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Guidance and Procedures for Confirmed Positive
Cases in NL Schools and Nurseries
March 2021
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Version Date Issue
Author Update Information
V1 22.09.20 Gerard McLaughlin Full contents
V2 06.10.20 Gerard McLaughlin Full revision of document
V3 20.10.20 Gerard McLaughlin Includes revised HT/HOC procedures and flowchart
V4 30.10.20 Gerard McLaughlin Lead Officer Guidance and Rota updates
V5 06.11.20 Gerard McLaughlin Changes to all procedures
V6 13.11.20 Gerard McLaughlin Page 5 (number 3)Page 8 (intro)
V7 20.11.20 Gerard McLaughlin Page 5 (number 6)Page 7 (number 9)Page 8 (number 4)
V8 03.03.21 Gerard McLaughlin All sections updated to reflect LFD testing.
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Contents Page
Introduction Page 4HTs/HOCs Procedures Page 5-6Procedures for EF Admin for Confirmed Positive Cases Page 6-7Pre-PAG Team Procedures Page 8-10Rota for Pre-PAG Team Page 10
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Introduction
This guidance has been produced to assist Education staff when responding to confirmed positive cases in schools and establishments.
Page 5-6 has step by step procedures for Head Teachers and Heads of Establishment to follow when notified of a confirmed positive pupil or staff member.
Page 7 includes procedures for Education and Families admin staff to follow when notified of a confirmed positive pupil or staff member in a school or establishment.
Page 8-10 has procedures for the PAG Team to follow.
Pages 10-11 includes the rota of officers on duty for the PAG meetings; please refer to this and make contact with the officers on duty for the particular weekday/weekend.
Please note, as per version 17 onwards of the Return to Schools and Centres document, we no longer require to be notified of symptomatic cases, isolating cases or cases awaiting outcomes of PCR tests. The COVID mailbox will now be used to report positive LFD/PCR cases only.
Kind regards
Gerard McLaughlin
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Procedures for HTs/HOCs for Confirmed Positive Cases in North Lanarkshire Schools and Centres
1. Ascertain initial essential information:
Name and DOB of pupil/staff member Last date in school or establishment Date and time when became symptomatic (or if asymptomatic) Date and time when test taken and results known Type of test – lateral flow (home testing) or PCR (via NHS)
Please note that positive lateral flow tests should be treated as positive cases until the results of the PCR test are known
2. If the staff member or pupil has been in school/nursery during their infectious period, make urgent contact by telephone with Nicola Goodwin on 07583671245, giving the information detailed above (if during office hours). If outwith office hours, please make contact with the appropriate officer identified on the rota on pages 11-12.
3. Complete the new Risk Assessment (stored in the NLC Heads of Establishment Microsoft Team sharepoint, updated November 2020) and email to the [email protected] mailbox as soon as it is completed. There is a word and excel version of this. If using the excel version, please save the risk assessment as a pdf with the school/nursery name; for all risk assessments, please save in the following format before emailing:
<School Name – Risk Assessment – initials of pupil/staff confirmed positive).
Also, ensure the risk assessment is stored somewhere securely, i.e. an HT’s encrypted laptop, as this holds confidential information on pupils and staff.
4. Please note, a SEEMiS custom report can be generated for close contacts, copied and pasted into tab 2 of the risk assessment, and this will pre-populate the close contact boxes on page 1. It is not necessary to enter close contact data separately on both tabs.
5. You will receive an invite for a pre-PAG (Problem Assessment Group) Meeting the same day. This will be via Microsoft Teams. Do not issue any communication to parents prior to this meeting.
6. LFD Tests – at the pre-PAG Meeting, a decision will be made on who the close contacts are and HTs/HOCs will be provided with a holding script. You will use this script to make telephone calls with close contacts until the outcome of the PCR test is known. If the subsequent PCR test is negative, then you will be provided with Appendix 7 letter to issue to identified close contacts, advising them they no longer need to isolate. If the subsequent PCR test is positive, you will be provided with the updated NHS comms letters to issue, advising close contacts to seek a test between 3-5 days of contact with the index case. Subsequent procedures are as before, and are outlined in steps 7-17.
7. PCR Tests – at the pre-PAG Meeting, a decision will be made on who the close contacts are and what the isolation period is. If particular staffing challenges will potentially occur as a result of a confirmed positive case, please make the PAG team aware of this. Under no circumstances should a HT/HOC make subsequent decisions about additional close contacts without sign off from the PAG team.
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8. The PAG team will then have a telephone conversation with a Public Health Incident Officer, and sign off will be agreed on decisions made. HTs/HOCs do not attend this meeting. Straightforward cases will be signed off immediately, and more complex cases will be put forward for a full PAG meeting with Public Health at 2pm. If your establishment is involved in this, then you will be given an invite to attend this meeting and talk through your risk assessment.
9. Following sign off from Public health and subsequent notification of outcome by Nicola Goodwin, HTs/HOCs must make telephone contact with all parents/carers of close contacts. A script will be provided for this; please do not make any calls until you are provided with the final agreed script.
10. Following telephone calls above, this should be followed up by the ‘close contact letter’. This letter should only be issued to identified close contacts that were agreed at the pre-PAG meeting.
11. The wider school community letter should then be issued to staff and parents.
12. Sample scripts and letters can be viewed here; please note that these are samples only and should not be used/issued without prior agreement at the pre-PAG Meeting.
13. If your establishment has to be discussed at the formal PH PAG at 2pm, then steps 7-9 above should only take place, following the formal PAG.
14. If the confirmed positive case is a staff member, a CIRIS report must be completed.
15. If pupils are identified to self-isolate, complete all ‘Self-Isolating Families’ paperwork and send to [email protected] and [email protected]
16. Please note HTs/HOCs should not, under any circumstances, identify any further pupils for self-isolation without prior agreement with the pre-PAG team.
17. FAQs have been prepared that you may find useful when dealing with parental enquiries.
Procedures for EF Admin for Confirmed Positive Cases
1. If HTs/HOCs make contact to confirm a positive case, ascertain if the child or staff member was in school/nursery during their infectious period*
(If not in school/nursery during the infectious period, then staff should complete the ‘Confirmed Positive Case’ document and this should be emailed to the COVID mailbox. If a staff member, a CIRIS report should also be completed and if a pupil, then Supporting Isolating Families’ paperwork should be completed. If someone from an EY setting, Care Inspectorate should be notified.
2. Take a record of initial information from HT/HOC.
3. Ask HT/HOC to complete risk assessment and return by email as soon as possible.
4. Allocate a time slot for same day NL pre-PAG.
5. Throughout the day, check risk assessments have been returned for each establishment that has reported a positive case. Follow up on any outstanding.
6. Throughout the day, check the COVID mailbox for any risk assessments and ‘Confirmed Positive Case’ documents and ensure they are added to the day’s figures/notes.
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7. Email each risk assessment as it comes in to the officers on duty (refer to rota) and also to [email protected]
8. Link in with officers on duty for updates on outcomes of each establishment and issue comms, confirming dates of isolation etc.
9. Link in with officers on duty for any establishments with particular staffing issues highlighted. Notify HR/EFMs as requested.
10. Some establishments will be put forward for Public Health (PH) PAGs at 2pm. If this is the case, join the PH PAG with education staff and take minutes.
11. At the end of each day, add the PAG notes template, all comms and all risk assessments to the PAG Paperwork folder on the iDrive.
*What is the Infectious Period?
For positive Covid-19 cases, it’s either:
48 hours prior to the onset of symptoms until 10 days after symptom onset or
If asymptomatic, 48 hours prior to the time the positive test was taken until 10 days after the positive test was taken
The time of onset of symptoms, or date of test is important. If, for example, someone became symptomatic on a Sunday evening or was tested on a Sunday evening and asymptomatic, then the infectious period would count from Friday evening onwards, therefore would have no impact on establishments.
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Pre-PAGs - Lead Officers Actions for Confirmed Positive Actions
Supporting schools/centres with PAGs meetings can be a full-time job for the duration of the time that you are on duty. It is advisable that you clear your diary for your rota time on call. Ensure you have access to the covid mailbox to download risk assessments.
LFD Positive Cases1. Treat as a positive case. HTs/HOCs should identify any close contacts and note on risk
assessment. Advise positive case to book a PCR test.2. Issue ‘Holding Comms LFD Test’ to HTs/HOCs. Ask that they make telephone contact with
identified close contacts to advise to isolate and await further update.3. Ensure PH are aware of the positive LFD test and that you are awaiting PCR results.4. If PCR test is negative, issue Appendix 7, advising close contacts they no longer need to isolate.5. If PCR test is positive, follow steps 6-15 below.
PCR Positive Cases
6. Issue ‘Holding Comms’ to isolate close contacts as soon as possible.7. As each risk assessment is received, arrange a Teams meeting with the HT/HOC concerned.8. Have a PAGs meeting notes created ahead of your meetings to take brief notes from each
meeting with schools/centres.9. Following Teams meetings with HTs, present cases at the Sift or PAG meetings during the day
and agree outcomes. 10. Notify HR and EFM by email/ask admin to notify immediately of any potential staffing issues
that may need to be considered for particular establishments. Send the email to the following email addresses:
[email protected] ; [email protected] ; [email protected] ; [email protected] ; [email protected] ;
11. Notify Gerard McLaughlin of any schools/nurseries that are particularly hard hit in terms of isolating pupils or staff, following risk assessments.
12. Admin/lead officer to send scripts, close contact and wider community letters (all updated in February 2021) to schools for cases that have been ratified by PH. Share PAGs Notes to insert into email with admin. (See suggested email templates below)
Email template - script:
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Details of your RA have been ratified by PH this afternoon and you can go ahead and start making telephone contact using the attached script with your identified close contacts as agreed:
24/10/2020 XXXXXX HS 11 1
21/10/2020 03/11/2020 staff
13. Following the 2pm/3pm meeting with PH for more complex cases, admin/leader officers to send scripts, close contact and wider community letters to schools. Email template - letters:
14. At the end of each day, update PAG Notes and send to [email protected] ; [email protected]
15. Send a further email, with an update attached, to notify the following personnel:
[email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected] ; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected];
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Please find attached the close contact letter – to be issued to close contacts (who you will have made telephone contact with) and wider community letters that should be issued to all staff and pupils.
An FAQ is attached that may help with enquiries.
(Delete if not needed) Please note there are different close contact letters attached for pupils whose isolation dates are different; please ensure the correct script and letter are used.
If you have any questions or are unsure on any of the letters please don’t hesitate to contact the officers:
<Insert rota lead officers’ names and phone numbers>
Where appropriate:
For isolating pupils – please complete the self-isolating families paperwork.
For isolating staff – please complete a CIRIS report (only for confirmed positive staff members).
For EY – ensure Care Inspectorate are notified.
Good afternoon,
An update following today’s PAG meeting:
TAKE OUT relevant notes column and name of index case from PAGs Notes and insert below.
PAG Date Establishment
No. Pupils Isolating
No. Staff Isolating
Isolation Start Date
Isolation End Date
Index Case - Staff or Pupil?
[email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; O'[email protected];
The telephone number for Public Health, in case of queries, is 01698 858235.
Rota for Pre-PAG Team (Weekends highlighted in red)
Date Name of Officers
01.03.21 Anna McKinney 07583671250 & Marie-Claire Hendry 0755735202002.03.21 Anna McKinney 07583671250 & Marie-Claire Hendry 0755735202003.03.21 Anna McKinney 07583671250 & Marie-Claire Hendry 0755735202004.03.21 Anna McKinney 07583671250 & Marie-Claire Hendry 0755735202005.03.21 Anna McKinney 07583671250 & Marie-Claire Hendry 0755735202007.03.21 Alan Henry 07795074716 & Fiona Sinclair 0797694657408.03.21 Geraldine Shearer 07825002417 & Tim Sharpe 0753566072909.03.21 Geraldine Shearer 07825002417 & Tim Sharpe 0753566072910.03.21 Geraldine Shearer 07825002417 & Tim Sharpe 0753566072911.03.21 Geraldine Shearer 07825002417 & Tim Sharpe 0753566072912.03.21 Geraldine Shearer 07825002417 & Tim Sharpe 0753566072914.03.21 Michelle O’Halleron 07840306038 & Pauline O’Neill 0793928110515.03.21 Catherine Cruikshank 07983510902 & Jill Woodward 0797139736616.03.21 Catherine Cruikshank 07983510902 & Jill Woodward 0797139736617.03.21 Catherine Cruikshank 07983510902 & Jill Woodward 0797139736618.03.21 Catherine Cruikshank 07983510902 & Jill Woodward 0797139736619.03.21 Catherine Cruikshank 07983510902 & Jill Woodward 0797139736621.03.21 Janie O’Neill 07977269779 & Margaret Hunter 0781730634922.03.21 Jan McCrone 07970505730 & Fiona Sinclair 0797694657423.03.21 Jan McCrone 07970505730 & Fiona Sinclair 0797694657424.03.21 Jan McCrone 07970505730 & Fiona Sinclair 0797694657425.03.21 Jan McCrone 07970505730 & Fiona Sinclair 0797694657426.03.21 Jan McCrone 07970505730 & Fiona Sinclair 0797694657428.03.21 Anne Munro 07711616878 & Jackie Cahill 0793928476029.03.21 Michelle O’Halleron 07840306038 & William Collum30.03.21 Michelle O’Halleron 07840306038 & William Collum31.03.21 Michelle O’Halleron 07840306038 & William Collum01.04.21 Michelle O’Halleron 07840306038 & William Collum02.04.21 Michelle O’Halleron 07840306038 & William Collum04.04.21 Gerard McLaughlin 07795074716 & Jill Woodward 0797139736605.04.21 Michael Dolan 07939284715 & Pauline O’Neill 0793928110506.04.21 Michael Dolan 07939284715 & Pauline O’Neill 0793928110507.04.21 Michael Dolan 07939284715 & Pauline O’Neill 0793928110508.04.21 Michael Dolan 07939284715 & Pauline O’Neill 0793928110509.04.21 Michael Dolan 07939284715 & Pauline O’Neill 07939281105
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