Employee COVID-19 Vaccination Policy Spring 2022 Addendum

I. Policy Information

Policy Owner: Office of the Chancellor
Responsible Official: Chancellor’s Chief of Staff
Approved by: Chancellor
Date Approved: 11/02/2021
Effective Date: 11/02/2021
Targeted Review Date: 07/1/2022
Contact: covid19@uis.edu
Related Policies:
UIS Fall 2021 Employee COVID-19 Vaccination Policy https://www.uis.edu/academicstaffhandbook/university-policies/uis-fall-2021-employee-covid-19-vaccination-policy/

Fall 2021 COVID-19 Vaccination Policy for New Hires https://www.uis.edu/academicstaffhandbook/university-policies/fall-2021-covid-19-vaccination-policy-for-new-hires/

II. Scope

This Policy applies to all UIS faculty, staff, volunteers and long-term guests* who (1) worked off-site (i.e., remotely) for the Fall 2021 semester; (2) intend to work on-site for Spring 2022; and (3) have not yet uploaded proof of COVID-19 vaccination to Medicat and/or requested and received a religious or medical exemption for Spring 2022.

This Policy does not apply to individuals who have already uploaded proof of full vaccination, have an approved religious or medical exemption, have an approved alternative work arrangement, or have an approved “fully remote” work arrangement pursuant to the UIS Remote Work Policy. New Hires should refer and adhere to the COVID-19 Vaccination Policy for New Hires.

Employees who were granted an alternative work arrangement in Fall 2021 should continue to follow the terms of that alternative work arrangement. Supervisors should periodically review alternative work arrangements to determine whether the arrangement is meeting the operational needs of the university.

III. Definitions

“Fully vaccinated” – Two weeks past a complete vaccine regiment (i.e., after the second dose of Pfizer or Moderna or the single dose of Johnson & Johnson). Boosters are not required.

“On-site” includes both workspaces on the UIS campus and in a UIS facility located outside the UIS campus geography.

IV. Purpose

The purpose of this Policy is to extend the UIS Fall 2021 Employee COVID-19 Vaccination Policy and the COVID-19 Vaccination Policy for New Hires and detail the UIS-specific expectations for Spring 2022.

V. Background

The University of Illinois Springfield maintains an unwavering commitment to academic excellence and the health and safety of our students, faculty and staff. Consistent with the UIS Approach to Safety and United in Safety, the Employee Vaccination Policy and the COVID-19 Vaccination Policy for New Hires are being extended into Spring 2022.

VI. Statement of Policy

For Spring 2022, all applicable (see above) UIS faculty, staff, volunteers and long-term guests who intend to transition to on-site work following a fully remote work arrangement and are able to receive a COVID-19 vaccine must be fully vaccinated with an FDA- or WHO-authorized vaccine on or by Jan. 5, 2022.

VII. Procedures

A. Deadline to Upload Proof of Vaccination

  • Dec. 3, 2021: Any employee who worked remotely prior to Spring 2022 but will be returning to on-site work must confirm their vaccination status with the university if they have not already done so.
    • If you are fully vaccinated, upload your record to Medicat by this date.
    • If you are partially vaccinated, upload your partial record to Medicat and ALSO email aeo@uis.edu by this date to indicate the date you will be fully vaccinated.
    • If you intend to be vaccinated for the Spring 2022 semester but will not be able to be fully vaccinated by Jan. 5, you should request an extension by emailing aeo@uis.edu. Employees with an extension past Jan. 5, 2022, may be allowed by HR to work on campus while partially vaccinated but must follow all mitigations for unvaccinated employees with approved exemptions (see below).
    • If you intend to request an exemption, submit your request to aeo@uis.edu by this date. Any employee whose exemption is denied must get their first vaccine dose within one week of being notified. An unpaid leave of absence may be possible if there is an unacceptable delay in the employee’s becoming fully vaccinated.
  • Jan. 5, 2022: All applicable (see above) UIS faculty, staff, volunteers and long-term guests who intend to transition to on-site work for Spring 2022 following a fully remote work arrangement must be fully vaccinated by this date unless they have an approved exemption or extension from the university.

B. Exemption Requests

Medical and religious exemptions may be requested. Exemption requests will be processed through the UIS AEO Office (aeo@uis.edu). Undergraduate and graduate student employees should submit an employee exemption request if their student/graduate student employment is on campus and they seek to be exempted from the vaccine requirement for medical or religious reasons.

To ensure timely consideration, exemption request forms must be submitted to the AEO Office by Dec. 3, 2021.

Medical: If a medical exemption is requested, the employee must complete the UIS COVID-19 Vaccination Medical Exemption Request Form and provide documentation of medical reasons, date the circumstances requiring the exemption are expected to end (if applicable) and their physician’s signature. Employees must have their exemption request completed and signed by a primary care provider not associated with UIS.

Religious: If an exemption based on religious grounds is requested, the employee must complete the UIS COVID-19 Vaccination Religious Exemption Request Form.

C. Mitigation Measures

Employees who are granted an exemption from taking the COVID-19 vaccination must comply with mitigation measures, which will include, but may not be limited to, the following:

  1. Twice-a-week on-campus COVID-19 testing (every 48 hours), with negative test results, unless otherwise directed by the UIS COVID-19 Rapid Response Team;
  2. Wearing face coverings at all times inside university facilities except in personal offices or residences, and when outside on campus if unable to maintain six feet of distance from others;
  3. Adhering to physical distancing requirements as directed by the university — this includes maintaining six feet of distance from others at all times, both indoors and outdoors;
  4. Following any internal or external site-specific requirements (including but not limited to on-campus housing, classrooms, intercollegiate athletics, internships, clinical sites, etc.) if participating in a university-sponsored activity.

The number of exemptions granted to UIS employees and/or the trajectory of the pandemic may determine additional restrictions for on-campus activities for unvaccinated individuals with an approved exemption.

VIII. Noncompliance

Failure of any unvaccinated employee to comply with this Policy may result in significant disciplinary action up to and including dismissal.

The UIS Campus Rapid Response Team reserves the right to issue additional mitigations intended to prioritize health and safety for the UIS campus—including requiring testing of both vaccinated and unvaccinated populations based on community and campus health statistics or emerging public health guidance.

*Long-term guests include non-UIS employees assigned to office space on the UIS campus and will be expected to comply with this policy. The UIS office responsible for the contract with these non-UIS agencies or employees should reach out to aeo@uis.edu to discuss compliance.