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COVID-19 Updates

Guidance for our Mayo Clinic College of Medicine and Science community about COVID-19

This page will be updated as the situation evolves. In addition, the COVID-19 information center on the Mayo Clinic intranet (must be on campus or VPN to access) is a valuable resource for current Mayo learners and staff.

Vaccines

Vaccine information

Mayo Clinic experts agree: You should get any of the available COVID-19 vaccines. They are available now to all health care providers, including learners.

  • All three of the COVID-19 vaccines (Pfizer, Moderna, and Johnson & Johnson/Janssen) are safe and effective in preventing severe COVID-19 illness and related hospitalizations and death.
  • Continue to practice social distancing, wear a mask, wash your hands frequently, and follow your state and local recommendations until the spread has stopped.

If you have not yet received your vaccine and would like information, refer to the vaccine information page specific to your region:

If you are having difficulty accessing the information in the above links or skipped getting vaccinated and wish to be reprioritized:

  • Arizona: Vaccines are available through the state, county, and local public health providers. Visit azdhs.gov to find a vaccination site near you.
  • Florida and Minnesota: Refer to the vaccine email you received on how to get vaccinated. If you cannot find this and wish to be vaccinated, send an email to CALC@mayo.edu and ask to be reprioritized for the vaccine.

You can stay up to date on all available Mayo Clinic vaccine information by visiting the Mayo Clinic vaccine information intranet site (must be on campus or VPN to access).

Last reviewed: April 13, 2021

Precautions

Mask requirements

Universal masking
All employees, patients, visitors, contractors, students, and others must wear a mask while on a Mayo Clinic campus, regardless of role or location. Masks must be approved for use on Mayo Clinic property.

See the acceptable mask guide (must be on campus or VPN to access). Masks with exhalation valves are not approved for use by anyone on Mayo Clinic property.

Where direct patient care is provided
Employees, students, and contractors who work within units where direct patient care is provided must wear a procedural/surgical mask.

Additional personal protective equipment (PPE) is worn as recommended per isolation, procedural, surgical, and standard precautions. PPE is conserved following PPE reuse guidance (must be on campus or VPN to access).

When not in direct patient care areas
All other employees, students, and contractors, including those in non-patient care areas but within a building where care is provided, as well as employees in buildings where there is no patient care, must wear an acceptable mask.

Personally provided disposable masks or laundered cloth masks are acceptable in these settings.

Wash your hands regularly, avoid social gatherings, and practice safe distancing
Taking these precautions will help slow the spread of COVID-19 and help ensure safety of the community and continuity of your education program.

Last reviewed: April 13, 2021

Symptoms, exposures, testing, and quarantine

Mayo Clinic College of Medicine and Science learners follow the same protocols as Mayo Clinic employees, utilizing the services of Mayo Clinic Occupational Health Services, in determining when a learner must not come to campus and when it is safe to return to campus.

All campuses

CDC, local public health, and Mayo Clinic guidance continues to change rapidly. Information related to COVID exposures, quarantine, and illness can be found on Mayo Clinic's COVID-19 information page (must be on campus or VPN to access). Questions specific to your individual situation should continue to be directed to Mayo Clinic Occupational Health Services through the self-assessment form, using the link below.

Follow the steps below if you:

  • Develop symptoms consistent with COVID-19, or
  • Are exposed to a person confirmed to have COVID-19 while not wearing the appropriate protective equipment, or
  • Are under quarantine as directed by a public health or government entity

1. Stay at home.

2. Contact Mayo Clinic Occupational Health Services at 833-558-0757 or through the online form:

  • If accessing through Mayo VPN, use this link.
  • If not on Mayo VPN:
  • If you do not have internet access, call Occupational Health Services at 833-558-0757.

Take good care of yourself: See our well-being resources.

3. Notify your program director or school administration about your absence and communicate any resulting restrictions you are given, which may or may not include a self-quarantine period. Your program faculty will work with you to determine if you can continue to participate from home in the program during quarantine if you are feeling well.

4. Follow guidelines for returning to campus.

  • Work with Occupational Health Services via the electronic form submitted. If you do not have internet access, call Occupational Health Services at 833-558-0757. The occupational health nurses will review your status with you and determine when you may return to campus using Mayo Clinic protocols and in conjunction with local public health guidance.
  • It is the student's responsibility to share this information with their program director or school leadership.

Last reviewed: April 13, 2021

Resuming in-person classes and courses

Mayo Clinic Alix School of Medicine, Mayo Clinic School of Health Sciences, and Mayo Clinic Graduate School of Biomedical Sciences

Timeline: Begin at the start of the summer semester (Mayo Clinic School of Health Sciences) and academic year (Mayo Clinic Graduate School of Biomedical Sciences and Mayo Clinic Alix School of Medicine).

Guidelines

  • Compliance with current Mayo Clinic and state/local municipality guidelines is required.
  • Classroom occupancy must be limited to no more than 50 students.
  • Students and faculty must maintain 6 feet of social distance as much as possible, but shorter distances are allowed when the room cannot accommodate this, such as in classrooms that have fixed seats/tables. Shorter distances are also permitted if students are required to work in pairs or groups during procedural skill-building, laboratory training, or using medical equipment. In such situations when 6 feet of distance cannot be maintained, programs should use assigned seating/seating charts or assigned partners or groups.
  • Didactic classes offered in-person must have an option for remote participation for students.
  • For graduate students in research labs, Research is aligned with current institutional guidelines related to masking, social distancing, etc. related to on-site safety. Students who spend time in research labs are expected to follow work unit guidelines related to on-premises COVID safety.
  • Students must wear personally provided approved masks properly covering the mouth and nose at all times while on campus, including didactic class. The only exception is if a mask must be temporarily removed to complete a practice skill procedure, and then eye protection is required. Food and drink may not be consumed during didactic classes. Approved masks include those made of layered cloth, surgical and N95 masks, and dust masks. Masks with vents or stretch fabric (neck gaiter type) are not approved.
  • Faculty must wear approved masks properly covering the mouth and nose.
  • Frequent handwashing and the sanitizing of surfaces are required.
  • Students and faculty are expected to have received the COVID-19 vaccination, if able, before resuming in-person classes on campus.
  • We continue to encourage the faculty to offer both in-person and virtual options for both didactic and small groups. For those who are comfortable and want the in-person education — we will deliver this while keeping a virtual option for those who just aren’t comfortable (or able to vaccinate for some reason).

Last reviewed: April 30, 2021

Mayo Clinic School of Continuous Professional Development

Timeline: Begin on July 1, 2021, through year-end.

Guidelines

  • Compliance with current Mayo Clinic and state/local municipality guidelines is required.
  • On-campus occupancy must be limited to no more than 50 learners — must be able to accommodate all the bullets below.
  • Local off-campus occupancy must be limited to no more than 150 learners — must be able to accommodate all the bullets below.
  • Destination occupancy must be limited to no more than 250 learners — must be able to accommodate all the bullets below (such as Orlando, Hawaii, etc.).
  • Allied health CPD staff must be able to travel to support courses.
  • Learners must wear personally provided approved masks properly covering the mouth and nose at all times while attending the course. The only exception is if a mask must be temporarily removed to complete a practice skill procedure, and then eye protection is required. Food and drink may not be consumed during the course. Approved masks include those made of layered cloth, surgical and N95 masks, and dust masks. Masks with vents or stretch fabric (neck gaiter type) are not approved.
  • Faculty must wear approved masks properly covering the mouth and nose.
  • Learners and faculty must maintain 6 feet of social distance as much as possible, but shorter distances are allowed when the room cannot accommodate this, such as in classrooms that have fixed seats/tables. Shorter distances are also permitted if learners are required to work in pairs or groups during procedural skill-building, laboratory training, or using medical equipment. In such situations when 6 feet of distance cannot be maintained, programs should use assigned seating/seating charts or assigned partners or groups.
  • Frequent handwashing and the sanitizing of surfaces are required.
  • Learners and faculty are expected to have received the COVID-19 vaccination, if able, before resuming in-person classes on campus.
  • Learners and faculty will not be asking attendees to disclose their vaccine status nor sign an attestation of any kind holding Mayo harmless for attendance.

Last reviewed: April 30, 2021

Academics updates by school

Mayo Clinic Graduate School of Biomedical Sciences

Any exceptions to the directives below require MCGSBS Executive Committee approval. Submit requests to MAYOGS@mayo.edu.

Academics
Courses and course exams continue to be offered online for Spring term (April 5-June 25, 2021) using Blackboard. At minimum, a Blackboard shell of the course must exist with syllabus, but delivery of content can be done using other options, such as Zoom. (Exception: CTS courses require use of Blackboard for delivery too.)

If an in-person component is needed, a remote option must still be made available for participants and the following conditions must be met:

  • Maximum of 10 people in a room, preferably a room in a non-patient care building
  • All participants are masked and maintain 6-foot social distancing

Written Qualifying Exam (WQE)
Written Qualifying Exams must be delivered remotely, or at minimum have a remote option for participants. For any in-person component of the WQE, the following conditions must be met:

  • Maximum of 10 people in a room, preferably a room in a non-patient care building
  • All participants are masked and maintain 6-foot social distancing

Thesis Advisory Committee (TAC) meetings
TAC meetings must be held virtually using Blackboard or Zoom as remote options, or at minimum have a remote option for participants. For any in-person component of the TAC, the following conditions must be met:

  • Maximum of 10 people in a room, preferably a room in a non-patient care building
  • All participants are masked and maintain 6-foot social distancing

To set up a remote session, see resources on the MCGSBS Virtual Learning page.

Oral Qualifying Exam (OQE)
Oral Qualifying Exams must be delivered remotely, or at minimum have a remote option for participants. For any in-person component of the OQE, the following conditions must be met:

  • Maximum of 10 people in a room, preferably a room in a non-patient care building
  • All participants are masked and maintain 6-foot social distancing

Either Blackboard or Zoom may be used for delivery of Oral Qualifying Exams. To set up a remote session, see resources on the MCGSBS Virtual Learning page, including the Blackboard Oral Qualifying Exam and Thesis Defense Student Resource.

Thesis Defense/Final Oral Exam
Defense proceedings must be delivered remotely. If a student wants to schedule a room for defense, it would be for student and TAC members only, and the following conditions must be met:

  • Maximum of 10 people in a room, preferably a room in a non-patient care building
  • All participants are masked and maintain 6-foot social distancing

Either Blackboard or Zoom may be used for the remote delivery.

We regret to take this action for this significant student achievement, but it is necessary with everyone's safety as our priority during the COVID-19 pandemic. To set up a remote session, see resources on the MCGSBS Virtual Learning page, including the Blackboard Oral Qualifying Exam and Thesis Defense Student Resource.

Research
The majority of students have returned to working in labs, following PPE and social distancing requirements. Some students may be able to perform some lab work remotely, but this varies by project and requires schedule coordination and approval from the mentor. Students with any concerns should contact the graduate school.

Last reviewed: April 12, 2021

Mayo Clinic School of Graduate Medical Education

Mayo Clinic School of Graduate Medical Education is communicating regularly with program directors, education program coordinators, residents, and fellows. This is being done through email and the school intranet site.

Currently, residents and fellows:

  • Who are required to provide patient care will continue to do so, with careful adherence to Mayo Clinic Infection Prevention and Control (IPAC) recommendations for personal protective equipment
  • Have been reassured they will not be asked to provide patient care for which they lack training
  • Effective April 1, 2021, both elective and required domestic in-person rotations are allowed
  • International rotations or travel remains restricted

Beyond this overall school guidance, resident and fellow assignments are being managed by individual programs, divisions, and departments.

Mayo Clinic School of Graduate Medical Education has moved to virtual interviewing and orientation for residents and fellows until further notice.

Last reviewed: May 7, 2021

Mayo Clinic Alix School of Medicine

Current students should check the Mayo Clinic Alix School of Medicine intranet site for ongoing COVID-19 communications (must be on VPN or on campus to access).

Last reviewed: April 1, 2021

Mayo Clinic School of Health Sciences

Mayo Clinic School of Health Sciences (MCSHS) is communicating regularly with its program directors through virtual town hall and program director meetings, and email. Program directors are communicating directly with students and applicants.

Limited in-person teaching for spring semester 2021
Mayo Clinic limits employees and students on campus only for essential purposes. Therefore, faculty and students can expect most of the didactic (classroom) teaching to be delivered virtually through the spring semester. If a program considers there to be cogent reasons why some classes should be presented in person, this will be considered if there is a large enough room available so that students are separated by at least 6 feet, all students wear masks, and the room is cleaned before and after use. The school expects to issue very few exceptions.

MCSHS considers teaching activities that cannot reasonably be completed virtually, such as clinical experiences, procedural skill-building, lab training, or using medical equipment, to be essential. Therefore, program directors may invite students to campus only for essential teaching activities and with these conditions:

  • Limit groups to 15 or fewer people, unless a lower limit is ordered by Mayo Clinic leadership or by state or local government authorities
  • Limited to classrooms and labs, not in clinical areas
  • Strictly observe Mayo protocols for preventing the spread of COVID-19, such as social distancing, hand-washing, and masking
  • Observe 6-foot distancing at all times. The only exception is when it is necessary for students to practice skills on one another, and in these situations the students must wear surgical masks (not cloth). If a mask must be temporarily removed to complete a procedure, eye protection is required. It is not acceptable to break 6-foot distancing for other reasons, such as when using small rooms or equipment that is close together.

Accommodation requests
Students with health concerns about being on campus or participating in all regular learning activities should request reasonable accommodation through Mayo Clinic’s normal process, in compliance with the Americans with Disabilities Act. See the "Process for accommodation requests" section below for more information.

COVID-19 precautions on campus
It is critically important that any person with symptoms of COVID-19 take extra precautions and not come to campus. Refer to the "Symptoms, exposures, testing, and quarantine" section above for more information and resources related to possible exposure or symptoms consistent with COVID-19.

Mandatory masking
Students should arrive wearing a clean, personally provided cloth mask that is laundered regularly. Masks with valves are not acceptable. If you will be in a patient care or lab skill teaching environment, Mayo will provide appropriate masks. Program directors will coordinate N95 mask fit-testing for students as appropriate.

Protective eyewear
Mayo Clinic requires all providers and caregivers in direct patient care areas wear approved eyewear and masks at all times. Mayo will provide students with appropriate eye protection as needed.

Patient care
Except for specifically designated residents and fellows, students should not care for patients with confirmed COVID-19. Students should also not care for patients awaiting the results of COVID-19 tests who, in the opinion of the supervising faculty, have a high clinical probability of having COVID-19. Students may care for any other patients awaiting the results of COVID-19 testing.

MCSHS students also may care for patients who previously had COVID-19 but are no longer infectious, generally 20 days after the infection. Mayo Clinic's Infection Prevention and Control staff manage the "red flag" symbol in Epic that indicates whether a patient recently tested positive for COVID-19. If a flag has been removed, the patient is no longer infectious and can be cared for by MCSHS students.

This policy is in order to limit the spread of the virus, conserve essential medical supplies, and protect the health of our students. Exceptions may be considered when programs or rotations feel that it is educationally necessary for students to learn how to care for patients with COVID-19. Permission for such exceptions must be obtained from school leadership.

Support services
The financial aid office, student counseling, and academic success coaches remain available. See the additional links and resources available below.

Transportation and parking
Public transportation services remain limited. Please consult with your local transit services and schedules before your scheduled return to campus if you rely on those services. Mayo Clinic parking restrictions are in effect.

Financial impact
Some federal Department of Education funding may be available to help students offset unforeseen expenses caused by the pandemic. Precise amounts and allocation methods have not been determined. Students may review their individual eligibility for financial aid and discuss other academic financial aid concerns with the student financial aid office at 507-284-4839 or MAYOFINAID@mayo.edu.

  • Tuition refunds will be considered only rarely in the event a program is unable to provide the educational credits for which a student has registered.
  • Travel restrictions remain in effect.

Study spaces
Study spaces on Siebens 10 in Rochester remain closed.

Venables Health Sciences Library
The physical space of Venables Library is closed. Students may request appointments to work with anatomical models by sending an email to library.hrs@mayo.edu. Students may borrow course materials via email. For more information, see the Venables Library website.

Study space and printers are available in Rochester at the Plummer Library (Plummer 12). For current details about library hours and guidelines, check the "Status of Mayo Clinic libraries" item below.

If you have additional questions or concerns, contact your program director or email MSHSadministration@mayo.edu.

Last reviewed: March 3, 2021

Other academics and operations updates

Status of visitor and rotation programs

Mayo Clinic College of Medicine and Science has re-engaged limited visitor programs. All visitors must be approved by clinical areas before a visit can be processed.

If you have questions about a visitor or clerkship experience, contact:

Last reviewed: April 20, 2021

Status of Mayo Clinic libraries

The hours of service for many of the Mayo Clinic Libraries and Archives have been modified since March 2020. For more details, refer to the information below.

The Plummer Library in Rochester is currently open:

  • 8 a.m. to 9 p.m., Mondays through Thursdays
  • 8 a.m. to 6 p.m. on Fridays
  • Noon to 4 p.m. on Saturdays and Sundays

Seating in the Plummer Library is limited, and masks are required. Only the 12th floor of the Plummer Library is currently available. Mayo Clinic librarians continue to offer essential library services from remote sites.

Mayo-affiliated staff and learners may access electronic library resources 24/7 on-campus and off-campus via the library website. Call 507-284-2061 or check the library website for updated information.

  • Several Mayo Clinic libraries offer limited badge access:
    • Rochester: Saint Marys Staff Library and Mitchell LRC
    • Florida: Medical Library
    • Arizona: Scottsdale Clinic and LRC libraries
    • Wisconsin: Eau Claire and La Crosse libraries
  • The Hospital Library in Phoenix has moved. The library in Phoenix is now located in the lobby of Phoenix Building 3.
  • The Patients' Libraries at the Methodist and Saint Marys hospital campuses in Rochester have resumed delivery to patient rooms and are open to a limited number of visitors. Patients' Libraries remain closed in Arizona.
  • The Mayo Clinic Archives, Center for the History of Medicine (Plummer Building, 3rd Floor), and History of Medicine Library (Plummer Building, 15th Floor) remain closed until further notice. Staff may be reached via email.
  • Library materials are being circulated through intra-clinic mail and via contactless pickup. Contact your local library to arrange checkout. Items can be returned via intra-clinic mail or placed in Library Return boxes.
  • Scanned copies of print journals and interlibrary loans are available via our Document Delivery service.
  • Library staff members are available to answer questions via phone and email. Dial 507-284-2061 or email library@mayo.edu for assistance.
  • In the event of severe weather, one or more of the Mayo Clinic Library locations may close. Weather-related library closures will be announced via the library homepage.

Last reviewed: May 12, 2021

Status of experiential learning centers

Multidisciplinary Simulation, Anatomy Laboratory, and Microsurgery Training Laboratory

  • Classrooms, simulators, laboratories, and training rooms (Stabile Building). All areas are open. Courses are being planned and scheduled on a regular basis. Participating faculty, staff, learners, and visitors must observe all IPAC Principles and Guidance for Mayo Clinic in the COVID-19 Era (must be on campus or VPN to access).
  • Procedural Skills Mastery Laboratory (Saint Marys Campus). Planned construction on the ground floor location of Mary Brigh at the Saint Marys Campus in Rochester has resumed with an anticipated opening of late summer or early fall 2021.

Biomedical and Scientific Visualization

  • Medical Illustration and Medical Animation (Plummer Building). The team of illustrators and animators continue to work remotely but are actively accepting new projects. Email, phone calls, and videoconferencing are recommended forms of communication. You can submit new projects online:

Last reviewed: April 1, 2021

Learners caring for patients with suspected or confirmed COVID-19

Residents and fellows (trainees/employees) in Mayo Clinic School of Graduate Medical Education and Mayo Clinic School of Health Sciences are integral members of the health care team. As such, they should continue providing patient care activities for which they are trained, including any necessary care of patients infected by or being ruled out for COVID-19. Trainees must follow Mayo Clinic standard infection control protocols and procedures, including use of personal protective equipment (PPE) as directed. Prior to the use of PPE, trainees must be educated on proper use and removal techniques. In addition, trainees who participate in certain aerosol-generating procedures will need medical clearance and N95 mask fit testing. Most trainees in this category have already received this clearance and testing. Finally, to conserve PPE, limit use to absolutely necessary situations, for instance, when entering a room of a patient in isolation (COVID-19, influenza, etc.).

Students (non-employees) in Mayo Clinic Alix School of Medicine, Mayo Clinic School of Health Sciences, and Mayo Clinic Graduate School of Biomedical Sciences must be educated in COVID-19 safety precautions and wear appropriate protective equipment in the clinical environment.

To limit the spread of the virus, conserve essential medical supplies, and protect the health of our students, there are restrictions on caring for COVID-19 patients:

  • Except for specifically designated residents and fellows, students should not care for patients who are on isolation due to a recent diagnosis of COVID-19.
  • Students should also not care for patients awaiting the results of COVID-19 tests who, in the opinion of the supervising faculty, have a high clinical probability of having COVID-19.
  • Exceptions may be considered when programs or rotations feel that it is educationally necessary for students to learn how to care for patients with COVID-19. Permission for such exceptions must be obtained from school leadership.
  • Students may care for any other patients awaiting the results of COVID-19 testing.
  • Students may care for patients who have been removed from COVID-19 isolation status.

Last reviewed: April 13, 2021

Respirator fit-testing instructions

Not all students require fit testing. Program directors or Mayo Clinic Alix School of Medicine staff will guide students on when fit testing is required based on their academic program. Once directed, students should follow the procedure below to complete that testing. Any aerosolizing procedures require an N95 mask.

Which type of respirator do I need?

  • Industrial Respirator Program. This program applies to Mayo Clinic students exposed to respiratory hazards, such as formaldehyde.
  • Tuberculosis Respirator Program. This program applies to utilizing an N95 mask or PAPR to control exposure to airborne infectious diseases, including COVID-19. This is the most common mask needed by our students.

What do I need to do?
Assign and complete appropriate respirator training via My Learning:

  • RST Respiratory Protection: General Industrial and Chemical Emphasis. Search: 257002CMPL002715.
  • RST Respiratory Protection: N95 and PAPR. Search: 257002EMPL000115.

When should I start the process?
Complete and submit the form for medical clearance at least two weeks prior to needing to use a respirator. The medical clearance process occasionally requires provider review, which can cause slight delays.

What happens if I am not medically cleared?
If an individual has a medical reason to not wear an N95, they may be able to wear a PAPR. This decision will be made by the provider reviewing the medical clearance form.

What if I have a beard?
Mayo Clinic is now requiring that individuals who must wear a tight-fitting face mask, shield, or respirator (such as an N95 respirator) be clean-shaven for fit testing and respirator use, when supplies are limited. Review the dress and decorum policy for more information. Reach out to your program director or school support person if you are requesting an exception to this policy.

In preparation for fit testing:

  • Do not eat or drink 15 minutes prior to appointment time.
  • If you have questions, contact MCCMSSTUDENTHEALTH@mayo.edu and a nurse will contact you within 3-5 business days.
  • After fit testing has been completed, students should contact Student Services at MCCMSSTUDENTHEALTH@mayo.edu to request a follow-up with a nurse if:
    • Medical conditions or health has worsened such that it may interfere with the ability to wear a respirator.
    • Change in facial hair or weight.
    • Instructed by a health care professional, supervisor, or the respirator program administrator to be medically re-evaluated.
    • Change in workplace conditions; for example, physical work effort, protective clothing, or temperature resulting in a substantial increase in physical burden.

Arizona students

Florida students

  • Fit testing is done at Florida Employee Health (Vincent Stabile Building, Room 130N), Monday through Friday from 7 a.m. to 2:30 p.m. Call 904-956-8048 to schedule an appointment and bring your completed Respirator Medical Evaluation form (must use Internet Explorer browser and be on campus or VPN) to your appointment.

Rochester students

If you aren't certain which mask you need, email MCCMSSTUDENTHEALTH@mayo.edu.

Last reviewed: April 8, 2021

Process for accommodation requests

Learners seeking accommodations or support services are required to register with the Office of Wellness and Academic Success. For your reference, review more information on Disability Accommodations Registration and Services.

Action steps:

  1. Schedule a welcome meeting with Student Services-Disability Services using our self-scheduling calendar. If you are unable to find a time that works with your schedule, send an email to MCCMS.DS@mayo.edu and include your availability. During this meeting, we will discuss the disability-related barrier(s) that the learner is experiencing or anticipates experiencing. We will also discuss ways to minimize, hopefully eliminate, the barrier(s).
  2. Complete the Request for Accommodations form and return it to Student Services-Disability Services at MCCMS.DS@mayo.edu.
  3. Provide supporting medical documentation. If necessary, you may request the Medical Provider Verification of Disability form be completed by your provider(s) and returned to Student Services-Disability Services at MCCMS.DS@mayo.edu, or provide the supporting medical documentation in another preferred format.

Last reviewed: May 7, 2021

Update your contact information and emergency contacts

Mayo Clinic believes it is vital to alert you as soon as possible if you have been exposed to COVID-19 at work. Because most staff are now teleworking, getting through quickly can pose a challenge if an outdated number is listed in Employee Self-Service.

To ensure Mayo can reach you with important information, you should update your personal phone number and emergency contact information now.

Update your address and phone number
To update your home address and phone number, you should:

  • Log in to Employee Self-Service via HR Connect.
  • Click "Bookmarks."
  • Click "Employee Self-Service."
  • Click "Personal Information."
  • Under Personal Information, click "Home Address."

Update your emergency contact information
Instructions for residents and fellows in Mayo Clinic School of Graduate Medical Education:

  • Log in to Employee Self-Service via HR Connect.
  • Click "Bookmarks."
  • Click "Employee Self-Service."
  • Click "Personal Information."
  • Under Personal Information, click "Emergency."

Instructions for students in Mayo Clinic Graduate School of Biomedical Sciences, Mayo Clinic Alix School of Medicine, and Mayo Clinic School of Health Sciences:

  • Access the Edlink student portal.
  • Log in using your secure access (your Mayo Clinic LAN ID is your username, and your password is your Mayo Clinic LAN ID password).
  • Click on "Personal Information" from the left-hand navigation and then "Update Emergency Contacts."

Last reviewed: May 11, 2021

Visa information for residents and fellows

As of March 9, 2021, the Department of State continues to phase in the resumption of routine visa processing. We recommend that you refer to the U.S. Consulate's website nearest you for the most up-to-date information regarding the status of visa processing at that location.

J-1 Exchange Visitors inside the U.S. should follow Educational Commission for Foreign Medical Graduates (ECFMG) updates on processing and related COVID-19 matters on the ECFMG website.

For those of you already at Mayo Clinic, the immigration and visa legal team posts updates on its Yammer page.

Last reviewed: May 7, 2021

Conserving personal protective equipment (PPE)

At times, based on demand, there may be a need for restrictions on PPE, including sterile gowns and N95 masks. This has led to restrictions on student participation in clinical areas. Students should follow guidance from their program directors about when it is appropriate to participate in or observe procedures that require PPE.

Last reviewed: April 13, 2021

Well-being

Crisis situation? Text "START" to 741-741 or call 1-800-273-TALK (8255). If you or someone you know is in crisis, call 911 or get to an emergency department.

Support resources

Mayo Clinic College of Medicine and Science offers a variety of resources for learners through Student Services. Included in these services are academic success advising, disability and accommodations support, counseling services, and well-being support resources through a comprehensive learner assistance program.

Academic success advising (email for inquiry and scheduling)

Disability and accessibility resources (email for inquiry and scheduling)

Counseling services
Mayo Clinic College of Medicine and Science offers free confidential counseling resources for all learners in the college. Included in these services is access to Mayo Clinic mental health counselors and a Learner Assistance Program with access to counselors 24/7.

  • WellConnect offers a comprehensive suite of services for learners. Included in this program: short-term face-to-face, telephonic, or video counseling with a licensed mental health provider; personalized consultations with trained student/life specialists; referrals to local providers and national services; and 24/7 support for you and your household members. Call the WellConnect 24/7 support line at 866-640-4777 or visit wellconnectforyou.com. Use school code MCCMS.
  • Mayo Clinic counselors are scheduled based on location and offer confidential short-term and solution-focused counseling services. Services are offered over video or telephone. Our services aim to help learners adjust to and manage their learning environment, cope with personal challenges, gain self-awareness, and address psychological concerns.
  • For anyone in crisis, text "START" to 741-741 or call 1-800-273-TALK (8255). If you or someone you know is in crisis, call 911 or get to an emergency department.

Learner Assistance Program
All learners (students and trainees) have access to WellConnect for a full complement of mental health and wellness resources. Included in this program:

  • Short-term face-to-face, telephonic, or video counseling with a licensed mental health provider
  • Personalized consultations with trained student/life specialists
  • Referrals to local providers and national services
  • Legal and financial consultants, and referral for things like housing, utilities, child care, and other local resources
  • 24/7 support for you and your household members

Call the WellConnect 24/7 support line at 866-640-4777 or visit wellconnectforyou.com. Use school code MCCMS.

Additional materials and links

Last reviewed: April 13, 2021

Well-being resources and virtual events

Headspace
Learners enrolled in the following schools are eligible for a free Headspace account:

  • Mayo Clinic School of Graduate Medical Education
  • Mayo Clinic School of Health Sciences
  • Mayo Clinic Graduate School of Biomedical Sciences
  • Mayo Clinic Alix School of Medicine

The mindfulness/meditation app can be accessed from any device and is free to you. Enroll at Join Headspace.

Affirmation Hour
Affirmation Hour is a 30- to 60-minute session designed to provide you a relaxing opportunity to visit with your peers around a topic of interest.

Sessions are planned monthly via Zoom. Registration is not required.

The Zoom link and password to join can be found on the Outlook invite or the Student Services intranet site.

Question, Persuade, Refer (QPR) suicide prevention training
QPR is a virtual session to become a trained QPR Gatekeeper and learn how to help someone who is struggling.

  • How to Question, Persuade, and Refer someone who may be suicidal
  • How to get help for yourself or learn more about preventing suicide
  • The common causes of suicidal behavior
  • The warning signs of suicide
  • How to get help for someone in crisis

Registration is required to attend. To register, log into My Learning, search for QPR or the course code 259001EMPL002718 to view course dates, and submit your registration. Registration is limited to 20 participants. Connection information will be sent to registered participants prior to the session.

Other resources

Last reviewed: April 13, 2021

Resources and tips for coping and support

Taking care of yourself during COVID-19 uncertainty
It is completely normal to feel stressed or overwhelmed during these uncertain times. Some normal emotions in response to the uncertainty may include anxiety, fear, anger, sadness, helplessness, discouragement, and occasionally even feeling out of control. In addition, some normal physical responses may include headaches, muscle tension, fatigue, sleep problems, and change in appetite or energy level.

Tips for self-care to promote well-being

Safety

  • Take breaks, eat nutritious food, and get plenty of sleep and exercise
  • Avoid harmful behaviors such as alcohol and/or substance abuse, gambling, or ignoring public health and safety recommendations
  • Use good judgment and social distancing, while staying connected with others through electronic methods and phone calls

Calm

  • Maintain your normal routine whenever possible
  • Above all else, be gentle and kind with yourself and loved ones
  • Identify something to look forward to
  • Use healthy personal distractions, such as music, exercise, cooking, and hobbies
  • Get outdoors for fresh air, while following social distancing guidelines

Connect

  • Maintain your social connections by connecting with your loved ones, supportive people, and friends through recommended and safe methods of contact, which may be electronic
  • Consider a check-in schedule with others to assure safety
  • Take advantage of the altered schedule to focus on your family and friends
  • Help others through blood donation, checking in with elderly friends and neighbors, and taking other steps to support the community
  • Acknowledge and appreciate what others are doing to help

Empowerment and self-efficacy (effective coping)

  • Limit exposure to news and social media about COVID-19 to reduce stress
  • Check only reliable news sources that focus on the facts, avoiding media that sensationalizes emotions
  • Focus on things that you can control
  • Rely on your personal beliefs and faith as a source of support
  • Refocus to the present time if you are pre-occupied with uncertainty about future events that haven’t yet happened
  • Be optimistic about the future — there is hope, and everyone working together can lead to a better outcome

If any of the following become persistent or interfere with your daily functioning, they may be signs that you should seek emotional support or help from a professional

  • Trouble focusing on daily activities
  • Anxiety that turns into feelings of being out of control
  • Strong feelings that interfere with daily activities
  • Feeling out of control or having emotions that become difficult to manage
  • Feelings of hopelessness or helplessness

Resources and more information when further help is needed
See the "Support resources" item above.

Last reviewed: April 13, 2021

Diversity, equity, and inclusion

Encouraging safe, welcoming, and inclusive learning environments and communities

A message from the Office for Education Diversity, Equity & Inclusion (OEDEI) team and MCCMS Student Services counseling team
As we continue persisting through these difficult and unprecedented times for all of us in Mayo Clinic College of Medicine and Science (MCCMS), we wanted to remind everyone of our core values of respect, compassion, and teamwork. In challenging times, the support we provide one another allows us to continue to provide a safe, welcoming, and inclusive learning environment and community for everyone.

While communities across our nation and our world grapple with the COVID-19 public health emergency, fear and anxiety have fostered social stigma and discrimination toward individuals, communities, places, and even things associated with the disease. This has been especially true for people of Asian descent as well as emergency personnel, health care professionals, those who have recently traveled, and others.

Throughout history, we see examples of bias targeting specific minority communities during disease outbreaks, including stigma leveled against the Jewish community in Spain in the late 1500s, the sub-Saharan African people during Ebola outbreaks, and the LGBTQI community during the HIV/AIDS epidemic. The Centers for Disease Control and Prevention (CDC) has more information about reducing COVID-19 stigma.

MCCMS, OEDEI, and Student Services are here to support all learners during this time of stress and uncertainty, including those of you who may feel targeted or discriminated against, or are members of communities currently facing stigma. As a community committed to inclusive excellence, it is vital that we stand up for each other when facing any form of oppression that threatens our shared values. Now, as ever, we affirm our learning community’s values and shared responsibility. Please do not hesitate to reach out to us at officeforeducationdiversity@mayo.edu or 507-266-2912, and see the “Resources and tips for coping and support” item under “Health and wellness” above.

If you have experienced bias or discrimination, consider the following:

  • Seek out your social support of friends and family with whom you can talk to about your experiences and concerns. Social support is critical, and expressing concern about how you are being affected can be affirming and healing.
  • Recognize that experiences of stigma, xenophobia, and racism can impact your mental health. Acknowledge these effects and strengthen your coping skills for stress. Seek assistance from Student Services and OEDEI for additional support.
  • Report a bias incident or act of discrimination by contacting OEDEI.

If you witness bias or discrimination or find yourself needing more information on the subject, consider the following:

  • Continue to educate yourselves about the history of stigma and xenophobia during public health crises. A great place to start is the Outbreak Observatory of the Johns Hopkins Bloomberg School of Public Health and the Center for Health Security. You can also continue to learn ways to address and disrupt such rhetoric.
  • Resist making generalizations about a group of people and challenge yourself to understand why you may be doing so.
  • Treat community members with care and empathy. Realize that this can be an emotional time for many people, especially as we are inundated with messaging around the virus. Ask for permission before beginning a conversation about the COVID-19 outbreak, as each person’s emotional response to this may be different.
  • Remember that minorities are likely to be the hardest hit with COVID-19. Familiarize yourself with local and national efforts to enhance detection and treatment for all.

We encourage everyone to take advantage of the many new learning opportunities with which we all are being presented.

Last reviewed: April 6, 2021

Technology and applications

Faculty and educators can check out our extensive resources about teaching in a digital environment.

Guidelines for electronic meetings and videoconferencing

Use the virtual meeting guide (must be on campus or VPN to access) to determine the best technology to support your meeting needs and protect Mayo Clinic's business information. The following are guidelines for approved, secure tools for telehealth and remote work.

Zoom use for telehealth purposes
Use of Zoom videoconferencing for provider-patient, provider-provider, and virtual patient visits from Mayo Clinic is fully supported through the Connected Care program. Contact Connected Care for guidance on telehealth services.

Zoom use for Mayo business
Zoom videoconferencing through the free version registered by an individual, or through department licenses acquired outside of a Mayo Clinic contract, are not authorized for conducting Mayo business. Use of this tool may risk information security by potentially exposing data about Mayo operations to Zoom and Zoom’s business partners.

Requests for a Zoom account can be made using the Zoom license request form (must be on campus or VPN to access).

Last reviewed: May 7, 2021

Connecting to Mayo Clinic email and education applications

Mayo Clinic email, Blackboard, MedHub, and Skype meetings are accessible from any internet session. You do not need to be connected to Mayo Clinic VPN.

Accessing Mayo Clinic email while not on VPN

  • You must first register for and use a two-factor authentication tool called Microsoft Authenticator. Review the instructions.
  • Once registered, go to https://outlook.office.com
  • Sign in using your Mayo Clinic email address and password, using Microsoft Authenticator for two-factor authentication.

Accessing Blackboard while not on VPN

  • Go to Blackboard.
  • Click the "Mayo Clinic Users" blue button and log in using your Mayo Clinic LAN ID and password.

Accessing MedHub while not on VPN

  • Go to MedHub.
  • Click the "Log in here with Mayo Clinic credentials" link and log in using your Mayo Clinic LAN ID and password.

Teleworking resources

Last reviewed: May 7, 2021

Travel

Guidance for students/trainees about personal trips

Although Mayo Clinic continues to recommend canceling unnecessary personal travel due to increased risk, if you must travel, please take appropriate precautions.

CDC guidance on travel:

  • Fully vaccinated travelers are less likely to get and spread COVID-19
  • People who are fully vaccinated with an FDA-authorized vaccine can travel safely within the United States:
    • Fully vaccinated travelers do not need to get tested before or after travel unless their destination requires it
    • Fully vaccinated travelers do not need to self-quarantine
  • Fully vaccinated travelers should still follow CDC's recommendations for traveling safely, including:
    • Wearing a mask over your nose and mouth
    • Staying 6 feet from others and avoiding crowds
    • Washing your hands often or using hand sanitizer

CDC recommends delaying travel until you are fully vaccinated, because travel increases your chance of getting and spreading COVID-19. If you are not fully vaccinated and must travel, follow CDC's recommendations for unvaccinated people.

CDC will update these recommendations as more people are vaccinated, as rates of COVID-19 change, and as additional scientific evidence becomes available.

This guidance applies to travel within the United States and U.S. territories.

Travel increases the chance of getting and spreading COVID-19. Staying home is the best way to protect yourself and others from COVID-19.

You can get COVID-19 during your travels. You may feel well and not have any symptoms, but you can still spread COVID-19 to others. You and your travel companions may spread COVID-19 to other people, including your family, friends, and community for 14 days after you were exposed to the virus.

Don't travel if you are sick or if you have been around someone who tested positive within the past 14 days. Don't travel with someone who is sick. Review additional travel recommendations from the CDC.

Last reviewed: April 20, 2021

Restrictions on student/trainee travel for Mayo-related trips

Due to continued safety concerns, travel restrictions remain in place for the foreseeable future.

If you have a legitimate need to travel between Mayo Clinic's campuses, contact your school administrator to discuss the details. Required rotations for Mayo Clinic School of Graduate Medical Education residents and fellows are deemed essential and resumed July 1, 2020.

Last reviewed: April 20, 2021

Status of upcoming events

Mayo Clinic is limiting large-group gatherings. As a result, Mayo Clinic College of Medicine and Science is adjusting upcoming events and gatherings:

Mayo Clinic School of Graduate Medical Education

Mayo Clinic School of Graduate Medical Education has moved to virtual interviewing and orientation for residents and fellows until further notice.

Last reviewed: May 7, 2021

Mayo Clinic Graduate School of Biomedical Sciences

  • Lab rotations at other Mayo locations require a travel exception approval. See the travel exception request process document on the MCGSBS Policy and Procedure Manual intranet page.
  • The graduation commencement ceremony for MCGSBS graduates has been rescheduled to Sept. 11, 2021, to allow for safely accommodating both Ph.D. and master's graduates from last year and this year. More details will be forthcoming.
  • SURF, Ph.D., and M.D.-Ph.D. orientation planning is underway, most of which will be delivered virtually (June 2021).

Last reviewed: April 12, 2021

Mayo Clinic School of Continuous Professional Development

Visit the Mayo Clinic School of Continuous Professional Development website for up-to-date information.

Last reviewed: April 6, 2021

Mayo Clinic Quality Academy

The Quality Academy is offering virtual and online classes and events during the COVID pandemic. Mayo Clinic learners and employees can access the Quality Academy intranet site for the most up-to-date information.

In 2021, the Quality Academy will partner with Quality, Experience & Affordability to sponsor an enterprise-wide, virtual Quality Conference in lieu of the regional conference held before this pandemic time. On July 21, 2021, Ensuring Quality, Safety & Equity in a Virtual Era will feature both national and Mayo experts addressing the challenges for improving quality and patient care. It will also include a virtual poster session. Abstracts for the conference may be submitted through April 30, 2021.

Last reviewed: April 8, 2021