COVID-19 Guidance for Contractors, Official Visitors, Prospective Student Visitors, and Prospective Employees
Updated January 11, 2022
What is the COVID-19 guidance for official visitors?
Official visitors (e.g., guest speakers, project consultants, donors) must be pre-approved in writing by a senior officer, or their designee, and be fully vaccinated and have received a booster shot if eligible. For visitors sponsored by academic departments and programs, the department chair/program director serves as the dean’s designee and may approve the visit.
Official visitors are required to provide proof of their vaccination status using Health Pass by CLEAR. To initiate this process, it is the responsibility of the campus contact to fill out the Bowdoin Service Provider or Other Guest Registration Form at least one business day prior to their arrival on campus.
The official visitor should download Health Pass by CLEAR and enroll prior to meeting their campus contact at the OneCard Office (located on the ground floor of Coles Tower) to obtain a green visitor badge (pictured above). The green visitor badge must be worn at all times during the visit to indicate they are authorized to be on campus and inside campus buildings.
When the dining operating status allows, guests sponsored by faculty and/or staff are permitted to dine with their sponsor(s) in the Hutchinson Room or Mitchell South for lunch or dinner (both in Thorne Hall) as long as their fully vaccinated status—including booster shot if eligible—has been confirmed by the Office of Events and Summer Programs and the sponsor has coordinated with the Office of Events and Summer Programs for the guest to take a College-provided Binax test within three hours of the meal. Rooms must be reserved in advance through the Office of Events and Summer Programs.
Effective January 11, 2022
What is the COVID-19 guidance for contractors and vendors?
The College has different requirements for contractors and vendors (hereinafter “contractors”), depending on their COVID-19 vaccination status.
How does Bowdoin define "fully vaccinated"?
The College considers an individual to be fully vaccinated two weeks after their second dose in a two-dose series (such as the Pfizer or Moderna vaccines) or two weeks after a single-dose vaccine (Johnson & Johnson) and after they have received a COVID-19 booster shot if eligible.
How is the updated guidance being communicated to contractors and vendors?
It is necessary for Bowdoin academic and/or administrative department personnel to take an active role in explaining the College’s COVID-19 protocols and testing procedures. As a first step, each contractor must be asked to sign a Fall 2021 Outside Contractor and Vendor COVID-19 Policy and Certification Form. The form sets forth expectations and responsibilities for contractors working at Bowdoin.
What is the guidance for contractors who are FULLY VACCINATED?
Contractors who are fully vaccinated—including a booster shot if eligible—may work on campus once they have provided proof of their vaccination status using Health Pass by CLEAR. To initiate this process, it is the responsibility of the campus contact to fill out the Bowdoin Service Provider or Other Guest Registration Form at least one business day prior to performance of the service.
The contractor can download Health Pass by CLEAR and enroll prior to reporting to the OneCard Office (located on the ground floor of Coles Tower) to obtain a green visitor badge to wear during their visit. The green visitor badge indicates that the contractor is authorized to work on campus and may work on campus any day of the week.
What is the guidance for unvaccinated contractors or those who are NOT FULLY VACCINATED?
Contractors who are not fully vaccinated may be authorized to begin work on campus on Mondays and Thursdays of each week after receiving a COVID-19 antigen test between 7:00 a.m. and 8:00 a.m. at Farley Field House.
To initiate this process, it is the responsibility of the campus contact to submit the Bowdoin Service Provider or Other Guest Registration Form at least one business day prior to performance of the service. The campus contact must also send the contractor the Bowdoin Outside Contractor Testing Consent and Compliance Attestation Form. This form must be signed and submitted to an authorized person at the testing center in Farley Field House on the first day of testing.
A negative test result is required twice during each week that the contractor is on campus. Once a negative test result is received, the vendor will be issued a green badge to wear during their visit to show they are authorized to work on campus, and they must also wear a surgical, KN95, or equivalent (N95, KF-94) mask inside. If applicable, the vendor may then proceed to the Comm Center (located in Rhodes Hall) to obtain keys or an access card. If the antigen test returns a positive result, the contractor will be directed to leave campus and the contractor’s employer will be notified of the positive test result.
What if there is an unexpected need to have a contractor who is not fully vaccinated come to campus on a Tuesday, Wednesday, or Friday?
First, please consider whether the work can wait until the following Monday or Thursday. If the visit truly must take place on a non-testing day, the campus contact should email firstname.lastname@example.org to request an exception to allow a contractor who is not fully vaccinated to come to campus on an alternate day. If approved, the contractor should go directly to 10 Cleaveland Street when they arrive on campus for a COVID-19 test. If the contractor tests negative, he/she/they will be given a green badge to be on campus and must wear a mask indoors. If the antigen test returns a positive result, the contractor will be directed to leave campus and the contractor’s employer will be notified of the positive test result. Please note, certifications noted elsewhere in this document still apply.
Is there a way to determine if a contractor I intend to bring to campus has already completed the Health Pass by CLEAR and has been cleared to work for a different department?
Yes, the campus contact can send an email to email@example.com to inquire about the vaccination status of any prospective vendor. If Health Pass has already been completed, the contractor can go to the OneCard Office to obtain a visitor pass.
Updated January 11, 2022
What is the new guidance for prospective students and family members touring campus?
Prospective students and their families are permitted limited access to campus buildings as this is considered official college business.
What are the guidelines for PROSPECTIVE STUDENTS AND FAMILY MEMBERS visiting campus?
- Access is permitted to limited buildings for prospective students, employees, and their guests when on an official campus tour (these may include Smith Union, Hawthorne-Longfellow Library, Druckenmiller Hall, Roux Center for the Environment) or to a specific building (academics, athletics, etc.) when accompanied by a designated College official.
- Groups must be limited in size to twenty-one (21) individuals.
- Admissions visitors must wear masks at all times (surgical or KN95 equivalent) indoors and provide verification of their vaccination status.
- Groups must avoid long periods of time (more than five minutes) standing idle or seated inside a building.
- Buildings will require key card access and will not be unlocked for visitors.
- Non-admissions guests must register with Guest Registration Form.
- All designated college officials must key into buildings so that we can keep track of visitors in those spaces and the times they are there. This helps to assist in managing visitors and will provide vital information if contact tracing is later required.
How are these policies being communicated to prospective students and their family members?
It is the responsibility of the designated College official to communicate these policies to prospective students and their family members.
Updated January 11, 2022
What are the guidelines for PROSPECTIVE EMPLOYEES visiting campus?
All prospective employees invited to campus for in-person interviews must be fully vaccinated—including a booster shot if eligible—prior to their visit to campus.
Hiring managers must submit a Bowdoin Service Provider or Guest Registration Form at least one business day prior to the visit.
Upon receipt of the above form, human resources will follow up with the hiring manager to have them share instructions with the applicant for how to provide proof of their vaccination status using Health Pass by CLEAR prior to arriving on campus. If the in-person visit will last for three hours or longer, the prospective employee should take a College-provided Binax test coordinated with the Office of Events and Summer Programs at the time they visit Coles Tower to obtain the visitor badge.
The hiring manager is expected to meet the prospective employee at Coles Tower and wait until the individual is cleared and receives their green visitor badge (pictured above). All prospective employees must wear their green visitor badge at all times, be escorted by their hiring manager/Bowdoin sponsor at all times while on campus, and are required to wear a face covering when indoors.
How are these policies being communicated to prospective employees?
It is the responsibility of the hiring manager/Bowdoin sponsor to communicate these requirements to the prospective employee.