PROGRAM COORDINATOR GUIDE

PROGRAM COORDINATOR GUIDE Instructins fr Basic Nursing Assistant Training Prgram (BNATP) Operatin T g directly t a page withut scrlling, hld the cntrl key and left click n the item in the Table f Cntents. Release the ctrl key. January 2018 1

Table f Cntents Purpse... 3 ACRONYMS... 3 NATCEP CONTACT INFORMATION... 4 Prgram Crdinatr... 5 Rules & Regulatins: State & Federal... 5 Tuberculsis (TB) Skin Test Requirements... 6 Scial Security Number Infrmatin... 6 BNAT Prgram Type Definitins... 6 New BNATP Apprval... 8 Changes Made t Current BNATP...12 Inactive Status & Reactivatin f a BNATP...12 Instructr Apprval...12 Prcedure t Request Instructr Apprval (IDPH)...13 Obtaining an Instructr Cde...14 Instructr Refresher Curse Infrmatin...14 Official Frms fr Prgram Operatin...14 Master Schedule...15 Late Cmpletin Frm and Instructins...15 Waiver Applicatin fr Health Care Wrkers...15 Clinical Site Selectin...16 BNATP Passing Grade/Scre...17 Cmpetency Testing...17 Perfrmance Skills Evaluatin...18 Perfrmance Skills Vides...18 State Written Cmpetency Examinatin...18 Testing Accmmdatins...19 Prgram Cluster Scres Reprt...19 Crrective Actin Plans (CAP)...20 Mnitring Visit...20 CNA Recertificatin Prcedure...21 Health Care Wrker Backgrund Check...21 Health Care Wrker Registry (HCWR)...21 Dcuments & Frms Lcatin...21 2

Purpse This dcument has been develped as a guide fr Prgram Crdinatrs and Instructrs t prvide infrmatin relevant t the peratin f a Basic Nursing Assistant Training Prgram (BNATP). This tl includes infrmatin n develping a new BNATP and maintaining cmpliance nce a prgram is established. Yu will be directed t varius websites fr infrmatin, frms and dcuments. Infrmatin lcated n these ther sites may nt be repeated in this dcument due t space limitatins. It is advisable t review this guide n a regular basis as updates will be added when available. ACRONYMS BNAT BNATP BNATP Cde BNATP CAP CEP CFR CMS CNA CNAEA CPR HCWR IBHE IDPH ISBE LTC NATCEP SIUC NAT Testing SSN Basic Nursing Assistant Training Basic Nursing Assistant Training Prgram Prgram cde number assigned by Department t an apprved Crrective Actin Plan Cmpetency Evaluatin Prgram Cde f Federal Regulatins Centers fr Medicare & Medicaid Services Certified Nursing Assistant CNA Educatrs Assciatin Cardipulmnary Resuscitatin Health Care Wrker Registry Illinis Bard f Higher Educatin Illinis Department f Public Health; Department Illinis State Bard f Educatin Lng Term Care Nurse Aide Training Cmpetency Evaluatin Prgram als knwn as Illinis Nurse Assistant/Aide Training Cmpetency Evaluatin Prgram Suthern Illinis University Carbndale, Nurse Aide Scial Security Number 3

NATCEP CONTACT INFORMATION Cntact Email Phne Fax Illinis Department f Public Health Educatin and Training Sectin 525 W Jeffersn St, 4 th Flr Springfield, IL 62761 Randy Carey-Walden, RN, MSN, CCM Public Service Administratr Illinis Department f Public Health Health Care Wrker Registry (HCWR) 525 W. Jeffersn St., 4 th Flr Springfield, IL 62761 https://hcwrpub.dph.illinis.gv/search.aspx Nurse Aide Testing Suthern Illinis University Carbndale Mail Cde 4340 Carbndale, IL 62901 www.nurseaidetesting.cm dph.bnatp@illinis.gv 217-785-5569 217-557-3363 dph.hcwr@illinis.gv 217-785-5133 217-524-0137 wednat@siu.edu 617-453-4368 r 877-262-9259 618-453-4300 Dr. Thmas Hvatter, Prject Crdinatr Darin Barham, Psychmetrist Julia Rss-Ringering, RN, Educatin Crdinatr Illinis State Bard f Higher Educatin 431 E. Adams, 2 nd Flr Springfield, IL 62701 http://www.ibhe.rg/pbvs/default.htm Annie Brks Illinis State Bard f Educatin 100 N. 1 st Street Springfield, IL 62777 Annie Brks www.isbe.state.il.us Certified Nursing Assistant Educatrs Assc. www.cnaeducatrs.rg cbra7@siu.edu dbarham@siu.edu julia.ringering@siu.edu abrks@isbe.net Cntact inf n website 217-782-2551 r 866-262-6663 217-782-4321 r 866-262-6663 217-782-4620 4

Prgram Crdinatr Reference: 77 Illinis Administrative Cde, Sectin 395.165 The Prgram Crdinatr is a registered nurse respnsible fr the planning, implementatin, evaluatin and verall crdinatin and pint f cntact f a BNATP. This includes verifying prper cmpletin and submissin f frms and dcuments related t the BNATP peratin, including instructr credentials (nursing license, Train the Trainer certificate, Apprved Evaluatr certificate, CPR and Special Cntent where applicable). Maintaining current cntact infrmatin including telephne number, fax number and email address is vital t a successful BNATP. A change in Prgram Crdinatr requires written ntificatin t the Department within 5 business days. Email ntificatin is acceptable. All crrespndence frm the Department and SIUC Nurse Aide Testing Prject will be directed t the Prgram Crdinatr. Please make sure the cntact infrmatin n Page 1 f the master schedule is current. Prgram Crdinatrs are expected t disseminate received reprts and updates in a timely manner t the instructrs in their respective BNATPs. This prmtes prgram imprvement and cmpliance with the rules and regulatins. Please include the BNAT Prgram name and Prgram Cde number n all crrespndence t the Department, including electrnic mail. Rules & Regulatins: State & Federal Basic Nurse Aide Training Prgrams in Illinis are respnsible t cmply with bth State and Federal regulatins. Federal Regulatins are lcated at: www.cms.hhs.gv. Regulatins and Guidance Guidance, Manuals Internet-Only Manuals 100-07 State Operatins Manual Chapter 4 Prgram Administratin and Fiscal Management 4132 NATCEPs and CEPs. Cde f Federal Regulatins, Title 42, Part 483 www.ecfr.gv.; Part 483.1 t 483.480 Requirements fr States and Lng Term Care Facilities Subpart D Requirements fr Nurse Aide Training and Cmpetency Evaluatin Prgrams. Federal Regulatins fr Lng Term Care Facilities: http://cms.hhs.gv/manuals/dwnlads/sm107ap_pp_guidelines_ltcf.pdf. This is the State Operatins Manual Appendix PP Guidance t Surveyrs fr Lng Term Care Facilities. It is imprtant fr Instructrs and Evaluatrs t be aware f the services LTC facilities are required t prvide in rder t supply the mst up-t-date infrmatin t their students. IDPH State Regulatins: www.idph.state.il.us. Click n the fllwing t access the State Regulatins that gvern the NATCEPs in Illinis: Laws and Rules Current Laws and Rules Health Care Facilities Nursing Hme Licensure (including nurse aide training). Depending n what rule yu are seeking yu can click Lng-Term Care Assistants and Aides Training Prgrams Cde (77 Illinis Administrative Cde 395). BNAT prgram peratin, including BNATP curriculum requirements, can be fund in this sectin. Other sectins that may be helpful are Skilled Nursing and Intermediate Care Facilities Cde (77 Illinis Administrative Cde 300) and Health Care Wrker Backgrund Check Cde (77 Illinis Administrative Cde 955). Links t these sectins f 5

77 Illinis Administrative Cde can als be fund n www.nurseaidetesting.cm. Health Care Wrker Backgrund Check, Web Prtal, Prtal Registratin Authrity (PRA): 77 IL Administrative Cde, Part 955 Health Care Wrker Backgrund Check Cde: http://www.ilga.gv/cmmissin/jcar/admincde/077/07700955sectins.html Cntact the HCWR staff fr specific instructins. Tuberculsis (TB) Skin Test Requirements Since the students clinical experiences will place them int direct cntact with high risk individuals, Prgram Crdinatrs must have knwledge pertaining t TB screening and preventin. Reference the fllwing rules in the IL Admin. Cde regarding TB testing: 1. 77 Illinis Administrative Cde, Sectin 300.1025 Tuberculin Skin Test Prcedures Tuberculin skin tests fr emplyees and residents shall be cnducted in accrdance with the Cntrl f Tuberculsis Cde (77 Ill. Adm. Cde 696). (Surce: Amended at 36 Ill. Reg. 15267, effective Octber 2, 2012) 2. 77 Illinis Administrative Cde, Sectin 696.140 Screening fr Tuberculsis Infectin and Disease TB surveillance is cnducted by cunty/lcal Health Departments. Scial Security Number Infrmatin It is the plicy f the Department that an individual must have a valid Scial Security number in rder t take the state written cmpetency examinatin. There are n exceptins! Fr Scial Security Number questins, Prgram Crdinatrs shuld review the Scial Security Administratin web site at http://www.ssa.gv/emplyer/ssnvhighgrup.htm. Nte that Scial Security Numbers cannt start with a 9 r with three zeres. All zeres in the first three digits, middle tw, r last 4 dente invalid Scial Security numbers. Students with invalid Scial Security numbers will nt be able t take the Illinis Certificatin Exam. The SIUC web prtal will reject any registratin attempt with these numbers. BNAT Prgram Type Definitins Use the fllwing as a guide t determine the prgram type f yur BNATP. These BNAT Prgram Type Definitins were develped by IDPH and SIUC in rder t define prgrams cnsistently, t increase validity f cmparisns based n prgram type and t clarify which rules and regulatins pertain t specific BNATPs. A BNATP is classified as ne f the fllwing: Cllege Spnsred by a cmmunity cllege Adult students, secndary students (high schl) 6

Secndary Spnsred by a high schl, area vcatinal/career center r cmmunity cllege High schl students learn at their high schls r area career centers Vcatinal Spnsred by a vcatinal career center/schl r private entity This is an educatin institutin privately wned and perated which hlds a valid certificate f apprval r certificate f exemptin issued by the Illinis Bard f Higher Educatin. Reference: Private Business and Vcatinal Schls Act [105 ILCS 425] and Private Business and Vcatinal Schls (23 Ill. Adm. Cde 451). Enrlled students are nt cnsidered traditinal secndary (high schl) students. Adult students, pst-secndary students Facility Spnsred by a facility licensed by the Department under the Nursing Hme Care Act [210 ILCS 45]. IBHE apprval f the BNATP is als required if admissin t the prgram is pen t anyne ther than emplyees f the facility at n cst t the emplyee Hme Health Spnsred by a Hme Health Agency licensed by the Department under the Hme Health Agency Licensing Act [210 ILCS 55]. IBHE apprval f the BNATP is als required if admissin t the prgram is pen t anyne ther than emplyees f the facility wh meet the admissin requirements f the BNATP and is charged a fee t attend the class. IBHE apprval is nt required if the prgram is nly ffered t the facility emplyees at n cst t the emplyee. Hspital Spnsred by a hspital licensed by the Department under the Hspital Licensing Act [210 ILCS 85]. IBHE apprval f the BNATP is als required if admissin t the prgram is pen t anyne ther than emplyees f the facility wh meets the admissin requirements f the BNATP and is charged a fee t take the curse. IBHE apprval is nt required if prgram is nly ffered t the facility emplyees at n cst t the emplyee. Other (nly t be used by the Department) 9992 Grandfathered 9993 Nursing Students 9994 Freign LPN/RN 9995 Military 9996 Recertificatin Please nte that vcatinal prgrams with secndary students will be classified as Secndary. 7

Private prgrams will nw by classified as Vcatinal because f the required IBHE apprval as a private business and vcatinal schl. New BNATP Apprval Reference 77 Illinis Administrative Cde, Sec 395.110 Written apprval frm the Department is required prir t the start date f a class ffering f a new BNATP. A prgram cde will be assigned by the Department nce apprval has been granted. A Prgram Spnsr may have several prgram cdes. Examples f when a separate prgram cde is required: The Prgram Spnsr is establishing an additinal prgram Thery site at a new lcatin. The Prgram Spnsr is ffering classes t high schl/secndary students during regular high schl hurs and is als ffering classes t adult students There is a difference in ttal number f Thery and Clinical hurs between class fferings f same prgram spnsr such as day and evening classes. Classes with different hurs ffering the same ttal prgram hurs d nt require additinal prgram apprval r cdes. The Prgram Spnsr requesting reactivatin f a BNATP is required t cmplete the same prcess as if applying as a new BNATP. The nly difference will be that the previus prgram cde will be assigned t the reactivated BNATP (77 IL Admin Cde, Sectin 395.140 (b-d)). The NATCEP New Prgram Submissin Checklist and BNATP Facility & Equipment/Supplies Frm, bth lcated at www.nurseaidetesting.cm Crdinatrs & Instructrs Frms are the frms t cmplete and submit t the Department. The checklist has a detailed listing f additinal frms and dcuments. Questins and requests fr additinal infrmatin can be directed t dph.bnatp@illinis.gv r by calling the Educatin and Training Sectin, IDPH at 217-785- 5569. 1. Incmplete submissins will be rejected. Packets will nt be returned t the Prgram Spnsr. Make sure a cpy is kept n file at the BNATP. Resubmissin f the entire packet will be required nt just the missing infrmatin. 2. Allw up t 90 days frm the date that the cmplete submissin is received and acknwledged by the Department fr new prgram apprval, denial r request fr additinal infrmatin. 3. Organizing the dcuments f yur submissin in the same rder as n the checklist, separating the sectins with a sheet f paper labeled with the sectin name and submitting in.pdf frmat will help expedite the review by the Department. If yu must submit by U.S. Mail, d nt submit dcuments in a binder r in sleeve prtectrs. D nt use paper clips r staples in the dcument. D nt send dcuments printed n bth sides f the page. 4. Obtain required certificates f apprval frm ther agencies (such as ISBE r IBHE) t be included in the prgram applicatin dcument. Facility-based prgrams (Nursing 8

Hme, Hme Health Agency and Hspital) are required t have apprval frm IBHE if they will be admitting students ther than their emplyees and are charging a fee t take the curse. IBHE apprves Private Business/Vcatinal Schls and ISBE apprves Secndary schl prgrams. This dcument is renewed accrding t IBHE plicy, a cpy f which shuld be frwarded t the Department when received. Additinal infrmatin is fund at http://www.ibhe.rg. Click n Private Businesses and Vcatinal Schls. 5. Objectives and Cntent Ensure that yur syllabus is cmplete. There are websites with guidelines fr preparing a syllabus if yur educatinal entity des nt have a standard frm. All sectins and classes with the same BNATP cde number shuld use the same syllabus. Textbk chices are abundant. The Department and SIUC NAT d nt recmmend r endrse any specific textbk; sme f the textbks currently being used are listed at www.nurseaidetesting.cm. A detailed review and cmparisn f several different textbks by the Prgram Crdinatr and Instructrs using pre-determined criteria will help narrw the chices. 6. The attendance plicy, including guidelines fr the make-up f missed classes, will be reviewed clsely. When develping yur plicies and prcedures, cnsider all aspects f prgram peratin and instructin in bth thery and clinical envirnments. Sme f these may include admissin requirements, classrm and hmewrk assignments, attendance and tardiness, student behavirs and expectatins, dress cde, cell phne and cmputer usage, grading system, cheating, etc. 7. Allcatin f BNAT Prgram Hurs wrksheet, fund n www.nurseaidetesting.cm lists the minimum number f Thery hurs which must be dedicated t each mdule. Indicate the number f hurs yur BNATP will dedicate t each mdule in the blank clumn; d nt use a range f hurs. Lab time/practice is t be included in the Thery hurs. Time n the Allcatin f Hurs frm must equal Thery hurs indicated n Page 1 f Master Schedule. 8. The Methdlgy sectin may seem repetitive. It is actually an expansin f what is fund in yur syllabus since yu are being asked t prvide a detailed listing f any/all audivisual and multi-media materials being used. The BNATP Facility & Equipment/Supplies Frm is t be cmpleted and attached t the New Prgram Submissin Checklist. Access t medical equipment and supplies fr student practice and demnstratin f the required skills utlined in the mdel prgram must be prvided t the students by the BNATP; reference 77 IL Administrative Cde, Sectins 395.050 Lab Envirnment & 395.170 (f). Each individual Instructr must btain credentials frm the Department by first submitting a resume fr review. Upn apprval based n the resume and meeting requirements in Title 77 and 42 CFR, the Instructr wuld then qualify t take the Train the Trainer and Apprved Evaluatr curses. Instructr cdes may be requested thrugh the BNATP r directly by the instructr. See the Instructr Apprval sectin fr additinal infrmatin. Facility-based prgrams must identify the Apprved Outside Evaluatr. This 9

individual shall nt be an instructr apprved fr the facility BNATP r have any fiduciary relatinship with the Clinical site. 9. A cpy f each Evaluatin Tl t be used in the BNATP is t be submitted. These shuld include, but are nt limited t: Instructr and Prgram Evaluatin frms fr the student t evaluate the instructr(s) and the BNATP. This may be a cmbined frm, r tw different frms. A Clinical Skills Checklist which shuld include mre skills than just the required 21 Perfrmance Skills that must be evaluated by an Apprved Evaluatr. Prvide a list/check-ff sheet fr additinal skills f which students will be evaluated. The nursing assistant will learn apprximately 200 skills in a BNATP s there are many chices. A written final examinatin must be cmprehensive and a balance f questins cvering all mdules/units; it must include questins pertaining t Resident Rights. Using the Allcatin f BNAT Prgram Hurs as a wrksheet can help yu assess this balance. Remember t submit the answer key! Mre than ne versin f a Final Examinatin can be used by a BNATP. All final exam questins must be Multiple Chice. A Clinical Perfrmance Evaluatin Frm is the dcument the clinical instructr will use t evaluate the student in the clinical setting. Will clinical be a pass/fail r will yur student earn a clinical grade? Hw bjective is yur frm? The frm shuld include a signature line fr yur student t acknwledge receipt f the evaluatin and a space fr cmment by the student. Remember, students have at least three (3) pprtunities t successfully demnstrate the 21 required skills. 10. Submit a Clinical Site Agreement fr each facility which will be used as a clinical site. This agreement is a cntract that is signed and dated by the prgram spnsr representative and the facility representative which grants written permissin fr the use f the facility and/r equipment nt wned r perated by the prgram spnsr. The agreement shuld include a statement that the Prgram Crdinatr will prvide a cpy f the master schedule fr each clinical grup. Site agreements are prvided with the initial request fr apprval, but as new clinical sites are identified new agreements shuld be frwarded t the Department. Always ask the facility administratr if the facility has received a NATCEP restrictin due t negative survey findings. 11. The prpsed Master Schedule: Reference: IDPH Guidelines fr Cmpleting BNATP Master Schedule fund n www.nurseaidetesting.cm. It is advisable t review these guidelines when preparing the Master Schedule. The current Schedule template is dated 01/2018. Outdated versins will nt be apprved. There is nly ne versin f the Master Schedule. Yu may delete unneeded mnths r leave them blank if the schedules will be submitted electrnically. 10

Please refrain frm listing all apprved instructrs n every Master Schedule: the Department nly needs t see the names f instructrs wh will be teaching fr that particular schedule. If yu have t add a substitute later, send an email t dph.bnatp@illinis.gv with the prgram cde number, instructr name, instructr cde, cntent that the instructr will teach and dates f instructin. It is nt necessary t cmplete anther master schedule. Update yur master schedule fr yur files as it will be reviewed during mnitring visits. Write pending fr the Prgram Cde Number. Write pending fr the Instructr Cde fr each f the listed instructrs unless the Instructr was previusly issued a cde. This is a prpsed Master Schedule; a revisin may/will need t be submitted nce the BNATP is apprved if the dates change frm this prpsed submissin. If this first class ffering is cancelled, ntify the Department f the cancellatin. Bth thery and clinical hurs must be calculated t allw fr break time. Be realistic in setting up yur class schedule. The hurs listed in the thery and clinical hur clumns exclude rientatin, break and meal times, pre- & pstcnferences, travel time and in-services. Fr example, if yu put 0800-1630 as yur clinical times, d nt als put 8.5 hurs f instructin as this is unrealistic. There must be an instructr wh is apprved t teach CPR cntent designated n the Master Schedule. This can be an utside agency such as the lcal fire department. Frward the name f the instructr, the facility/institutin where s/he teaches CPR and a cpy f their credentials (CPR instructr card, fr example) which allws them t certify a student in CPR/Heimlich. These instructrs will be apprved as CPR/Special Cntent instructrs. CPR cntent can be taught by any apprved instructr with a healthcare prvider CPR certificatin. This individual des nt have t be a CPR instructr and there is n requirement that CNAs be certified in CPR. If BNATPs wish t certify their students in CPR then the Prgram Crdinatrs will have t fllw the guidelines prvided by the certificatin agency. 12. Email submissins fr new prgram apprvals are preferred in prtable dcument file (.pdf) frmat. If yu have printing n bth sides f the paper, make sure yur scanner is set t tw-sided printing. If yu must mail the apprvals, please nte: D nt print n bth sides f the page D nt use staples, paper clips r tape anywhere in the packet D nt bind the packet (except with a standard metal ffice binder clip) D nt place pages in prtective sleeves Send a cpy and keep yur riginal. Cpies will nt be returned fr any reasn, including initial prgram denials. Packets sent with any f the abve will be rejected An email f prgram apprval r denial will be sent t the Prgram Spnsr by the Department. Please ensure that a valid email address and phne number is included with all written and email crrespndence. Nte yur BNATP Cde Number. Include the BNATP name and prgram cde number in all crrespndence t the Department and SIUC NAT thereafter. Fllw the checklists and guidelines herein befre submitting yur packet. Email r call 11

the Department with any questins r clarificatins. Nte that rarely are new prgram packets apprved the first time due t missing infrmatin. An initial denial is sent with a request fr additinal infrmatin r dcumentatin. Packets may be submitted as many times as necessary t btain apprval. There is n charge fr reviewing and apprving a BNATP at this time. 13. Please use the name that yu initially requested fr yur prgram and include yur furdigit prgram cde in all crrespndence. If yur prgram was apprved as ABC High Schl #1234, d nt refer t the prgram as District 12. If yu need t change the name f yur prgram, a letter r email t the Department is sufficient as lng as nthing else in yur prgram has changed. Name changes and changes t curricula will require new prgram apprval. Classes cannt prceed in this case. Changes Made t Current BNATP This infrmatin and dcuments submitted fr new prgram apprval is als a list fr Prgram Crdinatrs t use when changes are made t existing BNATPs. The basic rule f thumb is: if a frm, dcument r infrmatin was required fr initial prgram apprval, then Department apprval is required prir t implementatin f the change(s). If a BNATP is adding a new thery site, it must have a separate BNATP prgram identificatin number. Applicatin is the same as fr a new BNATP and must be submitted a minimum f 90 days befre a curse is scheduled. Any changes made t BNATPs, including Master Schedule changes, must be sent t the Department. This ntificatin may be submitted via fax r electrnic mail, with email the preferred rute. Inactive Status & Reactivatin f a BNATP Reference 77 Illinis Administrative Cde, Sectin 395.140 A BNATP can submit a written request by email t the Department at dph.bnatp@illinis.gv in rder t be placed n inactive status. The Department will place a BNATP n inactive status if there has been n prgram activity fr 24 cnsecutive mnths. The Prgram Spnsr requesting REACTIVATION f a BNATP which has been inactive is required t cmplete the same prcess as fr new BNATP apprval (77 IL Admin Cde, Sectin 395.140 (b-d)). Instructr Apprval Reference 77 Illinis Administrative Cde, Sec 395.160 Any instructr presenting BNATP curriculum cntent must have apprval frm the Department prir t instructing any prtin f a BNATP class. Instructrs shuld nly teach a cntent area in which they are apprved. If a nn-apprved individual presents BNATP curriculum cntent, the cntent must be repeated t the students by a Department-apprved instructr. An instructr may be apprved t instruct in ne r mre cntent areas depending upn the instructr s qualificatins and the BNAT Prgram Crdinatr s written request. BNATPs are required t have a Department Apprved Evaluatr t cmpetency test the required 21 Perfrmance Skills f each student prir t cmpletin f the curse. 12

Instructr requirements are utlined in the 77 IL Admin Cde, Sectin 395.160; these are als fund in the Nursing Assistant Training Perfrmance Skill Evaluatin manual (aka IDPH Perfrmance Skill Manual n www.nurseaidetesting.cm). The Department has 60 business days frm date f receipt f a request t apprve, deny r request additinal infrmatin regarding the instructr apprval request. Prgram Crdinatrs are advised t plan accrdingly. Each instructr in a BNATP must be apprved t teach thery, clinical, Alzheimer s cntent and shall be an Apprved Evaluatr. An instructr shall be a registered nurse wh has cmpleted a Department-apprved Train the Trainer Prgram and an Apprved Evaluatr Wrkshp prir t initial apprval. Train the Trainer Prgrams and Apprved Evaluatr Wrkshp curse fferings are psted at www.cnaeducatrs.rg by the prgram spnsrs. Instructrs must have tw years f experience as a registered nurse and ne year f experience in caring fr the chrnically ill, the elderly r in the prvisin f lng term care services. Instructrs must als have experience teaching adults, take a curse in teaching adults, r have experience in supervising nurse aides. Prcedure t Request Instructr Apprval (IDPH) This prcedure shall be fllwed by the Prgram Crdinatr r the Instructr t request apprval fr each Thery, Clinical, Alzheimer s, Special Cntent and CPR Instructr prir t the new instructr teaching fr a BNATP. This prcedure is the same fr new instructr apprval as well as with a new prgram applicatin. Once an instructr has received an instructr cde, the Prgram Crdinatr must then nly verify the instructr s credentials via email t dph.bnatp@illinis.gv. The instructr will be added t the BNATP s that Prgram Crdinatrs can cntinue t receive individual Cluster Scre Summary Reprts fr individual instructrs. 1. Send a request via email requesting the instructr is apprved fr Clinical, Thery, and Alzheimer s. These cntent areas are required fr all Thery instructrs. Instructrs may als be apprved t teach CPR r a Special Cntent subject(s). 2. Send a cpy f the Instructr's resume including nursing license number; it is helpful t specify which flr/units/area wrked, full r part time, type f patient/resident, and mnth/year emplyed. Abbreviated resumes will be rejected and an updated resume requested. 3. Send a cpy f Special Cntent Instructr license r credentials, if applicable. 4. Send a cpy f Train the Trainer Prgram Certificate f Cmpletin (which may include the Alzheimer s cmpnent). 5. Send a cpy f the Apprved Evaluatr Certificate, if a separate certificate. Nte that sme schls include the Train the Trainer, Alzheimer s training and the Apprved Evaluatr all n ne certificate. 6. Send a cpy f an Alzheimer s cmpnent training certificate if nt part f the Train the Trainer prgram. 7. Cpy f the Instructr's CPR Card, if applicable. Minimum requirement fr CPR 13

Instructr apprval shall be the equivalent t the health care prvider level r health care prvider instructr level frm a natinally recgnized prgram. Online CPR certificatin is cnsidered valid nly with verificatin that bth the cgnitive skills and manual skills demnstratin prtins have been successfully cmpleted. Obtaining an Instructr Cde Once a new instructr has been apprved by the Department, IDPH staff will send an instructr apprval letter t the Prgram Crdinatr and/r the Instructr. Instructr apprvals and instructr cdes will be issued by the Department at the same time n the same apprval letter. There is n separate apprval prcess r additinal paperwrk t btain an instructr cde. Apprved Evaluatrs may btain their Instructr Cde independent f a BNATP. Apprved Outside Evaluatrs fr facility-based prgrams r thse evaluatrs wh are recertifying nursing assistants wh are n lnger active n the HCWR must als meet Clinical, Thery and Alzheimer s instructr requirements, be apprved by the Department and have a furdigit Instructr Cde. The BNAT Prgram Cde #7999 will be used t identify these utside/independent evaluatrs. Refer t Illinis Nurse Assistant/Aide Training Prgram Instructr and Evaluatr Infrmatin Submissin Frm Guidelines manual fr additinal infrmatin and the frms. The Prgram Crdinatr and/r Instructr will receive an updated Instructr Cde List frm SIUC NAT via fax r email when changes in instructr status and/r cdes have been made. What t d if: Instructr Cde clumn is blank. Required frms/dcuments need t be submitted by Prgram Crdinatr r the Instructr t the Department in rder fr the Instructr Cde t be issued r added. Instructr Cde clumn is blank after initial submissin by Prgram Crdinatr. Incmplete submissin f frms/dcuments has ccurred; the Department r SIUC is waiting t receive missing infrmatin, frms r dcuments; the Prgram Crdinatr and/r Instructr will receive a message via email. Instructr Refresher Curse Infrmatin Reminder: Train the Trainer Refresher curses are ONLINE curses ffered by sme Cmmunity Clleges. Registratin infrmatin fr curses is lcated at www.cnaeducatrs.rg. Prepare t spend 8 15 hurs cmpleting the curse. Refresher curses are required t be cmpleted every 5 years. Official Frms fr Prgram Operatin Using the current versin f these fficial dcuments and fllwing the instructins are the steps tward maintaining cmpliance with the rules and regulatins (bth Federal and State). The required infrmatin is requested n the frms and this is the reasn that these dcuments shuld nt be altered. Submissin f these frms and 14

dcuments accrding t the timeframes established in the Illinis Administrative Cde (Title 77) is als imprtant in maintaining prgram cmpliance. All handwritten frms must be legible; illegible frms will be returned t the BNATP resulting in a delay in a class ffering r testing. Master Schedule Reference 77 IL Admin Cde, Sectin 395.110(b)(6). Reference: IDPH Guidelines fr Cmpleting BNATP Master Schedule fund n www.nurseaidetesting.cm. When preparing the Master Schedule (versin 01/2018), review the guidelines which cntain much mre than just the hw-t cmplete the frm. 1. The Master Schedule must be submitted at least 15 business days prir t the Start Date f the class; reference 77 IL Administrative Cde, Sectin 395.170 (a). 2. Ntify the Department prmptly f any changes, scheduled r unscheduled, in the Master Schedule. This can be dne via email t dph.bnatp@illinis.gv. It is nt necessary t alter yur schedules fr this ntificatin but changes shuld be nted n yur cpy and kept n file at yur BNATP. 3. Time used fr rientatin, meals, breaks, travel, in-services and cnference is t be excluded when calculating thery and clinical hurs, reference 77 IL Administrative Cde, Sectin 395.150 (a)(1). 4. Prgrams must submit the Official Class Rster nline r register all students wh are eligible t take the certificatin exam within 30 days f curse cmpletin. (See instructins in this dcument n hw t enter a rster). Please nte that this is a change in prcedure as f 10/2017. Late Cmpletin Frm and Instructins The Late Cmpletin Rster Frm, versin dated 03/2014 and instructins are lcated n www.nurseaidetesting.cm. This frm must be used if a student is cmpleting the curse after the End Date f the riginal class as stated n the Master Schedule. Read the instructins carefully. Cntact the Department if yu have questins abut this prcedure. This student s infrmatin is NOT t be listed n the Official Class Rster; this Late Cmpletin Frm serves as the fficial class rster fr this student. Ntify the Department f the late cmpletin, but d nt submit the late cmpletin frm t the Department keep it n file at the BNATP as it may be requested during unannunced prgram mnitring visits. Ensure that the student is registered t take the certificatin examinatin after prgram requirements have been met. Waiver Applicatin fr Health Care Wrkers Prgram Crdinatrs and Instructrs shuld infrm students at the beginning f class that certain cnvictins, referred t as disqualifying ffenses will require a waiver being granted by the Department. Disqualifying cnvictins are listed in the Illinis Administrative 15

Cde, Part 955. The waiver prcess usually takes 4 t 6 weeks, the beginning date being the date the request was received by the Department. As nt all waiver requests are granted, students shuld be encuraged t wait t enter a BNATP until a decisin has been made n whether the waiver will be apprved. Waivers are reviewed by a cmmittee with the Health Care Wrker Registry. D nt request waivers thrugh the Educatin and Training sectin f the Department. The waiver applicatin frm and infrmatinal dcuments pertaining t the waiver applicatin prcedure can be fund n http://www.idph.state.il.us/nar/hme.htm. This infrmatin shuld be presented t ptential students prir t enrllment in a BNATP; reference 77 IL Administrative Cde, Sectin 395.171. Questins abut the waiver applicatin shuld be directed t HCWR staff at 217-785-5133. Infrming prspective students f disqualifying cnvictins is nt meant t discurage individuals frm entering the health care field as a nursing assistant. Hwever, students with disqualifying cnvictins are prhibited frm cmpleting clinicals withut a waiver and therefre will nt be allwed t take the certificatin exam. This is the reasn that fingerprint backgrund checks must be dne prir t a student entering clinicals. Clinical Site Selectin There are apprximately 950 nursing facilities in Illinis. Prgram Crdinatrs shuld cnsider these facilities first when chsing a clinical site. There must be ample pprtunities fr the students t actively prvide direct persnal care during the scheduled clinical hurs. Many f the cmpetency evaluatins f the mandated 21 Perfrmance Skills must be demnstrated in the clinical setting n a resident. Lng Term Care Skilled and Intermediate Care Facilities which are nt restricted are apprpriate. Designated skilled care, extended care r transitinal care units f hspitals are als apprpriate as clinical sites. Assisted Living facilities are nw allwed t be used as a clinical site as f 8/24/2017. Please keep in mind that students shuld be expsed t as many skills as pssible and evaluatin f mst f the 21 mandated skills must be dne n a resident. Cnsider this when evaluating a clinical site. Grup hmes and Hme Health Agencies cannt be used fr the clinical experience. A medical unit f a hspital may be a clinical site but shuld nly be cnsidered after area nursing hmes have been cntacted and visited by prgram staff. If there are n lng-term care facilities nearby r if nne f the facilities are willing t hst student clinicals, cntact the Department with specific questins. The facility administratr can prvide the Prvider number (starts with #14 ) fr page 1 f the Master Schedule and verificatin that the facility is nt restricted frm having nursing assistant students. Restrictin status can als be checked by cntacting the Department. Cmmunicatin with the facility administratr by the Prgram Crdinatr is imprtant t ensure ntificatin if a restrictin ntice is received during a scheduled clinical experience. Restrictins are in effect fr a 2 year perid. If a facility becmes restricted after the start date nted n the Master Schedule, the clinical grup scheduled at that facility will be allwed t attend/cmplete the clinical experience. This is at the discretin f the Prgram Crdinatr wh may cnsider the reasn fr the restrictin. Prgram Crdinatrs wh suspect that a facility has been r is facing NATCEP restrictins shuld cntact the Department as sn as pssible fr guidance. Fr a facility-based prgram, the Prgram Crdinatr is required t cntact the 16

Department regarding cntinuatin f any classes already in prgress and the status f the BNATP. Facility administratrs can submit a waiver request t the Department. Facility restrictins als apply t re-certificatins f CNAs. BNATP Passing Grade/Scre The Illinis Administrative Cde des nt state what the passing scre and/r grading scale fr a BNATP shuld be. This is t be determined by the BNATP as a prgram plicy. Prgram Cluster Scre Summary Reprts require that each cntent area scred is at least 75%. Overall scres must be maintained at 80%. If yur requirement is that an verall scre f 70% is required t pass the curse, this may affect yur Cluster Scres if a large number f students are perfrming at minimum levels. Students will nt pass the certificatin exam if they d nt achieve a minimum scre f 80%. 1. Hw are the requirements fr passing yur prgram stated in yur syllabus? 2. Are the passing scre and grading scale bjective? 3. Are these clear t bth students and instructrs? 4. Are the students required t sign a dcument that they have read and understand the grading plicy? 5. Is this plicy verbally explained t them if necessary? When? 6. Des the grading plicy clearly state the average scre that must be maintained thrughut the curse n each assignment? Is an verall average required t be maintained? Are there minimum average scres that will disallw a student frm transitining int clinicals and thus failing ut f the prgram early? 7. Hw and when are grades and prgress reviewed and discussed with individual students? 8. If yu are cnsidering a revisin t yur passing scre r grading scale, what are the reasns cited fr the purpsed revisin? 9. What effect d extra credit assignments have n yur passing scre and grading scale? 10. Hw cnsistent are each f the instructrs with the grading/scring practices? Cmpetency Testing Reference 77 Illinis Administrative Cde, Sectin 395.400; 42 CFR 483.154 An individual wh has successfully cmpleted an apprved BNATP in Illinis is eligible t be cmpetency tested. There are tw cmpnents t the cmpetency examinatin: a perfrmance skills evaluatin and a state written examinatin. All prgram instructrs are respnsible fr assuring that their BNATP students are cmpetent t demnstrate the perfrmance skills listed n the clinical skills checklist f each respective BNATP. This clinical skills list shall include the required 21 Perfrmance Skills. 17

Perfrmance Skills Evaluatin The Nursing Assistant Training Perfrmance Skill Evaluatin manual (aka IDPH Perfrmance Skills Manual) includes instructins fr administering the perfrmance skills prtin f the NATCEP. The 21 Perfrmance Skills that the CNA student must demnstrate are identified and utlined in the manual. Perfrmance Skills Vides The purpse f the Perfrmance Skills vides at www.nurseaidetesting.cm is t prepare registered nurses wh meet the minimum BNATP instructr requirements t be apprved as an Apprved Evaluatr. The standards and the steps f each manual skill are detailed in the vides available nline at www.nurseaidetesting.cm Crdinatrs & Instructrs Perfrmance Skills Vides. State Written Cmpetency Examinatin Reference 77 IL Administrative Cde, Sectin 395.400 It is very imprtant that the pstmark deadlines are bserved when students register fr testing using the INACE prgram. Fr paper based tests, the test administratin fr any given mnth clses ne mnth prir t the actual test. If there are n seats left available t purchase, the test administratin will nt appear in the test administratin bx. Fr cmputer based tests, the test administratin clses 48 hurs befre the actual test, prvided there are seats left t purchase. Reference IL NA/HHA Cmpetency Exam Applicatin Guidelines fr IL NA Prgram Crdinatrs/Instructrs lcated at www.nurseaidetesting.cm. Other related dcuments may be fund at the site abve. Students must be submitted t take the CNA Cmpetency exam using the INACE Prgram. The BNATP Prgram Crdinatr must ensure that nly thse students wh successfully cmplete the training prgram within the previus 12 mnths are submitted n a rster using the INACE prgram. The registratin must be submitted within 30 days f the cmpletin f the prgram t cmply with the Administrative Cde. Test applicants are required t have a Scial Security Number t take the written prtin f the cmpetency exam. Scial Security numbers d nt begin with a 9, d nt have 666 in the first three digits, d nt cntain all zeres in the first three digits, digits fur and five r digits six thrugh eight. Students with invalid Scial Security numbers will nt be able t take the certificatin exam. The SIUC website will reject any effrt t schedule an exam with an invalid Scial Security number. It is suggested that BNATPs request a cpy f the student s Scial Security card fr verificatin during the enrllment prcess. Students shuld create their wn accunts and shall be allwed t chse the site where they will test. Having the chice f test sites is beneficial t the students t ensure they pick a test date and time that wrks with their schedule. Als, students may pick frm a paper based test site r a cmputer based test site, depending n the area f the state in which they reside. Nte that students are mre successful when taking a cmputer-based test sn after cmpleting the BNATP. Up t 15% mre students successfully cmplete the certificatin the first time when taking the test sn after prgram cmpletin and taking it nline. Take this int 18

cnsideratin when reviewing yur Cluster Scres. It is the student s chice where the test is taken and in what frmat. Testing Accmmdatins Special accmmdatins are based n the Individualized Educatin Plan (IEP) that an individual must prvide in rder t identify the specific learning disability and the accmmdatins that are requested and/r prvided at the training level. Accmmdatins mst ften prvided are extended time (either time and a half r duble time), a reader, and separate testing area. The request is t be made by a qualified prfessinal, usually frm the disability supprt services area f yur institutin. Specific questins can be directed t SIUC NAT. Dcumentatin f special accmmdatins must be frwarded t SIUC NAT as far in advance f testing as pssible t ensure that SIUC NAT has sufficient time t set up the accmmdatins at the varius test sites. Students must be aware that they need t cntact SIUC NAT t set up accmmdatins fr any subsequent tests shuld they fail the first time. Infrming yur students f the examinatin center s admissin requirements, which are stated in the guidelines, will make testing less stressful. These include the requirements that all students MUST have a valid pht ID (cntaining their pht, name and signature), prvide a scial security card and bring N. 2 pencils t any paper based test. They shuld als arrive at least 30 minutes early as the test starts n time and anyne arriving after the test has started will NOT be allwed entry int the test. Fr cmputer based tests, the Students MUST have a valid pht ID (cntaining their pht, name and signature) and MUST have their lgin ID and passwrd t access the cmputer fr their test. Students wh d nt have this infrmatin r their ID will nt be allwed t test. Prgram Cluster Scres Reprt The Prgram Crdinatr will receive Prgram Cluster Scres Reprts cntaining different types f testing infrmatin thrughut the year. Sme will prvide verall prgram testing statistics and thers will be specific as identified by the lead thery instructr cde. A Prgram Cluster Scres Reprt will be received by the Prgram Crdinatr every mnth that a test applicant(s) has identified the BNATP as the training prgram n a test applicatin. An verall summary f scres is prvided fr the Prgram Cde number and reprts are prvided fr each lead thery instructr cde identified. In January each year the Annual Prgram Cluster Scres Reprt cmprised f the results f initial testers frm January t December f the previus year are sent t each BNATP. The annual reprt with the verall prgram scres is used t determine if a Crrective Actin Plan (CAP) is required t be submitted t the Department. This reprt reflects the verall prgram scres, nt individual instructr scres. Yur first-time pass rate fr the certificatin exam will als be taken int cnsideratin befre a CAP is requested. D nt autmatically submit a CAP unless requested t d s by the Department. A Prgram Cluster Scre Reprt Infrmatin Sheet which is a guide t understanding the Prgram Cluster Scres Reprt is available n www.nurseaidetesting.cm Crdinatrs & Instructrs Frms Prgram Cluster Scre Reprt Infrmatin Sheet 19

Crrective Actin Plans (CAP) A Crrective Actin Plan template is lcated n www.nurseaidetesting.cm. The Department may request that a BNATP develp a plan f crrectin t address a finding f nncmpliance (Illinis Administrative Cde 77, Sectin 395.190 (b)). A BNATP may als be required t develp, submit and implement a Crrective Actin Plan based n the ANNUAL Prgram Cluster Scres Reprt f the BNATP as identified by the Prgram Cde. The Annual Prgram Cluster Scres Reprt is the reprt frm January t December f a given year and is cmprised f first-time testers scres. The need t prepare a CAP is nt based n individual instructr s annual scres. The breakdwn f the prgram s verall scres by instructr can als be used fr prgram imprvement if used as part f the prgram s wn evaluatin prcess. The fllwing parameters will be reviewed t determine if yur BNATP will be required t submit a CAP: 1. Prgram Cluster Mean Scre f less than 80% and/r 2. Any Test Cntent Cluster Scre less than 75%, regardless f mean scre and 3. The first time-pass rate f the certificatin exam is less than 90% Lw cluster scres and nn-implementatin f the CAP may result in a mnitring visit by the Department r SIUC NAT staff and may have an adverse effect n the cntinued apprval f yur BNATP. Questins can be directed t the Department. Mnitring Visit An unannunced Mnitring Visit f yur BNATP may be cnducted by Department staff and/r SIUC NAT Educatin Crdinatr. The n-site visit may include, but nt be limited t: 1. Observatin f the thery/lab and clinical instructinal areas; 2. Evaluatin f instructinal methds in the thery, lab and/r clinical areas; 3. Interviews with students, instructrs and Prgram Crdinatrs; 4. Evaluatin f Perfrmance Skills as demnstrated by students and/r instructrs; 5. Review and discussin f the Prgram s Cluster Scres Reprts; 6. Discussin f Prgram Operatin and Crrective Actin Plan(s); and 7. Assessment f the Prgram s dcumentatin and dcumentatin prcedures. 20

CNA Recertificatin Prcedure Infrmatin regarding the recertificatin f the CNA is lcated in the Nursing Assistant Training Perfrmance Skill Evaluatin manual fund n www.nurseaidetesting.cm. Nursing assistants requesting recertificatin must first cntact the Health Care Wrker Registry at 217-785-5133. CNAs cntacting Evaluatrs directly shuld be directed t the Registry first. Health Care Wrker Backgrund Check Reference 77 IL Admin Cde, Sectin 395.171 and Sectin 955 Prgrams must prvide infrmatin t their students n the Health Care Wrker Backgrund Check Act and the Health Care Wrker Backgrund Check Cde in accrdance with 77 Illinis Administrative Cde, Sectin 395.171 and Part 955. All prgrams are required t initiate a fingerprint-based criminal histry recrds check (FEE_APP) prir t entry f an individual int the training prgram. Sectin 955.110 prvides the fllwing definitin: INITIATE btaining frm a student, applicant, r emplyee his r her scial security number, demgraphics, a disclsure statement, and an authrizatin fr the Department f Public Health r its designee t request a fingerprint-based criminal histry recrds check; transmitting this infrmatin electrnically t the Department f Public Health r its designee; cnducting Internet searches n certain web sites frm links prvided thrugh the Health Care Wrker Registry, and having the student's, applicant's, r emplyee's fingerprints cllected directly by a livescan vendr and transmitted electrnically t the Department f State Plice. (Sectin 15 f the Act) Cntact the Health Care Wrker Registry staff with questins cncerning the Health Care Wrker Backgrund Check prcess and prcedures. New Prgram Crdinatrs shuld make this cntact at yur earliest cnvenience. Health Care Wrker Registry (HCWR) The Illinis HCWR at http://www.idph.state.il.us/nar/hme.htm cntains infrmatin n CNA facts, a search engine t lcate CNAs n the registry, applicatin frms (fr freign nurses, military persnnel, nursing students and ut f state CNAs wishing t reciprcate a certificatin t Illinis), waiver applicatin facts and the waiver applicatin. Dcuments & Frms Lcatin The lcatin f dcuments and frms pertinent t BNATP peratin and referenced in this guide are fund at www.nurseaidetesting.cm Crdinatrs & Instructrs Frms 21

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