COVID-19 Proof of Vaccination and Testing
MnDOT Policy #WF034
Effective: September 21, 2021
Note: Internal procedures for managers/supervisors are available on the Human Resources SharePoint site in the "Toolbox for Supervisors."
Please go to the MnDOT Org Chart to find specific contact information: Org Chart.
Responsible Senior Officer: Deputy Commissioner/Chief Administrative Officer
Policy Owner: Director, Office of Human Resources
Policy Contact: Labor Relations Manager, Office of Human Resources
The Minnesota Department of Transportation (MnDOT) fully adopts the statewide policy, COVID-19 Proof of Vaccination and Testing, HR/LR #1446, which is issued by Minnesota Management and Budget and incorporated herein by reference. MMB ensures that agencies carry out their responsibilities under the statewide policy, develops training, and updates the statewide policy as necessary.
The State of Minnesota strongly encourages agency staff to get vaccinated against COVID-19. To protect, to the extent reasonably possible, the health and safety of MnDOT staff and customers from the direct threat resulting from the spread of COVID-19 in the workplace and to members of the public, MnDOT staff who are assigned to work at the workplace (rather than at-home telework), wish to access the workplace for more than 10 minutes, or otherwise provide agency services outside of their home must provide proof of their COVID-19 vaccination status. All MnDOT staff who are assigned to work at the workplace (rather than at-home telework) or who otherwise provide agency services outside of their home and do not submit proof of full COVID-19 vaccination must undergo mandatory COVID-19 testing at least weekly.
Staff that do not have a business need to report to the workplace and who are able to telework for their jobs but are not fully vaccinated must continue to telework or return to teleworking until they are fully vaccinated.
- refuse to sign the consent form and any other forms necessary for testing,
- refuse to submit to a COVID-19 test, or
- refuse to provide documentation of test results
will be informed by their local human resources office that they may not enter the workplace, and may be subject to disciplinary action, up to and including discharge, for refusing a work directive.
MnDOT staff must comply with the General Standards and Expectations for proof of vaccination status and COVID-19 testing procedures outlined in the statewide policy and the MnDOT COVID-19 Proof of Vaccination and Testing Procedures. Testing will be done on work time and MnDOT staff will continue to work as normal until test results are received as long as they continue to pass the daily health screening.
The statewide policy requires each agency to:
- Adopt the statewide policy.
- Communicate the policy to all covered employees, contractors, vendors, volunteers, and interns.
- Require staff to comply with the policy, including sending staff home and/or taking other action for non-compliance when appropriate, including when positive test results are received.
- For agencies with on-site testing facilities, administer and pay for testing at least weekly.
- For agencies without on-site testing facilities, review all outside test results received and monitor staff compliance with the testing requirements of the statewide policy.
- Pay for all screening testing required by the statewide policy.
- Maintain completed attestation forms.
All MnDOT staff must comply with this policy.
Key stakeholders with responsibilities under this policy include:
- Human Resources (Central Office and Districts)
- Office of Administration
- Office of Chief Counsel – Contract Management
- Inventory Centers (Central Office and Districts)
- Operations Division
- Managers and Supervisors
- Lead Workers
- Safety Coordinators
- MnDOT Staff
This policy does not apply to staff who have an approved telework arrangement and solely telework from home, do not access the workplace for more than 10 minutes, and do not otherwise provide agency services outside the staff member’s home.
A medical test to determine if someone has an active COVID-19 infection. As methods become available, recommended tests may include a polymerase chain reaction (PCR) test or an antigen test. A test will be administered by contracted medical personnel or, if approved by agency Human Resources, may be self-administered.
According to the CDC, in general, people are considered fully vaccinated against COVID-19:
- 2 weeks after their second dose in a 2-dose COVID-19 vaccination series approved by the U.S. Food and Drug Administration (“FDA”) or the World Health Organization (“WHO”); or
- 2 weeks after a single-does COVID-19 vaccine approved by the FDA or the WHO.
If you do not meet these requirements, you are NOT fully vaccinated.
Employees, contractors, vendors, volunteers, and interns.
Any location outside of a staff member’s home where State work is performed, or any location visited by the staff member for more than 10 minutes while on work time.
Human Resources (Central Office and Districts)
- Communicate the policy, including authorized testing methods and locations, to all covered employees.
- Enforce the MnDOT COVID-19 Proof of Vaccination and Testing policy and procedures, including placing staff on unpaid leave and/or taking other action for non-compliance when appropriate.
- Maintain information from attestation forms.
- Identify employees required to participate in testing each week and ensure completion of testing consent forms.
- Review all test results received by the vendors and reconcile results for those required to test.
Human Resources (Central Office)
- Monitor staff compliance with testing requirements.
- Notify district HR of discrepancies for missing or non-compliant tests and any positive test results.
Office of Administration
- Coordinate test kit ordering and distribution to inventory centers.
Office of Chief Counsel
- Provide templates and directions for communicating the policy to all contractors, vendors, and volunteers.
Central Office Inventory Center
- Receive test kits, labels, and bags from supplier.
- Distribute test kits, labels, and bags to other MnDOT sites, as needed.
District Inventory Centers
- Receive test kits, labels, and bags from supplier.
- Distribute test kits, labels, and bags to district human resources personnel, safety coordinators, managers, supervisors, or lead workers, as identified.
- Identify individuals authorized to collect test kits from inventory centers for each location.
Managers, Supervisors, Lead Workers, Safety Coordinators, or Human Resources Personnel
- If assigned by Human Resources, collect test kits from inventory centers.
- Distribute test kits to identified employees.
- Ensure test samples are collected and delivered to the local UPS location.
- Submit proof of full vaccination against COVID-19; OR
- Undergo mandatory testing for COVID-19
- weekly for those employees required to report to the worksite every week; or
- scheduled testing for those employees who report to the worksite on an occasional basis.
- Report positive COVID-19 test results to Human Resources and absences to supervisor.
Policy Owner (Director, Office of Human Resources)
- Review the policy every year, or whenever MMB makes changes to the statewide policy, to ensure the policy remains up-to-date.
- Ensure procedures, forms, and other documents associated with the policy remain current.
- Work with the Policy Coordinator to revise the policy and/or confirm its accuracy.
- Communicate policy revisions, reviews, and retirements to stakeholders.
Processes, Procedures, and Instructions
- MnDOT COVID-19 Proof of Vaccination and Testing Procedures
- Minnesota Department of Health COVID-19 Post-Test Instructions
- Statewide COVID-19 Proof of Vaccination and Testing policy, HR/LR #1446
- Face Coverings Policy
- Health Screening Policy
- Business Data Catalog (BDC) – accessible from employee Intranet
- MnDOT’s Policy Website
September 21, 2021
This policy's next scheduled review is due September 2022.