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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 doses. 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

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. 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.

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 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. 

For VUMC employed postdocs, staff or faculty that say they cannot enter their vaccination records into the vaccine portal.

The VU vaccination tracker system only accepts information for those that are VU employees as it is tied to the VU Oracle/SkyVU system. It does not accept information from those that are VUMC employees. For staff and postdoctoral fellows, the vaccination drawing is also only available to those that are VU employees and not VUMC employees. If you are a VU employee and continue to have trouble with the system, please contact the command center at commandcenter@vanderbilt.edu .

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.

Do I need to test in the asymptomatic testing program if vaccinated? (FOR SUMMER 2021 TESTING)

Individuals who have been vaccinated are exempted from the summer testing program beginning two weeks after their vaccination series is complete or two weeks after the single dose for single dose versions — ONLY if the person submits their vaccination records to the Public Health Command Center.  To submit the vaccination record, please visit the following link. A picture or screenshot of the vaccination card, documentation, or an online medical record showing the dates of the vaccine doses is needed. Email the Command Center at commandcenter@vanderbilt.edu if any problems are encountered submitting vaccination information to the system.  Individuals who are not fully vaccinated must continue to wear a mask and main physical distancing from others at all times when indoors – and when outdoors if physical distancing cannot be maintained.  This is the case even if the individual is participating in the asymptomatic testing program this summer. 

Do I need to quarantine as a close contact if I have been vaccinated?   

Individuals who have been vaccinated will no longer need to quarantine if they are identified as a close contact and their last exposure to a positive person was later than two weeks after their vaccination (the second of two doses for two-dose vaccines, or the single dose for one-dose vaccines) is complete.  The vaccinated person is exempt from quarantine from the two week mark ONLY if they submit their vaccination records to the Public Health Command Center.  To submit the vaccination record, please visit the following link. A picture or screenshot of the vaccination card, documentation, or an online medical record showing the dates of the vaccine doses is needed. Email the Command Center at commandcenter@vanderbilt.edu if any problems are encountered submitting vaccination information to the system.  

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. 

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. 

 

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