The Wolf Administration announced two initiatives to support K-12 schools and institutions of higher education during the 2021-22 school year.

Starting Monday, August 16, 2021, the Pennsylvania Department of Health (PDH) is directing vaccine providers to support COVID-19 vaccination clinics at institutions of higher education and K-12 schools. Additionally, both Pennsylvania departments of Health and Education today announced a partnership with Concentric by Ginkgo Bioworks (Ginkgo) to provide free COVID-19 testing in K-12 schools across the commonwealth to mitigate the spread of COVID-19 and outbreaks in schools during the 2021-2022 school year.

“A priority of the Wolf Administration is to have and maintain in-person instruction, sports programs, and other extra-curricular activities at schools,” Acting Secretary of Health Alison Beam said. “Unfortunately, we continue to see predominately unvaccinated Pennsylvanians infected with multiple variants of COVID-19, including the highly contagious Delta variant. This reinforces the need for accessible COVID-19 vaccinations for eligible individuals in K-12 schools so that our students, teachers and staff can stay safe.”

Funding for these initiatives comes from nearly $338 million in federal U.S. Centers for Disease Control and Prevention (CDC) funds allocated to Pennsylvania to detect, diagnose, trace and monitor COVID-19 and prevent its spread in schools. Both vaccination and testing initiatives exclude Philadelphia County, as Philadelphia Department of Public Health has its own federal funding for these initiatives.

Vaccination Clinics

COVID-19 vaccinations provide the best protection against the virus. Beginning at 12:01 a.m. on August 16, 2021, an order by the Acting Secretary of Health directing vaccine providers to coordinate vaccine clinics with school entities and institutions of high education went into effect. When requested to do so by any institution of higher education or school entity, vaccine providers are expected to make every effort to coordinate a vaccine clinic for the employees, contractors, volunteers, students, or students’ families of the school. The clinics can be held at the school or a location agreed upon by the school and vaccine provider. If a provider is unable to coordinate a vaccination clinic with the school, the provider is responsible for directing the school to the Department of Health to be provided with contact information for other vaccine providers. The United States Department of Education recommends schools use the We Can Do This On-Site Vaccination Clinic Toolkit for help working directly with vaccine providers to setup vaccination clinics.

“Despite COVID-19 vaccines being available for some individuals, adolescents under the age of 12 still cannot be vaccinated to protect themselves against the virus,” Beam continued. “That is why we are encouraging all K-12 schools to take advantage of a unique opportunity to bring COVID-19 testing into your schools free of charge. It is imperative that students, educators, and staff who feel they need or want a test, especially if they think they have been exposed to COVID-19 or are experiencing symptoms, have access to free COVID-19 testing. In addition to getting vaccinated, this testing initiative is another tool in our toolbox for schools to keep ‘Friday night lights’ shining brightly this year.”

The Centers for Disease Control and Prevention (CDC) recommends that people who are fully vaccinated and have a known exposure to someone with suspected or confirmed COVID-19 be tested three-to-five days after exposure, and to wear a mask in public indoor settings for 14 days or until they receive a negative test result. Otherwise, the department recommends getting tested if you are experiencing COVID-19 symptoms.

K-12 Testing Program

The Wolf Administration’s partnership with Ginkgo allows K-12 school districts throughout Pennsylvania to take advantage of classroom testing and provide safer in-person environments for students and educators. Pooled classroom testing, which combines anterior nasal swab samples from all consenting individuals in a classroom and runs them as a single test, is a simple and scalable way to easily test many students at once while minimizing resource strain. Pooled testing is a strategy that builds on many measures undertaken by schools and public health systems, including vaccination, symptom screening, physical distancing and facilities improvements, masks/face coverings, hand hygiene, use of personal protective equipment, and monitoring of return to school after illness. 

Said Secretary of Education Noe Ortega, “We encourage Pennsylvania’s schools to continue to coordinate COVID-19 vaccination clinics and participate in the free COVID-19 testing program to help protect their communities and maintain healthy conditions.” For K-12 schools that participate, pooled testing will be performed weekly to identify and prevent the spread of COVID-19 throughout the schools. Mid-nasal swab and saliva-based polymerase chain reaction (PCR) tests will be performed. The turnaround time for testing results is 1-2 days after testing. Testing is voluntary, but cooperation will help prevent the spread of COVID-19 throughout the school and mitigate a school shutdown. This $87 million testing contract will run throughout the 2021-2022 school year. “Pennsylvania’s intermediate units are honored to partner with the Pennsylvania Departments of Health and Education to assist schools with implementing multiple mitigation strategies in order to maximize in-person learning opportunities,” said Dr. John George, Executive Director of the Pennsylvania Association of Intermediate Units. Concentric by Ginkgo operates statewide programs in Massachusetts, Maine, New Hampshire, Arizona, North Carolina, and other states. The program has already been piloted in the state and is immediately accepting sign-ups from schools and districts. “We built Concentric because everyone’s health is connected, and we’re proud to work with school districts across Pennsylvania to support comprehensive testing within school communities,” said Matthew McKnight, Chief Commercial Officer at Ginkgo.

To support schools in the event a student tests positive for COVID-19, visit PDE’s website to access information on responding to COVID-19 cases in schools.

For the latest information for individuals, families, businesses and schools, visit “Responding to COVID-19” on pa.gov.

PDH is working to ensure the vaccine is provided in a way that is ethical, equitable and efficient to all Pennsylvanians:

• All Pennsylvanians age 12 and older are eligible to schedule a COVID-19 vaccine. Use Vaccine Finder to find a COVID-19 vaccine provider near you.
• A commonwealth COVID-19 vaccination guide explains the current process for getting one. Pennsylvanians with questions about the vaccination process can call the Department of Health hotline at 1-877-724-3258.
• Vaccine dashboard data can also be found on the website to find more information on the doses administered and showcase demographic information.
• The Unite Against COVID Weekly Update is a round-up of news you can use and answers to your most pressing vaccine questions – delivered directly to your inbox every week.
• Frequently asked questions can be found here.

For the related media event, please view the PACast.

Earlier this month, Jennifer Wiegand, DHS Program Coordinator of the School-Based ACCESS Program and BSE Director Carole L. Clancy, snet a joint PennLink to LEAs titled 2021-22 School-Based ACCESS Program Statewide Training Sessions.  

Fall training sessions will be provided on a single date via Schoology again this year. You will be able to access a pre-recorded session for each of the four training areas and then participate in a live Q&A with the speakers via Zoom. Registration is required; see instructions below.

Participation is strongly encouraged. Local educational agencies (LEAs) are encouraged to assign at least one representative to attend the training in order to receive important SBAP information.

WHAT TRAINING IS OFFERED?

SBAP General Session

The General Session will be led and presented by DHS. DHS team members will review policy highlights of SBAP, including Medical Assistance-reimbursable use of telemedicine within SBAP, updates to the Provider Handbook, SBAP annual performance and claiming levels, and other important information and reminders including the enrollment revalidation process. The DHS team will also address the impact of the public health emergency on the SBAP and what to expect going forward.

Compliance Session

The Compliance Session will be led and presented by DHS. DHS team members will review common errors found during SBAP record reviews, proper documentation for services provided face-to-face or via telemedicine, appropriate provider credentials and licensing, and other compliance best practices. 

Optimizing Your SBAP Potential While Functioning in a Virtual Setting

During this session, Public Consulting Group will focus on assisting participating LEAs in achieving compliance within the SBAP and managing operational changes associated with virtual requirements. LEAs will gain a better understanding as to why reimbursement is different since the COVID-19 pandemic, and where to focus their billing to help get their SBAP reimbursement back on track.

LEA responsibilities affecting compliance include:

Related Service Documentation:  Monitoring of service log entry, compliance information, and reimbursement levels: Random Moment Time Study:  Ensure quality of staff pool positions, moment responses, and shifts; Medicaid Administrative Claiming (MAC):  Participant activity and the impact of the annual Unrestricted Indirect Cost Rate (UICR) on MAC.

Navigating the SBAP Cost Reconciliation/Cost Settlement Process

During this session, Sivic Solutions Group will provide an overview of the cost reconciliation/cost settlement process. Cost-based reimbursement ensures that LEAs are appropriately reimbursed for the actual costs for the delivery of direct medical services to Medicaid eligible children. This training will emphasize 1) Interim Rates; 2) Accurate reporting of costs; 3) Understanding transportation and tuition reimbursement methodology; 4) Cost allocation factors, including Individualized Education Program Ratio and UICR; and 5) Answers to the top 10 most frequently asked questions.

WHO SHOULD ATTEND?

These sessions are intended for ACCESS coordinators, special education directors and supervisors, business managers, and anyone else involved in SBAP.

REGISTRATION DETAILS:

September 28, 2021 (Tuesday) from 9:00 a.m. to 4:00 p.m. via  Schoology

Register online via the Pennsylvania Training and Technical Assistance Network (PaTTAN) at http://www.pattan.net. Registration is required. Please contact Sharon Kennedy at  [email protected] with any registration questions.

For content questions, please contact DHS’ vendors at [email protected] or [email protected]

Earlier this month, BSE Director Carole L. Clancy disseminated a PennLink to LEAs titled Preparing for Cyclical Monitoring: A Focus on Secondary Transition Planning and IEP Development (Indicator 13). It states that in response to the accountability requirements under the Individuals with Disabilities Education Act 2004 (IDEA) Part B State Performance Plans, the Pennsylvania Training and Technical Assistance Network (PaTTAN) and Intermediate Unit (IU) transition consultants will be providing sustained professional development for targeted local educational agencies (LEAs). The targeted professional development addresses creating compliant and effective individualized secondary transition programming for students with disabilities. 

The requirements for each LEA assigned to the 2021-22 Preparing for Cyclical Monitoring: A Focus on Secondary Transition Planning and IEP Development training (Indicator 13) are as follows:

• Develop an administrative team to support the targeted training and technical assistance process. The administrative team is required to attend a webinar on September 15, 2021, from 9:00 a.m. to 11:00 a.m. Administration team members will need to register in advance for this training via the PaTTAN website: www.pattan.net/events/ .
• Lead contact person to complete an interview/survey regarding effective practices for secondary transition as facilitated by an IU and/or PaTTAN consultant. Lead contact will work with IU Transition TAC/PaTTAN Consultant to develop and implement a local training plan for the 2021-22 school year.
• With support from the IU Transition TAC/PaTTAN Consultant, identify targeted staff (i.e. special education directors, building principals, transition coordinators, special education teachers, speech language therapists, school counselors, school psychologists, career tech ed staff, and other LEA staff involved in secondary programming) to participate in IEP pre-reviews using the PA Indicator 13 checklist, complete Schoology course work, and complete IEP post-reviews. During the online course, participants will complete seven modules that focus on the steps in the transition planning process as they relate to the Indicator 13 requirements in the Cyclical Monitoring for Continuous Improvement (CMCI). Participants will demonstrate learning through scenario-based practice. Successful course completion will require watching training videos, participating in online discussions, and submitting a cumulative case study. Identified staff members must complete the Schoology course on or before 3/31/2022. Registration for the course can be found via the PaTTAN website: https://www.pattan.net/events/ .

For questions concerning the Indicator 13 training for 2021-22, please contact: Cecil Crouch, Educational Consultant at PaTTAN-Pittsburgh, at 800-446-5607, ext. 6866 or [email protected].

BSE Director Carole L. Clancy has disseminated a PennLink titled 2021-22 School Year Restraint Information System Collection Tracking and Training First Quarter Reporting Window. It stated that the Restraint Information System Collection (RISC) is open for data entry for the first quarter (restraints occurring between July 1 – October 10 of the 2021-22 school year). The system has been enhanced and gives local education agencies (LEAs) greater opportunity to provide both more detail about restraints and to analyze trends in reducing the use of physical restraints.

Throughout the 2021-22 school year, LEAs will be required to report RISC data regardless of their instructional delivery method (in-person, virtual, blended, etc.). This will also include reporting zero restraints during a quarter when restraints did not occur.

In addition, LEAs are still required to comply with 22 Pa. Code § 14.133(f) or 22 Pa. Code § 711.46(f) Positive Behavior Support related to training of personnel in specific procedures, methods and techniques. However, 22 Pa. Code § 14.133(f) and 22 Pa. Code § 711.46(f) Positive Behavior Support does not require LEAs to acquire certification in this process and leaves this up to the LEAs and their specific training model. The training of personnel should provide varied intervention and strategies needed to address problem behaviors. These types of intervention chosen for a specific student or eligible young child shall be the least intrusive necessary. The use of restraints is considered a measure of last resort, only to be used after other less restrictive measures, including de-escalation techniques.

The Bureau of Special Education (BSE) continues to require LEAs to report the restraints that occurred in each quarter. This reporting process permits LEAs to report restraints in a timely manner which, in turn, allows LEAs to monitor patterns of episodic behaviors and address them accordingly. The quarterly windows of reporting for the 2021-22 school year are as follows:

Qtr 1
Begin Date: 07/01/2021
End Date: 09/30/2021|
Last Day to Report: 10/18/2021
Zero Window Opens: 10/01/2021
Zero Window Closes: 10/18/2021

Qtr 2
Begin Date: 10/01/2021|
End Date: 12/31/2021
Last Day to Report: 01/15/2022
Zero Window Opens: 01/01/2022
Zero Window Closes: 01/15/2022

Qtr 3
Begin Date: 01/01/2022
End Date: 03/31/2022
Last Day to Report: 04/15/2022
Zero Window Opens: 04/01/2022
Zero Window Closes: 04/15/2022

Qtr 4
Begin Date: 04/01/2022
End Date: 06/30/2022|
Last Day to Report: 07/15/2022
Zero Window Opens: 07/01/2022
Zero Window Closes: 07/15/2022

The RISC reporting design provides an “End Date” for LEAs to comply with their end of quarterly reporting. In addition, there is a two-week window date labeled “Last Day to Report” to allow LEAs to gather and report on those students that attend an out-of-district facility where they were placed in a restraint during that quarter. This two-week period is also a designated time for LEAs that had no restraints during the quarter to report zero in RISC. BSE will continue to send out reminder PENN*LINKS about this quarterly reporting requirement.

BSE will monitor the restraint information reported by LEAs. RISC requires each LEA to report the event that occurred prior to the incident, the incident, the unsafe behavior, and the de-escalation techniques utilized. The LEA must notify the parent(s)/guardians of the use of a restraint and schedule an Individualized Education Program (IEP) meeting within 10 school days of the use of the restraint in the educational program, unless the parent(s)/guardians, after written notice, agree(s) in writing to waive the IEP meeting. Additionally, restraints occurring during Extended School Year sessions should be reported within three weeks of the start of the school year.

In reviewing restraints submitted in RISC of school-age IEP students, the Special Education Advisers of BSE will continue to focus on LEA monitoring responsibilities, as well as:

• Training of staff in de-escalation techniques;
• Excessive time of restraint;
• Excessive use of parent waivers;
• Mechanical restraints;
• Injuries;
• Number of restraints;
• 10-day window (school days) to convene an IEP meeting after a restraint occurs; and
• Handcuffing of students or students charged with a safe school’s offense.

A RISC reporting webinar is posted on the RISC website: apps.leaderservices.com/_risc/index.aspx. The RISC reporting webinar link is located below the login box of the Leader Services RISC sign-in page. This webinar explains the reporting process and how to use the RISC system. The webinar also shares how to update your LEA’s contact information. All parties involved with RISC are highly encouraged to view this webinar to learn how to report restraints, how to use the system, and to understand the regulatory responsibility of LEAs.

Additionally, BSE’s “Guidelines for De-escalation and the Use of/and Reporting of Restraints in Education Entities” is available for review on the RISC website.

Questions regarding RISC should be directed to Keith Focht: 717-783-6921 or [email protected].