Workers, as defined by the Governor Inslee’s proclamation 21-14.2, who are not receiving pay through University of Washington payroll but who meet the definition of on-site volunteer or on-site contractor are required to provide proof that they are fully vaccinated or have a UW-approved medical or religious exemption in order to work on-site. Academic personnel paid solely through a paid direct (PDR) salary plan, or practice plan allowance not paid through university payroll, meet the definition of on-site contractor in all circumstances. This includes but is not limited to faculty, postdoctoral scholars, residents and fellows, and visiting scientists.

Definitions

On-site volunteers and on-site contractors: Those who are “reasonably likely or contractually obligated to engage in or in fact engages in work while physically present at a building, facility, jobsite, project site, unit, or other defined area owned, leased, occupied by, or controlled by a State Agency, an operator of an Educational Setting, or an operator of a Health Care Setting.”

Excluded from this definition are volunteers and contractors who are “reasonably likely or contractually obligated to engage in or in fact engages in work during which they are physically present at a site for only a short period of time and any moments of close proximity to others on site are fleeting.”

UW site: A work location that is owned, leased, occupied by, or controlled by the University of Washington.

Applicable Titles

Appointees requiring unit review: Unpaid academics such as affiliate faculty, clinical faculty (non-salaried), emeritus faculty, emeritus librarians, visiting scholars, and clinical associates, require review to determine whether they have an on-site presence which is subject to the Governor’s proclamation. Those who are obligated or who are reasonably likely to have an on-site presence are considered workers under the vaccine mandate.

Appointees who automatically meet the definition of on-site contractors include: academic personnel paid solely through a paid direct (PDR) salary plan or practice plan allowance. These appointees must always follow the procedure for vaccine verification outlined below.

Appointees in these titles who are obligated or who are reasonably likely to have an on-site presence are considered workers under the vaccine mandate.

This guidance is not intended for volunteers or contractors who do not hold one of these titles.

Procedure for Vaccine Verification

Units must follow the steps below to identify appointees in these titles who are subject to the vaccine verification process:

Step 1: Unit generates a list of appointees by running Workday report R0711.1: Potential On-site Contractor and Volunteer Audit for COVID-19 Vaccination and determines whether any appointee on the report meets the definition of an on-site volunteer or on-site contractor (details provided below).
Step 2: Unit notifies those that meet the definition of an on-site volunteer or on-site contractor that they are subject to the Governor’s mandate. The notification must specifically state that the individual must be fully vaccinated and provide proof thereof, or they have received a UW approved medical or religious exemption before they are allowed to engage in any on-site work at the University of Washington.
Step 3: Unit coordinates and visually verifies vaccination status using the process outlined for employees.
Step 4: Unit verifies vaccination status in Workday.

Guidance for Identifying Workers that Fall Under the Proclamation’s Definitions of On-Site Volunteers and On-Site Contractors

Units are responsible for identifying unpaid academics and other appointees who meet the definitions of on-site volunteers or on-site contractors. After generating a list of appointees using Workday report R0711.1, use the following guiding questions to inform your assessment.

First Level of Assessment –Physical Presence at a UW site

When considering whether there is a reasonable likelihood or contractual obligation to engage in on-site work, units should consider the following on a per case basis:

  • Is the worker currently engaged in on-site work?
  • Is the worker reasonably likely to be included now, or in the future, in on-site assignments or schedules?
  • Is the worker reasonably likely to have a compensation plan added in the future?
Example On-site Volunteer or Contractor? Y or N
Assistant professor WOT engaged in work on the UW Seattle campus who is employed and paid 100% directly (PDR) by another employer Y
Postdoctoral scholar engaged in work at a UW owned location who is paid 100% PDR by a non-UW entity/funding source Y
Teaching associate who is not scheduled for Autumn quarter but is the first line of back-up for emergency coverage for the UW appointing unit Y
Visiting scholar whose engagement with the University involves scheduled on-site assignments and activities. Y
Affiliate professor who is scheduled to provide supervision at an off-campus UW-leased location Y
Professor WOT  who is paid 100% PDR by another employer and who works at the employer’s location but who is reasonably likely or expected to attend committee meetings on-site at UW. Y
Clinical instructor who serves as preceptor to students on clinical rotations, clerkships, or internships at off-site locations not owned or controlled by UW N
Affiliate associate professor employed by another educational institution who provides remote research mentorship and collaboration with a graduate student N

Second Level of Assessment-Time On-Site and Physical Proximity

If it is determined that there is a reasonable likelihood of on-site work, then the second level of assessment is whether that on-site work is or will be for only a short period of time and whether periods of close proximity to others will be limited. Units should consider the following on a per case basis:

  • What is the length of the on-site engagement (e.g., a day, a month, a quarter, a year)?
  • What is the frequency of the on-site engagement (e.g., daily, weekly, monthly, annually)?
  • What is the duration of each engagement (e.g., a few minutes, an hour, a day)?
  • What is the physical proximity of the worker to others?
Example On-site Volunteer or Contractor? Y or N
Clinical assistant professor non-salaried who visits campus once per quarter and performs work alone N
Unpaid affiliate professor provides research mentoring support to a graduate student with monthly on campus in-person meetings that typically last about an hour Y
Clinical professor- non-salaried performs weekly on-site supervision of students or trainees engaged in in-person clinical care at a UW location Y
Professor emeritus who attends monthly on-site service committee meetings in shared office space Y
Professor emeritus who visits campus monthly for informal visits with no specific assignment or meeting N

Procedure for Enforcement

Deans and Chancellors are expected to maintain oversight of local verification efforts for this population.

On-site volunteers and on-site contractors may not be able to fulfill the expectations of their appointment without the engagement of on-site work. In such circumstances, units may consider separation in compliance with provisions of relevant policies and labor contracts.

Considerations for Future Appointments

Appointees who have been assessed and do not currently meet the definition of on-site volunteers or on-site contractors, but who are later considered for UW paid work, will be subject to the vaccine mandate and verification process before they can engage in UW paid work. The unit should follow the appropriate steps for UW workers who are considered “employees” under the Governor’s mandate. If the unpaid academic already completed UW’s vaccine verification process, units are not required to re-verify.

Units should follow the guidance outlined above when offering new appointments to unpaid academics or academic personnel with sole compensation through PDR or practice plan not paid through University payroll. Additional recruitment and other appointment guidance is available on the Office of Academic Personnel’s COVID-19 Academic Personnel Policies and Resources web page.