General Details

What vaccination and/or exemption documents may be collected and/or stored?

  • Verification is visual only. Units should not scan, copy, email, or keep vaccination/exemption documents
  • Do not upload any vaccination/exemption documents to Workday

Will HR/Academic Partners be able to help with verification in sup orgs where they do not hold that security role?

  • Academic/HR Partners may only verify in units where they hold the security role
  • Academic Partners can verify academic personnel, HR Partners can verify staff

Will terminated employees be eligible for unemployment?

Eligibility for unemployment is determined by the WA Employment Security Department.

What forms of visual verification are acceptable?

  • Acceptable proof of full vaccination includes CDC COVID-19 Vaccination Record Card or photo of the card, documentation of vaccination from a health care provider or electronic health record, state immunization information system record, or for an individual who was vaccinated outside of the United States, a reasonable equivalent of any of the above. Both sides of the document should be included
  • Verification may be in-person or via Zoom or other web conferencing as long as both sides of the vaccination document are visible
  • Viewing a copy or a photo of the vaccination card or approved alternate form of proof is allowable as long as both sides of the vaccination document are visible

Where can verifiers find guidance on how to perform verification?

  • Detailed instructions and job aids with screenshots have been created by the ISC.
  • The HR Community of Practice Teams group has additional resources.

Can follow-up information address booster shots and whether those need to be verified?

Although COVID-19 vaccine boosters are not required by the University policy, the UW strongly encourages personnel to receive a booster vaccine and remain up-to-date on COVID-19 boosters

Are verifiers allowed to ask for a photo ID when validating documents?

Yes.

What if an individual’s vaccination documentation has misspellings or looks fraudulent?

Verifiers may work with EH&S to request a second level of review.

Verification for Specific Employee Types

Do unpaid appointees (courtesy faculty, retirees, emeritus faculty, and contingent workers) need to provide proof of vaccination?

  • No, under the policy, only those University personnel receiving compensation (wages, stipends or fees) from the University are required to provide verification.
  • If not already verified, unpaid appointees moving to paid status will require vaccine verification before engaging in work for compensation.
  • More information is included here.

Will affiliate faculty who give an occasional lecture by Zoom, but don't attest or provide proof of vaccination, be subject to termination?

  • If the affiliate is unpaid, they will not need to provide proof of vaccination to give an occasional lecture by Zoom
  • If the affiliate is paid, they are subject to verification and may not engage in work for compensation until they provide proof of vaccination or have a UW-approved exemption

More information is included here.

Are individuals being paid by UW who are working out of state or internationally covered by the policy?

Anyone who is University personnel compensated by UW is covered under the policy. The work location is not a factor unless they are located in a state or other jurisdiction where a vaccine
requirement is legally prohibited. In instances where one is not able to access the vaccine outside of the U.S., we will consider accommodations case-by-case. Contact acadpers@uw.edu.

What happens if a verifier attests an employee is fully vaccinated without checking documentation?

The verifier will be subject to disciplinary action.

Recruitments and New Hires

Is information about the vaccine requirement added to Interfolio job postings automatically?

  • Yes, a vaccine policy statement has already been added to all Interfolio job postings
  • All future Interfolio job postings will automatically include a vaccine mandate statement
  • A banner notice has been added to the UW Academic Jobs web page
  • All applicants are required to attest that they have read and understand the vaccine policy statement. Applicants will not be able to complete their application until they have attested.

Is a vaccine policy statement required in new offer letters?

Yes, all offer letters must include a vaccine policy statement. Specific guidance and template language is located on the OAP COVID-19 Resources page.

Exemption Details

If a School of Medicine faculty member who works in the clinics has an approved exemption from UW Medicine, do they need to submit a separate exemption request form to UW?

Yes.

How will departments be notified of employees who have requested an exemption and therefore we do not need to meet with them?

Employees and their supervisors (head of sup org) will be notified via email when an exemption request is approved.

When will employees know if their requests for exemption are granted or denied?

The central offices reviewing medical and religious exemption requests are committed to communicating decisions as soon as possible. Response time will depend on the volume of requests.

Will people with exemptions be required to test weekly?

Those with an approved exemption may be required to adhere to additional safety protocols (e.g., weekly COVID testing, enhanced masking). Such details will be communicated as part of the exemption approval process.