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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 by July 31.  

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. To support timely processing, accommodation requests should be submitted by June 15. 

Faculty who have not submitted confirmation of vaccination and who do not have an approved or in-process request for exemption/accommodation by July 31 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 by July 31. 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 as soon as possible. To support timely processing, accommodation requests should be submitted by June 15. 

Vaccination and submission of vaccination records (or an approved or in-process request for accommodation) by July 31 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. 

We encourage you to submit your  vaccination record. If you encounter issues with uploads, please contact the  Public Health Central Command Center. 

Until the deadline by which all staff, faculty and postdocs must be vaccinated (or have an approved exemption/accommodation), staff and faculty who have not yet been vaccinated should continue following CDC guidance for individuals not fully vaccinated, which includes continued masking and physical distancing from others at all times when indoors—and masking when outdoors if physical distancing cannot be maintained.

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 may visit the free walk-up vaccination clinics taking place on campus in June and July or may find a vaccination site elsewhere in the community.  

The on-campus clinics are scheduled for June 9 and 16, 2–4 p.m. at the School of Nursing and June 10 and 17, 7–9 a.m. at the David Williams II Recreation and Wellness Center for first dose. Second doses are scheduled for July 7 and 14, 2–4 p.m. at the School of Nursing and July 8 and 15, 7–9 a.m. at the David Williams II Recreation and Wellness Center. 

Additional FAQ

Am I required to get vaccinated if I’ve had COVID-19?

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 will be 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. 

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 is the deadline for submitting my vaccine record?

The deadline for faculty, staff and postdoctoral fellows to submit their full vaccination record is July 31, 2021. 

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) by July 31 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 by July 31 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?

Staff currently working remotely may continue to do so at this time. However, all Vanderbilt University-employed staff, which includes full time, part time, flex, and temporary, are required to be fully vaccinated (or have an approved or in-process request for accommodation) by July 31. 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. Submission of vaccination records (or an approved or in-process request for accommodation) by July 31 for staff is a condition of employment. Supervisors will be notified of those not in compliance, and you will be subject to termination of employment. 

Which vaccines are approved?

All  World  Health Organization-authorized vaccines will be acceptable, including Moderna, Pfizer-BioNTech and Johnson & Johnson.

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

The university will be 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.

If the vaccine you have received may be approved soon, we would recommend waiting to submit your records until such time. Once approved, the vaccine tracker portal will include an option for that vaccine.

If the vaccine you have received will not be approved in advance of the vaccine submittal deadline, we would recommend getting a WHO approved vaccine wherever you are located.

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