VRS_COVID-19 Proof of Vaccination and Testing Policy for State Vendors

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Dear VRS Community Partners,

I have a number of updates to share with you today regarding the State of Minnesota’s COVID-19 Proof of Vaccination and Testing Policy. Effective September 8, 2021, you are asked to track and maintain data regarding proof of full vaccination against COVID-19.

State of Minnesota Policy #1446

The COVID-19 pandemic continues to bring unprecedented challenges to our State. The ongoing community transmission of the Delta variant of COVID-19, especially among those who are unvaccinated, presents a continuous risk of infection. In response, the State issued HR/LR Policy #1446 COVID-19 Proof of Vaccination and Testing (“the Policy”). The Policy applies to state contractors and vendors which includes VRS Community Partners who hold a Master P/T Contract to provide VR services. This policy does NOT apply to VRS Community Partners who only have a VRS grant.

Key Links

Policy #1446 Applicability

  • Policy #1446 applies to vendors who are:
    • Providing in-person services to our customers or other state employees
    • Entering State office buildings for more than 10 minutes
  • It does not apply to vendors who are:
    • Only providing virtual services
    • Onsite for less than 10 minutes

Request for Compliance

Effective September 8, 2021, you are asked to track and maintain data regarding proof of full vaccination against COVID-19. This includes any employees you have that are also providing services. For employees who choose not to submit proof of full vaccination or are not vaccinated, you are requested to have those individuals tested on a weekly basis. It is important that you ensure those with positive test results do not provide services to customers or report to a State worksite. You may need to provide compliance information to us upon request

Refusal to Comply

Those who are subject to mandatory testing will not be permitted to perform work under the contract if they refuse testing. Vendors who refuse to comply may have their contract suspended or terminated.

Impact on Contract

Future contracts will include these protocols as required contractual obligations. We anticipate the new July 1, 2022, contracts will have the updated language.

In the event protocols that meet the above requirements are not already in place in your organization and will result in new costs that you would not otherwise incur, please contact your Community Partnerships Program Specialist to discuss options. Their names and contact information are below.

Example Attestation Form

  • Vaccine Attestation ONLY CHECK ONE OF THE FOLLOWING OPTIONS:
    • Option 1: By checking here and signing or typing my name below, I certify that I have been fully vaccinated against COVID-19. “Fully vaccinated" means that it has been at least two weeks since I received both doses of a two-dose vaccine series or a single dose of a one-dose vaccine approved by the FDA or WHO.
    • Option 2: By checking here and signing or typing my name below, I am declining to certify that I have been fully vaccinated against COVID-19. I understand that I may later submit proof of full vaccination to my Agency if I become fully vaccinated against COVID-19 or decide to submit proof of full vaccination to my Agency.
  • Signature and Date of Staff

Example Attestation Form- Additional Language to Include

  • If you are fully vaccinated against COVID-19, the agency is requesting you to present your CDC COVID-19 Vaccination Record Card or, if vaccinated in another country, then an alternative official vaccination record, as proof of your FDA- or WHO-approved COVID-19 vaccination status. This information will be used to confirm whether you are fully vaccinated against COVID-19 and whether you are authorized to enter the workplace or provide agency services outside of your home.
  • You are not legally required to provide the requested data. If you fail to provide the data, however, you will be considered to be unvaccinated against COVID-19.
  • The Minnesota Government Data Practices Act classifies your vaccination status as private data about you. The data collected from you may be shared with agency HR staff, agency safety administrator, members of the agency’s staff with a business need to know, and other persons or entities authorized by law.

Accepted Proof of Vaccination

  • An original CDC COVID-19 vaccination card
  • A paper or electronic copy of a CDC COVID-19 vaccination card
  • If vaccinated in another country, then an original or copy of an alternative official vaccination record, as proof of FDA- or WHO-approved COVID-19 vaccination status
  • Card must have at minimum:
    • Name of the individual vaccinated
    • Date of birth of the individual vaccinated
    • The manufacturer of the vaccine
    • The date(s) on which the vaccine was administered

What to Document and Track

  • Completed attestation forms for all staff
  • Copies of vaccination records
  • A list of staff who will require weekly testing
  • Testing completion records

What to Send to VRS

Nothing at this time. Please maintain your own records until we provide additional information regarding compliance monitoring.

Confidentiality of Information

  • It is the employer’s responsibility to maintain confidentiality of each employee’s vaccination and testing information.
    • If you are an employee of 1, then you have it much easier!
  • If you have an HR department, have them manage this process.
  • Ensure this information isn’t shared with colleagues.
  • How the State is maintaining confidentiality for staff: once all attestation forms are in and testing has started, only then will supervisors be informed who is “eligible” to enter the workplace and who is not. State staff are not informed regarding who is vaccinated or who is being tested.

Monitoring of Compliance

VRS will be putting together a monitoring protocol that will be shared with our Community Partners. Stay tuned.

FAQs

  • Question: If I am not providing in-person services that week, do I need to test?
    • Answer: No, you do not. You only need to test during the weeks you are providing in-person services.
  • Question: If one of my staff refuses to comply with the testing protocol, what happens? Can you still work with my business?
    • Answer: For now, we can still continue to work with other staff employed by the vendor, but those staff who refuse to comply will not be able to provide services to our customers. When new contracts are in place with the updated language, this may change.
  • Question: If testing costs are too burdensome, what do I do?
    • There are free testing resources available. However, if the process itself is increasing your costs, contact a Community Partnerships Program Specialist to learn more about your options.

Conclusion

We appreciate your cooperation with this important policy designed to protect and safeguard against COVID-19. If you have any questions, please reach out to me or a VRS Community Partnerships Program Specialist.

  • Janeen Oien: Community Partnerships Program Specialist, 763-204-1354, Janeen.Oien@state.mn.us.
  • Jess Outhwaite: Community Partnerships Program Specialist, 763-233-8829, Jessica.Outhwaite@state.mn.us.
  • Anne Paulson: Community Partnerships Program Specialist, 651-259-7135, Anne.Paulson@state.mn.us.
  • Sara Sundeen: Community Partnerships Program Specialist, 651-247-9121, Sara.Sundeen@state.mn.us.

To find out which Community Partnerships Program Specialist is the dedicated liaison for a particular Community Partner, go to: https://mn.gov/deed/job-seekers/disabilities/partners/listing.

My best,
Kim

Kim Babine
VRS Director of Community Partnerships
651-259-7349
Kim.Babine@state.mn.us