Union Where You Are: Plans for 2020-21

Daily Health Screening (emocha) FAQs

COVID-19 Vaccination Record - Upload

  • What is the benefit of recording my vaccination?
    1. Once you are fully vaccinated, you will not be required to quarantine if you have contact with a known positive individual. (Note: Fully vaccinated means that two weeks have passed since your Johnson and Johnson vaccine or two weeks have passed since your 2nd dose of the Moderna or Pfizer vaccine.)
    2. Effective April 19, once you are fully vaccinated and your vaccination record is uploaded in emocha, you will no longer be required to participate in campus testing. If you would like to continue testing, you can sign up using the scheduling link.

      Please note, you should continue recording your daily attestation in emocha.
  • I lost my access to emocha, what should I do?

    If you believe you were invited to use emocha but no longer have access, please follow the following instructions to reinstate your access.
    Emocha app:

    1. Go to your app store and download the 'emocha mobile health' app. The icon is a blue box with a video camera in the middle.
    2. Once downloaded, open the app.
    3. Click on 'Forgot Password'.
    4. Enter your @union.edu email address and follow the instructions from there.
    5. Additional assistance can be obtained by calling (240) 343-9222.
  • Why is it important to log your vaccination record in emocha?

    As guidelines change at the state and federal level, having a record of vaccination will be helpful to understand the percentage of our employees who are fully vaccinated at any given point and will also assist when informing individuals of the need to isolate or quarantine.

  • When I submit my vaccination record, does this mean I do not have to comply with campus health and safety protocols?

    All members of our community, including those who have been vaccinated, must continue to adhere to all health and safety protocols including mask wearing, social distancing, handwashing.

    Effective April 19, once you are fully vaccinated and your vaccination record is uploaded in emocha, you will no longer be required to participate in campus testing. If you would like to continue testing, you can sign up using the scheduling link.

    Please note, you should continue recording your daily attestation in emocha.

  • What if I am unable to be vaccinated?

    We understand that there are a number of reasons (e.g. allergies) that would prevent an individual from seeking the COVID-19 vaccination. This is an important conversation to have with your primary care provider.

    The emocha app will have the ability to record that you will not be vaccinated.
    Follow the same steps for uploading a vaccination record, enter your name and then select the option “I will not be vaccinated” under the “Have you been vaccinated?” question.

  • What if I do not have the emocha app on my phone?

    You can enter your information in the emocha web portal at https://checkin.emocha.com/unioncollege. Please be sure you have a scanned copy of your vaccination information ready on the computer to upload.

  • What if I am not on campus and therefore I do not have access to emocha?

    Students who are remote and do not have access to the emocha app or website may email their vaccination records to Health Services at uchealthcenter@union.edu.

    Employees who are not on campus and are not currently registered in emocha can refer to an email that was sent on April 15 regarding access.

  • How will Health Services (students) and Human Resources (employees) use this information?

    Health Services and Human Resources understand the importance of keeping your information confidential. Your vaccination information may be shared with (or discussed with) Schenectady County Public Health Services if necessary for contact tracing purposes or may be used by Human Resources to verify your eligibility for any reduction in restrictions in the future.

    In addition, these offices will aggregate and share the percentage of employees vaccinated with our leadership team and with our community periodically.

  • Is emocha changing their terms of service?

    Yes. There is one small change that emocha updated in their terms of service updated March 2021. The edit is highlighted in the following bullet:

    • to allow for individuals identified by the employer, including without limitation occupational health staff, human resources personnel, and/or management personnel (collectively, “Supervisors”) charged with determining if/when it is safe for an Employee to return to the workplace, to use the Service to review employee Covid-19 testing and employee-submitted vaccination data.

General Questions

  • Why am I being asked to participate in this program?

    To keep the Union College community safe in response to the coronavirus pandemic and in accordance with guidance from New York State, daily health screening via emocha Health app supports students, faculty and staff in tracking any symptoms they may experience. Use of the emocha Health app will allow us to regularly monitor students and staff for symptoms and ensure those entering campus are symptom-free.

    The emocha Health app also has functionality allowing students and employees to report their vaccination records (first and second doses, where applicable) We ask all students and employees to record any previous or future COVID vaccinations.

  • Where can I go to get more information?

    emocha provides a HIPAA-secure 2-way chat so that you can reach out to our Patient Solutions team. emocha can respond to questions submitted through this chat. In addition, community members may reach out to the following departments for assistance:

    Resources and information are listed in the emocha app resources tab.

  • Is this mandatory?

    Union College is requiring all students who are living and/or engaging with campus to complete this attestation. While we understand that individuals may forget on occasion, failure to comply with any of our health and safety protocols including the guidance below may result in sanctions or employment actions up to or including suspension (students) or termination (employees).

    • Residential students: Must complete daily screening 7 days a week
    • Off-campus and commuter students: Must complete screening every day they engage with campus. It is strongly recommended that these students complete the daily screening 7 days a week.
    • Employees: Must complete the daily screening each day they are coming to campus
  • How long will we need to use this program?

    Union College began using this app/program starting at the end of August and will likely use the app/program for the remainder of the academic year.

  • What do I do if there is an emergency?

    You should dial 911 in case of emergency.

  • Which app do I download?

    You should download the emocha asynchronous video DOT application from the Apple App Store or the Google Play Store.

  • Can I use the emocha app from any mobile device?

    Yes. During enrollment, the phone number associated with the account will receive the welcome text message and prompt the recipient to download the app, create a password and log in. Those credentials can be used on any device where you have downloaded the app.

  • My emocha account was created under an incorrect phone number. How can I change the phone number?

    emocha’s team can update verified contact information, including phone numbers, for users.

  • How do I manage multiple log-ins on a single device?

    If you need to set up multiple accounts on a single device—for example, if you have two faculty members living in the same household—you will select which account to log into when you open the emocha app.

    If you have set up a touch ID, face ID or PIN for an account, a “Select Your Account” window will appear when you open the emocha app. Select which account you want to log into, and enter your PIN or scan your face/touch ID.

Technical Questions

Daily Check-Ins

  • What is a check-in?

    A check-in is a daily log-in to the emocha app in which you answer the questions displayed on the screen. If you take a video (for those with symptoms), please be sure to display your thermometer’s temperature reading and state your temperature reading out loud.

  • How do I change my check-in reminders?

    If you are receiving reminders to check-in that say “Please remember your emocha check-in!” (SMS and/or PUSH notifications) you can change these in the Profile section of the app. These are automatically generated reminders that you can add, modify and delete as you need.

  • What happens if I don’t check in?

    If you miss the previous day’s check-in, emocha’s team will follow up with you by chat to support you in completing the check-in. As a reminder, students are required to complete the daily health screening 7 days a week and employees need to complete the screening before they come to work. Completing the daily health screening is important to keeping our community safe.

  • By what time of day do I need to submit the check-in?

    You must check in at least once per day, before leaving your room or arriving on campus for work. emocha’s team reviews check-ins within four business hours between the hours of 9 a.m. and 5 p.m. Eastern Time. Those received after 5 p.m. will be reviewed the following day.

  • Who reviews my videos?

    Video submissions, chat questions and other data are reviewed by emocha’s team of outreach and engagement specialists. These individuals are consultants, not healthcare providers, who are trained to securely review and respond to employee data in accordance with escalation protocols and messaging approved by the employer. emocha engagement specialists do not make any medical decisions or medical interpretation of an employee's data. In the event that a participant asks a question related to their health, engagement specialists direct the participant to consult with Health Services or their general practitioner. The emocha consultant responds to questions asked by participants using secure, 2-way chat in the mobile application with educational and/or informational resources (e.g. CDC guidance).

  • Can I see my video?

    No, your videos are immediately sent to our servers. If you do not have connectivity, we store videos in a locked and encrypted manner to protect your privacy. Once you submit a video, only emocha’s team has access to them. emocha’s care team may share information about your videos with your school.

  • What if I have symptoms that aren’t on the list?

    Use the in-app chat feature to let the team know about these symptoms, and select “none” in the app. emocha’s patient solutions team will review and reach out to you if needed.

  • What if I don't have a thermometer?

    All Union College students and employees were provided a thermometer in their return to campus care kits. If you don’t have a thermometer, we ask that you still submit videos in which you track your symptoms.

  • How do I log into emocha?

    You should receive a text message and/or email with instructions on how to download emocha and log in for the first time. Watch this video for step-by-step directions. Please note that the password setup link provided in your text message will expire after 24 hours. If your password setup link has expired, tap the “Forgot Password” link on the login screen of the app to create one and get started.

  • Will I be reminded to enroll in emocha?

    Yes, you will receive text reminders to sign up.

  • Why am I receiving daily check-in reminders?

    After you sign up, you will receive text messages to remind you to check in at a time established by Union College as a way of helping you remember to complete your daily attestation. Important: The check-in reminder times can be adjusted. Tap the menu icon in the top right of your app and navigate to your “profile.” Scroll down to “check-in reminders” to adjust both SMS and push notification check-in reminders.

  • What do I do if I’m prompted to take a video?

    If you report experiencing a symptom, you will be asked to take a video through the emocha app. On the video, please be sure to show your thermometer’s temperature reading and state your temperature reading out loud. You can also use this video to let us know about any additional information concerning your symptom(s).

Digital Badges

  • What happens when I get a yellow badge?

    If you receive a yellow badge, it means that there is something of concern reported through your check-in. In the meantime, you should continue to report symptoms through the app.

    Visit Union College’s Daily Health Screening page for more information.

  • What does the gray badge mean?

    The gray badge indicates that you have not submitted your daily check-in and you should proceed to completing your check-in. Students are reminded to complete their daily health screening seven days a week. Employees must complete the screening each day they will be on campus.

    Visit Union College’s Daily Health Screening page for more information.

  • How long is the badge good for?

    You can find your badge expiration at the bottom of your badge screen. For security purposes, the badge also displays the current date and time. Continue checking in to continue receiving up-to-date badges within the app.

  • Will the badge tell me what to do?

    The badge will not tell you what to do. Visit Union College’s Daily Health Screening page for more badge information.

  • What happens if I check in multiple times a day?

    If you check in more than once per day, any concerning submissions will count towards the badge display. For example, if you submit a fever during one of the check-ins, the badge will display as yellow. If all check-ins are asymptomatic, the latest check-in will be displayed on the badge. If all check-ins have no symptoms reported, then the latest check-in will be green and displayed on the badge.

  • Where do I find the badge in the app?

    You can locate the badge in the app by logging in, selecting the menu symbol in the top-right corner, and selecting “badge” from the menu.

  • I accidentally checked in with symptoms. Can I change my badge?

    If you accidentally checked in with symptoms, please contact emocha at (240) 343-9222 from 9 a.m. to 5 p.m., Monday through Friday (EST) and we will help you resolve this issue.

  • I am having a technical issue with my badge. Who can I contact for help?

    For technical support from emocha or assistance with your badge, please contact emocha Health directly at (240) 343-9222 from 9 a.m. to 5 p.m., Monday through Friday (EST).

  • How will the badges be used in classrooms? [Updated Oct. 26}

    Students and faculty will visibly display their daily badges to each other prior to the start of each in-person class session. Anyone who has not completed their daily health screening should do so immediately or leave the classroom to take care of that.

    Checking of emocha badges is a vital part of our overall approach to protect the health and safety of the community, and for DOH contact-tracing efforts specifically.

    Individuals can complete the daily health screening by the following methods:

    If an individual is unwilling to leave to obtain the badge, others may contact Campus Safety for assistance.

  • Will a faculty member receive a notification if a student in their class is absent because they have a yellow or gray badge?

    No. The app is HIPAA-compliant, and will also not track location or be used for contact tracing, etc. Students’ information from the app will not go directly to faculty. All users will receive guidance from Health Services on what to do if they receive a yellow badge, as well as daily reminders to complete the badge. The app will not change the way elements of notification are handled. Students should contact faculty directly to notify them of an absence.

Use of Data

  • How are my data protected in emocha?

    All of the data provided to emocha while under contract with Union College are protected by the contractual terms agreed to between emocha and the College. Included in the terms, but not limited to, are the following:

    • emocha is only allowed to use Union College data for authorized purposes as identified in the contract, or to meet legal obligations for applicable laws and regulations (for example, HIPAA).
    • emocha is required to protect the confidential information of Union College to the same standards Union College protects the information.
    • emocha is not allowed to sell, transfer or otherwise process Union College data without express written permission from Union College.
    • emocha is required to hold any third parties or affiliates to the same data security controls and limitations that emocha is held to.
    • emocha is required to notify Union College’s Chief Information Officer of any data breach that affects Union College data.
  • What happens to my data after this is all over? How long will emocha keep my data?

    Union College has required emocha to return Union College data upon termination of the contract. If return is not feasible, emocha will destroy any and all Union College data unless otherwise required to keep it by law. emocha is located in the state of Maryland. Maryland HIPAA requires that the retention policy for medical data is maintained for a period of six years. emocha would delete all Union College data, with the exception of a copy of the data that is required to be kept by HIPAA. After the six-year HIPAA retention policy expires, the data would be deleted permanently.

  • Can emocha sell my data?

    emocha is not authorized to sell Union College data, or otherwise transfer or process the data outside of the specific authorized terms of the contract and FERPA Addendum. The contract prohibits emocha from selling Union's confidential information without the College's consent.

  • Can emocha use anonymized data?

    Yes, emocha is authorized to anonymize data and use that data for benchmarking purposes. Anonymized data is also referred to as data sanitization and is the process for removing personally identifiable information, so no person is identified. For example, a name with a date of birth would be personally identifiable information. By removing the name and leaving just a date of birth, no one person can be identified by the sanitized, or anonymized, data set.

  • Can emocha use contractors?

    Yes, however the College requires emocha to (a) take reasonable steps to ensure the reliability of any contractor it uses, (b) ensure that access is strictly limited to those contractors who need to access the relevant information for purposes of enabling emocha to provide the service to the College and its users, and (c) bind its contractors to confidentiality obligations at least as stringent as those promised to the College. Thus a contractor can’t simply turn around and freely disclose information.

  • Who has access to my data at Union College?

    The Wicker Wellness Center staff will have access to student data. Contact Angela Stefanatos, the center’s director, for more information at uchealthcenter@union.edu. Human Resources will have access to employee data. Contact Jennifer Massey, Interim Chief HR Officer, for more information at masseyj@union.edu

  • Am I agreeing to the emocha privacy policy?

    You are agreeing to the terms within the privacy policy as a user of the app. The emocha privacy policy restricts end users from performing any malicious data on the app, while providing notification to the end user that data will be collected through the app. The data you submit to emocha are protected by the terms negotiated by Union College.

  • I have more questions about the privacy of my data. Whom should I contact?

    Please reach out to Ellen Yu, Union’s Chief Information Officer, at yue@union.edu.