EB-P2 - Testing Procedures for PSSD Employees

On August 24, 2021, Manitoba Public Health announced its intention to introduce new Public Health Orders that would compel all employers providing services to vulnerable populations (including children) to observe the implementation of mandatory collection of proof of full vaccination or mandatory testing of all employees and school site visitors having direct contact with children. These Orders were published on September 24, 2021.

On September 2, 2021, Manitoba Education published additional directives pertaining to “immunization and testing requirements” that serve to operationalize the mandatory collection of proof of full vaccination or mandatory testing of all employees and school site visitors having direct contact with children.

For the purposes of this policy, “fully vaccinated” shall mean individuals who have received both doses (any combination) of an approved two dose COVID-19 vaccine (AstraZeneca, Pfizer, Moderna), or a single dose of an approved single dose COVID-19 vaccine (Janssen/Johnson & Johnson) with more than 14 days having passed since the final vaccination was received, which definition shall be subject to ongoing amendment and compliance with the Manitoba Public Health definition of “full vaccination” which may exceed the current dosage definition.

All persons offered casual, term, or permanent employment, or engagement as volunteers in the Division after September 2, 2021, will be required to disclose and provide proof of full COVID-19 vaccination status at the time of hire or engagement. Newly hired employees or volunteers who are not fully vaccinated against COVID-19 will be required to undergo COVID-19 testing up to three times a week, until they have provided proof that they are fully vaccinated.

For greater clarity, public health and safety, social welfare and/or emergency response personnel (such as police officers, first responders, social workers or public health nurses) performing duties in scope of their legal authority or professional responsibilities may still attend schools to carry out their duties. These personnel must however, at all times must maintain compliance with general safety measures, when applicable and warranted. These general safety measures include: mandatory use of medical masks when in the presence of pupils in indoor settings; maintaining physical distancing; proper hygiene measures, such as frequent handwashing and hand sanitization; self-monitoring for symptoms of COVID-19; and self-isolating or staying at home when sick. 

Testing Procedures for those who have not disclosed their Vaccination Status

Staff who have not disclosed their vaccination status and have access to vulnerable populations, including students, will be required to complete a rapid test three times per week. No testing is required during holiday breaks. Regular staff, volunteers and student teachers, who have not disclosed, must have one rapid test verified per week.  There is no verification requirement for substitute and casual staff.   Trustees, who have not disclosed, must complete a rapid test on-site when attending, in their trustee role, the division office or a school in person up to a maximum or three rapid tests per week.  There is no verification requirement for trustees.

Rapid test kits will be provided to PSSD staff who have not disclosed their vaccination status.  The tests will be free of charge.  All testing must be done outside of school hours and follow the procedure shown in the video provided.  Sick time may not be used to complete or verify testing.

Testing will commence the week of October 18th, 2021.

1. The staff member will complete a rapid test at home, within the 48 hour period prior to the first contact with students for that week. They will record this information on the attestation form.

2. One additional rapid test will be taken at home by the staff member, and recorded on the same form every week, for a total of two tests taken at home and recorded per week.

3. One rapid test per week will be taken at one of the locations listed below.  The test will be observed and verified by the supervisor and added to the attestation form provided.

Five sample schedules for employees working or volunteers being engaged daily:

i.         On-site – Monday; at home – Wednesday & Friday

ii.        On-site – Tuesday; at home – Thursday & Monday

iii.       On-site – Wednesday; at home – Friday & Monday

iv.       On-site – Thursday; at home – Monday & Tuesday

v.        On-site – Friday; at home – Monday & Wednesday

The period of time between the self-administration of tests will not exceed 48 hours during the week, and self-administration of tests will not exceed 48 hours prior to engaging in direct contact with pupils, whichever is applicable to every employee or volunteer.

Regular Staff, Volunteer and Student Teacher attestation form

Substitute or Casual Staff attestation form

Trustee attestation form

One attestation form per week will be submitted by the tester to testing@prspirit.org.  The Division will provide for secure retention, retrieval and destruction of all records, in compliance with privacy, confidentiality and all safeguards concerning the protection of personal health information as specified by the Personal Health Information Act, and Policy EJB - School Division Record Management

Although the pharmacies listed below have agreed to verify one test per week for PSSD staff, it is the staff members’ responsibility to contact the testing location and schedule weekly appointments to have one test verified.  At the appointment the tester will bring a rapid test from their testing kit, including any supplies and PPE they require.  Testers will complete the test while the verifier observes.  The verifier will wait to see the result of the test and sign the verification form.  

The tester will scan and email or send a picture of the form to testing@prspirit.org on Fridays. The scan or photo must be of a quality that allows it to be read easily.  

For tests done at home, test kits and supplies can be disposed of in a regular garbage bin.

On-Site Verifying Locations

Staff will choose one of the following on-site verifying locations.  Staff will contact the location and schedule weekly on-site testing.  Participating pharmacies include:

OR

The Division Office administrator may also verify (6am - 8am, availability is limited to one day per week at the Division Office in Swan Lake)  Note: Appointments for on-site self-administered testing must be made in advance.

OR

Testing Staff may propose alternate on-site testing locations for the Division Office to consider.

Employees and/or volunteers will observe physical distancing while waiting, don a medical mask upon entering, perform hand hygiene upon entering, self-monitor for COVID-19 symptoms before attending the onsite supervision, and self-isolate when sick.

At all times, on-site rapid testing is to be self-administered by those employees or volunteers who are subject to mandatory testing requirements.  Test supervisors observe and attest only.

Additionally for substitute and casual staff

1. Principals should note: if they are booking substitutes or casual staff that they ensure the substitute or casual staff is provided with and completes the weekly attestation form, if required.  Substitutes will inform Principals that they have worked for, that they have submitted their attestation form weekly (as needed).

   1. When the staff absence reports are received by Division Office, Division Office staff will verify that the substitutes or casual staff requiring testing have completed the weekly attestation form.

   2. If a substitute or casual staff member fails to submit a weekly attestation form (when they are subbing), Division Office staff will alert the Superintendent for follow up.

If a regular staff member fails to submit a weekly attestation form, Division Office staff will alert the Superintendent for follow up.

Please note a failure to follow testing procedures will result in 

1. A meeting to clarify the procedure. 

2. A verbal warning as part of progressive disciplinary action.

3. Placing the staff member on a leave without pay while the matter is pursued further.

Asking visiting staff their vaccination status:  Please note that staff will not have to be asked to verify their vaccination or testing status when attending a school in their paid role.

Example:  if a school hosts professional development staff members should not be asked their vaccination status as this is being managed at the division office level.

If a staff member attends a school in a role other than their paid position, all staff must follow all public health guidelines and may have to provide vaccination status.

Example: if a staff member attends an event at their or another school as a spectator, they will have to provide evidence of vaccination.