COVID-19 compliance information and resources for City workers
Protecting the health, safety and economic recovery of our community requires that we work together to prevent further spread of the COVID-19 virus. The most effective tools for achieving this goal are widespread vaccinations and continuous testing.
Here’s everything you need to know about COVID-19 vaccine verification or required testing for City employees.
Public health data guides all of the City’s decisions related to COVID-19. That data tells us that the best tools for protecting the health, safety and economic recovery of our community are widespread vaccinations and continuous testing for COVID-19.
That’s why we’re requiring all City employees, onsite contractors, and volunteers to provide either proof of vaccination or produce a negative test result on a weekly recurring basis.WHO DOES THIS POLICY APPLY TO?
- All full-time, part-time, seasonal, emergency, and probationary employees of the City of Boston
- Onsite contractors
- Volunteers who provide services onsite at City worksites
We have created a simple, secure online portal for you to enter your vaccination status.
The secure COVID Compliance Portal is where you will go to submit your:
- vaccination documentation
- proof of negative COVID-19 test results, or
- to ask a COVID compliance question.
You may access the portal and upload your documents at any point before your deadline to comply.
- Access the portal
- enter your vaccination status, and
- upload a digital file of your vaccination card or other verification document.
You will be required to undergo weekly testing for COVID-19. Every seven (7) days, you will be upload documentation of your negative test result to our simple, secure online portal.
The online portal is live as of Monday, August 30, 2021. You can access the portal to enter your information and upload proof of vaccination or a negative test result at any time before the deadline to comply.
You must enter your information and upload your documentation by the dates identified in the phased approach listed below.
Sept. 20, 2021
Employees serving high-priority populations must comply by Monday, September 20, 2021. This includes (but is not limited to) the following departments:
- Boston Public Schools
- Boston Centers for Youth & Families
- Boston Public Libraries
- Age Strong
- Commission on Disabilities
- Others as notified
October 4, 2021
Employees who provide public-facing services to City residents must comply by Monday, October 4, 2021. This includes (but is not limited to) the following departments:
- Public Safety
- Inspectional Services
- Parking Clerk
- Onsite contractors and volunteers who work with departments serving high-priority populations (see grouping above)
- Others as notified
October 18, 2021
All other City employees, onsite contractors, and volunteers must comply by Monday, October 18, 2021.
COVID-19 compliance topic areasCOVID-19 compliance topic areas
1. If you have been fully vaccinated, we recommend that you prepare to comply with this policy by taking the following steps in advance:
2. Locate your physical vaccination record. Upon receiving your vaccination, you should have received a card or other documentation from your healthcare provider that tells you:
- what COVID-19 vaccine you received
- the date you received each dose, and
- where you received it.
The vaccination card is your official record that you were fully vaccinated.
2. Create a digital file of your vaccination card. You may use any of these methods to do so:
- Use your mobile device to take a clear picture of your card - ensuring that the photo is close and clear enough to read and that all of the information is legible.
- Use your office scanner to scan and email yourself the scanned file
- Visit your local library and use the publicly accessible computer and scanner
- Use your personal computer and scanner at home
- Download a scanner app to your mobile device
3. Store the digital file of your vaccination card where you can easily access it when you need to upload it to the portal. Here are some suggestions for storing your digital file so you can pull it up quickly when the time comes:
- Email it to yourself with a subject line you can easily search for (like “My COVID-19 Vaccination Card 2021”)
- Save it to your desktop or in a designated folder
- Mark the photo as a “Favorite” in your mobile device’s camera roll
If you have lost your vaccination card, you should:
- Scroll through the camera roll on your mobile device to see if you took a picture of your card when you received it. You may upload a clear, legible photo to the portal.
- Contact the facility where you were vaccinated or your vaccination provider directly to access your vaccination records.
- Access the CDC’s immunization information system (IIS) for the state where you received the vaccine, viewable at IIS information on the CDC website.
- If you enrolled in v-safe, VaxText, or other digital record storage applications, access your vaccination information using those tools.
Are you unable to get a copy of your COVID-19 vaccination card or other vaccination verification documentation? You may upload a signed statement from a medical provider verifying your fully vaccinated status.All vaccination documentation must include:
- Your name
- Your birth date
- The manufacturer of the vaccine
- The date(s) on which the vaccine(s) were received
1. Log in to Access Boston and click on the “COVID Compliance” tile
If you have a question about your Access Boston account, check out these Access Boston FAQs. There is always a NEED HELP? link in the lower right hand corner of any page associated with Access Boston if you need more information. The DoIT Service Desk is also available at 617-635-7378.
2. On the COVID Compliance Portal’s homepage, you will see three buttons:
3. Click the “Submit Proof of Vaccination” button to open a new Vaccination Case Record:
- Review your name, employee ID number, Department and email address, which will automatically populate.
- Select your Vaccine Manufacturer from the drop down menu.
- Enter the dates of your Vaccine Doses. If you’ve received your first of two doses, enter the date of your first dose only.
- Attach proof of your vaccination documentation. You cannot submit a case without vaccination documentation attached.
- Check the box to affirm that the information is correct.
- Click Submit.
For a period of at least two months, the City will conduct a weekly lottery, the winner of which will be granted an extra one week of paid time off.
All benefit-eligible employees who verify their full vaccination status during the preceding week will be automatically entered into the lottery. The extra one week of time granted must be used by December 2022, and is not subject to any annual buy back, rollover, or severance.
I am currently on leave status. Will this policy apply to me when I return?
Yes. The policy applies to:
- all current workers
- those returning from leave status, and
- those hired in the future.
You must verify your full vaccination status or submit to required testing before the date you are scheduled to return from leave status.
I've never been diagnosed with COVID-19. Do I still need to get vaccinated or submit to weekly testing?
Yes. The policy applies regardless of whether you’ve been diagnosed with COVID-19 in the past.
I am choosing not to be vaccinated for personal reasons. Can I be granted an exemption from this policy?
No. If you choose not to be vaccinated for personal reasons, you are still required to comply with this policy by:
- submitting to weekly COVID-19 screening tests, and
- uploading your negative test result to the online portal.
If you meet the legal requirements for a reasonable accommodation (see above), you can request such from Human Resources. Further instructions on how to do that will be posted soon.
Will my medical information be kept private?
Yes. Your documents will be uploaded to a secure online portal. Individually identifiable health information will be maintained in a confidential manner, as required by applicable law.
What happens after I get my weekly test and I'm waiting to receive my results?
You will remain in work status on the day you get tested and the day following the day you get tested. This allows for a standard window of 48 hours for test processing.
No more than the testing day plus one day after testing, for a total of two days, will be allowed for test processing no matter how many days processing may actually take. Please keep this in mind when you decide when and where to get tested, and feel free to ask testing facilities how long it takes to receive test results.