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This is a special bulletin regarding upcoming changes to school based services under CPWI and the Minerva 2.0 online reporting system. Each section of this announcement will cover helpful information on what Student Assistance Professionals, and school-based services providers can expect.
Details outlined in this notice are primarily for Educational Service District (ESD) partners, and are informational for other provider types.
School-based services in Minerva 2.0
HCA is transitioning the reporting of school-based services from the Looking Glass Analytics, Inc. (LGAN) system to Minerva 2.0 by Collaborative Planning Group (CPG).
The Division of Behavioral Health and Recovery (DBHR) of the Washington state Health Care Authority (HCA) is excited to welcome Student Assistance Professionals and school-based services providers as a new group of users to the Minerva 2.0 online reporting system. Starting September 2026, these providers will no longer be reporting services in their current online reporting system, and will begin reporting in Minerva 2.0. While this transition comes with many benefits, we understand change of any kind will impact Student Assistance Professionals and our Educational Service District partners. This message contains relevant information outlining what providers can expect.
We also want to take a moment and thank our partners at Looking Glass Analytics, Inc. Their leadership and support has spearheaded the school-based services reporting in Washington state for over 20 years and shaped the framework and foundations of HCA’s CPWI Student Assistance Professional program to date. We are grateful for their service and commitment.
Why switch reporting systems?
We are consolidating reporting into one single system as part of an overall, unified vision of prevention in Washington.
To best serve the people of Washington, we will create a single system for reporting services that enables us to maximize resources, integrates our service delivery data entry and reporting and provides information to help inform local services at state and local level.
Looking Glass Analytics, Inc. (LGAN) is the vendor for the current online reporting system where school-based services are reported. LGAN has been an exceptional partner to work with in providing school-based online reporting services. The contract with LGAN was originally procured by the Washington Office of Superintendent of Public Instruction (OSPI) and has sunset or expired which resulted in a search for another vendor to provide an online reporting system. After a thorough review of options available and discussions with impacted partners, it was determined to move forward with a transition period with both vendors working together and then move all reporting to Minerva 2.0. The Minerva 2.0 system can already accommodate school-based services with minimal adjustments, was already under contract, and is where community-based organizations, community coalitions, tribes, and urban Indian organizations are already reporting services, we decided to fold school-based services into this system as well.
By having one combined system across all contractors, HCA aims to:
- Continue to meet state and federal reporting obligations.
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Reduce administrative burden for reporting by the providers and state.
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Reduce administrative management by the providers and state.
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Avoid service disruption and provide training / technical assistance throughout the process.
- Ensure ESDs are engaged and inform the process.
New User Training kickoff
On June 22, 2026, HCA will partner with Collaborative Planning Group (CPG) to host a brief welcome and overview as part of the Coalition Leadership Institute (CLI) agenda. Visit the Athena Forum for more information on CLI. Attendees will gain insights into how the system operates, benefits to using Minerva 2.0, and meet the development team.
All new users and those intending to create an account in Minerva 2.0 must attend formal New User Training. This includes Student Assistance Professionals, SAP Coordinators, SAP Supervisors, ESD Directors, or anyone who bills their time directly to CPWI and/or needs access to the system.
HCA will host training events specifically for Educational Service Districts (ESDs), listed below. Providers are only required to attend one New User Training, though multiple opportunities are provided. Attendees must attend the full 2.5 day training. The September date is highly encouraged, with October being a backup option.
Training session 1
(Tues, Thurs, Fri)
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September 8 and 10, 2026: 9:05 a.m. – 4:30 p.m.
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September 11, 2026: 9:05 a.m. – noon
Training session 2
(Tues, Thurs, Fri)
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October 13 and 15, 2026: 9:05 a.m. – 4:30 p.m.
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October 16, 2026: 9:05 a.m. – noon
Future New User Training
After hosting dedicated training for Educational Service Districts and Student Assistance Professional, future training will fold into the existing calendar of Quarterly New User Training events, which are open to all providers including community-based organizations, tribes and urban Indian organizations, and CPWI community coalitions and school-based services. The schedule of events is outlined below. Visit the Athena Forum’s Minerva webpage to learn more about pre-requisites to accessing the system.
New staff hired after the September and October New User Training dates should plan to attend one of these options:
Fall session:
(Tues, Thurs, Fri)
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November 10 and 12, 2026: 9:05 a.m. – 4:30 p.m.
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November 13, 2026: 9:05 a.m. – noon.
Winter session:
(Tues, Thurs, Fri)
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February 9 and 11, 2027: 9:05 a.m. – 4:30 p.m.
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February 12, 2026: 9:05 a.m. – noon.
Spring session:
(Tues, Thurs, Fri)
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May 11 and 13, 2027: 9:05 a.m. – 4:30 p.m.
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May 14, 2027: 9:05 a.m. – noon.
Training structure
The New User Training series is required for all new users. Training content is spread across 2.5 days, typically occurring across Tuesdays, Thursdays, and Fridays.
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Day 1: System Foundations
Introduction to reporting, purpose of Minerva 2.0, system navigation, and start‑of‑year reporting requirements
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Day 2: Reporting Service Delivery
How to document service delivery, how to record individuals delivering and receiving services
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Day 3: Student Services (half-day, specific to school-based accounts)
Orientation to Student Assistance Professional (SAP) reporting components, school‑based problem identification and referral reporting
Optional early access
HCA has received requests for ESD Coordination staff or Supervisors to get early access to Minerva to support their planning. ESDs are welcome, but not required, to voluntarily attend an existing Quarterly New User Training. These opportunities are not intended for Student Assistance Professionals. The current schedule includes:
- August 11 and 13 from 9:05 a.m. – 4:30 p.m., and August 14 from 9:05 a.m. – noon.
This is an option for SAP Supervisors/Coordination staff who would like to preview Minerva in advance, and this training will be the first to include revised content and materials for the new school-based services accounts and system updates.
Minerva 2.0 Technical Support
Providers are invited to attend drop-in style Technical Support Calls, held twice monthly online, to receive technical assistance and guidance from the Minerva team. Attendees can ask questions, share screens, and otherwise learn how to complete reporting during these standing events. When an attendee registers, their respective HCA Prevention Manager will also be invited to attend to offer further support.
- September 9 (9:05–10 a.m.)
- September 22 (1:05–2 p.m.)
- October 14 (9:05–10 a.m.)
- October 27 (1:05–2 p.m.)
- November 11 (9:05–10 a.m.)
- November 24 (1:05–2 p.m.)
- December 9 (9:05-10 a.m.)
- December 22 (1:05-2 p.m.)
Reporting requirements
HCA is working with vendors, data analysts, contract managers, and other subject matter experts, in addition to Educational Service District (ESD) partners to ensure all state and federal grant reporting requirements are met when we transition to Minerva 2.0.
School-based services providers will experience an increased level of reporting in Minerva 2.0 to ensure all required data elements are collected for the current and evolved work of the SAP program within CPWI. Reporting requirements vary by fund source but generally require information outlined below for each service provided under CPWI. Requirements include:
- Number of unduplicated participants, framed within federal demographic categories.
- Number of unduplicated reach, framed within federal demographic categories.
- Service provision by CSAP and CSAP activity code.
- Service provision by IOM designation.
- Location of each activity (distinguished as either “school-based” or “community-based” according to federal designation).
- Evidence-based designation/priority for each activity.
- Target populations (federal categories).
- Prioritized substances for each activity.
- Demographics of all service recipients.
- Defined programs and strategies implemented across the system.
Reporting requirements are discussed in detail during Quarterly New User Training.
Additional details
- Information from this bulletin can also be found on our website. Visit the Athena Forum dedicated webpage to learn more.
- Frequently Asked Questions are located on the webpage, and also available for download.
- Registration is required for New User Training, and available now.
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Visit the Athena Forum training calendar for a list of events outlined in this announcement.
- Quarterly New User Trainings are held quarterly for all providers. When a Student Assistance Professional is onboarded shortly after a training is conducted, they can register for a future offering and still gain access to the Minerva 2.0 system. In these situations, the ESD backup reporting staff should provide support, and is responsible for ensuring all data is reported. Additionally, staff may review training materials and slides, attend Minerva 2.0 Technical Support Calls, or reach out to their HCA Prevention Manager for interim guidance.
- Contact your HCA Prevention Manager for more information, questions, or inquiries related to this transition.
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Email the Minerva team for other inquiries about Minerva 2.0.
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