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What is Covid Access?
Who will use Covid Access?
Campus access requirements
Covid Pass process
DLC-sponsored MIT ID cards and Kerberos accounts
Covid Access is the application used by designated individuals in each school, department, lab, and center (DLC) to manage access to campus buildings. Creating an allocation for a person in Covid Access permits that individual to use Covid Pass.
- Covid Access grants access to exterior doors designated as building access points only.
- MIT’s gatekeepers manage access to interior doors with the C•Cure and Genetec systems.
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.
Campus access guidelines
Everyone approved to enter any MIT campus building for any reason, including faculty, staff, students, affiliates, vendors, suppliers, and those needing temporary access, must use Covid Pass and comply with state, local, and MIT requirements. Only those 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.
Prerequisites for Covid Pass
All users of Covid Pass must have the following:
- Approval to access campus buildings
- MIT Kerberos account and ID card
- An allocation in Covid Access
MIT Kerberos account and ID requirement
If the person you need to add to 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 three groups.
- Everyone who will be in close contact with others inside campus buildings (most people)
- Only those DLC-sponsored vendors and suppliers who will have no close contact with others
- Individuals who need to access campus only once (only to be granted sparingly)
Everyone who will be in close contact with others inside campus buildings:
Every person - whether faculty, staff, student, affiliate, service provider, or other - who has been invited to enter campus buildings on a recurring basis, and
- Will have multiple close-contact interactions with other persons indoors, or
- Engages in activities where maintaining social distance (greater than six feet) is challenging
is to be assigned a research, instruction/administration, or student/resident allocation type and 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
- Submit a daily health attestation.
Note for students living off-campus: Students who are living off campus who do not have access to campus buildings for academics or research, or who only have access to MIT Medical testing facilities, may request access to DAPER facilities by submitting this form. Once eligibility is confirmed, the student should follow the directions received via email from the Covid Pass application.
Only those DLC-sponsored vendors and suppliers who have no close contact with others:
- 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, and
- Can maintain social distancing (greater than six feet from others) at all times
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.
Individuals who need to access campus only once:
Faculty, staff, and researchers who need brief, non-recurring access to campus (one-time access for up to 24 continuous hours) may be assigned the One-Time Access allocation. Individuals with a One-Time Access allocation will be required to:
- Acknowledge and agree to terms and conditions for campus access, and
- Submit a health attestation.
One-time access should only be granted sparingly. Infrequent but recurring needs should be handled through the appropriate research or instruction and administration allocation listed above.
Access approvers manage which requirements an individual must complete by assigning the appropriate allocation type in Covid Access.
- Research allocations: Building access is managed by the access approver. There is specific guidance and detailed requirements for the use of the research and core facilities allocation types. Review additional information on the VPR Covid-19 website. Note: Human research subjects will have their own process and requirements. Principal Investigators can read more about compliance on the COUHES website.
- 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 - MIT faculty or staff who need to access a campus building once and only once; to be granted sparingly. If repeat access needs are anticipated, use an appropriate research. or instruction and administration allocation.
|Acknowledgement||Training||COVID Test||Daily Attestation||State and Local Policies|
Instruction and Administration
Individuals who have been added into Covid Access will receive an email explaining that they have been designated by their supervisor or DLC administrator as someone who should be allowed to visit or access campus and is authorized to move ahead with accessing 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, 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. 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 plan ahead to meet testing requirements before they need to access campus.
If the individual’s last time on campus was more than 14 days prior, they will need to produce a negative test result before being granted access. They should plan to go in for a test at least 48 hours before they will need to access campus buildings, to allow time for the results to be processed. Access will be granted when a negative test result is returned, provided they have also met all other requirements (as above). If their last time on campus was within the past 14 days, they should get tested the day before they need to enter campus buildings. Access will be granted while their results are pending, provided they also met all other requirements. It is crucial for sponsors to inform relevant vendors/suppliers of these protocols in a timely manner.
Keep in mind, those accessing campus four or more days are required to be tested twice a week, either on Monday/Thursday or on Tuesday/Friday. Weeks when they access campus three or fewer days require them to be tested once. For any weeks they only need to test once, it is recommended that they be tested on whichever day corresponds to their preferred twice-a-week schedule. This will allow them to maintain a regular testing cadence.
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 5/2/2021