Our messages over the last few months have become increasingly pointed: get vaccinated. Thank you to each of you who has submitted your COVID-19 vaccination record. As of this week, we have received vaccination records for over 67% of employees. 

UCOP instituted a new SARS-CoV 2 Vaccination Policy on July 15, 2021, mandating vaccination by all employees and students. Last month, we provided details and announced the deadline of August 16, 2021, for submitting vaccination records. That deadline is now upon us. If you have not done so, please complete the COVID-19 Vaccine Tracking Form now. New employees hired after this date will have up to eight weeks to come into compliance.

Immunization records are housed in the HIPAA-secure Epic system. The same form is used for requesting an exemption or deferral, which will be reviewed and processed by Sedgwick, a third-party administrator. Sedgwick experienced some delays at the beginning of the process but is quickly catching up. Employees who have begun the exception or deferral process prior to August 16 will not be considered non-compliant.

However, employees who have not provided proof that they are fully vaccinated and have not requested an exception or deferral by August 16, will be issued a First Notice of Non-Compliance. After that, the employee has 3 business days to provide proof of full vaccination or to request an exception or deferral. During the notice period, employees must comply with the requirements for Non-Pharmaceutical Interventions (NPIs) which includes but is not limited to use of face coverings and submitting to COVID-19 testing.

If an employee has not complied with the requirement to submit within 3 business days proof of full vaccination or a request for an exception or deferral within 3 business days, the employee will receive a Second Notice of Non-Compliance and must submit proof that they have received their first dose of vaccine within 14 calendar days of the date of the Second Notice of Non-Compliance. Additionally, the employee must submit proof of full vaccination no later than eight weeks from the date of the Second Notice of Non-Compliance.  During the notice period, employees must comply with the requirements for NPIs.

If an employee has not complied with the requirement to submit proof of first dose of vaccine within 14 days of Second Notice of Non-Compliance, the employee will receive a Notice of Continued Non-Compliance advising that they are immediately subject to a period of progressive corrective action/discipline.  During the corrective action/discipline period, the employee will be permitted to be physically present for up to six weeks, following the requirements for NPIs, with additional discretion by the Chancellor’s Office to briefly extend.  

All corrective action/discipline taken as a result of employee non-compliance will be consistent with the policies or collective bargaining provisions applicable to the specific employee population.  

Over the last month, the rise in COVID-19 cases has reinforced the importance of vaccinations. Though limited numbers of breakthrough cases have occurred in vaccinated individuals, hospitalizations and deaths are rising among the unvaccinated population. 

We must all do our part. Not everyone can get vaccinated. For the safety of all community members, it’s important that those who can do get vaccinated. Thank you for doing what you can to keep our campus safe.