COVID-19 Vaccine & Testing Plan

It is important to continue wearing a face cover and remain physically distant from others during this time of high community transmission.

Fermilab is committed to maintaining a healthy and safe workplace so that we can continue work on our scientific mission. We continue to implement necessary safety measures to protect our Fermilab community from the negative impacts of COVID-19 on our personal health, our team productivity, and our scientific mission.

The lab has developed a COVID-19 Vaccination and Testing Policy. To create that policy, leaders across the organization considered the highly positive impact that COVID-19 vaccines have had so far in the U.S. and around the world. The lab has determined, based on expert guidance, that widespread COVID-19 vaccination is the best way to:

  • contribute to greater immunity,
  • reduce the likelihood of sudden clusters of COVID-19 on campus,
  • minimize the risk imposed by new variants, and
  • help protect members of our community who are at the highest risk of developing serious illness from the virus.

Learn more about the safety and effectiveness of the COVID-19 vaccines from the University of Chicago Medicine.

Fermilab’s vaccine and testing plan.

Employees

  • FRA employees are required to be fully vaccinated or have an approved accommodation no later than Jan. 18, 2022 regardless of work location or telework status.  Proof of vaccination must be provided through FermiWorks.
    • All employees will receive a Fermiworks inbox item with instructions on how to securely upload the required vaccination information into the system that will be reviewed by Fermilab Occupational Medical Office.
    • Attestations regarding vaccine status for employees will no longer be required or accepted after Jan. 18, 2022.
    • If you previously provided this information to the FOMO you need to resubmit the information in FermiWorks. We are sorry for the inconvenience.
    • If you are not fully vaccinated, continue submitting negative COVID-19 test results each week until Jan. 18, 2022 or until you are fully vaccinated.
    • Regardless of work location or teleworking status, be aware that employees who are not fully vaccinated and do not have an approved accommodation by Jan. 18, 2022 will be subject to the Failure to Vaccinate and Test Progressive Discipline Policy.
  • Employees who are not fully vaccinated and need to be on site are required to be tested weekly for COVID-19 and must upload negative test results to maintain site access.
    • Negative test results must be submitted to this portal two business days prior to site access.
    • While Fermilab will provide COVID-19 testing on site, it is suggested that employees consider obtaining tests at offsite locations (such as drug stores or county testing locations). Any COVID-19 viral test that has been authorized by the Food and Drug Administration, such as a PCR or antigen test, may be used.
    • Positive results should be reported to FOMO. Individuals with positive results may not access the site until cleared to return by the FOMO.
    • Onsite testing at the FOMO will be available by appointment only each Tuesday. A link to schedule appointments can be found here. There will be a limited number of tests provided depending on availability. If all available appointments are filled on the scheduler, then employees will need to be tested offsite.
  • Beginning Jan. 18, 2022, employees must be fully vaccinated against COVID-19 or request and receive an accommodation approved by the Vaccination Accommodations Committee.
    • FRA employees who believe they cannot be vaccinated due to a medical condition or sincerely held religious belief may request an accommodation (e.g., an exemption) to this requirement based on their disability/medical condition or sincerely held religious belief by submitting a request for accommodation in FermiWorks.
    • Visit the HR partner webpage for resources on the Accommodations process and please direct additional questions to your HR Partner.
  • Vaccination time charging and reimbursement
    • FRA will allow employees to charge the actual time necessary to be vaccinated up to 4 hours, which includes time for travel to the vaccination site, administration of the vaccine, and return to work. This time should be entered to timecode 70.1.
    • Fermilab policy provides that employees may use sick leave if they are experiencing temporary vaccine side effects and are unable to work. If an employee happens to be one of these unlikely cases with long-term health problems caused by COVID-19 vaccination, the employee may pursue a workers compensation claim.
    • The lab will reimburse the employee’s out of pocket vaccine costs.
  • Testing time charging and reimbursement
    • Through January 17, 2022, if an employee is required to be tested for physical site access (Batavia, IL or Lead, SD), the lab will reimburse employees for the reasonable costs to get tested that are not otherwise covered by insurance.
    • Employees may take sick leave or vacation time for testing if they are tested during work hours or they may get tested during non-work time.
    • After January 18, 2022, the cost of testing will not be paid for by the lab unless it is part of a lab-approved accommodation on the basis of a medical condition or a sincerely held religious belief.
    • Employees may submit for reimbursement for tests taken until January 17, 2022; after that they must pay for testing themselves.

Users and Affiliates

  • Fermilab users and affiliates who come on site are required to submit an attestation form indicating they are fully vaccinated or have had a negative test result within the last seven days.  Beginning Jan. 18, 2022, testing frequency will increase.  Non-vaccinated users and affiliates will be required to provide proof of negative test results taken within the previous 72 hours for site access.
    • Negative test results must be submitted to this portal two business days prior to site access.
    • Onsite testing at the FOMO will be available by appointment only each Tuesday. A link to schedule appointments can be found here. There will be a limited number of tests provided depending on availability. If all available appointments are filled on the scheduler, then users and affiliates will need to be tested offsite.
    • Please update your attestation form via FermiWorks following these instructions.

Subcontractors

  • Some Fermilab subcontractors will have new vaccination requirements; the Procurement department is working through the process with them.
  • Other Fermilab subcontractors will be required to develop a vaccination/testing program, which minimally includes vaccine validation or attestation for fully vaccinated personnel and at least weekly testing for non-vaccinated personnel coming on site. Subcontractors are required to provide FRA a summary each week of the percentage of employees and lower tier subcontractors who came on site during the previous week that were vaccinated.

Business Visitors

  • Unbadged business visitors are required to submit an attestation form and, if not fully vaccinated, must have a negative COVID-19 test within 72 hours to gain site access.
  • The business visitor attestation form will be provided at the entrance gates and is also available here for Points of Contact to distribute.

Others

  • Day care parents and guardians who are not FRA employees, users or affiliates are not required to be vaccinated or tested but must follow all mask and social distancing safety protocols.
  • Village residents who are not Fermilab employees, users or affiliates are not required to be vaccinated or tested but must follow all mask and social distancing safety protocols.
  • Commercial delivery personnel are not required to be vaccinated or tested but must follow all mask and social distancing safety protocols.
  • Retired Guest/Emeritus Scientists on site will be required to be fully vaccinated or provide proof of a negative COVID-19 test results taken within the last 72 hours.

 

Fermilab’s Protective Measures remain a requirement while on site.

Please send questions to covid19@fnal.gov.

Illinois’ vaccine plan.

More IL vaccination information:

South Dakota’s vaccine plan.

  • South Dakota has established a vaccination plan
  • SD Frequently Asked Questions
  • If you are eligible to be vaccinated under the State distribution, please notify the Fermilab Occupational Medicine Office (medical_office@fnal.gov) if you have completed your vaccination.

More SD vaccination information:

University of Chicago