Form/Database to record Covid Testing

[Wirral_Wonderer]

What are people doing for storing the school covid test results?

 

Excel, Access, Sharepoint, SIMS or paper?

[Steve21]

If you mean the flow tests then nothing we were told when asked about setting it up, it's supposed to be uploaded to the site as soon as the tests are done apparently as you need the barcodes to scan to upload a code and then they need to be destroyed/thrown out etc for cleanliness

 

Or have you heard different?

 

Steve

[Wirral_Wonderer]

Hi Steve,

 

Yup its for the LFT school testing. On the training today, it said that as well as logging the result on the system, registering the student on the 'lite' site no earlier than 24 hours before the test that you also need to log the barcode, test date, result contact details name dob yourself for your own records (QC reporting back to the DfE etc!)

 

...and also you can't bulk upload the info!

 

Jeremy

[Simcfc73]

Hi,

 

So many questions and playing catchup but firstly... does anyone have a link or a copy of the form they use to collect info from when doing the flow tests.

 

I presume it needs the name / consent date / test date / barcode but it mentioned today on a webinar its in one of the google drive docs but I can't find it.

Edited January 6, 2021 by elsiegee40
Edited to clarify question by mod

[mikeprice]

I would presume that this should be something the Head (or VERY similar) should be getting full and proper advise on from qualified sources

 

the Dept of Ed or Health would be a good starting point

 

anything less would seem to be potentially problematic????

[Simcfc73]

It's for storing the test results locally, after we've uploaded the results to the DFE and the pupils have done the LITE Registration.

 

It did mention it was available as a template.

[mikeprice]

It's for storing the test results locally, after we've uploaded the results to the DFE and the pupils have done the LITE Registration.

 

It did mention it was available as a template.

 

Ok - sorry - mis interpreted - but still - that should be included on the original form - as defined by SMT

 

no good reason for every individual school having to work this out - I know EduGeek - and others - can help share stuff - but there should be a central authority with access to legal and medical people to provide a 'fill in your school name here' type template

 

I do worry about IT Techs - and Network Managers - asking about consent forms for stuff that should be an SMT matter - just because it is on a computer

[Meldrew]

It's for storing the test results locally, after we've uploaded the results to the DFE and the pupils have done the LITE Registration.

 

It did mention it was available as a template.

 

Why does your school want to keep the results after uploaded the results? According to the model privacy notice: "This information will be kept by the school/college for up to 14 days and by the NHS for 8 years.", suggesting that schools do not keep the data for very long at all.

[Simcfc73]

Ok no worries, don't think we are on the same page.

[forkies]

Hi Steve,

 

Yup its for the LFT school testing. On the training today, it said that as well as logging the result on the system, registering the student on the 'lite' site no earlier than 24 hours before the test that you also need to log the barcode, test date, result contact details name dob yourself for your own records (QC reporting back to the DfE etc!)

 

...and also you can't bulk upload the info!

 

Jeremy

 

A mix of excel online and forms, plus a quick flow. Registration assistant enters using a barcode scanner the student admission number and lfd barcode which pops it in the excel online file, there is a merge in this from a similar entry at the recording assistant desk.

Any positives or voids are handled by another laptop if the student is to be in school (key worker or vulnerable) so can see live if the student is negative, void or positive.

Good luck!

[enjay]

Google Form/Sheet. Staff register students via a Google Form including barcode scanning their test. Results of the tests are entered into the Google Sheet, then uploaded to DfE.

[enjay]

no good reason for every individual school having to work this out - I know EduGeek - and others - can help share stuff - but there should be a central authority with access to legal and medical people to provide a 'fill in your school name here' type template

 

You mean like this one from the DfE? https://docs.google.com/document/d/1Z_3iWNgf46bfrVTVXjiarRcFpn0ilPhE/edit

[enjay]

mentioned today on a webinar its in one of the google drive docs but I can't find it.

 

Consent form - https://docs.google.com/document/d/1Z_3iWNgf46bfrVTVXjiarRcFpn0ilPhE/edit

It is in the "Templates" folder of the resource pack - https://drive.google.com/drive/folders/1jYv0MjFyIIbzgPn_1S10OuRgfrj_b5_P

[Simcfc73]

Its not the consent form, all that's sorted. In the webinar it mentions a XLS spreadsheet to record the tests.

 

[elsiegee40]

Its not the consent form, all that's sorted. In the webinar it mentions a XLS spreadsheet to record the tests.

 

[ATTACH=CONFIG]60356[/ATTACH]

 

I have edited your opening post to clarify what you were asking for.

[enjay]

Ah, your original post mentions the consent form. For what you're now asking for, see page 29 of the Schools & Colleges How To Guide. That tells you what fields you should include in your local register.

[elsiegee40]

@Simcfc73

 

This is essentially the same question asked in this thread so I have merged the two

Edited January 6, 2021 by elsiegee40

[Chaniel]

So I've been thinking about this for a while as we need to set one up too, I'm thinking keeping it super basic is the best way.

 

Thinking of doing the following:

 

At registration desk, after checking consent, staff fill in three things on a Google sheet - Date, Student Admission Number, Barcode.

As the test progresses through and gets to the results recording desk, the person there can just Ctrl+F the spreadsheet and scan the barcode and record the result. If it's a positive or void, they can then contact the necessary people immediately.

 

My thinking is that using the admission number, we can just pull in other data using vlookups for other info (name, reg etc.) and we can keep the sheet going down vertically rather than horizontally... I did initially think we could have different sheets for each year group and the registration desk would just scroll through the list, but you'd have to have multiple columns for each row, per test and I thought that would be a bit messy.

 

Any other thoughts from others would be appreciated!

Edited January 6, 2021 by Chaniel

[Simcfc73]

I've made one horizontally in excel but it will go on forever.. I like the idea of the vlookups. I had the consent and the testing on one sheet to try and streamline it.

 

I suppose we aren't monitoring who is or isn't being tested too so gaps are irrelevant.

 

How are dealing with the lite registration? On one bit I've read they want the subjects to do it (on their smart phones) but it should match what's on the consent form... another is they want us to help them do it.

 

Also (stupid question) if they get a new barcode each test do they have to go through the Lite stuff from scratch each time?

 

We've got alot of key workers in today but we aren't ready to start testing yet.

[bald_pig]

We're just finishing a database and web interface for logging and tracking here.

[Chaniel]

I've made one horizontally in excel but it will go on forever.. I like the idea of the vlookups. I had the consent and the testing on one sheet to try and streamline it.

 

I suppose we aren't monitoring who is or isn't being tested too so gaps are irrelevant.

 

How are dealing with the lite registration? On one bit I've read they want the subjects to do it (on their smart phones) but it should match what's on the consent form... another is they want us to help them do it.

 

Also (stupid question) if they get a new barcode each test do they have to go through the Lite stuff from scratch each time?

 

We've got alot of key workers in today but we aren't ready to start testing yet.

 

The lite registration stuff is confusing to me as I don't feel the few documents are coherent and I think it's mostly based on test sites for the general public/adults.

 

The consent form says that goes to students says "To process the test, we will register all participating students" and then asks for details like mobile number, post code etc. I'm assuming at this point that I'd enter all that data in and the results recorder would register them via the lite registration ("Register someone else") and can just copy paste from the spreadsheet...

[Simcfc73]

The lite registration stuff is confusing to me as I don't feel the few documents are coherent and I think it's mostly based on test sites for the general public/adults.

 

The consent form says that goes to students says "To process the test, we will register all participating students" and then asks for details like mobile number, post code etc. I'm assuming at this point that I'd enter all that data in and the results recorder would register them via the lite registration ("Register someone else") and can just copy paste from the spreadsheet...

 

Glad I'm not the only one... the lite registration part is going to be a big job although it does say you can do them later

 

We were going to start testing this week but we are way off.. especially with the remote learning kicking in.

[enjay]

At registration desk, after checking consent, staff fill in three things on a Google sheet - Date, Student Admission Number, Barcode.

As the test progresses through and gets to the results recording desk, the person there can just Ctrl+F the spreadsheet and scan the barcode and record the result. If it's a positive or void, they can then contact the necessary people immediately.

 

That's pretty much what we're doing too.

[pete]

We're going down the Office 365 Form route for initial staff and parental consent to the testing method. Recording the results will likely be in Excel online.

 

We're going to mail a unique confirmation code per student via an assessment manager template that needs entering into the form completed by parents.

[enjay]

We're going down the Office 365 Form route for initial staff and parental consent to the testing method.

 

We set up a "trip" on ParentMail, and parents are consenting via that.