Minnesota Department of Transportation

511 Travel Info

MnDOT Policies

Health Screening Procedures

For Health Screening Policy (#WF029)

Revised: February 15, 2022

Print Procedures (pdf)

Introduction

This document is the technical companion to the Minnesota Department of Transportation’s (MnDOT’s) Health Screening Policy.

Definitions

COVID-19

The name of the disease caused by the new coronavirus that is called SARS-CoV-2, or sometimes just “novel coronavirus”.

Fully Vaccinated

A person’s status two (2) weeks after completing a primary series with a COVID-19 vaccine that is approved or authorized for emergency use by the U.S. Food and Drug Administration (FDA) or the World Health Organization (WHO), with at least the minimum recommended interval between doses as applicable.

Primary Series

  • 2 doses of an FDA or WHO approved or authorized mRNA COVID-19 vaccine, e.g., Pfizer-BioNTech (Pfizer) or Moderna, OR
  • 1 dose of an FDA or WHO approved or authorized single-dose COVID-19 vaccine, e.g., Johnson & Johnson’s Janssen (J&J) vaccine

Booster Dose

An extra dose of a vaccine to “boost” the immune system.  Booster shots of the COVID-19 vaccines may be administered as follows:

  • If the primary series was Pfizer or Moderna, then a booster dose of either vaccine at least 5 months after completing the primary series
  • If the primary series was J&J, then a booster dose of Pfizer, Moderna or J&J at least 2 months after completing the primary series

If the primary series was administered abroad using another or a combination of FDA or WHO approved or authorized vaccines, then a booster dose as of Pfizer at least 6 months after completing the primary series

Up to Date with All Recommended COVID-19 Vaccination Doses

  • Fully vaccinated AND booster dose; OR
  • Fully vaccinated AND less than 5 months since completion of the Pfizer or Moderna primary series; OR
  • Fully vaccinated AND less than 2 months since completion of the J&J primary series

COVID-19 Viral Test

A diagnostic test for SARS-CoV-2 (COVID-19) that is cleared, approved, or authorized for emergency use by the FDA to detect current infection with COVID-19 (e.g., a viral test).
The test must be a nucleic acid amplification test (NAAT) or antigen test. Antibody tests do not qualify as viral tests.

Exposed

The individual has:

  • Been less than 6 feet away from someone who has COVID-19 (laboratory-confirmed or clinical diagnosis) for a combined total of 15 minutes or more over a 24-hour period (e.g., three individual 5 minute exposures during a 24 hour period.)

For counting purposes, the date of exposure is considered day 0. Day 1 is the first full day after the last exposure.

Health Screening

Employee responses to health-related screening questions to identify signs or symptoms of COVID-19.

Tennessen Warning

Notice given to individuals when collecting private or confidential information from them.

Workplace

A physical location (e.g., fixed, mobile) where the agency’s work or operations are performed, including any public service environment, office, lab, field, project trailer, training or conference site, or other physical location that is owned and/or controlled by MnDOT. Workplace does not include a staff member’s residence.

Health Screening Procedure and Requirements

Every employee who reports to a workplace where other individuals (such as other staff or members of the public) are present must complete the health screening.  By completing the health screening, the employee is warranting that their answers are true and correct to the best of their knowledge.

MnDOT retains the discretion to adopt the specific type of screening procedure used and to change the screening procedure as needed. Currently, MnDOT is using the State of Minnesota Automated COVID-19 Workplace Entry Health Screen. The screening tool will notify the employee whether they are authorized to enter the workplace, or whether they must contact their supervisor.

Primary method: Online remote screening

  1. Before you enter the workplace for the first time each day, complete the online health screening form.
  2. Answer the questions.
  3. Follow the instructions for admitted or denied admission.

Backup method: Remote screening via telephone

  1. Before you enter the workplace for the first time each day, call: 651-259-3685 (if you need a toll-free number, contact your supervisor).
  2. Answer the questions.
  3. Follow the instructions for admitted or denied admission.

Employees who do not pass the health screening

Employees not required to work at the workplace:

Employees who are not required to work at the workplace and do not pass the health screening will not be authorized to work at the workplace until they satisfy the Return to Workplace quarantine/isolation guidance in paragraph 4.c. below and pass a new health screening.

Employees required to work at the workplace:

Employees who are required to work at the workplace and do not pass the health screening must report to their supervisor using their regular call-in procedure. They are not authorized to enter the workplace unless they are cleared through additional screening by a supervisor or HR. Employees are expected to truthfully answer any additional screening questions administered by a supervisor or HR.

If the employee is not cleared through additional screening, then the following applies:

  1. Get a COVID-19 Test: The employee is expected to take a COVID-19 viral test as soon as possible to determine whether they have COVID-19. 
  2. Telework: If the employee is asymptomatic or otherwise able to perform work despite their illness, their supervisor and/or manager will determine if their job duties can be performed through telework.
  3. Leave: The employee may use their accrued sick leave or unpaid medical leave while the employee is taking affirmative steps to obtain a COVID-19 viral test result or diagnosis and during the applicable quarantine/isolation period in paragraph 4 below if the employee cannot or is too ill to telework.
  4. Return to Work: Generally, employees who are required to work at the workplace are expected to return to the workplace under the following CDC quarantine/isolation guidelines as described below.  Employees who need additional time off should contact the agency FMLA or ADA coordinator. In addition, employees must continue to comply with the MnDOT Face Coverings Policy and MnDOT COVID-19 Face Covering Guidance.
    1. Symptoms: At least 5 full days have passed since the employee started having COVID-19 symptoms, they have been fever-free for at least 24 hours without fever-reducing medicine, and their other COVID-19 symptoms are improving. (Note: Loss of taste and smell may persist for weeks or months after recovery and need not delay the end of isolation.) Employees who are severely ill with COVID-19 (including those who were hospitalized or required intensive care or ventilation support) or have a compromised immune system should isolate for at least 10 days and must be released to return to the workplace by their doctor before ending isolation. For symptoms, isolation is required regardless of vaccination status.
    2. Positive test without symptoms: If the employee had no COVID-19 symptoms, and 5 full days have passed since their positive COVID-19 viral test sample. Day 0 is the day the test specimen was collected for the positive test, and day 1 is the first full day after the specimen was collected. For positive tests, isolation is required regardless of vaccination status.
    3. Exposed, but no positive test, no symptoms, and (d) or (e) do not apply: Unless the employee is up-to-date with all recommended COVID-19 vaccination doses, or unless the employee has recovered from COVID-19 within the last 90 days, if the employee had no COVID-19 symptoms, no positive COVID-19 viral test, and 5 full days have passed since the last date of exposure (day 0 is the last date of exposure, day 1 is the first full day after the last date of exposure). These employees are expected to take a COVID-19 viral test at least 5 days after the last exposure and watch for symptoms for 10 days after the exposure.
    4. Exposed, but no positive test, no symptoms, and up-to-date with all recommended COVID-19 vaccination doses:  If the employee was exposed BUT:
      • Is fully vaccinated AND has had their booster dose; OR
      • Is fully vaccinated AND it has been less than 5 months since they completed the Pfizer or Moderna primary series; OR
      • Is fully vaccinated AND it has been less than 2 months since they completed the J&J primary series
      then they are not required to quarantine so long as they remain symptom-free and do not have a positive COVID-19 viral test. These employees are expected to take a COVID-19 viral test at least 5 days after the exposure and watch for symptoms for 10 days after the exposure.
    5. Exposed, but no symptoms, and tested positive within the last 90 days and recovered:  If the employee was exposed BUT has had a positive COVID-19 laboratory-confirmed viral test within the past 90 days and has recovered (Note: Loss of taste and smell may persist for weeks or months after recovery and need not resolved to be considered recovered.) These employees are expected to watch for symptoms for 10 days after the exposure and get tested if they develop symptoms.

Employees who refuse to complete the health screening

Employees who refuse to complete the health screening are not authorized to enter the workplace.

Employees who refuse to complete the health screening and are assigned to work at the workplace are refusing a work directive to report to work. Such employees:

  1. Must report to their supervisor using their regular call-in procedure.
  2. May be subject to disciplinary action, up to and including discharge.
  3. If they are not temporarily reassigned by their supervisor to telework, will be placed in no-pay status (ETL-Scheduled Hours Not Worked) until they complete the health screening as required by this policy or their job responsibilities no longer require screening under this policy.
    1. Prior to being placed in no-pay status, the employee will be offered a meeting with their supervisor to hear the reasons for being placed in no-pay status and to tell their side of the story. The employee may have union representation at the meeting.

After Passing the Health Screening

Onset of COVID-19 Issues While at the Workplace

If, while at the workplace after passing the health screen, an employee experiences the onset of COVID-19 symptoms, receives a positive COVID-19 viral test result, or receives a COVID-19 diagnosis from a healthcare provider, they must notify their supervisor and immediately leave the workplace as safely as possible while avoiding exposing any other individuals in the workplace.  If they cannot safely notify their supervisor without exposing others, they should first leave the workplace and then contact their supervisor.

Onset of COVID-19 Issues After Being at the Workplace

If, after being in the workplace, an employee learns they have COVID-19, they must promptly notify their supervisor or agency HR so that steps may be taken to safeguard the workplace, including through cleaning and contact tracing.

Frequently Asked Questions

Q. How do I determine the date of last exposure when I am living with, and cannot isolate from, someone who has tested positive for COVID-19?
A. The date of last exposure is the last day the person who tested positive must isolate.

Confidentiality of Medical Information

All health-related information gathered from the health screening will be treated as confidential medical information, will be stored securely, and will not be stored or maintained in employees’ individual personnel files. Health-related information gathered from the health screening will be maintained for at least one year.

Tennessen Warning

The following Tennessen Warning describes the purpose and intended use of the data that will be collected in the health screening process:

The data collected about you in the State of Minnesota Automated COVID-19 Workplace Entry Health Screen  and through any additional screening by a supervisor or HR is classified as private under the Minnesota Government Data Practices Act.

We will use this data to screen individuals before they enter the workplace for potential COVID-19 related health risks to try to avoid the potential of spreading COVID-19. The data helps us to determine whether risk factors are present and whether you will be denied admission to the workplace for the protection of agency staff and/or the public.

This is not a COVID-19 test and is not a determination of whether or not an individual is infected with or has been exposed to COVID-19.

This data will be gathered and reviewed by agency staff, including non-medical personnel, to determine whether to permit you to enter the workplace. You are not legally required to provide this data. However, if you refuse to provide the data, you will not be admitted to the workplace. A refusal to provide the data may also result in employment consequences, as determined by the agency and as set forth in the agency’s Health Screening Policy. The data collected from you may be shared with the agency’s HR staff, safety administrator, and supervisors and managers, and other persons or entities authorized by law.

Additional COVID-19 Screening Questions for Supervisors/HR (January 2022)

*Remember, all information collected through COVID-19 screening must be kept confidential.

The State of Minnesota Automated COVID-19 Workplace Entry Health Screen asks the following questions, in the following order, for employees who state they are working at the workplace.  A “no” answer to the question advances the employee to the next screening question.  A “yes” answer to the question stops the screening, tells the employee they are not currently cleared to enter the workplace, and directs the employee to report to their supervisor using their regular call-in procedures.  The screening questions are:

  1. In the past 10 days, have you been severely ill with COVID-19?
    • For No, Press 1. 1 goes to screening question 2.
    • For Yes, Press 2. “You are not currently cleared to enter the workplace. Report to your supervisor using your regular call-in procedure.”
  2. In the past 5 days, have you had any of the following COVID-19 symptoms that can’t be explained based on another health condition?
    Fever of 100.4°F or higher or feeling feverish (such as chills, sweating); a new cough; new shortness of breath; a new sore throat; new congestion or runny nose; new muscle or body aches not related to exercise; unusual fatigue; new loss of taste or smell; new nausea/vomiting or diarrhea; new headache.
    • For No, Press 1. 1 goes to screening question 3.
    • For Yes, Press 2. “You are not currently cleared to enter the workplace. Report to your supervisor using your regular call-in procedure.”
  3. Have you had a positive COVID-19 test based on a sample taken in the past 5 days?
    • For No, Press 1. 1 goes to screening question 4.
    • For Yes, Press 2. “You are not currently cleared to enter the workplace. Report to your supervisor using your regular call-in procedure.”
  4. In the past 5 days, have you been exposed to someone with COVID-19?
    • For No, Press 1. “You are cleared to enter the workplace. Thank you for completing the State of Minnesota Automated COVID-19 Workplace Entry Health Screen.”
    • For Yes, Press 2. 2 goes to screening question 5.
  5. Have you received your COVID-19 booster OR have you had a positive COVID-19 laboratory-confirmed viral test within the past 90 days and have recovered?
    • For Yes, Press 1. “You are cleared to enter the workplace. Thank you for completing the State of Minnesota Automated COVID-19 Workplace Entry Health Screen.”
    • For No, Press 2. “You are not currently cleared to enter the workplace. Report to your supervisor using your regular call-in procedure.”

Employees who are up to date with all recommended COVID-19 vaccination doses, and employees who had a positive COVID-19 laboratory-confirmed viral test within the past 90 days and have recovered, will not be screened out if they answered “yes” to the exposure question because they are not required to quarantine so long as they do not have COVID-19 symptoms or a positive COVID-19 viral test.

No automated screening tool can account for all particular employee circumstances.  For that reason, employees who do not pass these screening questions are directed to contact their supervisor.  When the employee contacts their supervisor, a supervisor may ask additional screening questions to determine whether the employee can nevertheless be cleared to enter the workplace, OR should refer the employee to HR to do so.

The following is a guide for supervisors/HR to conduct additional screening.  If the employee passes these screening questions, the supervisor/HR may clear them to enter the workplace regardless of the results of the automated screening tool.  If the supervisor/HR undertakes additional screening, they must document the questions used and the employee’s answers, and whether the employee was or was not cleared, and treat that documentation as a confidential medical record. All confidential medical records must be maintained in the HR office.

  1. If the employee is screened out because they answered yes to the symptoms question, they should be cleared to enter the workplace if they say yes to the following questions:
    1. In the past 10 days, have you been severely ill with COVID-19 (including being hospitalized or requiring intensive care or ventilation support)?
      1. If yes, have you been in isolation for at least 10 days since you started having COVID-19 symptoms? AND
      2. Has your healthcare provider cleared you to return to the workplace?
    2. If you were not severely ill with COVID-19, have at least 5 full days passed since you started having COVID-19 symptoms?
    If no, then they are not cleared to return to the workplace.
  2. If the employee is screened out because they answered yes to the exposure question, they should be cleared to enter the workplace if they say yes to the following question:
    1. Are you fully vaccinated and it has been less than 5 months since you completed the Pfizer or Moderna primary series, or less than 2 months since you completed the J&J primary series?