed while health suite personnel are away to the isolation room or asymptomatic testing designated area. The names, positions, email addresses, and phone numbers of each individual assigned for coverage should be documented. If the designated persons need training, they should contact Jiselle O'Neall of the DC Public Charter School Board at joneal@dcpcsb.org. Given the number of requests, the AOM training for designated persons may be placed on a waiting list, which may take several weeks to months to receive a training.
5. Isolation Room Communication
Each school should have at least one assigned staff member managing the isolation rooms to ensure compliance with the isolation room protocols outlined above. For instance, the designated staff member will make sure that two students are not assigned to the same isolation room. There should be at least two designated isolation rooms. Staff monitoring the isolation room should have enhanced PPE such as a surgical mask, eye protection (face shield or googles), gown/coveralls, and gloves. (provided by the school). Communication between the isolation room manager, health suite personnel and school administration staff about logistics, the students' condition, cleaning and disinfection status, or other necessary information should be conducted through telephone, radio, or another remote device. This recommendation will help limit movement and contact between the isolation room and the general school environment.
6. Notification Process Flow
If a student tests positive for COVID-19 on the rapid test, immediate action should be taken to inform all necessary staff and families. School leaders and designated COVID-19 POC should ensure a school-specific communication chain is in place in line with OSSE protocol. Health suite personnel should communicate to families that the person who is listed on the student's consent form will be contacted for notifications first, and then additional individuals in the student's file can be contacted, if needed, at the discretion of the COVID-19 POC. The name and identity of the student who tested positive should never be shared with the greater school body. Schools should note that COVID-19 guidance is updated frequently. The most recent protocol and safety information can be found at the DC Coronavirus website and on the OSSE health and safety guidance. These should be checked regularly for updates.

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Health Suite Process Flow for Symptomatic COVID-19 Testing

Health Suite Process Flow for Symptomatic COVID-19 Testing

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School Administration Process Flow for Symptomatic COVID-19 Testing

School Administration Process Flow for Symptomatic COVID-19 Testing
If a student tests negative on the rapid test a secondary PCR test will be performed, and the student's cohort is not dismissed. The student who was tested should still be picked up by the person listed on their consent form (or other POC listed in the student's file if the primary contact is not available) in an effort to limit exposure to others, given the possibility of a false negative. Relevant medical files should also be updated in accordance to the health suite personnel process flow. Cohorts of students are only dismissed when there is a confirmed positive COVID-19 case. Schools should refer to the overall process flow depicted on Page 1 for full guidance on the procedures to follow a negative test result.

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School Administration Process Flow for Asymptomatic COVID-19 Testing

School Administration Process Flow for Asymptomatic COVID-19 Testing
Asymptomatic testing will only be conducted on students who have a signed consent form on file. Students will be randomly selected based off at least 10% of student enrollment. Randomized testing would increase to 20% if community transmission increases within the District. Please coordinate with health suite personnel to establish dates and times of asymptomatic testing.
7. Test Specimen Pickup Process
COVID-19 specimens will be picked up daily and picked up by a courier for processing.  The school should work with CSS to install a designated drop box. Until this is installed, specimens may be kept in the refrigerator or cooler in the health suite. Health suite personnel will alert couriers for pickup of samples, ideally at the end of the day. In extenuating circumstances, samples may be kept overnight to be collected in the morning. Samples should not be kept over the weekend. Couriers should be allowed on campus to collect the samples from the designated isolation room, and they must follow the school's COVID-19 health and safety protocols (i.e., wearing a mask at all times) upon entering the school building. School administrators should work with health suite personnel to identify an appropriate area to store biohazard waste materials associated with testing while awaiting pickup. This location should comply with OSHA guidelines on biohazard storage. A container will be provided by CSS. Couriers will have transport containers for samples and be trained to transport samples adequately.

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* 1. I have read and fully understand the contents of this
document.

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