Recent Program Features

Attachments:

• Employee Attestation How To
• Testing Consent Form How To
• Work Authorization File Submission How To
• Vaccine Policy FAQ

Dear Mavericks,

Starting Sept. 8, the Minnesota Management and Budget (MMB) COVID-19 Proof of Vaccine and Testing policy goes into effect. This policy states all state employees who are assigned to work at a workplace or otherwise provide agency services outside their home are required to either provide proof of full COVID-19 vaccination or proof of weekly testing. Today’s message provides instructions on how Minnesota State University, Mankato is operationalizing this new policy. We strongly encourage you to get vaccinated against COVID-19.

The Minnesota State system has developed a systemwide proof of vaccine and proof of testing management tool that will allow you to provide your proof of vaccination or weekly testing results. The instructions for using this tool are attached to this message, and also in this video. Also attached to this message is the Minnesota State policy FAQ.

Accessing the Tool

You may access the VaxTrak tool using your StarID and password. Link to VaxTrak: https://forms.office.com/r/7P1Z6xT2u0

Once logged in, you will either complete an attestation form and provide proof of vaccination, or if you indicate you have not been vaccinated you will be asked to complete the Testing Consent Form. You will be scheduled for weekly testing by Human Resources which will provide instructions for you.

Proof of COVID-19 vaccination is outlined on page three of the MMB policy. If you lost your vaccination card or don’t have a copy, contact your vaccination provider directly to access your record, or alternatively you can get a copy through the state health department’s immunization information system (IIS) through the  CDC website. Vaccination providers are required to report COVID-19 vaccinations to their state’s IIS. 

Weekly Testing Process

You only need to sign the Testing Consent Form once; it will apply during the entire time that mandatory testing under HR/LR Policy # 1446 is in effect. If you wish to rescind your consent after signing the form, you must do so in writing and submit it to Human Resources at hr@mnsu.edu.

We are currently in the process of identifying ongoing weekly testing options and discussing a variety of options with local providers.  Details about the testing protocol will be shared once they are finalized early next week.

Testing will occur during work hours and be considered work time. Once you have tested, you are permitted to come to work while you are waiting for your results. Some tests can take up to 72 hours to receive results.

What if I receive a positive COVID-19 test result?

If you receive a positive COVID-19 test result, you must go home or stay home, and follow the current Minnesota Department of Health guidelines. You also must promptly call the Campus Reporting Hotline at (507) 389-2030 and report your absence to your supervisor. Your supervisor will determine if your duties temporarily can be performed through telework. If they cannot, you must take leave. You may contact HR to determine what type of leave you may be eligible to use.

If you have questions, please contact HR or your supervisor, or visit the  Frequently Asked Questions page of the Coronavirus and the Campus Community website. Thank you for your cooperation in keeping our colleagues, workplaces and students safe.

Sincerely,

Edward S. Inch
President

Attachments:

• Employee Attestation How To
• Testing Consent Form How To
• Work Authorization File Submission How To
• Vaccine Policy FAQ

Good morning,

I hope you all enjoyed the long Labor Day weekend. I am resending my Friday email as a reminder to either submit your vaccination documentation or sign the testing consent form as soon as possible. Please see additional details in the original email.

We recognize that with the policy taking effect today, there may already be some questions about whether or not employees are eligible to work since testing protocols have not yet been finalized and communicated. Unless you hear otherwise from Human Resources, please assume that employees and student workers, work study students and graduate assistants are eligible to report to work.

We’ve also heard that some employees using the VaxTrak tool have not been able to upload their documentation. IT is working on the issue. In the meantime, if you have this challenge please email Steve Barrett, Director of Human Relations, with a copy of your documentation and he’ll take care of it. The attachment will be immediately deleted.

IMPORTANT: If a student worker, work study student or a graduate assistant reports to you, please share this email message with them. The policy and expectations for providing proof of vaccination or proof of testing does apply to them as well.

Thanks for your cooperation with this process.

Sincerely,

Edward S. Inch
President

Dear Mavericks,

I am happy to report that as of last night, just under 95% of our employees have reported into the VaxTrak system, and 90% of those report being fully vaccinated. This is well above the Blue Earth County data of 63.4% of the population reporting to have received one dose of the vaccination. Well done, Mavericks!

For employees who will utilize the weekly testing option: Thank you for your patience as the details were finalized. We are providing an on-campus testing clinic in Carkoski Commons (the old dining hall), adjacent to the Student Health Center. The testing clinic will take place from 9 am to 3 pm on Tuesdays, starting on Tuesday, Sept. 14, 2021. Employees who work at the University outside of those times may pick up a test from University Security Dispatch (Weicking Center 222) on Tuesday night and return it there by noon on Wednesday.

Employees who participate in the University-provided weekly testing will receive their results directly within 24-48 hours of the test. Your work status will not change from the previous week as you wait for the results. You must immediately share the results of the test with the University through the link in the test reminder email: https://forms.office.com/r/uYbE0rbfnC. If you are negative, you can continue to work as usual. If you are positive, you should follow MDH guidelines, call the Campus Reporting Hotline at (507) 389-2030 and report your absence to your supervisor. 

The Employee Weekly Testing FAQ website provides additional details about what happens at the weekly testing clinic, other testing options available to employees and other related information.

The on-campus testing clinic is for professional and student employees who must complete the weekly testing process. Fully vaccinated employees who need a COVID test should utilize the free community sites or their medical provider. Student testing protocols relating to the Minnesota State Vaccination Attestation Guidelines for the general student population are still under development and will be shared with students as we approach their Oct. 4 implementation date.

Mavericks, as you have heard me say before, I wish we weren’t in a situation of requiring masks and experiencing increased COVID activity as much as you do. As we approach next week’s roll-out of the testing protocol, I ask you all to continue to be kind and respectful to your fellow colleagues.

I am proud of our University’s continued response to this pandemic. Despite many challenges, we have been able to resume in-person activities and classes. I am not exaggerating when I share that I hear daily from students who are so appreciative of being back in community together. Thank you for everything you do to support our students.

Enjoy the upcoming weekend.

Sincerely,

Edward S. Inch
President

Attachments:

• Employee Attestation How To
• Testing Consent Form How To
• Work Authorization File Submission How To
• Vaccine Policy FAQ

Sent on behalf of Rick Straka, Vice President for Finance and Administration:

Dear Student Workers and Graduate Assistants,

On Wednesday, Sept. 8, the Minnesota Management and Budget (MMB) COVID-19 Proof of Vaccine and Testing policy went into effect requiring all state employees to either provide proof of full COVID-19 vaccination or proof of weekly testing if they are assigned to a workplace outside of their home. This policy includes you, our graduate assistants and student workers.

Today’s message provides instructions on how Minnesota State University, Mankato is operationalizing this new policy and introduces you to the VaxTrak tool.

To be clear: As a student employee, you are required to upload your vaccination information to the VaxTrak system. You may also have already uploaded your vaccination information to the Student Health Services patient portal, in accordance with the Minnesota State Student Vaccination Attestation Guidelines, which applies to all students and to other vaccines—but you must also upload to the VaxTrak system.

We strongly encourage you to get vaccinated against COVID-19.

Accessing the VaxTrak Tool

The Minnesota State system has developed a systemwide proof of vaccine and proof of testing management tool called VaxTrak that allows you to provide your proof of vaccination or weekly test results.  You may access the VaxTrak tool using your StarID and password by clicking on this link: https://forms.office.com/r/7P1Z6xT2u0. The instructions for using this tool are attached to this message, and also in this video.

Once logged in to VaxTrak, you will either complete an attestation form and provide proof of vaccination or, if you indicate you have not been vaccinated, you will be asked to complete the Testing Consent Form. You will be scheduled for weekly testing by Human Resources, which will provide additional instructions to you.

Acceptable proof of COVID-19 vaccination is outlined on page three of the MMB policy. If you lost your vaccination card or don’t have a copy, contact your vaccination provider directly to access your record; alternatively, you can get a copy through the state health department’s immunization information system (IIS) through the CDC website. Vaccination providers are required to report COVID-19 vaccinations to their state’s IIS.

Weekly Testing Process

You only need to sign the Testing Consent Form once; it will apply during the entire time that mandatory testing under HR/LR Policy # 1446 is in effect. If you wish to rescind your consent after signing the form, you must do so in writing and submit it to Human Resources at hr@mnsu.edu.

We are providing an on-campus testing clinic in Carkoski Commons (the old dining hall) adjacent to the Student Health Center.  The testing clinic will take place from 9 am to 3 pm on Tuesdays, starting on Tuesday, Sept. 14, 2021.  Student employees who work at the University outside of those times may pick-up a test from University Security Dispatch (Weicking Center 222) on Tuesday night and return it there by noon on Wednesday.

Student employees who participate in the University-provided weekly testing will receive their results directly within 24-48 hours of the test. Your work status will not change from the previous week as you wait for the results. You must immediately share the results of the test with the University through the link in the test reminder email: https://forms.office.com/r/uYbE0rbfnC. 

If you are negative, you can continue to work as usual. If you receive a positive COVID-19 test result, you must go home or stay home, and follow the current Minnesota Department of Health guidelines. You also must promptly call the Campus Reporting Hotline at (507) 389-2030 and report your absence to your supervisor. Your supervisor will determine if your duties temporarily can be performed through telework. If they cannot, your supervisor will work with you on the appropriate leave that may be available to you.

The on-campus testing clinic is only for professional and student employees who must complete the weekly testing process. Student testing protocols relating to the MinnState Vaccination Attestation Guidelines for the general student population are still under development and will be shared with students as we approach that Oct. 4 implementation date.

I know this is a lot of information and that it has taken a bit of time to relay it all to you. If you have questions, please contact HR or your supervisor, or visit the Frequently Asked Questions page of the Coronavirus and the Campus Community website.

Thank you for your cooperation in keeping our colleagues, workplaces and fellow students safe.