Employee COVID-19 Vaccine FAQ
Policy
- Will I be required to receive a COVID-19 vaccine and booster to work for Dartmouth?
- What vaccines are accepted?
- What is the different between fully vaccinated and up to date?
- Does this policy apply to student employees?
- Can Dartmouth mandate COVID-19 vaccines for employees prior to FDA approval?
- Why does Dartmouth require remote employees and faculty on sabbatical to be vaccinated?
- Can Dartmouth adopt a testing alternative to vaccination?
Getting Vaccinated
- Where can I get a COVID-19 vaccine?
- How do I know which COVID-19 vaccines I'm eligible for?
- Will Dartmouth provide COVID-19 vaccines to employees or students?
- I had COVID-19 and recovered. Do I still need to be vaccinated?
- I have COVID-19. Do I need to wait to get vaccinated?
- Will I be paid for the time that I spend getting vaccinated?
- If I already got vaccinated, can I still receive the paid time?
- If I feel sick after being vaccinated, can I come in to work because I know it's because of the vaccine?
Submitting Vaccination Records
Exemption Process
- What should I do if I am unable to receive the vaccine?
- What if my request for an exemption is denied? Can I appeal?
- Do I need to provide proof of my religious belief? How do I do that?
- I do not practice an organized religion, but I do have spiritual/religious beliefs. Am I eligible for an exemption?
- The policy states that being pregnant may be a valid reason for requesting an exemption. What if I plan to become pregnant?
- If I do not get vaccinated or have an exemption, will I be disciplined or lose my job?
Other Campus Procedures
Will I be required to receive a COVID-19 vaccine and booster to work for Dartmouth?
All Dartmouth College employees working on site, hybrid, or remotely are required to receive all recommended doses in their primary series of COVID-19 vaccine, and one booster dose when eligible, or have an approved exemption. To comply with this policy, all employees, within 30 days of their hire date, must:
- Submit their vaccination documentation at https://dartgo.org/vax; or
- Obtain an approved exemption. Information on the the exemption process is available through the Office of Institutional Diversity & Equity’s Accessibility office.
Current employee who not eligible for a COVID-19 booster vaccine on their hire date must submit documentation of their the booster or approved exemption within 30 days of becoming eligible. Read Dartmouth's COVID-19 Employee Vaccination Policy for more information.
What vaccines are accepted?
Accepted COVID-19 vaccines are those that received full approval or emergency use authorization by the U.S. Food and Drug Administration (FDA) or those that received or are undergoing assessment for emergency use listing (PDF) by the World Health Organization.
What is the difference between fully vaccinated and up to date?
Individuals are considered fully vaccinated 14 days after their final dose in the primary series of a COVID-19 vaccine. How many doses are in a primary series will depend on the COVID-19 vaccine and if they individual being vaccinated is immunocompromised. Individuals are considered up to date immediately after receiving the mst recent booster recommended by the U.S. Centers for Disease Control and Prevention’s (CDC) COVID-19 vaccine guidance. If you have questions about your eligibility, contact your health-care provider.
Does this policy apply to student employees?
A degree-seeking student’s primary affiliation with Dartmouth is as a student. All Dartmouth students are required to provide documentation of immunizations, including the COVID-19 vaccines. Information for students is available from and managed by the Dartmouth College Health Service. Dartmouth graduate, professional school, and undergraduate degree-seeking student employees do not follow the same COVID-19 vaccination procedures as Dartmouth staff, faculty and researchers.
Can Dartmouth mandate COVID-19 vaccines for employees prior to FDA approval?
Distribution of COVID-19 vaccines has been issued under the FDA's Emergency Use Authorization (EUA). The U.S. Equal Employment Opportunity Commission (EEOC) has indicated that the federal EEO laws do not prevent an employer from requiring all employees physically entering the workplace to be vaccinated for COVID-19, subject to the reasonable accommodation provisions of Title VII and the Americans with Disabilities Act (ADA) and other EEO considerations.
Why does Dartmouth require remote employees and faculty on sabbatical to be vaccinated?
Dartmouth is committed to providing a workplace that is free from known serious health and safety hazards, including COVID-19. Our COVID-19 Employee Vaccination Policy applies to all individuals employed by Dartmouth College, regardless of their work location.
Can Dartmouth adopt a testing alternative to vaccination?
As a federal contractor, Dartmouth is required to comply with the federal government’s vaccination mandate for covered employees of federal contractors, which does not permit a testing alternative. The Department of Labor’s Occupational Safety and Health Administration (OSHA) has issued a proposed rule imposing vaccination requirements on employers with 100 or more employees that does include a testing alternative. However, the federal government has clarified this rule does not apply to workplaces (like Dartmouth) that are covered by federal contractor vaccination requirements.
Where can I get a COVID-19 vaccine?
To find a COVID-19 vaccine in the U.S., search vaccines.gov or call 800-232-0233. You can also read through the vaccination resources provided by the New Hampshire and Vermont state health departments and by Dartmouth Health. For more information, read Dartmouth’s vaccination resources.
How do I know which COVID-19 vaccines I'm eligible for?
Please review the CDC’s COVID-19 vaccine guidance for changes to vaccine recommendations and eligibility. Students with questions about their eligibility can contact the Dartmouth College Health Service and faculty and staff can contact their health-care provider.
Will Dartmouth provide COVID-19 vaccines to employees or students?
Dartmouth is eager to support opportunities for staff, faculty, and students to stay up to date on their COVID-19 vaccines and will communicate information on Dartmouth-hosted COVID-19 vaccine clinics by email, through VOX daily announcements, and by updating the vaccination resources section of the Dartmouth Together website.
I had COVID-19. Do I still need to be vaccinated?
The CDC recommends that you get a COVID-19 vaccine even if you already had COVID-19:
- Getting a COVID-19 vaccine after having COVID-19 provides added protection to your immune system.
- People who already had COVID-19 and do not get vaccinated after their recovery are more likely to get COVID-19 again than those who get vaccinated after their recovery.
- You do not need to wait to get vaccinated if you were treated for COVID-19 with monoclonal antibodies or convalescent plasma while sick with COVID-19.
- If you recently had COVID-19, you may consider delaying your next vaccine dose (primary dose or booster) by 3 months from when your symptoms started or, if you had no symptoms, when you first received a positive test. Reinfection is less likely in the weeks to months after infection. However, certain factors, such as personal risk of severe disease, local COVID-19 community level, and the most common COVID-19 variant currently causing illness, could be reasons to get a vaccine sooner rather than later.
Employees with questions about getting a COVID-19 vaccine should talk to their health-care provider. If a temporary waiver of the vaccination requirement is needed, contact the Office of Institutional Diversity and Equity.
I have COVID-19. Do I need to wait to get vaccinated?
The CDC recommends that you wait to be vaccinated until after you complete your isolation period and your symptoms are gone (if you had symptoms). This also applies to people who have been vaccinated but get COVID-19 before getting any additional or booster doses. You may consider delaying your next vaccine (primary dose or booster) by 3 months from when your symptoms started or, if you had no symptoms, when you received a positive test. Reinfection is less likely in the weeks to months after infection. However, certain factors, such as personal risk of severe disease, local COVID-19 community level, and the most common COVID-19 variant currently causing illness, could be reasons to get a vaccine sooner rather than later.
Employees with questions about getting a COVID-19 vaccine should talk to their health-care provider. If a temporary waiver of the vaccination requirement is needed, contact the Office of Institutional Diversity and Equity.
Will I be paid for the time that I spend getting vaccinated?
Leadership has approved the payment of up to two hours, including travel time, for employees to get vaccinated for COVID-19. This is paid time regardless of whether or not the appointment is during your normally scheduled work time. For example, if you normally work Monday through Friday and you get vaccinated on a Saturday, you are eligible for up to two hours of paid time for that Saturday appointment. For hourly employees, this time should be recorded on your timesheet as Other Lost Time. Please notify your supervisor if this paid time will count as overtime in that workweek.
If I already got vaccinated, can I still receive the paid time?
The approval of paid time for COVID-19 vaccination became effective starting March 19, 2021, and applies to each COVID-19 vaccination appointment on or after that date.
If I feel sick after being vaccinated, can I come in to work because I know it is because of the vaccine?
If you feel unwell and believe that your symptoms could be related to your recent vaccination, call Axiom Medical 833-408-1338 to discuss. You may be prompted to leave a message with your name, phone number, and reason for your call. Calls will be returned in the order received, so please watch for and answer the call, typically from a Texas or Utah area code. Axiom Medical has a Dartmouth-approved protocol to follow and will advise whether or not you should stay home.
If Axiom advises you to stay home due to symptoms/concerns, the first day post vaccination will be covered by Other Lost Time. If you are cleared to return to work but don't feel up to it, use your regular paid time off (PTO). If you feel unwell after multiple days following vaccination, contact your health-care provider.
If you work remotely, notify your supervisor of your absence due to illness the day after their vaccination and record Other Lost Time for your regularly scheduled hours.
Am I required to submit documentation of my vaccination status?
Sharing your vaccination information with Dartmouth is required under Dartmouth policy. If you choose not to share the information and you have not received an official exemption, you will not be eligible to work for Dartmouth or access campus facilities.
How do I submit my vaccination documentation?
Complete this online form to submit your vaccination information and upload a copy of your vaccine record(s) to Axiom Medical. All documentation must include your name, date of birth, vaccine manufacturer, number of doses and date received, and vaccine lot number.
The Office of Human Resources (7 Lebanon Street, Suite 203) offers in-person support for employees that need or want assistance in this process. Please take your original document(s) with you when you drop in during regular business hours.
If you have already submitted your records for your primary COVID-19 vaccine series and you need to submit a booster record, you only need to upload your booster information, but please make sure your name is included. For example, if your booster information is on the back of your vaccine card, but your name is on the front, please make sure you upload both the front and back of your card.
I lost or do not have a copy of my COVID-19 vaccination documentation. How can I replace it?
Contact the provider who vaccinated you request replacement documentation. If you cannot contact your vaccination provider or if your vaccination provider cannot reissue documentation, contact your state or local health department’s immunization information system (IIS). Your state’s IIS cannot issue you a vaccination card, but they can provide a digital or paper copy of your full vaccination record, including your COVID-19 vaccinations. Some vaccination providers and health departments may offer you access to a QR code or digital copy of your CDC COVID-19 Vaccination card in addition to giving you a physical card. Contact your vaccination provider or local health department to learn if you can get a digital copy of your card.
If you received a COVID-19 vaccine at an Axiom Medical-managed clinic on campus (January 10, 11, 31 or March 14, 30 or June 28, 2022) and need a replacement copy of your record, you can email vaccineservice@axiomllc.com to request a replacement.
If you received a COVID-19 vaccine at an Dartmouth-sponsored clinic on campus (October 12 or 17, November 2 or 18, 2022) and need a replacement copy of your record, you can follow the state of New Hampshire instructions on requesting replacement vaccine records.
An attestation of vaccination is not an acceptable substitute for documentation of proof of vaccination.
What should I do if I'm unable to receive a COVID-19 vaccine?
Employees wishing to seek a medical or religious exemption from the vaccination requirement should complete an online request form through the Office of Institutional Diversity & Equity.
What if my request for an exemption is denied? Can I appeal?
Information on the process for requesting an exemption and the availability of an appeal can be found on the Office of Institutional Diversity & Equity’s Employee Accessibility Resource page. All employees are required to have an approved exemption or be vaccinated in accordance with Dartmouth’s COVID-19 Employee Vaccination Policy. Depending on the unvaccinated person's worksite, other limitations and modifications may be applicable to the employee's particular position.
Do I need to provide proof of my religious belief? How do I do that?
Information on the process for requesting an exemption can be found on the Office of Institutional Diversity & Equity’s Employee Accessibility Resources page. For a religious exemption, employees will be asked to provide a letter describing the basis for their request for a religious exemption from the vaccination requirement.
I do not practice an organized religion, but I do have spriritual/religious beliefs. Am I eligible for an exemption?
Employees may choose to request exemptions for medical or religious reasons. These exemptions are intended to meet Dartmouth’s obligations that exist under federal and state law. For the purposes of Dartmouth’s vaccination requirement, “religion” includes all aspects of religious observance and practice as well as belief, not just practices that are mandated or prohibited by a tenet of an individual’s faith. Religion includes not only traditional, organized religions, but also religious beliefs that are new, uncommon, not part of a formal church or sect, or only subscribed to by a small number of people. Information on the process for requesting an exemption can be found on the Office of Institutional Diversity & Equity’s Employee Accessibility Resources page.
The policy state that being pregnant may be a valid reason for requesting an exemption. What if I plan to become pregnant?
Certain conditions may qualify as a reason to delay vaccination. Any questions about your specific situation should be shared as part of the process to request an exemption. Information on the process for requesting an exemption and the availability can be found on the Office of Institutional Diversity & Equity’s Employee Accessibility Resource page.
If I do not get vaccinated or have an exemption, will I be disciplined or lose my job?
Employees who have not been vaccinated or received an approved medical or religious exemption will no longer be eligible to perform work for Dartmouth.
An employee is expected to adhere to the established safety protocols applicable to their Axiom-documented vaccination status. Lack of adherence to those protocols may lead to disciplinary action.
Can a supervisor ask for proof of COVID-19 vaccination?
The materials that employees provide to Axiom Medical as documentation of their vaccination status are the exclusive means of determining employee compliance with Dartmouth’s employee vaccination policy.
A supervisor may ask an employee to present proof of their completed vaccine appointment; however, the supervisor may not ask for, or keep a copy of, the materials presented, nor may they ask any questions about why the employee qualified or not for the vaccination. Employees should be instructed to show proof of vaccination only, taking care not to share any other medical information with the supervisor. Proof of vaccination is considered medical information.
The Americans with Disabilities Act requires that all medical information about a particular employee be stored separately from the employee's personnel file and, with limited exceptions, be kept confidential. Supervisors must not copy, keep, or retain any employee medical documents or files.
Will I be able to know if anyone I work closely with is not vaccinated?
Dartmouth will not share information on the vaccination status of employees or students with other employees or students. Supervisors will know whether or not employees are in compliance with Dartmouth's COVID-19 vaccine policy.
Who do I contact with concerns about workplace safety?
All employees have a right to raise workplace safety and health concerns free from retaliation. Workplace COVID-19 safety information can be found on Environmental Health & Saftey's (EHS) COVID-19 resources page. Workplace safety concerns can be reported to EHS by emailing ehs@dartmouth.edu or calling 603-646-1762. Concerns about employee interactions related to COVID-19 can be directed to the Office of Human Resources by emailing human.resources@dartmouth.edu or calling 603-646-3411.
If I have an exemption, can I continue to work remotely?
Vaccination status alone will not determine an employee's remote, hybrid, or on-site work arrangements at Dartmouth. The ability to work remotely is a determination made in adherence with the Flexible Work Arrangements policy. Some work cannot be performed remotely. The exemption request process will support an employee and supervisor exploring options for an unvaccinated individual to meet the safety requirements of working on site.