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What is Covid Access?
Who will use Covid Access?
Campus access requirements
Requirements by allocation type
Covid Pass process
DLC-sponsored MIT ID cards and Kerberos accounts
Covid Access is the administrative dashboard used by designated individuals in each school, department, lab, and center (DLC) to manage access to campus buildings for people using Covid Pass. Creating an allocation for a person in Covid Access permits that individual to use Covid Pass.
- DLC access approvers use Covid Access to manage exterior doors designated as building access points only.
- MIT’s gatekeepers use the Physical Security dashboard (Genetec) to manage access to interior doors.
- Prior to August 2, 2021, use of Covid Pass by individuals approved to work on campus required an authorized access approver to assign an allocation using Covid Access.
- Beginning August 2, 2021, all current MIT staff members will automatically be able to use Covid Pass.
- DLC access approvers will continue to maintain allocation assignments within Covid Access to manage access to buildings with exterior doors marked as “Occupant Access Points” on this map.
- Beginning August 9, 2021, all current MIT students will automatically be able to use Covid Pass.
- DLC access approvers must still create allocations using Covid Access for community members with an MIT account type of "affiliate" – neither staff nor student – in order for them to use Covid Pass.
- DLC access approvers should continue to review and maintain accurate allocations in Covid Access, including removing those who are not expected to return to campus.
To use Covid Access to manage building access for MIT community members, you must be designated as an access approver by your school, department, lab, or center. Covid Access is the administrative dashboard; community members use Covid Pass.
Campus access guidelines
MIT community members and authorized affiliates using Covid Pass who remain current in meeting all requirements indicated within the application, and who comply with MIT policies, may access campus buildings. Visitors who are invited guests may access campus if accompanied by a Covid Pass user. Current policies may be found on the MIT Now website.
Prerequisites for Covid Pass
All users of Covid Pass must have the following:
- MIT Kerberos account and ID card
- An allocation in Covid Access
- Current MIT employees are automatically enabled to use Covid Pass as of August 2, 2021
- Current MIT students will be automatically enabled ot use Covid Pass as of August 9, 2021
- Affiliates must be granted access to Covid Pass through an allocation assigned by an authorized user of Covid Access
MIT Kerberos account and ID requirement
If the person you need to add in Covid Access does not have an MIT Kerberos account and an MIT ID card, use the DLC Sponsored Account feature in Covid Access to initiate this process. Once their Kerberos account has been provisioned, you may create an allocation for them in Covid Access. See below for details.
Individuals using Covid Pass to complete requirements to access campus fall into two groups.
- Staff, students, and affiliates (including some vendors and suppliers) who will be in close contact with others inside campus buildings (most people)
- DLC-sponsored vendors and suppliers who will have no close contact with others within campus buildings
Covid Pass guides all users through the requirements that apply to them.
Invited visitors are not required to use Covid Pass, but must be accompanied by a Covid Pass user. Those service providers doing work that does not involve entering a campus building, such as a delivery to an external loading dock, are not required to use Covid Pass.
Staff, students, and affiliates (including some vendors and suppliers) who will be in close contact with others inside campus buildings:
Every person - whether faculty, staff, student, affiliate, service provider, or other - who accesses campus buildings on a recurring basis, and will have multiple close-contact interactions with other persons indoors will be required to:
- Comply with state, local, and MIT protocols and guidance, and
- Acknowledge and agree to terms and conditions for campus access, and
- Complete specified training, and
- Be tested for COVID-19, and
- Provide proof of vaccination or receive an approved exemption, and
- Submit a daily health attestation.
DLC-sponsored vendors and suppliers who have no close contact with others within campus buildings:
- Are not MIT employees or students, and
- Have been invited to enter campus buildings to provide services to MIT, and
- Will not have multiple close-contact interactions with students or staff indoors
are to be assigned the Vendor/Supplier allocation type. Individuals with a Vendor/Supplier allocation will be required to:
- Comply with MIT policies regarding Covid-19 and campus access (the DLC sponsor is responsible for ensuring compliance), and
- Follow their own employer’s protocols and adhere to guidance and/or orders from the CDC and the Commonwealth of Massachusetts (the DLC sponsor is responsible for ensuring compliance), and
- Submit a daily health attestation.
Allocations determine the requirements that apply to each Covid Pass user, and are organized into the following types:
- Research allocations: Building access is managed by the access approver.
- Lab-Based Research - Researchers who are part of a lab and report to a Principal Investigator.
- Non-Laboratory Research - Researchers who conduct non-laboratory research and report to a Principal Investigator.
- Core Facilities - Individuals who are part of the staff of designated core facilities and shared resources within a DLC.
- Instruction and Administration - Individuals who need access to campus buildings for instructional, administrative, or operational needs (or who do not fit in the other categories). Building access is managed by the access approver.
- Student/Resident - Residents including students, house teams, and any immediate family members living with them. Residential access is managed by the Division of Student Life; academic building access is determined by enrollment in classes with in-person sessions.
- Vendor/Supplier - Only those DLC-sponsored vendors or suppliers who will have no close contact or high-risk interactions with others while inside campus buildings.
- One Time Access - This allocation type is deprecated as of August 2, 2021; do not assign it.
|Acknowledgement||Training||COVID Test||Vaccination*||Daily Attestation||State and Local Policies|
Instruction and Administration
*Proof of vaccination submitted via the Covid Vaccine application, or an approved exemption.
Beginning August 2, 2021, all current MIT staff can use Covid Pass with no prior action on the part of Covid Access authorizers. The Covid Access authorizer for each area should review allocation assignments to ensure access to external doors remains accurate and up to date. Beginning August 9, 2021, all current MIT students who had not previously been granted access will also be able to begin using Covid Pass.
Only affiliates need access approvers to take action in Covid Access for them to begin using Covid Pass.
Individuals who have been added into Covid Access by an access approver will receive an email explaining that they have been designated by their supervisor or DLC administrator as someone who should be allowed to access campus. The email describes next steps and requirements, and provides a link to the Covid Pass application, which is available as a web application or within the MIT Atlas mobile app (iOS 13+, Android 7+). The Covid Pass app enables the individual to view and complete the requirements for accessing campus.
If a vendor or supplier does not have a valid MIT ID number and MIT ID card:
- The Covid Access authorizer should select “+ New DLC Sponsored” to initiate the process to create an MIT ID number and a Kerberos account for these individuals (note there is a bulk upload option).
- Once all of the relevant info is added into Covid Access (vendor/supplier name, company, email, mailing address, etc.), the system will generate an email to the individuals explaining next steps for completing the Kerberos account registration process, including how to create a password as well as submit a photo for the MIT ID card.
- After the vendor or supplier completes the account registration process, the Atlas Service Center will mail an ID card to the individual, unless the sponsor contacts the Center to make special arrangements.
Q: When is there a testing requirement for vendors and suppliers and how do I capture this requirement in Covid Access?
A: Any vendor or supplier who will be in close contact or will have high-risk interactions with others inside campus buildings is required to complete all requirements, including medical testing and proof of vaccination (or receive an approved exemption), the same as MIT staff members. As a Covid Access authorizer, you can apply this requirement by assigning the individual the Instruction and Administration allocation type. Only those vendors or suppliers who will not be in close contact with others and have no high-risk interactions inside campus buildings are not required to be tested or fulfill the vaccination requirement. Those individuals may be assigned the Vendor/Supplier allocation type.
|1. If your vendor or supplier meets the following conditions:||2. Assign them this Covid Access allocation:||3. These requirements will apply:|
||Instruction and Administration||
||no Covid Access allocation required||
Q: How do I distinguish between the Vendor/Supplier and the Instruction and Administration allocation types?
A: The key factor in distinguishing between these two allocation types is what the person needs to do inside campus buildings, not who they are. If the work a vendor or supplier is doing for MIT involves close contact or high-risk interactions with others inside campus buildings, they are subject to the same requirements as staff members (including medical testing), and should be assigned the Instruction and Administration allocation type. If the work the individual is doing does not involve close contact or high-risk interactions with others, they will still need to use Covid Pass, but they will not be required to be tested by MIT Medical, and can be assigned the Vendor/Supplier allocation type.
Q: How should we manage vendor/suppliers who come intermittently over time, say a particular date, then 2 months later, then 2 months after that?
A: Once you as a Covid Access authorizer have assigned the correct allocation type to your vendor or supplier and they are using Covid Pass, there is no more action required on your part, but you will want to set expectations for the individual to ensure successful access.
Vendor/Supplier allocation: If the individual will not come into close contact or have high-risk interactions with others and has been assigned the Vendor/Supplier allocation type (see above), they are not required to be tested for COVID-19. To maintain campus access, the individual should use Covid Pass to complete a health attestation at least 30 minutes before entering a campus building.
Instruction and Administration allocation: If the individual will come into close contact or have high-risk interactions with others and has been assigned the Instruction and Administration allocation type, they will need to allow time to meet testing and health attestation requirements before entering a campus building. The individual must be tested for COVID-19 by MIT Medical. This may take place on the day they need to access campus, or within the previous 7 days. Waiting for a result is not required. After testing, the individual should use Covid Pass to complete a health attestation, then wait at least 30 minutes before entering a campus building.
Q: What if a vendor or supplier only needs to access campus once?
A: There are currently three options for providing one-time access to campus for vendors and suppliers. If it is expected that the individual will need to access campus again, provide access through an Instruction and Administration or Vendor/Supplier allocation (see above). One-time access options for a vendor or supplier are:
- Covid Pass: An access approver may assign a vendor or supplier the Vendor/Supplier allocation type in Covid Access. The individual will need to have a DLC-sponsored Kerberos account and an MIT ID card. The access approver can use the DLC Sponsored Account feature in Covid Access to initiate the process to issue an account and ID card, then assign the Vendor/Supplier allocation. Once allocated, the individual will be able to use Covid Pass to submit a health attestation and use their MIT ID card to enter the designated building access point.
- Escorted visit by a Covid Pass holder: The visiting vendor or supplier must complete the PDF health attestation form and be escorted by a DLC-designated Covid Pass holder through the building access point to the location where they need to go. The DLC must keep the health attestation on file, to allow for contract tracing in the event of a positive COVID-19 case. DLCs are advised to collect the PDF health attestations in a central location (shared server, Dropbox, etc.), where they can be quickly accessed remotely if required by MIT Medical.
- Emergency access escorted by MIT Police: This option should only be used in a true emergency. MIT considers a campus emergency to include responding to power outages, freezer alarms, animal welfare concerns, repairs to major equipment that will lead to significant loss if not made immediately, etc. In most instances, timely repair of research equipment is time-sensitive but not a campus emergency, and access should be managed through one of the options above. In an emergency situation, MIT asks that the person responding to the emergency complete a PDF health attestation, to be provided to the DLC affected by the emergency. The DLC must keep the health attestation on file, to allow for contract tracing in the event of a positive COVID-19 case. DLCs are advised to collect the PDF health attestations in a central location (shared server, Dropbox, etc), where they can be quickly accessed remotely if required by MIT Medical. This option should only be used sparingly, and only in an emergency.
Infrequent but recurring needs should be handled through an Instruction and Administration allocation or a Vendor/Supplier allocation. (See the previous question for more details.)
If you are experiencing technical issues with the Covid Access system or Covid Pass, email firstname.lastname@example.org.
Page updated 7/30/2021