Vaccination Mandate FAQ

OSU Employees

• Why did OSU adopt a vaccination requirement for employees?

  President Biden recently issued an Executive Order that mandates institutions that contract with the federal government, such as Oklahoma State University, to comply with guidance from the Safer Federal Workforce Task Force. The Task Force has issued guidance that mandates such institutions to ensure their employees are fully vaccinated for COVID-19 by January 4, 2022. The university has 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 of OSU-Stillwater, OSU-Tulsa, and OSU Center for Health Sciences, including student workers and graduate research/teaching assistants/associates, must upload vaccine documentation by January 4, 2022 showing they are fully vaccinated to comply with the vaccination mandate, unless they have been granted a religious or medical accommodation. Information regarding these processes will be provided in the upcoming weeks.

• Who does the vaccine mandate apply to?

  The vaccine mandate applies to all university employees of OSU-Stillwater, OSU-Tulsa and OSU Center for Health Sciences. All OSU Extension and OSU Ag Research personnel statewide are considered OSU-Stillwater employees.

   

  This includes faculty, staff, temporary employees, student employees, graduate research/teaching assistant/associates, and postdoctoral scholars. This also includes employees across the state in OSU Research and Extension. The mandate does not apply to visitors, volunteers, or emeritus faculty, nor does it apply to employees of OSU-OKC or OSU-Institute for Technology at this time.

• I work from home or remotely within the United States. Do I have to follow the vaccine requirement?

  Yes. All OSU employees, regardless of work location within the United States, must comply with the vaccination mandate and the verification process.

• What is fully vaccinated according to the federal mandate?

  Individuals are considered to be in compliance after the single dose of the Johnson & Johnson (J&J) vaccine or after the second dose of the Pfizer or Moderna vaccine, which require three weeks or four weeks between doses, respectively.

   

  For your convenience, University Health Services on the Stillwater campus is providing both the Pfizer and Johnson & Johnson vaccines. In Tulsa, Employee Health will be scheduling vaccine appointments (Moderna and Johnson & Johnson).

• Which vaccines will satisfy the vaccine requirement?

  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 one of the eight COVID-19 vaccines that have been approved for use by the World Health Organization.

• How do I upload my COVID-19 vaccine card and information?

  For employees who received their vaccination from University Health Services, you may provide consent in the Employee Vaccine Portal to securely authorize the submission of your vaccination records to OSU Human Resources. Employees vaccinated outside of UHS may upload their proof of vaccination through the Employee Vaccine Portal. This portal has been set up specifically for this new federal mandate.

• How can employees verify they have submitted all necessary documentation?

  You can log back into the Vaccine Portal and see if there is a submitted date under the Access Form link. If there is a date, then the form was successfully submitted.

• How long does it take to receive approval or denial for religious exemptions or medical exemptions?

  Employees who have filed for an accommodation, either medical or religious, should expect to receive communication from the Office of Equal Opportunity within five business days of filing. Approval timelines are dependent upon the information provided by the employee (i.e., completeness) and the timeliness of response from the employee and/or their physician in the case of medical accommodation requests.

• Is there a list of approved medical exemptions such as pregnancy?

  As part of the federal requirement, employees may choose to pursue medical or religious exemptions based on what they feel best applies to their individual situation. There is not an overarching exemption specific to pregnancy within the federal mandate, but there may be medical reasons behind pursuing that based on individual medical needs. Employees should speak with their treating medical provider if they have questions about COVID-19 vaccinations and their health. Employees may also want to review the exemption paperwork and accompanied attestation to get a better idea of the process for seeking an exemption.

• I have lost my vaccine card. What should I do?

  First contact your vaccination provider. These providers keep records of all vaccinations and will have a way for you to obtain a copy of your vaccine document. You may be able to log into their patient portal to view a copy of your vaccine document. 

  If you received your vaccination in Oklahoma, you may wish to visit the Oklahoma State Immunization Information System (OSIIS)

  where you can access your immunization records.

  In addition, all states have a way to request a copy of your vaccination record. View the CDC’s list of states with links to request your vaccination record.

• I have already had COVID-19. Do I still have to be vaccinated?

  Yes. Even if you have already contracted COVID-19, you must follow the vaccine mandate. If you have had monoclonal antibodies, you should consult your physician and consider completing a request for a medical accommodation based upon their guidance.

• Is asking for vaccination status a HIPAA violation?

  This is not a violation of HIPAA. More information:

  HIPAA, COVID-19 Vaccination, and the Workplace

• What if I am fully vaccinated and have not submitted my vaccine documentation by January 4, 2022?

  You will not meet the required date of Jan. 4, 2022, to comply with the federal executive order. After that date, appropriate OSU policies regarding employee conduct and performance will be followed to address failure to comply with the stated mandate. You may reference those policies at the Corrective Actions and Dismissals for Staff (3-0720) and the Faculty Handbook, specifically Section 1.13-15.

• Do new hires and rehires need to comply with the vaccine requirement?

  Yes. New hires and rehired employees must upload vaccine documentation by January 4, 2022, showing they are fully vaccinated, unless they have been granted a religious or medical accommodation. Please work with your college/division administrative officer and/or HR Consultant with questions about an existing or upcoming search.

• Do student employees need to use the vaccine portal?

  Yes. University Health Services will not automatically upload vaccination status.

• My new employee will be starting soon. Can they submit their COVID-19 vaccination documentation before their start date?

  Employees may not provide their vaccination documentation prior to their hire date; however, more information will be provided regarding this process in the coming weeks.

• What happens if I don’t provide proof of vaccination or receive approval for an accommodation?

  The university will address failure to comply with the federal vaccine mandate consistent with OSU policies regarding employee conduct and performance.

• How can I get a vaccine?

  COVID vaccines are free and widely available throughout our community, including at retail pharmacies such as Walgreens, CVS and Walmart. COVID vaccines are available to all university employees through University Health Services in Stillwater and the Center for Health Sciences in Tulsa. To schedule your appointment in Stillwater, please contact University Health Services. To make an appointment in Tulsa, please email chsstudhealth@okstate.edu.

• Where should I go with questions about the vaccine (efficacy, health concerns, etc.)?

  We recommend you speak with your physician about specific vaccination risks and benefits. The Centers for Disease Control and Prevention also lists frequently asked questions about vaccinations.

• What are the requirements for receiving an accommodation based on medical reasons?

  Employees requesting an accommodation due to a medical condition that precludes them from receiving the COVID-19 vaccine may submit a request for a medical accommodation. Forms can be submitted through the  Vaccine Portal.

• What are the requirements for receiving an accommodation based on religious reasons?

  Employees requesting an accommodation due to a sincerely held religious belief that precludes them from receiving the COVID-19 vaccine may submit a request for a religious accommodation. Forms can be submitted through the Vaccine Portal.

• Is the information I submit for a religious or medical accommodation kept confidential?

  Yes. The information will be kept confidential and will be shared only on a need-to-know basis.

• If I am on an approved leave, including but not limited to FMLA, military, maternity, etc., does this requirement still apply to me?

  Yes. The federal COVID-19 vaccine mandate applies to all affected employees. As of January 4, employees will need to show proof of vaccination or be approved for an accommodation before returning to work.

• If I am exposed to COVID-19 after I have been fully vaccinated, should I still quarantine?

  People who are fully vaccinated do NOT need to quarantine after contact with someone who had COVID-19 unless they have symptoms. However, the university has leave policies that encourage faculty and staff to stay at home when they are sick, when household members are sick, or when they are required by a health care provider to isolate or quarantine themselves or a member of their household.

• If I am separated from employment due to failure to comply with the COVID-19 vaccination requirement, do I qualify for unemployment?

  Unemployment determinations are made by the Oklahoma Employment Security Commission. For more information, visit Oklahoma Employment Security Commission.

• What about Oklahoma state law involving vaccinations and proof of vaccination?

  As a federal contractor, Oklahoma State University must comply with this mandate. OSU continues to work with state government leaders to address any discrepancies between the federal executive order and state laws with our shared goal of serving Oklahomans.

• Can a covered contractor employee who participates in a clinical trial for a COVID-19 vaccine be considered fully vaccinated?

  Clinical trial participants from a U.S. site who are documented to have received the full series of an “active” (not placebo) COVID-19 vaccine candidate, for which vaccine efficacy has been independently confirmed (e.g., by a data and safety monitoring board), can be considered fully vaccinated 2 weeks after they have completed the vaccine series. Currently, the U.S.-based AstraZeneca and Novavax COVID-19 vaccines meet these criteria. More information is available here.

• With the federal vaccine mandate, I am considering receiving the vaccine; however, I have concerns regarding a possible adverse reaction. Will OSU pay for my medical care should I suffer from an adverse reaction to the vaccine?

  Although it is rare for an individual to have an adverse reaction to the vaccine, we understand there are concerns regarding the care and costs should this occur. As with any employment requirement, should you have an adverse reaction requiring medical care, it may be compensable under workers’ compensation. Information related to the university workers’ compensation program is found here.

• Can you use my vaccination status as a reason to terminate my health insurance?

  No. Benefits under the OSU/A&M group health plan, as well as the OSU Student Health Plan, must be uniformly available or restricted to all similarly situated individuals and may not be directed at individuals based on a health factor. Plans and issuers may not discriminate in eligibility for benefits or coverage based on whether or not an individual obtains a COVID-19 vaccination.

• How long does it take for accommodation to be approved?

  Employees who have filed for an accommodation, either medical or religious, should expect to receive communication from the Office of Equal Opportunity within five business days of filing. Approval timelines are dependent upon the information provided by the employee (i.e., completeness) and the timeliness of response from the employee and/or their physician in the case of medical accommodation requests.

• Does the temporary suspension from the Federal Appeals Court impact the federal vaccine mandate at OSU?

  No. The temporary suspension from the Federal Appeals Court dated Nov. 6, 2021, impacts the Biden administration’s emergency temporary standard (“OSHA ETS”), which is separate from the Executive Order for Federal Contractors. This federal mandate is not applicable to OSU.