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Faculty, staff and postdoctoral fellow vaccination requirement

Posted by on Tuesday, May 25, 2021 in .

Consistent with our student vaccine requirement, all Vanderbilt University-employed faculty, staff and postdoctoral fellows will be required to be fully vaccinated for COVID-19 for the 2021–22 academic school year.

Faculty vaccination requirement

All full-time and part-time Vanderbilt University-employed faculty are required to be fully vaccinated against COVID-19 for the 2021–22 academic school year. All faculty, including those who received their vaccine from Occupational Health, VUMC or a VUMC clinic, must submit their vaccination record using the vaccine tracker submission form 

Faculty who seek an exemption from the vaccination requirement as a medical or religious accommodation must submit a request for accommodation to the Equal Opportunity and Access office as soon as possible. 

Faculty who have not submitted confirmation of vaccination and who do not have an approved or in-process request for exemption/accommodation will be subject to appropriate Faculty Manual processes, including disciplinary actions. 

Staff and postdoctoral fellow vaccination requirement

All Vanderbilt University-employed staff—which includes full time, part time, flex and temporary—and all VU-employed postdocs are required to be fully vaccinated against COVID-19 for the 2021–22 academic school year. Staff and postdocs, including those who received their vaccine from Occupational Health, VUMC or a VUMC clinic, must submit their vaccination record using the vaccine tracker submission form. This requirement applies regardless of whether staff are working on campus or remotely, now or in the future.

Staff and postdocs who decide to seek an exemption from the vaccination requirement as a medical or religious accommodation must submit a request for accommodation to the Equal Opportunity and Access office

Vaccination and submission of vaccination records (or an approved or in-process request for accommodation) for staff and postdocs is a condition of employment. Supervisors will be notified of those not in compliance, and the university will take appropriate disciplinary action, which will include termination of employment.

COVID-19 Vaccines

COVID-19 vaccines have been shown to be  safe and effective  at preventing infection by the virus, and experts believe getting the vaccine prevents serious illness and reduces potential transmission to others even if you do get infected. The rapid development and expansion of the vaccine is an unprecedented achievement in the history of medicine and is one in which scientists and clinicians at Vanderbilt University and Vanderbilt University Medical Center  played  leading roles. This underscores the power of our university’s relentless pursuit of innovation and our mission to be of service to our community.   

Faculty, staff and postdocs who have not yet received their vaccination can find more information on scheduling a vaccination appointment on the VUMC website.

COVID-19 Vaccine Boosters

Eligible members of the Vanderbilt community who have already received the Pfizer-BioNTech COVID vaccine series, can obtain their booster 6 months after their initial series. See if you are eligible for a booster at the CDC’s website.

VUMC will be hosting a booster event – Boosta-Palooza October 5-8 for some community members. Individuals who are eligible will receive an email directly from Occupational Health with a link to schedule a session.

All other VU community members who are eligible, including patients with high-risk conditions,  can also schedule their Pfizer booster shot at One Hundred Oaks, one of the Vanderbilt clinics, or Occupational Health or Student Health. To schedule, use the myHealth at Vanderbilt app or website to schedule a visit at a walk-in clinic.  More information on scheduling boosters can be found on the VUMC website. Non-VUMC patients can find information about vaccine location options on this website.

Additional FAQ

Which vaccines are approved?

All World Health Organization-authorized vaccines are acceptable; Moderna, Pfizer-BioNTech and Johnson & Johnson are included.

I received a vaccine, but it is not WHO approved. What should I do?

The university is accepting all World Health Organization authorized vaccines. The WHO continues to update decisions on vaccines routinely. We would recommend reviewing the WHO website for information regarding the vaccine you received and if it’s to be approved in the future. Once approved, the vaccine tracker portal will include an option for that vaccine. If the vaccine you have received will not be approved soon, we would recommend getting a WHO approved vaccine wherever you are located.

Am I required to get vaccinated if I’ve had COVID-19 or have the presence of antibodies?

Yes. In line with CDC recommendations, Vanderbilt University requires all faculty, staff and postdoctoral fellows to be vaccinated, including those who have previously tested positive for COVID-19. 

I received my vaccination at VUMC/Student Health/Occupational Health, do I need to submit my record to VU?

Yes, you will still need to submit your record to the university even if you received your vaccination at Student Health, Occupational Health, VUMC or a VUMC clinic. VUMC (which includes Student Health and Occupational Health) does not automatically share your medical record with VU.  

How do I submit my vaccination record? 

Vanderbilt students, faculty, postdoctoral fellows and staff should submit their vaccination records to the Public Health Command Center using a password-protected, self-service portal. To submit a vaccination record, please visit the following link. 

What is needed to submit a vaccination record? What if I lost my vaccination card?

A picture or screenshot of the vaccination card, documentation, or an online medical record showing the dates of the vaccine doses is needed. If you were vaccinated at VUMC or another medical provider, we can accept a screenshot of your vaccination record in MyHealth at Vanderbilt or from another medical provider’s online system.  Otherwise, you will need to contact the location in which you received your vaccine to obtain some form of documentation that shows your name and dates of the vaccine dose(s).

I am having trouble entering my vaccination information into the tracker/system. (Any questions regarding how they can only enter one dose or can’t upload an image, etc.) 

Email the Command Center at commandcenter@vanderbilt.edu if any problems are encountered submitting vaccination information to the system.  Include a picture or screenshot of the vaccination card, documentation, or an online medical record showing the dates of the vaccine doses and they will assist you behind the scenes. 

Questions regarding submitting vaccine information in other languages and whether that is allowed 

A picture or screenshot of the vaccination card, documentation, or an online medical record showing the dates of the vaccine doses is needed. Individuals can submit official documentation of the vaccination in whatever form provided in their country as long as it shows the person’s name clearly in English, the manufacturer and date of each vaccine dose.  While records in English are preferred, the Command Center will accept other languages as long as the name is in English and it clearly shows the manufacturer and date of each dose.

What will happen if I do not submit my vaccination record?

Vaccination and submission of vaccination records (or an approved or in-process request for accommodation) for staff and postdocs is a condition of employment. Supervisors will be notified of those not in compliance, and you will be subject to termination of employment. Faculty who have not submitted confirmation of vaccination and who do not have an approved or in-process request for exemption/accommodation will be subject to appropriate Faculty Manual processes including disciplinary actions. 

I work off campus (am remote).  Do I need to meet the requirement?

This requirement applies regardless of whether staff are working on campus or remotely, now or in the future and/or if you are currently in a leave status. 

Can I continue to work from home if I choose not to get vaccinated?

 This requirement applies regardless of whether staff are working on campus or remotely, now or in the future and/or if you are currently in a leave status. 

Will new employees have to show a card before they can start? 

Proof of full vaccination or an approved accommodation is required before the start of employment in order to work at Vanderbilt University.

How do I submit an accommodation?

Faculty, staff and postdoctoral fellows who believe they require an exemption from the vaccination requirement as a medical or religious accommodation must submit a request for accommodation to the Equal Opportunity and Access office. 

What should individuals do who are eligible per the CDC for the Pfizer booster and want to schedule a booster shot?

VUMC patients who are eligible, including those with high-risk conditions, can schedule their Pfizer booster shot at One Hundred Oaks, one of the Vanderbilt clinics, or Occupational Health or Student Health. To schedule, use the myHealth at Vanderbilt app or website to schedule a visit at a walk-in clinic.  Individuals will not be able to schedule an appointment until they are six months past their initial Pfizer COVID series.  More information on scheduling boosters can be found here: https://www.vumc.org/coronavirus/GetVaccines. Non-VUMC patients can find information about vaccine location options on this website. 

Do I need to submit my booster to the university vaccination portal? 

Yes, in order for your booster shot to be reported to Vanderbilt University, you will need to submit your record to the Public Health Command Center.  Individuals who receive a booster can submit their record using a password-protected, self-service portal. Click here to submit your booster vaccine record. These records will be maintained and treated as confidential by the command center. 

Are boosters required?

A booster is not required by the university at this time but is highly recommended.  Any changes to policy will be shared with the university community in advance.

 

 

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