Last updated: April 20, 2021 at 3:49 PM
To make sample collection as brief and safe as possible, Brandeis encourages all community members coming to campus to collect their samples for COVID-19 testing at home or in their car prior to their arrival at the testing site, and to schedule a drop-off appointment for the same day their sample is taken at the testing site of their choice. Limited in-person testing will still be available at testing sites. All community members who go to a site to collect a sample or drop off a sample will receive a kit to use for their next off-site sample collection.
UPDATE: Brandeis has moved the Shapiro Admissions Center testing site next door to Ridgewood A Commons (rear entrance). There are several 15 minute parking spots reserved in T lot to accommodate testing; no testing parking is permitted in the Admissions Lot. Signs are posted to guide you to the new location.
How It Works
- The first time you come to a collection site, you will be given a tube and swab for sample collection onsite.
- Follow staff instructions to go to one of the testing tables and collect your sample. Illustrated instructions are provided.
- When you have collected your sample, bring it to the collection staff. They will collect your sample tube and give you a new testing kit to use for your next sample collection (to be done prior to arriving at the testing site). The bag will contain a swab, test tube, and instructions for collecting your sample.
- Once the initial sample collection is complete, those living on or coming to campus frequently should schedule an appointment for the next sample submission to keep their Campus Passport up to date. Those who only come to campus occasionally should keep the test kit in a safe place.
- When it is time to submit the next sample, follow the instructions in the bag, and collect your sample shortly before your appointment: You should ONLY collect your samples on the day they will be submitted, NOT before. The procedure of gently swabbing each nostril before placing the cotton swab in the collection tube is the same whether you are doing so at a testing site or at offsite. Instructions in the baggie show how to collect the sample.
- Samples should be brought back to a testing site during testing hours. You must schedule a drop-off appointment to maintain a green or yellow passport.
- The registration staff will inspect the swab and affix a label to the tube. If there is apparent mucus or blood on the sample, the staff will ask you to recollect a sample at the testing site. When a clean sample has been collected, you will submit it to the collection desk.
- When the sample is submitted, the collection site staff will give you a new testing kit for next time.
- All collected samples are delivered to the Broad Institute in Cambridge, where they are tested for the presence of COVID-19.
- You will receive an email when your results are ready. You can also look for your results by tapping on the “Check Test Results” button on the Home Page in the Passport, which will redirect you to the CareEvolve website (you will need to remember your CareEvolve username and password to log in).
You will receive reminder notifications about your scheduled dates and times. Upon completion of tests, you will be prompted to schedule your next tests based upon the campus visit frequency you indicated in your Passport.
Off-campus students, or faculty or staff members can always change their testing frequency requirements based upon their actual visits to campus. Completion of the Daily Health Assessment will help determine your suggested testing schedule. Tests should be completed every 3 to 4 days (twice a week) for those commuting to campus 3 times a week or more.
Rescheduling or Canceling a Sample Submission
If you are unable to make your scheduled sample submission time, log back into the Campus Passport portal to reschedule or cancel. If you are unable to make your scheduled submission time, but can drop off the sample another time during the day, the collection sites are able to accommodate walk-ins. Do not skip submitting your sample just because you are running late for your scheduled time.
If you don’t drop off a submission on the day you are scheduled to, you will receive a notification to reschedule the submission for the following day. If you already collected your sample and can’t get to a collection site before it closes, ask for a new collection kit to collect a fresh sample when you arrive the next day. Your Campus Passport will go from yellow to red if you are outside of the testing window (84 hrs for on-campus students; 96 hours for off-campus students, faculty, staff, and affiliates). Upon submission of a sample, your passport will change from yellow to green (or remain green, but your testing window clock will be reset).
Residential students will receive reminders on the day that their submission window will be expiring, and again when their testing window has expired. They will have 24 hours to schedule a test and submit a sample at a testing location. Once 108 hours have elapsed since the last test was submitted (without an approved exemption), the case will be referred to the Dean of Students Office for conduct proceedings.
Each manager is expected to monitor compliance with these requirements for their staff, based upon on-campus work schedules and attendance. If you are a manager and would like to request a report of compliance for your employees, please email email@example.com.
Participation in this high-frequency testing program is a crucial part of our campus health and safety operations. It is a privilege to live and/or work on campus, and with this privilege comes the responsibility of excellent health citizenship. Failure to comply with testing requirements will result in loss of on-campus privileges and may also result in disciplinary action, as outlined in the Student Handbook and the Phase 2a Scaling Up Guide.
To identify and quickly contain any potential COVID-19 spread, the university also has strict community tracing protocols. More information on this process, and what’s expected from members of the Brandeis community, can be found on the Community Tracing page.
Surveillance testing at Brandeis for the presence of COVID-19 is for healthy, asymptomatic members of the Brandeis community only. Anyone exhibiting any kinds of symptoms or illness will not be permitted to enter the testing site; they must contact the Student Health Center (for students) or their primary care provider (if they are faculty or staff).
Only current Brandeis students, staff, faculty, and other affiliates or appointees are eligible to participate in this testing program. We are unable to provide testing for spouses, children, roommates, relatives, friends, or others unless they are employed by or enrolled at Brandeis.
The literature suggests that testing for the presence of COVID-19 every 3-4 days is the optimal timeframe to catch nascent COVID infections and reduce the spread of COVID-19. The Campus Passport is set to require residential students to submit a sample every 84 hours; all off-campus students, staff, and faculty must submit a sample for testing every 96 hours. This is enforced via an 84- or 96-hour “countdown” in the Campus Passport, which is reset every time a participant submits a sample at a testing site. Once the “countdown” reaches zero, participants are required to have scheduled, or submitted a sample for another COVID-19 test to obtain a valid yellow or green Passport to visit campus (assuming the Training and DHA requirements have also been fulfilled for the day of the campus visit).
All Brandeis community members who come to campus will be required to submit samples for testing at the following frequency, which is reflected in each community member’s Campus Passport Portal:
|Day of Campus Visit||Passport Color (assuming completed Daily Health Assessment)|
|Last sample submission was less than 84/96 hours ago||Green|
Last sample submission was more than 84/96 hours ago; and
This means that, in general, employees who are required to or choose to visit campus on a regular basis must test every 3-4 days to ensure that they have an up-to-date negative COVID test (or twice a week). Employees who visit campus on a more ad-hoc or infrequent basis, must ensure that a) they are currently within the 96-hour “testing window” since their last sample submission, or b) they have scheduled a test (and submit a sample), on the day of their campus visit.
The thought of testing positive to COVID-19 can feel daunting. Brandeis is committed to providing support to all of our community members who are faced with a positive result.
A medical provider will call you to provide more information and instructions and to ask about your close contacts. Positive test results will not be emailed to participants. You will be required to remain in isolation for up to 14 days if you test positive, or, if you become ill, until 72 hours after your symptoms resolve.
Your test results will be stored in a secure location and are only accessible by authorized personnel. Brandeis is required by law to report a positive result to the Massachusetts Department of Public Health.
Within 24-48 hours after sample collection, you will receive an email from CareEvolve (the test ordering/results portal used by the Broad Institute) instructing you that your negative test result is available. The first time you receive this email, you will be instructed to set up an account with CareEvolve. Please take note of your username and password, as logging into this portal is how you will be able to access your test results all semester long.
If your test is negative, it is very unlikely that you have the virus at this time. You will need to continue to practice physical distancing, wearing a mask, frequent handwashing, and following any applicable federal, state or local orders related to COVID-19.
Approximately 1% of all samples cannot be processed for one reason or another. This could be because there was too much solid collected on the swab, not enough cells were collected during swabbing, the swab was inserted in the tube the wrong way, there was a lab error, or a host of other reasons. These results will be returned to the medical provider who ordered the test (the Occupational Health Specialist for faculty or staff; the Medical Director for students), who will contact the participant asking them to come back to the testing site to retest (or drop by the Brandeis Student Health Center, if the participant is a student). Inconclusive test results are not emailed to participants.
If you receive an email from a health provider saying that you have an inconclusive test, you must retest as soon as possible or within 24 hours.
Consent for Testing
Those who have never tested before will be asked to give consent to be part of the testing process in the Campus Passport portal. You will not be able to schedule a test until you have given consent.
You can adjust or review your consent in the Passport by tapping on the “Preferences” button on the Home Page.
Community members who do not consent to be tested will not be allowed to come to campus.
Staying in Compliance
With so many elements to keep track of, there are helpful reminder messages that have been built into the Passport.
Residential students receive a daily reminder to complete the Daily Health Assessment prior to leaving their room for the day. They will also receive a reminder the day before their testing window will be closing to schedule another test. They will receive another notification when their testing window has expired.
All community members will receive reminder notifications about their scheduled testing dates and times. Upon completion of tests, you will be prompted to schedule your next tests based upon the campus visit frequency you indicated in your Passport.
When to Stay Home
Regardless of your testing schedule and how recently you took a test, everyone (faculty, staff and students) coming to or living on campus must fill out a Daily Health Assessment. If you have a known exposure to someone who tested positive, or are displaying symptoms of COVID-19, or if you were instructed to stay home by the Daily Health Assessment, you must consult the Health Center (if you are a student) or your medical provider. In these cases, stay home, even if you have been scheduled for the test.
This testing program is NOT intended for symptomatic participants. If you have a known exposure to or are displaying symptoms of COVID-19, or if you were instructed to stay home by the Daily Health Assessment, you must consult the Health Center (if you are a student) or your medical provider. In these cases, stay home, even if you have been scheduled for the test.