COVID-19 Employee Vaccination Policy

Policy ID

032-0055

Effective Date

Wednesday, June 23, 2021

Last Revised

Friday, December 17, 2021

Division

Finance & Administration

Office of Primary Responsibility

Office of Human Resources (HR)

Summary of Policy

Dartmouth College has a duty to provide and maintain a workplace that is free from known serious health and safety hazards. Accordingly, Dartmouth adopts this COVID-19 Employee Vaccination Policy to protect and support the health and safety of the Dartmouth community, including the College's faculty, staff, students, and visiting scholars, by safeguarding the community from the spread of COVID-19 infections, which may be reduced by vaccinations.

This policy is based on guidance from the Centers for Disease Control and Prevention (CDC), the Equal Employment Opportunity Commission, and the State of New Hampshire Department of Health and Human Services and is designed to comply with all applicable federal, state, and local laws and related guidance, and will be revised as needed from time to time to comply with such legal requirements and guidance.
 

Affected Parties

All Faculty, All Staff

Policy Statement

Affected Parties:

Applies to all employees (i.e., faculty and staff)

Policy Statement:

Given that the situation around the SARS-CoV-2 pandemic is dynamic and continuing to evolve, we likewise expect that this policy will change and evolve with the situation.

All Dartmouth employees working either on-site or remotely are required to receive a full initial vaccine dosage with a SARS-CoV-2 vaccine ("COVID-19 vaccine") 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.  In addition, all current employees are required to receive a COVID-19 booster shot by Jan. 31, 2022. Those current employees who are not eligible for a COVID-19 booster on Jan. 31 must receive the booster within 30 days of becoming eligible.

Vaccines and boosters will be available, per state guidelines and pending availability, at no charge, to all Dartmouth employees.  

Additionally, prior to their hire date, all new employees must:

(a) submit documentation showing that they have received a full initial vaccine dosage and submit documentation within 30 days of becoming eligible for a booster showing receipt of the booster (See "Procedure" below); or

(b) obtain an approved exemption.

Vaccine exemptions previously granted by Dartmouth may also exempt employees from the above booster requirement, depending on the terms of those exemptions. Employees who were previously approved by Dartmouth for an exemption from the vaccination requirement will be contacted if they need to re-apply for an exemption. Those whose medical circumstances have changed and have questions regarding exemptions should contact the Office of Institutional Diversity and Equity (OIDE).

To mitigate risk to Dartmouth community members when on Dartmouth campuses and premises or participating in any in-person Dartmouth programs or activities, and to the extent permitted under federal, state, and local law, any person who receives an approved exemption under this policy will be subject to additional requirements and restrictions that do not apply to fully vaccinated (and boosted) employees, including, but not limited to:

  • the use of additional personal protective equipment (PPE) and, depending on the unvaccinated person's worksite, physical distancing requirements,
  • increased testing frequency, and/or
  • other limitations and modifications that may be applicable to the employee's position.

New employees must submit documentation evidencing full vaccination (including, if eligible, a booster) or obtain an approved waiver of this requirement prior to their hire date.  Those who fail to do so will not be allowed to perform work for Dartmouth or to access campus facilities. 

Existing employees must submit documentation evidencing full vaccination (including, if eligible, a booster) or obtain an approved waiver of this requirement prior to January 31, 2022 (or if not eligible for a booster on that date, then within 30 days of becoming eligible). Those who fail to do so will not be allowed to perform work for Dartmouth or access campus facilities.

Dartmouth prohibits any form of discipline, reprisal, intimidation, or retaliation for reporting a violation of this policy or any other health and safety concern. Employees  also have the right to report work-related injuries and illnesses, and Dartmouth will not discharge or discriminate or otherwise retaliate against employees for reporting work-related injuries or illnesses or good faith health and safety concerns.

Utilization of Other Lost Time (OLT) will continue to be authorized for receiving the vaccination (up to two hours) and for a day of recovery if experiencing ill effects after receiving the vaccination.  See COVID-19 Paid Time for Employee Absences for additional information regarding paid time off for COVID related absences.

Contacts:

Office of Human Resources (HR), Phone: (603) 646-3411,

E-mail: Human.Resources@dartmouth.edu

Procedures

Prior to their hire date, all new employees must either: 

1.  Submit the following information at http://dartgo.org/vax or by calling Human Resources at 603.646.3411 and scheduling an appointment for submission assistance: 

  • a copy of a CDC-issued vaccination card or written documentation of vaccination and booster (if eligible) from the vaccine provider, a medical provider, or state or local department of health, in each case including the individual's name and date of birth, vaccine manufacturer, number of doses and date received, vaccine lot number, and site of administration. Employees should not include any medical or genetic information (e.g., family medical history) when submitting their proof of vaccination or booster

2.  Or, complete the interactive process to obtain an approved medical or religious exemption from vaccination through Dartmouth's Office of Institutional Diversity and Equity (OIDE). 

Medical and Religious Exemptions:

Exemptions are available to any employee who (1) has a disability or qualifying medical condition that contraindicates the vaccination and/or booster (which may include pregnancy, if so determined by an employee's health care provider), or (2) objects to being vaccinated on the basis of sincerely held religious beliefs and practices.

Requests for Medical or Religious exemptions should be submitted to the Office of Institutional Diversity and Equity (OIDE).  

Medical Exemptions: Employees will be asked to provide appropriate documentation from their health care provider regarding the nature and extent of any impairment(s) that conflict with the vaccination and/or booster requirements, and the anticipated duration of the need for an exemption under this policy as it relates to those impairments. 

Religious Exemptions: Employees will be asked to provide written documentation describing the basis for their request for a religious exemption from the vaccination and booster requirements.  

If an employee believes that because of a disability they need an accommodation in addition to, or that is different from, a medical exemption of the vaccination requirement, they are responsible for requesting such accommodation from OIDE.  After receipt of a request for accommodation, OIDE will engage in an interactive process with the employee to determine whether a reasonable accommodation that does not pose a direct threat to the health or safety of others in the workplace or create an undue hardship for Dartmouth is available. Additional information on the accommodations process is available at https://www.dartmouth.edu/ide/disabilities/ada_process.html.