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Employee COVID-19 Resources

Last updated: April 13, 2021

External Quick Links:

Employees are encouraged to bookmark these links for easy reference.

Quick links to information on this page:

Employee Vaccination FAQs:

Will I be required to have the COVID-19 vaccine to work on-site?

No. We do not anticipate requiring employees to have a COVID-19 vaccine at this time.

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I have received a COVID-19 vaccine. Do I need to continue testing?

Yes. Vaccinated individuals are required to continue ongoing testing as directed by Occupational Medicine. Experts are still working to learn more about the protection that COVID-19 vaccines provide, and everyone who receives a vaccine should maintain precautions such as wearing a face covering, physical distancing, handwashing, and avoiding travel and gatherings.

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Will I be paid for the time that I spend getting the COVID-19 vaccine?

The Task Force has approved the payment of up to 2 hours, including travel time, for employees who schedule vaccination appointments.  This is paid time regardless of whether the appointment is during your normally scheduled work time or not.  For example, if you normally work Monday through Friday and your appointment is on a Saturday, you are eligible for up to 2 hours of paid time for that Saturday appointment. For hourly employees, this time should be recorded on your timesheet at 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 is effective starting March 19, 2021, and forward.

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Will Dartmouth be giving COVID-19 vaccines to employees or students?

Dartmouth is eager to support opportunities to be vaccinated as soon as possible. The information on vaccine availability from each state is changing frequently, please check the VT and NH websites for opportunities to receive a vaccine in your state of residence.  Additionally, Dartmouth has partnered with the State of NH to offer designated clinic times for eligible Dartmouth employees that are NH residents.  Those eligible will receive a direct email from Occupational.Medicine@Dartmouth.EDU with information about scheduling an appointment.  

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Where can I get a COVID-19 vaccine?

Each state has developed their own process and criteria for providing COVID-19 vaccine to their residents, which determines priorities for vaccination and the distribution of vaccines.

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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? 

Employees who are expected to work on-site should complete their daily TSA. If an employee is directed to contact Axiom Medical, they should do so. If an employee believes that the symptoms could be related to their recent vaccine, then they should discuss this with the Axiom Medical screener.  Axiom Medical has a Dartmouth-approved protocol to follow and will advise whether or not the employee can work on-site or should stay home. 

If Axiom advises the employee 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 PTO.

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 2 hours of paid time off for a vaccination appointment or one day of paid time off post vaccination?

Yes.  The supervisor may ask that proof of vaccination be presented, 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 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 have any employee medical documents or files.  

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Can Dartmouth collect vaccination information on employees?  

Yes.  The reporting of vaccination information is voluntary.  Dartmouth employee COVID-related medical information, such as test results, are stored with our Occupational Medicine provider, Axiom.  Dartmouth may ask its employees to voluntarily provide vaccination information to Axiom. Vaccination information would facilitate possible exemptions from Dartmouth’s COVID surveillance testing protocols.  Vaccination information may not be used related to employment opportunities, performance management, or job related actions unless an individual has requested an accommodation through the Employee Disability Accommodations process. Vaccination information is considered medical information and therefore, in accordance with the Americans with Disabilities Act, is required to be stored separately from the employee’s personnel file and, with limited exceptions, be kept confidential. 

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When is someone considered “fully vaccinated”? 

The Center for Disease Control and Prevention (CDC) notes that an individual is ‘fully vaccinated’: 

  • 2 weeks (14 days) after their second dose in a 2-dose series, such as the Pfizer or Moderna vaccines, or
  • 2 weeks (14 days) after a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine

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I have been fully vaccinated. How do I submit this information and get permission to be tested less frequently?

In order for your reduced COVID-19 testing frequency to take effect, you must submit your vaccination information to Axiom and complete this online consent form: http://dartgo.org/vax

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How do I know that my vaccination records have been uploaded correctly? 

You will receive an email with the subject line "Confirming Reduced COVID Testing" from "iBot Agent 12c PROD - IRA-Tech@dartmouth.edu" indicating that you been approved for less-frequent testing.  Please allow up to 3 - 5 business days for this email confirmation after (1) you are fully vaccinated and (2) you have submitted your vaccination information.

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How will testing be reduced for employees who have submitted documentation of full vaccination?

Fully vaccinated employees in the Big Green testing group will be required to test once per week.  
 
Fully vaccinated employees in the Lone Pine testing group will be required to test every third time they are on-site, regardless of the time between visits. Lone Pine employees will continue to be prompted to schedule and complete a test in a timeframe consistent with this new cadence.

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Am I required to submit documentation of my vaccine status?

Sharing your vaccination information with Dartmouth is voluntary. If you choose not to share the information you will continue to complete the more frequent COVID testing as required by Dartmouth policy. 

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Is it possible to test positive after I have been fully vaccinated

Yes. The vaccine does not provide full immunity but instead decreases the risk of severe symptoms and hospitalizations.  Dartmouth does not allow individuals to ‘test out’ of a positive PCR test. A positive test is a positive regardless of vaccination status. An individual who tests positive will be asked to isolate and any close contacts who have not been fully vaccinated will be asked to quarantine immediately. Fully vaccinated individuals who develop symptoms after exposure to someone who tested positive will also be asked to quarantine.

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I participated in the Dartmouth-State of New Hampshire collaborative vaccine clinic in West Lebanon and received the first dose of the Moderna vaccine. How will I get the second dose?

Dartmouth has scheduled an on-site vaccine clinic on April 28 for employees who received their first dose of Moderna vaccine the week of March 29.  Those employees will receive an email from Occupational Medicine with details on how to schedule an appointment for their second dose.  If you are unable to schedule an appointment on this date, you must call 211 in New Hampshire and let them know that you participated in a third-party clinic sponsored by the UVPHN (Upper Valley Public Health Network) and you need to schedule your second dose. They will assist you.

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COVID-19 Testing for Employees:

All employees approved to work on site, including faculty, staff, and researchers, will participate in asymptomatic testing. Robust testing and contact tracing are critical to maintaining the health and safety of the Dartmouth community. Participation in the College's COVID-19 testing program is required as part of the College's response to the ongoing pandemic. Individuals who fail to comply are not permitted on campus and may face disciplinary action.

Employee testing is managed by Axiom Medical, our Occupational Medicine partner. Asymptomatic testing is completed using test kits provided by the Broad Institute and symptomatic or exposure testing is completed using test kits sourced by Axiom Medical.

Symptomatic testing for employees approved to work on-site:

Dartmouth has established a service for symptomatic or direct exposure testing (rather than going to DH or your doctor for testing). The new service is provided by Axiom Medical. When you do the TSA and report either symptoms or exposure to a known positive, (some refer to this as 'failing the TSA'), then Axiom Medical will direct you to call a phone number to schedule your test. The test is done as a drive-thru on campus, not as part of the regular on-site testing clinic.

Do not report to work or to the regular Dartmouth on-site testing clinic if you have symptoms or have been exposed to someone with a confirmed case of COVID-19. Instead, call Axiom Medical at (281) 419-7063 or 1-877-502-9466 (ext 2) for additional screening/medical case management. Employees are required to respond to Axiom Medical's call or email immediately. Axiom Medical is open 24/7.

An employee may be released to return to work, asked to quarantine or complete symptomatic/exposure COVID testing. Axiom Medical will provide specific instructions on how to complete a drive-through symptomatic/exposure COVID test.

Symptomatic testing for employees NOT approved to work on-site:

Do not report to work or to the Dartmouth asymptomatic testing clinic if you have symptoms or have been exposed to someone with a confirmed case of COVID-19. Instead, contact your Primary Care Provider (PCP) and follow all medical guidance.

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Asymptomatic testing for employees approved to work on-site - Frequency & Categories

With continuing reports of positive COVID-19 cases in the greater Upper Valley community, we need to stay vigilant in following our testing protocols. Testing, along with physical distancing, face covering, and adherence to Dartmouth's group-gathering and facilities-use guidelines are all critical to our goal of reducing the risk of transmission across campus and our broader community.

The College has established two primary employee testing categories (Big Green and Lone Pine) based on the frequency of an employee's work on site.

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"Big Green" On-Campus (regular weekly testing) Group:

This group includes employees who consistently report to work on-site 4 or more days each week.

Big Green testing frequency:

Members of the Big Green 1x/week testing group must complete one COVID-19 test appointment per week by the end of Friday.

Members of the Big Green 2x/week testing group must complete two COVID-19 test appointments per week. At least one test must be completed by the end of Wednesday and the second completed by the end of Friday. Each test should be scheduled with at least one day in-between, preferably with two days in-between.

Employees in the Big Green 2x/week testing group who work a standard weekly schedule are strongly encouraged to select two days each week to complete testing. For example a person who works Tues - Saturday each week may consistently schedule and complete tests each Tuesday and Friday.

Testing appointments can be scheduled online using this link: https://health-clinics.dartmouth.edu

Employees must bring their Dartmouth employee ID to the testing location. If an employee does not have a Dartmouth employee ID, email the Dartmouth Card Office to request one prior to your appointment. It can take 2 business days to create a new ID card. If your appointment is imminent, take your state-issued ID as proof of identification while you await your new employee ID card.

Big Green email messaging:

To reduce the volume of messages sent to each employee, those in the Big Green testing groups will not receive notifications to complete COVID-19 testing. Instead, supervisors and employees will be notified if an employee is overdue for a test.

Intermittent "Lone Pine" On-Campus Group:

This group includes employees who work less than a consistent 4 days per week on site.

Lone Pine testing frequency:

Employees are required to schedule and complete a COVID-19 test appointment when prompted, regardless of the time between visits. Testing appointments can be scheduled online using this link: https://health-clinics.dartmouth.edu

Employees must bring their Dartmouth employee ID to the testing location. If an employee does not have a Dartmouth employee ID, email the Dartmouth Card Office to request one prior to your appointment. It can take 2 business days to create a new ID card. If your appointment is imminent, take your state-issued ID as proof of identification while you await your new employee ID card.

Lone Pine email messaging:

Employees will be notified via an automated email from "iBot Agent 12c PROD - IRA-Tech@dartmouth.edu". The email will contain the details required to schedule and complete a test on their next scheduled on-site workday. Supervisors and employees will be notified if an employee is overdue for a test.

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Rescheduling or Canceling a Test for Same-Day

If you are unable to make your scheduled testing time, but can drop by during another time during the day, the testing site is able to accommodate schedule changes on the same day. Do not miss a test just because you are running late for your scheduled time.

Rescheduling or Canceling a Test for future date

If you are no longer reporting to work on the date you'd scheduled a test, log back into the scheduling system to reschedule or cancel your scheduled test. If you are unable to make your scheduled testing time, but can drop by during another time during the day, the testing site is able to schedule changes on the same day. Do not miss a test date just because you are running late for your scheduled time.

Missed or Overdue Tests

If you miss or are overdue to complete a test that you were scheduled to take, you must complete your test at the start of your next shift on-site.

Each manager is expected to monitor compliance with these requirements for their staff, based upon on-campus work schedules and attendance. Participation in this high-frequency testing program is a crucial part of our campus health and safety operations. It is a privilege to live and/or work on campus, and with this privilege comes the responsibility of excellent health citizenship.

As outlined in the Employee Testing Policy (pdf), failure to comply with testing requirements will disqualify an employee from working on-site, is considered insubordination, will constitute an unexcused absence, and may subject an employee to discipline, up to and including termination of employment.

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What to Expect

All testing participants must arrive at the testing site wearing their mask or face covering. Upon arrival, employees will be asked to:

  1. swipe their Employee ID
  2. confirm that they have completed their Daily Temperature Self-Assessment (TSA) and have been cleared to work on-site

NOTE: Do not report to work or to the Dartmouth asymptomatic testing clinic if you have symptoms or have been exposed to someone with a confirmed case of COVID-19. Instead, call Axiom Medical at (281) 419-7063 or 1-877-502-9466 (ext 2) to report your symptoms/exposure and follow their instructions. You may be released to return to work, asked to quarantine or complete testing. Employees are required to engage with Axiom Medical and respond to their outreach in an urgent manner.

Employees will then be directed to a check in table, where they will provide their employee ID and receive a bar-coded sample tube with their name and date of birth on the label. Employees are asked to double check this information each time they check in so that they can access their test results (pdf) without difficulty the next day. They will be directed to a designated testing area to blow their nose (away from others and the testing table) into a tissue, then self-collect the sample in the lower nasal openings (anterior nares) under the guidance of trained observers/medical personnel. Participants will then submit their sample. Physical distancing is maintained throughout the collection procedure. We anticipate this will take a maximum of 5 minutes to complete.

You may view step-by-step pictorial instructions (pdf) for sample collection to familiarize yourself with the procedure.

Collected samples will be delivered to the Broad Institute, where they will be tested for the presence of COVID-19.

About the Test:

Dartmouth's testing partner, the Broad Institute, is providing an anterior nasal swab Polymerase Chain Reaction (PCR) test for COVID-19. This test is believed to detect more than 95 percent of true positives, and the expected turnaround time for results is 24-36 hours.

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Test Results

If Your Test Result is Negative

Within 24-72 hours after sample collection, you will receive a secure message from the Broad Institute <CareEvolve@LKNotification.com> with instructions on how to view your results. If you do not receive an email, please check your spam or junk folder(s).

We have created a Dartmouth employee step-by-step guide (pdf) on how to create your account so that you may access your test results. This process will require you to create security questions and personal password, which will be known only to you. Receiving an email from CareEvolve@LKNotification.com indicates that your test is negative. If you use the guide and are unable to create/access your account, you may get assistance in person at the Dartmouth College testing clinic or by emailing DartmouthTesting@axiomllc.com

Please make note of your username and password, as logging into this portal is how you will be able to access your test results each time you complete a test.

If your test is negative, it is very unlikely that you have the virus at this time. You will need to continue to practice physical distancing, wearing a mask, frequent handwashing, and following any applicable federal, state or local orders related to COVID-19.


If Your Test Is Invalid or Test Not Processed (TNP)

Approximately 4% of all samples cannot be processed for one reason or another. This could be because there was too much solid collected on the swab, not enough cells were collected during swabbing, the swab being inserted in the tube upside down, a lab error, or a host of other reasons. These results will be returned to the Occupational Health provider who ordered the test, who will contact the employee asking them to come back to the testing site to retest. Invalid/TNP test results are not emailed to participants from Care Evolve and these do not show up in your portal.

 

If You Test Positive for COVID-19

The thought of testing positive to COVID-19 can feel daunting. Dartmouth is committed to providing support to all of our community members who are faced with a positive result.

Dartmouth is required by law to report a positive result to the Department of Health for the state in which an employee resides. A medical provider will call you to provide more information and instructions and to ask about your close contacts. Positive test results will not be emailed to participants. You will be required to remain in isolation for at least 10 days if you test positive, or, if you become ill, until 72 hours after your symptoms resolve. Employees are required to engage with Axiom Medical and respond to their outreach in an urgent manner.

Your test results will be stored in a secure location and are only accessible by authorized personnel.  As long as you remain symptom free, once you've tested positive for the virus, you do not need to complete a (non-symptomatic) test for 90 days from symptom onset (if you became ill) or from the date of your positive test (if you remained asymptomatic). However, if you develop symptoms of COVID-19 during that 90-day period, you may be instructed by Axiom Medical to be re-tested at that time. For more information, see CDC guidance.

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Positive Test Result Protocol

In the event of a positive test, employees will receive a phone call from Axiom Medical, Dartmouth's Occupational Medicine Partner. Calls from Axiom Medical will appear as area codes in Texas or Utah. Axiom Medical will manage employee's isolation and return-to-work case management, and employees will be advised to contact their PCP for follow-up medical care.

Employees who have recovered and remain symptom-free after testing positive for the virus will be instructed not to complete non-symptomatic testing for 90 days after a positive test. Employees must continue to complete the TSA each day prior to reporting to work on-site. If symptoms develop during that 90-day period, the employee may be instructed by Axiom Medical to be re-tested at that time.

Contact Tracing

Anyone who receives a positive COVID-19 test result will be required to participate in contact-tracing protocols. The college has contracted with Axiom Medical contact tracers who will work with the employee to determine if there were close contacts with other employees within forty-eight hours before symptom onset or test completion.

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Definition of Close Contact

Close contact is defined as being within six feet of someone with COVID-19 for a cumulative time of 10 minutes or longer in a 24 hour period during the person's infectious period (the 48 hours before symptoms began or the person testing positive, whichever is earlier.)

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Employee FAQs:

Supervisor FAQs:

How often are asymptomatic employees expected to be tested?

Testing for each employee will align with the frequency in which the employee completes the Temperature Self-Assessment (TSA). Employees who regularly report to work on site (4+ days per week) are placed in the "Big Green" testing group. Employees who are not included in the Big Green group are placed in the "Lone Pine" group. Details on the COVD-19 testing frequency for each group are noted in this section.

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I have contact with students. Do I need to be tested before I do so?

Inclusion for testing is not dependent upon interaction with students. Testing for each employee will align with the frequency in which the employee completes the daily Temperature Self-Assessment (TSA).

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I am fully Vaccinated. Do I need to continue testing?

Yes, however employees may submit documentation to Axiom Medical to reduce their frequency of COVID-19 testing. At this time, all employees who work on-site are required to continue ongoing testing as directed by Occupational Medicine. Experts are still working to learn more about the protection that COVID-19 vaccines provide, and everyone who receives a vaccine should maintain precautions such as wearing a face covering, physical distancing, handwashing, and avoiding travel and gatherings.

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What should I do on the day of my asymptomatic test?

• Take your temperature and complete the Temperature Self-Assessment (TSA) prior to coming on-site to complete your test.  If you have symptoms of COVID-19, do not come to the testing clinic.
• Arrive five minutes early to register. Look for signs to the EMPLOYEE entrance at Leverone Field House. Williamson has only one entrance.
• You will be required to confirm your identity and provide a valid personal telephone number. Bring your employee ID card. You must swipe your employee ID when you arrive.

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How do I get a new employee ID card?

If an employee does not have a Dartmouth employee ID, email the Dartmouth Card Office to request one prior to your appointment. It can take 2 business days to create a new ID card. If your appointment is imminent, take your state-issued ID as proof of identification while you await your new employee ID card.

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Where will asymptomatic testing take place?

On-site testing for employees and students approved to be on-site is by appointment and will take place two different locations, noted below. Both locations are available in our appointment scheduling system.

  • The Leverone Field House testing location is at 26 Park Street. Signs are posted to indicate the entrance for Employees and the entrance for Students.
  • The Williamson building testing location (WTRB 3 South) of the DHMC campus has only one entrance. This location is intended to be used by employees and students that are working on-site on Lebanon campus. 

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How do I access my asymptomatic test results?

You will receive a secure message from the Broad Institute <CareEvolve@LKNotification.com> within 2-3 days with instructions on how to view your results.  If you do not receive an email, please check your spam or junk folder(s).

Use this Dartmouth-specific step-by-step guide (pdf) to create your account so that you may access your test results. This process will require you to create security questions and personal password, which will be known only to you.  Receiving an email from CareEvolve@LKNotification.com indicates that your test is negative.  If you use the guide and are unable to create/access your account, you may get assistance in person at the Leverone Field House testing clinic or by emailing DartmouthTesting@axiomllc.com

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Is there any type of further testing required?

Employees expected to work on site who report symptoms or exposure through the daily temperature screening assessment (TSA) will be provided detailed instructions on the steps to follow based on the responses to the TSA questions.

The screening directions may prompt you to contact our Occupational Medical partner - Axiom Medical at (281) 419-7063 or 1-877-502-9466 (ext 2). They will assist in screening employees for COVID-19.

If an employee is instructed to self-isolate or quarantine due to the results of the occupational medicine screening through Axiom Medical, they should contact HR at Human.Resources@Dartmouth.edu or 603.646.3411 to discuss options for use of paid time during their absence.

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What should I do if I receive a positive test result on a test completed by Dartmouth?

A medical professional from Axiom Medical, Dartmouth's Occupational Medicine partner, will call you to provide more information and instructions and to ask about your close contacts. Calls from Axiom Medical will appear with area codes in Texas or Utah. Positive test results will not be emailed to participants. You will be required to remain in isolation for at least 10 days if you test positive, or, if you become ill, until 72 hours after your symptoms resolve. Employees are required to engage with Axiom Medical and respond to their outreach in an urgent manner.

Dartmouth is required by law to report a positive result to the Department of Health for the state in which an employee resides. An employee may also be contact by their state's Health Department.

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I've tested positive for COVID-19; how soon do I need to be tested again?

As long as you remain symptom free, once you've tested positive for the virus, you do not need to complete a (non-symptomatic) test for 90 days from symptom onset (if you became ill) or from the date of your positive test (if you remained asymptomatic).

However, if you develop symptoms of COVID-19 during that 90-day period, you may be instructed by Axiom Medical to be re-tested at that time. For more information, see CDC guidance.

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I received an email to schedule an appointment for asymptomatic COVID testing, but I'm not scheduled to work on-site (working remote, on vacation, in quarantine) during that time. What should I do?

Please schedule your test to occur on the first day you are scheduled to return to work on-site. We have the appointment dates available for several weeks in advance on the website. Use the link from your email to schedule.

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Should I be tested prior to starting to work on-site after working remotely?

Those who have been working remotely who anticipate coming to campus on a regular basis may schedule an asymptomatic COVID test three to five business days before they plan to start regularly entering campus buildings. This timing will allow receipt of their test result before they return. If you are unable to get tested in advance of your return to campus, please arrange testing as soon as possible upon your return to on-site work.

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I traveled outside of New England. Can I use Dartmouth's testing site to complete a COVID test to gain access to campus?

Dartmouth does allow employees who have traveled outside of New England the opportunity to use our regular on-site testing clinic for this purpose if needed. The employee must:

  1. Schedule their test on day 7 or later after returning (e.g. Employee traveled and returned home on 1/22, so 1/23 is 'day 1' of quarantine and 1/29 is day 7, the earliest day an employee can complete a test.)
  2. The employee completes the TSA and is cleared to report to the testing site.
  3. The employee comes to campus for the test ONLY, then immediately return home to await results.

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Why am I being asked to provide my birth date, gender, race, ethnicity and phone number when registering for my employee COVID test?

The CDC and Dept. of Health and Human Services (HHS) require that age, gender, race and ethnicity be recorded for COVID testing in order to learn more about the impact of COVID-19 on certain demographics. Your phone number is collected to assist in contact tracing, if needed. Our contracted testing vendors, Occupational Medicine professionals and Dartmouth are the only ones who have access to the collected information unless there is a positive case. If positive, the information will be reported to the state HHS as required by the CDC. More information can be found here: https://www.hhs.gov/about/news/2020/06/04/hhs-announces-new-laboratory-data-reporting-guidance-for-covid-19-testing.html

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Can you test my family?

We are only providing testing for employees. If an employee does test positive, they will work with the state health department to complete contact tracing and reach out to anyone you've been in close contact with to pursue testing, which can be done at local clinics, DHMC, or through the state-managed clinics.

If you have household members that would like to be tested, they may either reach out to their primary care physician or schedule a test through the state in which they reside. The links to "Get Tested" are online on each of the following state pages.

Residents of NH: https://www.nh.gov/covid19/resources-guidance/residents.htm
Residents of VT: https://www.healthvermont.gov/covid-19/testing

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How do I contact Axiom Medical?

If you already have an open case and need to contact Axiom Medical, Dartmouth's Occupational Health partner, please use either of these phone numbers: (281) 419-7063 or 1-877-502-9466 (ext 2).

If you are not feeling well, take your temperature and complete the Temperature Self-Assessment (TSA). If you have COVID-like symptoms or were a close contact of someone who tested positive for COVID, the survey will prompt you to call Axiom Medical, Dartmouth's Occupational Health partner for a comprehensive medical assessment over the phone. Their number is (281) 419-7063 or 1-877-502-9466 (ext 2).  

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What actions is the college taking to keep others safe if a student or employee tests positive for COVID-19?

Dartmouth's commitment to employee health and safety is our top priority. Anytime Dartmouth becomes aware of a positive test result where the individual was present on campus in the 48 hours prior to the positive test or onset of symptoms, whichever was earlier, room locations that the person visited are identified. These locations are then deep cleaned and sanitized as soon as possible to reduce the possibility of virus transmission. Additionally, employee contact tracing is conducted by Axiom Medical, Dartmouth's Occupational Health provider.  If you are identified as a potential close contact, you will receive a phone call from Axiom Medical who will provide you with information and resources to support you.

Dartmouth continues to take the following steps to help ensure, as best as possible, health and safety on site:

  • Employees who are able to work remotely are currently asked to do so.
  • Students and employees who work on-site must complete the daily Temperature Self-Assessment, which asks the individual to report any symptoms or exposure.  Employees may not report to work until they have received clearance from Axiom Medical, our Occupational Health provider, to do so.
  • Employees and students are always required to wear masks or other facial coverings, only allowing them to be removed when in a private space with the door closed.
  • Employees and students are always required to maintain six feet of distance from others.
  • Employees and students must diligently wash their hands and otherwise use hand sanitizer.

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The Broad consent form states "your leftover specimen and/or information about you may be used without information that identifies you after the testing is over for analysis by the laboratory in collaboration with a public health authority." Does that mean that my specimen could be used in ways that have absolutely nothing to do with the COVID-19 crisis and could be traced back to individuals?

Individual samples sent to Broad for test processing are not used for research purposes. In collaboration with relevant public health agencies, de-identified data may be shared by Broad with public health officials for analysis, such as to determine infection rates. Samples may also be included in the CRSP standard quality-control procedures to ensure high-quality testing and accurate clinical care.

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I'm worried that my private information may be misused by the testing company. What steps have been taken to protect my interests?

Dartmouth has chosen vendors with good reputations and experience in the field of COVID-19 testing. We have taken reasonable steps with our testing providers to assure that industry-standard data privacy measures are in place to protect the privacy of your sensitive information.

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What if I have concerns about Dartmouth's test or testing provider?

If you have concerns about Dartmouth's test or testing provider, please contact Occupational Medicine at Occ.Med@dartmouth.edu to discuss. Occupational Medicine may authorize use of an alternate approved testing provider at no cost to you. Additionally, you may be permitted to use a qualified COVID-19 testing provider outside those contracted by Dartmouth.

In every circumstance where testing by an outside testing provider is approved, it is your responsibility to share those results in a timely fashion with Axiom Medical, Dartmouth's Occupational Medicine provider. If you use a testing provider other than those contracted by Dartmouth, you will be responsible for the costs of the test. All alternate testing requires approval by Occupational Medicine.

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What if I refuse to be tested for COVID-19?

Routine testing for those present on campus is at the heart of Dartmouth's efforts to limit the spread of COVID-19 within our community. If you fail to get tested according to the policies and at the times required by Dartmouth, you will be denied access to Dartmouth's campuses, buildings and grounds in order to protect the standards for health and safety that have been established for our community. If the lack of access interferes with your ability perform the responsibilities of your job, and you have not participated in a process to find an alternate solution, you will be subject to disciplinary action.

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Where can I park at Leverone Field House?

Advance Transit offers scheduled stops nearby on the Hanover/Dartmouth Shuttle and Blue Route. Additionally, there will be a limited number of parking spaces reserved in the adjacent parking lot for appointments.

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What do I do if an employee working on site notifies me that they have had a positive COVID test result?

If you are notified that an individual you supervise has tested positive for COVID-19, encourage them to contact their PCP and to seek emergency care, if needed. Then follow the steps below. COVID-19 testing, isolation and quarantine details are private health information and should not be shared with others.

  1. If the individual is on-site at the time of notification, send them home immediately.
  2. Request information regarding rooms where the individual was present on campus in the 48 hours prior to the test or onset of symptoms, whichever was earlier.
  3. Case management:
    1. Employees (faculty or staff) should be instructed to call Axiom (281-419-7063 or 1-877-502-9466, ext 2), Dartmouth's Occupational Medicine provider. Axiom will manage the employee's isolation and return-to-work plan and collaborate with the state health department conducting the contact investigation.
    2. Students should be instructed to call (603-646-6440) or email Dick's House, which will manage isolation and return-to-study plans for all students, and work with the state health department conducting the contact investigation.
  4. You should also separately call Axiom (for employees) or Dick's House (for students) (contact info above). Do not report the test result, but simply let them know that you have referred an employee or student to speak with them.
  5. Email your department head and the dean or vice president for your division copying: Lisa.V.Adams@dartmouth.edu, Josh.Keniston@dartmouth.edu, Occ.Med@dartmouth.edu, and covid.cleaning@dartmouth.edu. Do not share the individual's name or any other personally identifiable information but let them know that an individual in your department or group tested positive for COVID-19. Include a list of any buildings and room numbers where the individual worked within the previous 48 hours.

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What do I tell others about the individual's absence?

Reply that they are out on an approved absence or working remotely (for those that can continue to perform work away from campus). If asked in general what information will be shared about employee test results, isolation or quarantine, advise that you will not share any private health information and that in the event there is a confirmed case of COVID-19, close contacts will be notified by Dartmouth's Occupational Medicine provider (Axiom) or Dick's House or by the state health department with further instructions. If anyone has specific concerns about their own health, they should contact their PCP or Axiom (877-502-9466) for additional guidance.

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Does the employee need to use Personal Time or Vacation for their absence?

In most cases where an employee has been instructed by Axiom Medical to remain away from the workplace/campus, the employee will be eligible to receive pay continuation using the "other" lost time rather than their remaining PTO balances. In order to be eligible for "other" pay, the employee must promptly respond to all calls and requests for information from Axiom, and the reason for quarantine must not be due to the employee's decision to engage in personal travel to a state that would require a quarantine period after return.

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What do I do if I hear rumors that an employee has had a positive COVID test result?

The Occupational Medicine processes and procedures will not be visible to those that are not directly involved in a given case and it can sometimes appear as if cases are not being addressed when they are. That said, if you have concerns that the appropriate Dartmouth offices are not aware of a situation, you may send an email to Occ.Med@Dartmouth.EDU. Given the requirements for privacy of personal health information, it is likely that you may not be told the resolution to your inquiry, however you can be assured that attention will be given to the matter. And, of course, speculative information about others should not continue to be shared.

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What if the employee with a positive COVID test result does not work on site but is fully remote?

The steps outlined above do not apply to fully remote employees. The Occupational Medicine function is designed to support those employees working on site with the appropriate medical clearance to return to on site work. Remote employees should work with their health care provider and manage any adjustments in their work commitments directly with their supervisor.

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What if the employee was last on site three days ago and now notifies me of a positive COVID test result?

Since cleaning and contact tracing protocols require information regarding the 48 hours prior to when the individual took the test or when symptoms began, the protocols noted above should be followed if the employee had worked on site within two to three days prior to testing or symptoms.

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Who is on my Health Screening and COVID testing report?

The report shows all the employees assigned to a supervisor as listed in HRMS, whether they have completed the survey or not. If you do not see your employee on your report or if you have people on your report that do not report to you, please notify your finance center. The finance center will update the HRMS records appropriately. The report also shows whether your employees have completed a TSA each day and if they are compliant in completing their mandatory COVID testing.

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Will the report show me all the TSA survey results?

No, the report only shows an overall status. There is an indicator that the employee:

  • completed the screening survey and the result was that the employee could report to work (green light);
  • completed the screening survey and the result was that the employee could not to report to work (red light); or
  • did not complete the screening survey (graylight).

The TSA data is updated every 15 minutes. You can 'refresh' your page to see any updates.

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If there is a red light on my employee's TSA report what should I do?

The employee received notification from the survey instructing them (1) not to report to work and (2) to contact their supervisor and Axiom Medical at 877-502-9466. If you did not hear from that employee, please reach out to them to ensure that they have not reported to work that day and that they have contacted Axiom Medical. If the employee had a do-not-report-to-work result and still reported to work without first consulting you or getting clearance from Axiom Medical, please discuss the situation with your employee and ask them to leave the work site. If employees receive a result that they believe is not related to COVID-19 and still believe they can report to work, they need to receive a confirmation from Axiom Medical that the survey result was unrelated to COVID-19 before being able to return to work.

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If an employee appears on my report as not having completed the screening survey, but I know they are on site today, what should I do?

Every employee who has reported to work today must have a GREEN status. If they are in GRAY status, and you know they are on site, you must require them to complete the screening.

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If my employee refuses to complete the survey or continuously forgets to complete the survey before reporting to work what should I do?

You should contact your HR Consultant to discuss the situation and determine the best course of action to resolve the issue. Failure to comply with a workplace requirement could result in corrective action.

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If my employee has a do-not-report-to-work result on the screening survey, but tells me that it's not COVID related, can I let them report to work?

Employees may not report to work if the survey results determine they may not. The employee may not return to work until cleared to do so by Axiom Medical.

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Will the report show me my employee's COVID test results?

No. The COVID-19 Test Info provides details that tell you whether or not your employee is currently in compliance with their COVID-19 testing (as of the end of the day prior), which testing group (Lone Pine or Big Green) they are in, the date each employee last completed a COVID-19 test (last test date), and the next date the employee has scheduled a COVID-19 test (next test scheduled). If the employee is a "Big Green" group member, you will also see the days of the week that the employee tested this week (e.g. MON, THUR). If the employee is a "Lone Pine" group member, you will see the last date the employee was notified that they must test on their next scheduled work date (Latest invite-Lone Pine). The indicator of the employee's testing status is color-coded:

  • Compliant, Exempt, Monitored = Employee is in compliance with COVID-19 testing expectations. They either completed their testing as instructed (Lone Pine or Big Green), are exempted from testing, or currently have a case open with Axiom Medical.
  • One test, NO test = Employee is a member of the Big Green testing group and has not yet completed their required test(s) this week.
  • Need Test = Employee is a member of the Lone Pine testing group who must schedule and complete testing on next on-site work shift
  • Overdue= Employee has NOT completed their mandatory COVID-19 Testing as instructed (Lone Pine or Big Green). Supervisor action needed.

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What should I do if someone who reports to me has a testing status of "Overdue"?

If any of those you supervise have a testing status of OVERDUE, you must inform the employee that they are out of compliance that they must schedule and complete their COVID test on their next on-site work day.

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