Campus entrance with arches on sunny day

COVID-19 Employee & Supervisor FAQs

This page provides answers to common COVID-19 questions for Montclair State University employees and supervisors.

Last Modified: Tuesday, September 14, 2021 3:02 pm

Employee FAQsSupervisor FAQs


EMPLOYEE FAQS

Vaccination Questions

Who is required to get the COVID-19 Vaccination to work at Montclair State University?

  • All AFT, Managers and Temporary Employees: this mandate has been extended to all managers, temporary employees and faculty and staff members.
  • Civil Services Employees (CWA, IFPTE, PBA) Discussions are underway at the state level about the implementation of the vaccine requirement for their members. The University will move to implement the agreed-upon procedures for these employees.
  • Adjuncts: All adjuncts are required to provide proof of vaccination.
  • Teaching 100% Remote – not subject to the vaccination policy.
  • Employees on an approved ADA 100% remote – not subject to the vaccination policy.

What does proof of full COVID-19 vaccination prior to your start date mean?

The prospective employee has received their final vaccine shot (or single shot in the case of the Johnson & Johnson vaccine).

For example, if a prospective employee is starting on Monday, July 12th, they could receive their final shot on Friday, July 9th and meet the “proof of full vaccination” threshold by providing their vaccination documentation to Human Resources Benefits (HR/Benefits).

How can faculty and staff provide a record of their vaccination?

  1. Log into the Vax Check portal and complete the required fields.
  2. Upload a photo of your vaccination card to Vax Check. (jpg only)
  3. HR/Benefits will send you an email confirmation once your submission has been reviewed or if further information is required.

Can I request an exemption from receiving the COVID-19 vaccine requirement?

Those with valid medical reasons precluding vaccination, as well as those with established and sincerely held religious beliefs that preclude receipt of a vaccination, may request an exemption.

How can faculty and staff request an exemption ?

  1. Download the COVID-19 VACCINE WAIVER FORM.
  2. Log into Vax Check portal and complete the required fields.
  3. Upload a photo of your completed waiver form to Vax Check.
  4. Email your supporting documents to hr-benefits@montclair.edu
  5. Once all the documents have been received, HR/Benefits will send you an email confirmation once your submission has been reviewed or if further information is required.

What additional measures, if any, will be required for faculty and staff with an approved exemption?

Faculty and staff with an approved religious or medical exception from the vaccination mandate will be required to:

  • Complete daily HawkCheck
  • Complete either a weekly PCR COVID-19 test or a rapid COVID-19 test twice weekly on nonconsecutive days at the University’s testing center.
  • Masks must be worn at all times. You may remove your mask when seated at your workstation as long as a six feet distance can be maintained from others.

Where can faculty and staff receive a COVID-19 test?

Employees are able to receive COVID-19 tests on campus. Please view our website for location details.

Do I still need to submit a COVID-19 test while I am on vacation?

Employees will not have to submit a test while on vacation. Prior to returning to campus a COVID-19 test will be required.

What happens if I test positive for COVID-19?

Stay home, complete the Hawk Check and wait for Occupational Health to contact you. If you do not hear from Occupational Health within a reasonable time, please contact the team at 973-655-5014.

What happens if I fail to complete my weekly COVID-19 test?

If an employee fails to submit their COVID-19 test results, they will not be permitted to work and will be subject to discipline.

I lost my COVID-19 Vaccination card. How can I receive a new vaccination card?

If vaccinated outside of New Jersey: contact the State where you were vaccinated.

If vaccinated in New Jersey: If you lost your COVID-19 vaccination card, you will need to request your immunization record by visiting the New Jersey Immunization Information System (NJIIS) or simply type njiis.nj.gov in your browser.

Once on this page, complete the following actions:

  1. Click on “Submit a Request” from the top blue ribbon
  2. Select the topic question “I want to request a copy of my immunization record from NJIIS.”This will open the help center request form (ticket).
  3. Click on link “Request a copy of NJIIS Immunization Record”. This will open the IMM-46 form which you need to complete. You can attach the form directly to this ticket. Per the instructions on this form, you will need to attach a copy of your photo ID. The following are examples of acceptable forms of identification: a state-issued photo driver’s license with address; a state-issued photo non-driver’s identification card with address; a similar form of identification issued by this State, another state, or the Federal government; or a photo identification card issued by a New Jersey County Clerk.
  4. If you wish to have a copy of the COVID-19 vaccine lot number, please write this in the description section of the ticket.
  5. Click “Send” to submit your request. Your request will be processed within 24-48 business hours. Please note all immunization records will be mailed; they cannot be emailed.

The NJ Department of Health cannot provide a new CDC COVID-19 vaccination card however, they can provide you with a copy of your immunization record.

What is the Docket app?

The Docket app provides easy access to your COVID-19 vaccination record from the New Jersey Department of Health. It allows individuals vaccinated in New Jersey to access their COVID-19 vaccination records digitally in case they lost their vaccination card. For your convenience, the Docket App may be accessed via the iOS or Android App store.

Who is not required to report their vaccination status?

Employees that are 100% remote and employees on a leave of absence will not be required to report their vaccination status until the employee returns to work.

Am I allowed to get my COVID-19 test during working hours?

Yes, employees may receive a COVID-19 test during working hours. Employees must make arrangements with their supervisor.

The University closed and is being held remote on the date I was scheduled to receive my COVID-19 test. Am I still required to submit a test for that week?

Weekly COVID-19 testing will be required.

What are acceptable documents for proof of COVID-19 vaccination?

  • The CDC COVID-19 Vaccination Card issued to the vaccine recipient by the vaccination site, or an electronic or physical copy of the same;
  • Official record from the New Jersey Immunization Information System (“NJIIS”) or other State immunization registry;
  • A record from a healthcare provider’s portal/medical record system on official letterhead signed by a licensed physician, nurse practitioner, physician’s assistant, registered nurse or pharmacist;
  • A military immunization or health record from the United States Armed Forces; or
  • Docket mobile phone application record or any state specific application that produces a digital health record.

Will I be subject to the weekly COVID-19 testing requirement if I am fully vaccinated?

No.

If I am fully vaccinated and am not feeling well, can I still get tested for COVID-19 on campus?

You must first complete Hawk Check and follow the directions of Occupational Health.

Personal Health Questions

I am not feeling well, what should I do?

Complete Hawk Check, notify your supervisor and wait for Occupational Health to contact you with further directions.

What happens if I have been exposed to COVID-19?

Complete Hawk Check, notify your supervisor and wait for Occupational Health to contact you with further directions.

What happens if I test positive for COVID?

Stay home, Complete the Hawk Check and wait for Occupational Health to contact you. If you do not hear from Occupational Health within a reasonable time, contact the team at 973-655-5014.

Fitness for Duty note: In order to return to work, the employee must have their physician complete a fitness for duty.

How should I record my time if I am not feeling well?

  • Managers, AFT, Temporary employees – will need to utilize their PTO
  • Civil Service (CWA,PBA,FPTE): will be paid under the NJ Civil Service

Child’s School Closure and/or Remote Learning

What if my child’s school is physically closed and/or instituting remote learning?

Please review the Leaves of Absence process.

Remote and On-Campus Work

What is a Reasonable Accommodation?

Montclair State University is committed to providing employment opportunities to all qualified applicants and employees without regard to a person’s mental or physical disability, pursuant to the Americans with Disabilities Act (ADA) of 1990, Section 503/504 of the Rehabilitation Act of 1973 and the New Jersey Law Against Discrimination (LAD). Every reasonable effort will be made to accommodate special needs unless the accommodation would impose an undue hardship upon the University or pose a direct threat of substantial harm to the health or safety of the applicant, employee or others.

Reasonable accommodation means a modification or adjustment to a job, the work environment, the job application process, or the way things are usually done that enables a qualified individual with a disability to perform the job’s essential functions and enjoy an equal employment opportunity. To evaluate your request for an accommodation, your physician is required to review the job description and complete the attached questionnaire and return it to hr-benefits@montclair.edu

What is the process for requesting to work remotely?

Employees who believe that a reasonable accommodation is necessary to enable them to perform the essential functions of their job may submit a request to Human Resources at
hr-benefits@montclair.edu. In order to request an accommodation, there is a medical questionnaire for the health care provider to complete.

Returning to Campus Questions

For additional information, visit the Montclair State COVID-19 Information site, where you can find links to FAQs and the latest news and announcements.


SUPERVISOR FAQS

Will I be notified if an employee completes their COVID 19 test?

Supervisors will only be notified if the employee fails to comply with the University’s policy.

How will I be notified that an employee is not authorized to work?

HR/Benefits will send the supervisor an email stating that the employee is not permitted to work and the employee will need to utilize their own PTO.

How will the employee be paid if they are not reporting to work?

AFT, Managers, Temporary: will need to utilize their own PTO.
Civil Service Employees (CWA, PBA, IFPTE): will be paid under the NJ CIvil Service. Supervisor’s will receive instructions form HR/Benefits.

Are employees required to report their vaccination status to their supervisor or department?

No, an employee’s vaccination status is held confidential with Occupational Health and HR/Benefits.

I have recently hired a new employee but their Workday hire process is with the HR/Benefits team. How can I expedite the process?

This would indicate that the prospective employee has not provided the required documentation. You will not be able to move forward with the hire process until the prospective employee has met their vaccination requirement. If you would like to know the status of the hire process you can reach out to hr-benefits@montclair.edu.

Can I deny an employee’s request to get their COVID-19 test during working hours?

No, supervisors may not deny an employee from receiving their COVID-19 test during working hours. If the time requested does not work with the supervisor, the supervisor may suggest a different time for the employee to go.

I have ten (10) employees who need to be tested, but the time they want to go interferes with the operational needs.

The supervisor should arrange a schedule to meet the department’s operational needs.