Employee COVID-19 Vaccine Requirement

Last updated 12:15 pm MST, Nov. 22, 2021.

Updated - 11:30 am, Nov. 15 

In accordance with President Biden's Sep. 9 Executive Order and recent guidance, all University employees, including student workers and graduate assistants/associates, must show that they are fully vaccinated by Jan. 18, unless they have been granted a religious or disability/medical accommodation.

The information on this page is consolidated to assist supervisors and employees. Please check back often, as it will be updated frequently.

Upload Vaccine Documentation      Contact Human Resources

 

Updated - 9:25 am, Nov. 5
On Oct. 15, President Robbins announced that University employees, including student workers and graduate assistants/associates, must comply with the vaccination requirement, unless they have been granted a religious or disability/medical accommodation.

The University’s compliance with the federal requirement is being managed and informed by the ongoing work of senior leadership, the Incident Command System, COVID-19 Response TeamCritical Incident Response Team, COVID-19 Ambassador Team, Division of Human Resources, Disability Resource CenterCampus Health, and Office of General Counsel. This core group is in contact with state and University partners and regulatory agencies.


Timelines to Meet Deadline

The CDC considers someone to be fully vaccinated either:

  • Two weeks after the second dose in a two-dose series, such as the Pfizer or Moderna vaccines, or

  • Two weeks after a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine

The CDC also publishes recommended waiting periods following the first dose of the 2-dose vaccine options. Considering these definitions and recommended waiting periods, please review the following timelines to meet the Jan. 18, 2022, deadline to become fully vaccinated for each of the three primary vaccine options.

Updated - 11:30 am, Nov. 15

Moderna Vaccine

Dec. 7, 2021
Last day to receive first vaccine dose

Jan. 4, 2022
Last day to receive second vaccine dose

Jan. 18, 2022
Deadline to be fully vaccinated

View CDC Moderna recommendations

Pfizer-BioNTech Vaccine

Dec. 14, 2021
Last day to receive first vaccine dose

Jan. 4, 2022
Last day to receive second vaccine dose

Jan. 18, 2022
Deadline to be fully vaccinated

View CDC Pfizer recommendations

Johnson & Johnson Vaccine

Jan. 4, 2022
Last day to receive single dose vaccine

Jan. 18, 2022
Deadline to be fully vaccinated

 
 

View CDC Johnson & Johnson recommendations


How To Show You Are Fully Vaccinated

There are now three ways to show that you are fully vaccinated.

Upload vaccine documentation
 

Proof of employee COVID-19 vaccination can be submitted by uploading the necessary documentation to the University's secure, HIPAA-compliant COVID-19 Vaccine Document Upload page.

Upload Vaccine Documentation

Declare that you were vaccinated in Arizona

Added - 3:15 pm, Nov. 4
If you were vaccinated in Arizona, your vaccination can be verified through the Arizona State Immunization Information System without uploading your vaccine documentation.

Submit Request Form

Show vaccine documentation in person

Added - 3:15 pm, Nov. 4
You can show proof of vaccination in person at the Student Union Memorial Center (Tucson room, third level). No appointment required.

Bring your vaccine documentation and a photo ID. No document upload or scan is necessary.

Monday – Friday
7:30 a.m.-3 p.m.

(closed 12-12:45 p.m.)

Review the "How does the the in-person verification of vaccination work?" question in the FAQ section for more information.

Once you complete one of these options, a confirmation email will be sent to your official University email address notifying you that the vaccination verification was successful or that additional action is required.

How to confirm that your vaccination was successfully verified by the University

There are two ways to confirm:

  1. Use your NetID to log into Wildcat OneStop. If you see a green “VX” below your picture, then you have fulfilled the vaccination requirement.

  2. If you uploaded your documentation, you may log into the vaccine upload system to verify your upload status.

If you have questions or issues with your vaccine documentation upload, please contact the COVID Ambassador Team at covidhelp@arizona.edu or 520-848-4045.


Accommodations

Federal guidelines allow for limited accommodations to the vaccine requirement based on medical status and sincerely held religious beliefs. At this time, exemptions are not available for personal beliefs.

Request accommodation based on disability or medical condition

If you have a disability or medical condition that prevents you from getting vaccinated, please connect with the Disability Resource Center for options. The DRC may ask for medical documentation. Employee medical information will be kept confidential.

For information about the process for requesting an accommodation related to the COVID-19 vaccine, please visit https://drc.arizona.edu/covid/employees-vaccine-accommodation.

Questions may be sent to DRC-COVID19Vax@email.arizona.edu.

Request accommodation based on religious beliefs

If you have a sincerely held religious belief that prevents you from getting vaccinated, please follow these steps.

  1. Complete the accommodation request form (PDF).

  2. Email the completed form to HR-COVID19-Questions@email.arizona.edu. The request will then be reviewed by the Division of Human Resources.

  3. Expect an email response within 10 days of submission.

The University’s Nondiscrimination and Anti-harassment Policy prohibits discrimination on the basis of disability and religion, among other protected categories. For more information, please contact the Office of Institutional Equity.


Frequently Asked Questions

More frequently asked questions coming soon. Please check back frequently.

General Vaccine Requirement Questions

Updated - 11:30 am, Nov. 15
After Jan. 18, in accordance with our federal compliance responsibilities pertaining to the Biden administration's Executive Order, the University will begin the process of working with individual employees not in compliance with the vaccine requirement, and their respective units, to determine a timeline for corrective action, which may include disciplinary action consistent with the University’s policies, including disruption to pay.

Please review the employee conduct and behavior policies in the applicable UHAP, Classified Staff and University Staff handbooks. 

Updated - 11:30 am, Nov. 15
President Biden recently issued an Executive Order that requires institutions that contract with the federal government, such as the University of Arizona, to comply with guidance from the Safer Federal Workforce Task Force. The Task Force has issued guidance that requires such institutions to ensure their employees are fully vaccinated for COVID-19 by Jan. 18, 2022. The University has hundreds of millions of dollars in federal contracts, funding critical research, employment, and educational efforts, and already has received amended federal contracts that include this requirement. While we respect individual opinions regarding the vaccine, we will continue with these mission-critical endeavors and will be complying with this new requirement.

Accordingly, University employees, which includes student workers and graduate assistants/associates, must comply with the vaccination requirement by Jan. 18, 2022, unless they have been granted a religious or disability/medical accommodation.

COVID-19 vaccines currently approved or authorized for emergency use by the U.S. Food and Drug Administration (Pfizer-BioNTech, Moderna, and Johnson & Johnson [J&J]/Janssen COVID-19 vaccines) or COVID-19 vaccines that have been listed for emergency use by the World Health Organization (PDF) (e.g., AstraZeneca/Oxford).

If you were vaccinated in Arizona, your vaccination can be verified through the Arizona State Immunization Information System by submitting this online form.

You can contact your vaccination provider (e.g., TMC, Banner, a doctor's office or a pharmacy) to obtain a copy of your vaccine documentation.

If you were vaccinated in Arizona, Louisiana, Maryland, Mississippi, North Dakota, Washington, West Virginia or Washington, D.C., you can log into MyIR Mobile for a copy of your immunization records. In addition, all states have a way to request a copy of your vaccination records. Visit the CDC website for a list of state immunization information systems and contact information.

Added - 3:15 pm, Nov. 4

What information is collected through the in-person verification option?

Collected

  • Employee NetID or Employee ID

  • Basic information from the vaccine documentation

Not Collected

  • Date of birth

  • Lot number of the vaccine

  • The healthcare professional or clinic site where the vaccination was received

The process:

  1. Visit the Student Union Memorial Center (Tucson room, third level) Monday-Friday 7:30 a.m.-3 p.m. (closed 12-12:45 p.m.) with your vaccine documentation (can be a digital or paper copy) and a photo ID (e.g. driver's license or CatCard).

  2. Complete an Authorization for Release of Information form while on site.

  3. Provide your vaccine documentation, photo ID, and completed release form to a HIPAA-trained member of the Testing Team.

  4. The team member reviews your vaccine documentation and photo ID to confirm your identity and ensure that all necessary information is present.

  5. The team member enters the necessary basic information into a secure form and checks a box showing that your vaccination is verified*.

  6. You will receive a confirmation email to your official University email address.

  7. The team member provides you a paper receipt for your records.

  8. A green VX should appear on your Wildcat OneStop within a few minutes.

* If the team member cannot verify your vaccine documentation, they will provide an explanation to (e.g., we need an English translation) or direct you to our resources for next steps.

Testing Team Members

Testing Team members have completed all required HIPAA training at the University. In addition, they were trained by Campus Health Medical Records on how to verify vaccine documentation. The Testing Team has been verifying vaccine documentation in the University's COVID-19 Vaccine Document Upload System since August, 2021.

Who the Requirement Applies To

All University faculty, staff, student workers, graduate assistants/associates, and postdoctoral scholars who are UArizona employees are subject to the vaccine requirement.

Added - 12:30 pm, Nov. 16
No. However, you do need to fill out an International Employee Attestation Form (PDF). Fill out the form and submit it to your supervisor, who will use this information to fill out a Supervisor Form for International Work.

Once both forms have been submitted, you and your supervisor will receive a confirmation email and you will not need to take any further actions.

Instructions for the International Employee Attestation Form:

  1. Download and save a copy of the International Employee Attestation form [link to downloadable PDF].

  2. Fill out all fields of the form.

  3. Sign the form in one of two ways:

    1. Use AdobeSign:

      1. Click on the fillable box for “Employee Signature” and sign the form electronically.

      2. Be sure to save your signed copy.

    2. Or, print and sign the completed form. Scan the signed form to provide an electronic copy to your supervisor.

  1. Email the completed form to your supervisor for review.

Yes. Even if you have already contracted COVID-19, you must follow the vaccine requirement.

No. At this time, DCCs are not subject to the vaccine requirement.

To determine if you are an employee or DCC, please connect with your supervisor, check your affiliation status in UAccess, or contact Human Resources.

Information for Supervisors

Updated - 12:15 am, Nov. 22
Like all University employees, new hires are required to show that they are fully vaccinated for COVID-19 as a condition of employment unless granted a religious or disability/medical accommodation.

Please email HR at HR-COVID19-Questions@email.arizona.edu with questions about a current or upcoming search.

Updated - 12:15 pm, Nov. 22
Yes. The following language is being added to all offer letter templates and job postings.

Employee COVID-19 Vaccine Requirement

All University employees are required to be fully vaccinated for COVID-19 as a condition of employment, unless granted a religious or disability/medical accommodation. To learn more about the employee COVID-19 vaccine requirement, verifying your vaccination status, and/or requesting an accommodation, please visit https://hr.arizona.edu/content/employee-covid-19-vaccine-requirement.

You may inform candidates of the vaccination requirement and accommodation request options and direct them to this webpage for more information. Applicants or finalists should not be asked if they are vaccinated.

Search committees do not need to screen applicants to ensure they meet the requirement. They should not collect vaccine documentation and/or related accommodation requests from candidates. However, they should notify the candidates of the requirement and related resources and direct them to this webpage.

Yes. Hiring managers have the discretion to choose a hire date that works for all parties. Hiring managers should make sure any delayed hire dates meet their business needs.

General Vaccine Questions

COVID-19 vaccines are available to all University employees and DCCs at Campus Health. Please schedule an appointment to be vaccinated.

Campus Health also offers boosters to qualifying employees and DCCs. Learn more here.

COVID-19 vaccinations are also available at several locations around Pima County. For vaccine availability in your area, see Vaccines.gov.

If you are having problems scheduling a vaccination appointment, please call the COVID Ambassador Team Hotline at 520-848-4045 or email covidhelp@arizona.edu.

You may find these recent resources from University experts helpful:

We also recommend that employees speak with their physicians about specific vaccination risks and benefits. Another resource is the Centers for Disease Control and Prevention https://www.cdc.gov/coronavirus/2019-ncov/vaccines/faq.html.

Do you need more assistance?

Please email Human Resources with questions.