Return to on-site work

COVID-19 vaccination requirement for on-site volunteers

Last updated October 11, 2021

On August 18, 2021, Governor Inslee issued proclamation 21-14.1, requiring all on-site volunteers of Washington higher education institutions to be fully vaccinated against COVID-19 by October 18, 2021. The University is unable to accommodate requests for medical or religious exemptions for volunteers.

An on-site volunteer is a volunteer who is reasonably likely 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 the UW. It does not include any volunteer who is reasonably likely 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 physical proximity to others on-site are fleeting.

Volunteers who are unable to provide proof of full vaccination against COVID-19 may not engage in work (otherwise volunteer on-site at University of Washington work locations) as of October 18, 2021. After October 18, 2021, all new on-site volunteers must provide proof of vaccination prior to engaging in on-site work at UW.

Unit responsibility

Beginning October 18, 2021, units that engage volunteers whose information is not in Workday are required to visually verify all volunteers’ proof of full vaccination against COVID-19. The unit can verify proof of vaccination in-person or virtually (e.g., over Zoom) and must do so prior to the individual volunteering on site. Verification is only required once for individuals who volunteer regularly.

Tracking proof of vaccination for volunteers who regularly engage in work may be done in a tracking spreadsheet or in a volunteer management system, so long as the information is kept confidential and secure. Alternately, units may develop local procedures requiring review of proof of vaccination each time a volunteer engages in work on-site. Units must not keep copies or images of vaccination records.

Acceptable proof of full vaccination includes CDC COVID-19 Vaccination Record Card or photo of the card, documentation of vaccination from a health care provider or electronic health record, state immunization information system record, or for an individual who was vaccinated outside of the United States, a reasonable equivalent of any of the above. Both sides of the document should be included.

This requirement is in place until otherwise communicated.

Information about how to verify proof of vaccination for other populations including unpaid academic personnel who are on-site volunteers with information in Workday should follow the information outlined in the Vaccine verification by population webpage.