ISU COVID-19 Mass Vaccination Clinic Operations Support

Frequently Asked Questions

The Basics: Sign up, Roles, Times

Q: Who can sign up to work at the ISU COVID-19 Vaccination clinic?
A: Any current ISU faculty, staff, postdoc or graduate assistant can sign up to work. Individuals must be able to work full-day shifts (7:30 a.m.-5 p.m.). Student employees* may sign up to work at the clinic assuming they can work the full-day shift and have the support of their supervisor.

Q: What are the different roles available and the training that is required for them?
A: There are four non-clinical roles available. We ask that individuals work the same job each shift to limit training time.

1.  Wayfinding
Duties:
Assists with line management. Directs patients in the queue to open registration and vaccination stations. Answers basic questions about the vaccination clinic process and what to expect afterward, and redirects more complex questions to healthcare educators. This is an indoor assignment that requires standing.
Training: Just-in-time training will be provided before each shift.  An answer sheet with commonly-asked questions will be provided for reference.

2.  Registration
Duties:
Assists with checking in patients for the COVID-19 vaccination queue. This is computer work requiring technology proficiency. This is an indoor, seated position at a table with a Plexiglas barrier.
Training: A two-hour in-person training block will be provided before the clinic begins operations to ensure registration personnel are familiar with the healthcare information management systems used in this position. Additionally, all registration personnel must complete a Health Insurance Portability and Accountability Act (HIPAA) training module on patient privacy; estimated completion time is 15 minutes.

3.  Observation
Duties:
Assists Health Services staff with visually monitoring patients for rare adverse vaccine reactions. Answers basic questions about the vaccination clinic process and what to expect afterward, and redirects more complex questions to healthcare educators. Sanitizes/disinfects seating in the observation area between patients. This is an indoor assignment that requires standing.
Training: Just-in-time training will be provided before each shift. An answer sheet with frequently asked questions will be provided for reference.

4.  Data Entry
Duties:
Transcribes data from paper forms into an online vaccination database. This is computer work requiring technology proficiency, superior attention to detail, and the ability to accurately read handwriting that displays varying standards of penmanship. This is an off-site assignment requiring the employee to already possess an ISU-issued computer and a reliable Internet connection. This work is remote but will occur during clinic hours; personnel will coordinate (and will have available support from Health Services leadership) via Microsoft Teams.
Training: A two-hour online training block will be provided before the clinic begins operations to ensure data entry personnel are familiar with the healthcare information management systems used in this position. Additionally, all registration personnel must complete a Health Insurance Portability and Accountability Act (HIPAA) training module on patient privacy; estimated completion time is 15 minutes.

Individuals needing a workplace accommodation should contact UHR Employee and Labor Relations at uhrdar@iastate.edu.

Q: What dates is the clinic operating and what are the hours of operation?
A: The clinic is planned to be open from 8 a.m. to 5 p.m. Planned dates for operation are currently April 15, 16, 20 - 23, 26 - May 1, and May 3 - 7. The uncertainty of the vaccine supply may have an effect on this plan and schedule adjustments are likely.

Q: What do I need to know before I sign up to work at the clinic?
A: Before you sign up to work at the clinic:

  1. Check out the various jobs/roles available at the clinic and find one that matches your skillset. You are encouraged to pick one role to limit the volume of training that is required with the tight timeline.
  2. Be sure that you can sign up for full shifts (7:30 a.m.-5 p.m.).
  3. Check in with your supervisor to discuss your desire to be released to work at the COVID Vaccine Clinic.
  4. Employees are encouraged to sign up for more than one day. Due to limited resources for training personnel in the registration role, employees filling this role must sign up for a minimum of two days (which may be non-consecutive).

Q: How do I sign up to work at the clinic? Do I need permission from my supervisor to sign up to work at the clinic?
A: Approval from your supervisor is necessary before signing up here. Supervisors are expected to prioritize the mass vaccination effort by providing as much flexibility as possible. Faculty members should check in with their department chair so efforts can be tracked in the department.

Q: What are the scheduling commitments/expectations?
A: All shifts will be from 7:30 a.m. to 5 p.m. with a minimum half-hour lunch break. For the wayfinder, observer and data entry roles, employees may sign up for one shift, but having experienced personnel return for additional shifts will help us run more smoothly on subsequent days. For the registration role, employees must sign up for a minimum of two shifts to maximize the more extensive training required for this role.

Q: I am not available for a full day. Can I work a reduced schedule?
A: At this time, partial shifts/schedules are not available. 

Q: I am supporting contact tracing, the COVID-19 testing site, or case management activities for the spring semester. Can I sign up to work the vaccination clinic?
A: Yes, in addition to your regular supervisor, you should check in with the supervisor of the COVID support operation you are supporting to make sure nothing conflicts with the current needs. 

Q: Will someone communicate if there is a change to my schedule? How would I be notified?
A: The uncertainties of vaccine availabilities and other uncontrollable factors may cause last minute changes.  Individuals would receive a system generated message as soon as possible if there is any change to planned schedules.

Q: What if I need to cancel a planned shift? How do I convey that message?
A: While staffing plans are heavily counted on to share the responsibility, the occasional conflict arises and someone may need to cancel their shift. Should you need to cancel, reference the confirmation email received when you signed up to go in and cancel.

Health and Safety

Q: Will I have the opportunity to be vaccinated if I sign up to work at the COVID-19 ISU Mass Vaccination Clinic? If so, when?
A: Everyone working at the clinic will have the opportunity to be vaccinated. Depending on operational schedules, workers who choose to be vaccinated will either receive their first dose of a two-dose vaccine (Pfizer or Moderna) shortly before the clinic begins operations, or will receive the single-dose Johnson & Johnson vaccine on their first day of work at the clinic.

Q: Do I have to be vaccinated to work at the clinic?
A: No, but Cyclones Care behaviors must be followed.

Q: How safe is it at the clinic?
A: Work performed at the vaccination clinic in State Gym can be done safely. Cyclones Care mitigation measures will be strictly enforced, just as they are at Johnny’s testing center in Hilton Coliseum. There has been no evidence of COVID-19 transmission to any workers at the testing site.

Clinic Logistics and Breaks

Q: Is there parking available near the clinic?
A: Lot 1 (immediately south of State Gym) will be reserved for clinic patients. Other general staff lots in the area have limited space. Employees working at the clinic are encouraged to park in their usual on-campus spots and walk to/from State Gym.

Q: What should I expect for lunches and breaks?
A: Supervisors will provide a lunch break but timing will depend on the clinic's operations. A one-time use ISU Dining gift card valued at up to $12.50 will be provided each day you work when you check in at the clinic. Gift Cards will expire May 7th and are redeemable at the UDCC dining hall, Market or Clyde’s. Food may not be taken into the main operations area (basketball courts), and drink containers in that area must have lids. Snacks and water will be available on site.

Q: Where do I report on my scheduled day to work the COVID-19 ISU Vaccine Clinic?
A: Report to the south side of State Gym. Follow the sidewalk signs to the clinic entrance.

Supervisor Information

Q: Will there be any financial relief provided to departments that have individuals sign up for shifts at the clinic?
A: The university expects every department to contribute to this critical public health operation. Individuals signing up for the roles will be in work status. No central funding will be provided. 

Q: I have a student worker who would like to work at the clinic. Can they?
A: Current student workers may sign up for shifts at the clinic. *Students may not work more than 20 hours per week in all of the jobs combined during the duration of the semester. Work at the clinic would count toward their total hours of work. Students should not be hired into another job in Workday in order to fulfill a shift. Students should clock in and out using the job where the supervisor supported their sign up. 

Q: If an employee or student worker is being paid on federal funds, can they work at the clinic?
A: Federal spending guidelines may allow for repurposing existing federal financial assistance programs and awards to support the emergency response to COVID-19. If you have questions, please contact Mindy Stensland in Sponsored Programs Accounting at mindyas@iastate.edu.

Q: I have a nonexempt worker who will assist at the clinic. The clinic’s hours of operation is 9.5 hours with a 30-minute lunch break. Can I alter their scheduled hours to avoid overtime for the work week?
A: Supervisors may alter a worker’s scheduled hours to avoid overtime for their hours worked outside of the vaccine clinic. 

Q: I have an exempt worker who will work on Saturday at the clinic. Can they shift their schedule to accommodate the Saturday hours?
A: Yes. Workers in coordination with their supervisors may make work schedule adjustments.