Residential, Congregate Care, and Shelter Providers

Frequently Asked Questions

What is the difference between quarantine and isolation?

Isolation is the separation or restriction of activities of an ill person with a contagious disease from those who are well. Quarantine is the separation or restriction of movement of well persons who might have been exposed to a communicable disease while determining if they become ill.

Are there special cleaning protocols we should be following?

Perform the program's routine cleaning, sanitizing, and disinfecting practices, paying extra attention to frequently touched objects and surfaces, including doorknobs, bathrooms and sinks, keyboards, and bannisters. To ensure effective cleaning and disinfecting, always clean surfaces with soap and water first, then disinfect using a diluted bleach solution, alcohol solution with at least 70% alcohol, or an EPA-approved household disinfectant. Cleaning first will allow the disinfecting product to work as intended to destroy germs on the surface. Areas used by sick residents or staff should be closed off for use immediately, and programs are encouraged to wait as long as possible (preferably 24 hours) before beginning cleaning and disinfection to minimize potential for exposure to respiratory droplets.

What if we cannot accommodate a resident for isolation or quarantine?

Whenever possible, residential programs shall maintain current residents within their program while following the guidelines set forth by DPH. A licensed EEC program that can no longer accommodate a resident who is in need of quarantine or isolation due to space or other facility limitations shall notify their referral source and EEC. A referral would then be made by the appropriate referral source to an emergency residential site, either run by that agency or to another agency who accepts outside referrals.

Can we continue to allow visitors to the facility?

Because of the ease of spread of COVID-19 in communal environments, EEC strongly encourages all programs to immediately restrict all visitation to the facility. Residential programs continuing to permit visitation to their facilities should inform prospective visitors that they will not be allowed to enter the premises if they are showing any signs of illness. Additional precautions, including the implementation of screening protocols for all visitors, are suggested.

Can our residents go outside?

Residents may go outside, as permitted, provided they observe social distancing protocols at all times. Residents who are symptomatic and those who have been exposed must wear a mask or other cloth face covering at all times. Whenever social distancing is not possible, all individuals are encouraged to wear face coverings at all times.

What should we do if we don’t have any PPE or if we run out?

COVID-19 is primarily spread through droplets in the air. Maintaining physical distance from others is critical to avoid droplets that are formed when a person sneezes, coughs, yells, etc. In the absence of masks, strict physical distancing is important. In programs where facemasks are available but only in limited supply, the CDC offers guidance on the extended use of facemasks and the limited re-use of facemasks. In programs where facemasks are not available, staff and residents might use homemade masks (e.g., bandana, scarf); however, homemade masks are not considered PPE and should only be used with caution, since their capability to protect against infection is unknown. In case of shortage of alcohol-based sanitizer, residents and staff should increase handwashing practices and ensure that all individuals wash hands with soap and water for a minimum of 20 seconds after coming into contact with any surface, other person, or prior to touching the face.

If we need to isolate or quarantine a resident that is symptomatic or exposed, how do we do so while remaining compliant with the regulations around seclusion?

Isolation, quarantine, or other medically-related separation of residents, implemented as required to practice universal precautions and infection control procedures, is consistent with the regulations. Programs are encouraged to use the least restrictive measures which will prevent the spread of disease, while also addressing a child’s emotional well-being, in accordance with the regulations for residential programs.

Can we continue to accept new intakes during the COVID-19 State of Emergency?

Yes, all residential programs are expected to continue to accept new resident referrals when it is safe to do so, unless otherwise authorized by EEC. If programs need to close admissions or whenever they are open for new intakes, they must notify their EEC licensor.

Are there any precautions we should take with regard to new intakes?

Program staff should perform screening assessments and temperature checks for all new residents upon admission. Screening should take place outside of the residential space (i.e. lobby area) and before beginning the intake process, in order to identify and immediately isolate individuals with symptoms. New residents should remain in their room as much as possible during the first 14 days and maintain six feet distance from all other residents and staff, to the extent practicable.

Can school staff/teachers who have had BRC in a DESE approved format work unsupervised with youth in the residence? If not, what is the process for expedited BRC approval?

Programs that operate both a residential and educational component, and the educational setting is now closed, may utilize educational staff with a BRC completed through a DESE approved format in the group care program. For those programs that wish to hire educational or community-based staff who have had a BRC completed by another agency EEC will process these individuals through the expedited BRC process. Examples include, but are not limited, to public school teachers or day habilitation workers. Please be in contact with the appropriate licensing staff and they will assist you with the expedited BRC process.

Can training requirements be waived in order to prioritize other responsibilities for existing staff, and onboard new staff more quickly?

We understand that there are several training and certification requirements for residential programs that during this emergency situation programs are unable to complete. We expect programs to use their best judgement to ensure the health and safety of the residents and staff during this time. It is expected that basic life safety requirements will be reviewed with new staff as they are onboarded but understand that social distancing and ensuring a healthy work environment are critical at this time for all. Some basic onboarding, such as characteristics of residents served, behavior support, emergency evacuation and what to do in a crisis are critical safety measures for the new staff and the program. There will be situations where existing staff have not completed required training and orientation but are needed to meet the staffing ratio of the program and have unsupervised access to the resident. We understand that these are unique times and the need to ensure the health and safety of the residents is paramount. Examples and strategies that can be employed include:

• The verbal portion of restraint/de-escalation/behavior support training can be completed via ZOOM (on-line learning) but the hands-on portion cannot.
• During this time, providers who are due for certification/recertification for trainings, etc do not need to submit a waiver or variance request to postpone the training. Once we are beyond this pandemic and emergency situation, we will work with providers to establish new schedules.

What should I do if I can’t maintain staffing ratios?

We understand that maintaining staffing ratios during this time will be challenging for programs and leadership. We ask that you work with your licensor and DCF. We will work with you on a case-by-case basis to meet the needs of the program, staff and residents. EEC and DCF will work together to support programs to identify reasonable solutions.

What should I do if we need to change our capacity?

Again, we ask that you notify your licensor if you are contemplating the need to increase capacity, combine programs, share staffing, etc. Simultaneous communication should occur with contractual agencies involved. EEC will collaborate with the agencies to assure appropriate guidance is provided during these challenging times. We understand that programs are acting with the best interests of the residents and things are constantly evolving and changing.

How do we handle residents returning to the program from home, elopement etc. How do we handle new intakes? How do we handle staff entering program to begin shift?

We understand the unique challenges residential programs have managing Social Distancing and the stay at home advisory. Programs should follow the advice of the Residential and Congregate Care Programs 2019 Novel Coronavirus (COVID-19) Guidance updated on March 25 which gives clear guidance on mitigating the risk of spread with screening and precautionary steps and these steps should be followed for any resident or staff entering the program. Given the Governor’s advisory, movement of residents into programs should be limited to the best of everyone’s ability. If you have questions regarding a specific case, please review the guidance and reach out to your licensor if needed.