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Employee COVID-19 Resources

Last updated: September 27, 2021

External Quick Links:

Employees are encouraged to bookmark these links for easy reference.

Quick links to COVID-19 testing information on this page:

 

COVID-19 Testing for Employees:

All employees approved to work on-site, including faculty, staff, and researchers, will participate in asymptomatic testing. 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.

Symptomatic testing for employees approved to work on-site:

Dartmouth will continue to provide a service for symptomatic or direct exposure testing. The service is provided by Axiom Medical.

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. Axiom Medical may direct you to call a phone number to schedule your test. The test is done as a 'drive-through' on campus rather than part of the regular on-site testing clinic. Employees are required to respond to Axiom Medical's call or email immediately. Axiom Medical is open 24/7.

An employee may be have COVID ruled out and be referred to their primary provider, 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 working 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 working on-site

Physical distancing, face covering, and adherence to Dartmouth's group-gathering and facilities-use guidelines remain critical to our goal of reducing the risk of transmission across campus and our broader community.

COVID-19 vaccination and surveillance testing for asymptomatic employees continue to be the primary methods for Dartmouth to reduce the spread of the virus. Requirements for participation in testing are dependent up an employee's vaccination status and their work location classification.

Starting Monday, August 30, 2021, employees working on-site will have the following testing requirements:

  • Fully vaccinated employees who have submitted their proof of vaccination to Axiom are required to complete one COVID test once each week.  Individuals will have the option to test more frequently if they would like to do so. These employees are required to follow the current face covering policy while on Dartmouth-owned or managed property.
  • Employees who have not submitted their proof of vaccination to Axiom will be required to complete twice weekly COVID testing. These employees are also required to wear PPE (face covering) indoors and outdoors while on Dartmouth-owned or managed property. 

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How to Schedule a COVID test:

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 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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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 employees, based upon on-campus work schedules and attendance. Participation in this 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 swipe their Employee ID.

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 have COVID ruled out and be referred to your primary provider, be released to return to work, asked to quarantine or complete symptomatic/exposure testing. Employees are required to engage with Axiom Medical and respond to their outreach in an urgent manner.

Employees will 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 24-36 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 Inconclusive

Inconclusive results are neither positive nor negative, but require additional testing. They occur because a small amount of COVID virus is detected in only one of the two probes used to analyze the sample. A true positive result occurs when virus is detected by both probes.

Axiom Medical will contact any employee with an inconclusive test and ask them to retest and isolate (stay home from work, wear a mask when necessary to go out, and maintain physical distancing from others in your living environment) until the confirmatory test is received. Again, this is not a positive result.

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. Axiom Medical will call you to provide more information and instructions and will also 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, contact tracing, 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. If symptoms develop during that 90-day period, the employee may be instructed by Axiom Medical to be re-tested at that time.

If you receive a positive test result and are fully vaccinated, the staff at Axiom will guide you through additional testing that may be needed. It is possible to become infected with COVID-19 despite being fully vaccinated and Axiom will follow guidelines put forth by the CDC.

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 COVID-19 Testing FAQs:

Supervisor COVID-19 Testing FAQs:

How often are asymptomatic employees expected to be tested?

Testing for each employee will align with the employee vaccination status and whether or not the employee works on-site. Review the Asymptomatic testing for employees working on-site section of this page for details.

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

No. Inclusion for testing is not dependent upon interaction with students. Testing for each employee will align with employee vaccination status and whether or not the employee works on-site.

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

Yes. At this time, all fully vaccinated employees who work on-site are required to complete one COVID test every week.

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How often do I need to test as an unvaccinated employee who is not working on-site each day?

  • Working on-site 3 or more days in a week: test twice a week
  • Working on-site 2 non-consecutive days in week: test twice a week
  • Working on-site 2 consecutive days in a week only: test once that week on the first day on campus
  • Working on-site only 1 day in a week: test on the day working on campus
  • Not working on-site at all in any given week: No need to test that week, test on the next day back on campus.

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How often do I need to test as a vaccinated employee who is only occasionally working on-site?

If you are a fully vaccinated employee who works on-site less frequently than your required testing interval, you should test each time you work on-site, up to the testing frequency interval of once per week.  There is no need for an employee to come to campus for the sole purpose of completing a COVID test.

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I work outside of the Upper Valley. What testing frequency is expected for me?

Employees (vaccinated and un-vaccinated) working in an office location not on central campus and away from any student congregate living setting (i.e. NYC office, Boston office*) are exempt from surveillance testing requirements.

  • Unvaccinated employees are required to adhere to the prescribed safety precautions (face covering, social distancing, good personal hygiene, etc.)
  • Any employee (vax and not vax) should stay home if they are not feeling well.
  • It is recommended that unvaccinated employees voluntary participate in regular testing every one to two weeks and follow all advice of a medical provider regarding those test results.
  • It is recommended that vaccinated employees voluntary participate in regular testing every two to four weeks and follow all advice of a medical provider regarding those test results.

* Moosilauke lodge itself has congregate living and has active overlap with students in congregate living so does not qualify for this exemption.

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

If you have symptoms of COVID-19, do not come to the testing clinic. instead, contact Axiom Medical at 1-877-502-9466 (ext. 2) for additional screening/medical case management.

If you are symptom-free:

  • Arrive five minutes early to register. Look for signs to the EMPLOYEE registration table at the testing location.
  • 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?

The on-site COVID testing location is dependent upon campus facility availability. The most current locations are indicated in our appointment scheduling system.  A few common locations include:

  • West Gym: Enter using the front right door of Alumni Gym, located at 16 E. Wheelock Street in Hanover.
  • 4 Currier: This location is used for employees who are working 3nd or 3rd shift and is located in the Currier building, diagonally across the street from Ramunto's Brick and Brew in Hanover.
  • 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.
  • The Leverone Field House testing location is at 26 Park Street in Hanover. Signs are posted to indicate the entrance for Employees and the entrance for Students.

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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 COVID testing clinic or by emailing DartmouthTesting@axiomllc.com

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Is there any type of further testing required?

Dartmouth will continue to provide a service for symptomatic or direct exposure testing during the less limited reopening phase. The service is provided by Axiom Medical.

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 have COVID ruled out and be referred to their primary provider,  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 if needed.

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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 contacted 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.

When is someone considered "fully vaccinated"?

Individuals are considered fully vaccinated 14 days after their final dose in a COVID-19 vaccine series. Acceptable COVID-19 vaccines are those that received full approval or emergency use authorization by the FDA or those that received or are undergoing assessment for emergency use listing (EUL) through the World Health Organization (WHO).

fully vaccinated

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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.

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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, have COVID-like symptoms, or were a close contact of someone who tested positive for COVID, you can reach Axiom Medical, Dartmouth's Occupational Health partner at (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.

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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 employees 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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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: 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?

Effective August 29 2021, regular employees directed by Axiom to remain away from the workplace/campus may use Other Lost Time (OLT) for their previously scheduled hours up to a maximum of 10 days total by December 31, 2021 or apply for short-term disability, if applicable.

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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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Who is on my Health Screening and COVID testing report?

The report shows all the employees assigned to a supervisor as listed in HRMS, the HR/Payroll system. 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 your employee's assigned testing group, required testing frequency, compliance with COVID testing expectations, and whether or not the employee is required to use a face covering while on Dartmouth property (indoors and outdoors).

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

No. However, you will see their testing status. 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, are exempted from testing, or currently have a case open with Axiom Medical.
  • One test, NO test = Indicates the number of tests completed by the employee this week. Employee is expected to schedule and complete testing, or use their take-home test to complete testing.
  • Need Test (historical) = Used when employee testing expectations were to test every thirty days and the employee had not yet tested.

You are expected to take action if the employee(s) are reporting to work on-site and are not compliant with the testing and/or face covering requirement.  
If you are uncertain how to address the employee, please contact your Human Resources Consultant for assistance or support.  

If the non-compliant employee(s) listed on your report are not working on-site, no action is required on your part.  

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