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Employee COVID-19 Vaccination FAQs

last updated June 17, 2022

Policy

Getting Vaccinated

Submitting Vaccination and Booster Records

Exemption Processes

 Other Campus Procedures

 
Will I be required to have the COVID-19 vaccine and booster to work for Dartmouth? 
All Dartmouth employees working either on-site or remotely are required to be fully vaccinated with a SARS-CoV-2 vaccine ("COVID-19 vaccine") and one booster vaccine (if eligible) authorized (including any emergency use authorization) or approved by either the U.S. Food and Drug Administration or listed for emergency use (PDF) by the World Health Organization.

To comply with this policy, all employees, before their first day of employment, must:

(a) submit documentation showing that they have been fully vaccinated and received a booster vaccine (if eligible) at http://dartgo.org/vax or

(b) obtain an approved exemption. Additional information on the accommodations process is available at https://www.dartmouth.edu/ide/disabilities/ada_process.html

For more information on where to get a COVID-19 vaccine or booster vaccine, please visit https://www.cdc.gov/vaccines/covid-19/reporting/vaccinefinder/about.html.
 
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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 vaccine and booster. 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. 

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Can Dartmouth mandate COVID-19 vaccines for employees prior to FDA approval?  
Distribution of COVID-19 vaccines has been issued under the U.S. Food and Drug Administration's (FDA) 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.  

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I already had COVID-19 and recovered. Do I need to be vaccinated and receive a booster? 
According to the U.S. Centers for Disease Control and Prevention, you should get a COVID-19 vaccine even if you already had COVID-19.

Getting a COVID-19 vaccine after you recover from COVID-19 infection provides added protection against COVID-19. 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.

Learn more about the benefits of getting a COVID-19 vaccine.

Employees with questions about getting a COVID-19 vaccine should talk to their primary care provider. If a temporary waiver of the vaccination requirement is needed, contact the Office of Institutional Diversity and Equity.
 
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I have received a COVID-19 vaccine. Do I need to continue testing? 
Regardless of vaccination status, you are required to test if you:

Read the frequently asked questions on testing for more information.

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Will I be paid for the time that I spend getting the COVID-19 vaccine? 
Leadership has approved the payment of up to two hours, including travel time, for employees who schedule vaccination appointments, including booster vaccines. 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 your appointment is 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. 

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If I already got my vaccination, can I receive the paid time? 
The approval of paid time for vaccine appointments became effective starting March 19, 2021, and applies to each COVID-19 vaccination appointment on or after that date. 

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Will Dartmouth be giving COVID-19 vaccines to employees or students? 
Dartmouth is eager to support opportunities for staff and faculty to stay up to date on their COVID-19 vaccines and will communicate information on Dartmouth-hosted COVID-19 vaccine clinics via email, through VOX daily announcements, and by posting in the vaccination resources section of the Dartmouth Together website.

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Where can I get a COVID-19 vaccine or booster? 
Find a COVID-19 vaccine or booster in the U.S. by searching vaccines.gov or calling 1-800-232-0233. Individuals five years of age or older are eligible to be vaccinated in New Hampshire and Vermont, regardless of residency. Please review the U.S. Centers for Disease Control and Prevention’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 primary care provider.

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What vaccines are accepted? 
Accepted COVID-19 vaccines are those that received full approval or emergency use authorization by the US Food and Drug Administration or those that received or are undergoing assessment for emergency use listing (pdf) by the World Health Organization, (also available at https://dartgo.org/who-vax).

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If I get sick from the vaccine, do I need to stay home or can I come in to work because I know it is because of the vaccine? 
If you feel unwell and believe that the symptoms could be related to your recent vaccination, contact Axiom Medical at 1-833-408-1338 to discuss. You will be prompted to leave a message with your phone number, name, 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 can work on-site or 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 the employee is cleared to return to work but doesn’t feel up to it, they should use their regular paid time off (PTO). If an employee feels unwell after multiple days following vaccination, they are encouraged to contact their health care provider. 
 
Employees working remotely should notify their supervisor of their absence due to illness the day after their vaccination and record Other Lost Time for their regularly scheduled hours on that day.

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Can a supervisor ask for proof of vaccination in support of Dartmouth’s provision of up to two hours of paid time off for a vaccination appointment or one day of paid time off post-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. (See this question below.)  

A supervisor may ask an employee to present proof of vaccination their completed vaccine appointment, however, 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 should not copy, keep, or retain any employee medical documents or files.

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When is someone considered “fully vaccinated” (pre-booster eligibility)?
Individuals are considered fully vaccinated with their initial series of COVID-19 vaccine 14 days after their final dose in the COVID-19 vaccine series. Acceptable COVID-19 vaccines are those that received full approval or emergency use authorization by the U.S. Food and Drug Administration or those that received or are undergoing assessment for emergency use listing (pdf) through the World Health Organization (WHO).

fully vaccinated

Note: Employees are also required to submit documentation showing that they have received one COVID-19 booster vaccine within 30 days of becoming eligible.  Please review the U.S. Centers for Disease Control and Prevention’s COVID-19 booster eligibility guidelines for details.

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I have been fully vaccinated and/or received my booster. How do I submit this information?
Complete this online form to submit your vaccination information and upload a copy of your vaccine/booster 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.

Employees who have already submitted their records for their initial series and who are submitting their booster record, please only submit your booster(s).

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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. 

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I lost or do not have a copy of my COVID-19 vaccination documentation. How can I replace it?

Employees should contact the vaccination provider site where they received their vaccine to request a replacement document. Their provider should be able to provide them with new cards or documentation with up to date information about the vaccinations they have received. If the location where the employee received their COVID-19 vaccine is no longer operating, the employee should contact their State or local health department’s immunization information system (IIS) for assistance. Employees can also contact their state or local health department if they have additional questions about vaccination cards or vaccination records.

Individuals who received a COVID-19 vaccination 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 their record should email VaccineService@AxiomLLC.com to request a replacement.

An attestation of vaccination by the employee is not an acceptable substitute for documentation of proof of vaccination.

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Will I be able to know who is not vaccinated that I work closely with? 
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 the COVID-19 vaccine policy. 

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Who do I contact if I have 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 online here. Workplace safety concerns can be reported to ehs@dartmouth.edu or 603-646-1762. Concerns about employee interactions related to COVID-19 can be directed to human.resources@dartmouth.edu or 603-646-3411.

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What should I do if I am unable to receive the vaccine? 
Employees wishing to seek a medical or religious exemption from the vaccination requirement should complete the online request form.

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If I have an exemption, can I continue to work remotely? 
Vaccination status alone will not determine an employee's remote or on-site work arrangements at Dartmouth. The ability to work remotely is a determination made in adherence with the Alternate 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. 

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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.

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I do not practice an organized religion, but I do have spiritual/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.

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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 Vaccination Policy. Depending on the unvaccinated person's worksite, other limitations and modifications may be applicable to the employee's particular position.

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The policy states 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.

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What if I do not get vaccinated and boosted and don’t 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.

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If I receive discipline for not getting vaccinated, will that be noted in my personnel file?  
An employee will not receive discipline specifically for not being vaccinated. 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.

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Does Dartmouth give an option of allowing employees to be tested regularly rather than vaccinated?
No. Dartmouth requires employees to provide documentation of full vaccination against COVID-19 or approved medical or religious exemption. There is no option to test in lieu of vaccination.

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Why is Dartmouth requiring remote employees and faculty who are 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.  To this end, our COVID-19 Vaccination Policy applies to all individuals employed by Dartmouth College, regardless of their work location. 

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Does Dartmouth require booster shots for the COVID-19 vaccine? 
All Dartmouth employees working either on-site 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.. Accepted COVID-19 vaccines are those  authorized (including any emergency use authorization) or approved by either the U.S. Food and Drug Administration (FDA) or listed for emergency use by the World Health Organization.  Those current employees who are not eligible for a COVID-19 booster on their hire date must receive the booster or an approved booster exemption within 30 days of becoming eligible. Please visit vaccines.gov or call 1-800-232-0233 for more information on where to find a booster shot near you. 

Employees who were previously approved for a medical or religious exemption from COVID-19 vaccination may be exempt from the booster requirement in accordance with the terms of their approved exemption. Inquiries should be directed to the Office of Institutional Diversity & Equity.

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Am I eligible for a booster shot?
Please review the U.S. Centers for Disease Control and Prevention’s COVID-19 booster eligibility guidelines for information on vaccine eligibility. If you have questions, contact your primary care provider.

Employees who wish to apply for an exemption for the booster requirement must be approved for a medical or religious exemption via the Office of Institutional Diversity & Equity. 

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I've received my initial COVID-19 vaccine, but I've had COVID very recently. How long should I wait to get the booster?
According to the U.S. Centers for Disease Control and Prevention, people with COVID-19 who have symptoms should wait to be vaccinated until they have recovered from their illness and have met the criteria for discontinuing isolation; those without symptoms should also wait until they meet the criteria before getting vaccinated.

This applies to people getting either their first or second dose of their primary series of COVID-19 vaccine and to those getting their booster dose(s)

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The federal government has issued several different rules about vaccination requirements in workplaces. Why can’t 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.

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