Vaccine verification by population

Table of Contents

Verification for staff, students, volunteers, visitors, and others working on-site

This page was updated February 15, 2022.

The two charts below outline the verification process by population for academic personnel and campus personnel (employees, on-site volunteers and on-site contractors) and UW students.

UW Medicine: Medical centers staff and School of Medicine employees (including the Resident & Fellow Physician Union), whose vaccination status has been verified through the UW Medicine process, will not need to go through a separate visual verification process within the department. Instead, for current employees, information will be provided by UW Medicine to the Integrated Service Center and vaccine verification status will be uploaded to Workday through a mass upload.

Verification for staff, students, volunteers, visitors, and others working on-site

CATEGORY OF PERSONNEL	DESCRIPTION	VERIFICATION PROCESS FOR CAMPUS
Employees and others receiving pay in Workday	All individuals except for contingent workers receiving a form of UW pay such as wages, stipends or fees paid out of Workday including: All paid employees Paid employees who work out-of-state and internationally (unless they reside in a country other than the U.S. and are unable to get vaccinated against COVID-19 with reasonable effort and expense) Individuals paid a stipends/fellowship Affiliates who have a UW compensation plan Fee based appointment Student employees (see below as well)	HR Partners verify proof of vaccination in Workday. Exemptions may be submitted through the Exemption Request tool. Utilize report R0711: Employee COVID-19 Vaccination Audit by Supervisory Organization
UW students	UW students	Verify their vaccination status through the secure COVID-19 vaccination verification form or submit a request for an exemption by October 29, 2021.
Suppliers, vendors and contractors (employee of another employer/ self-employed)	All suppliers, vendors and contractors working on-site at a UW facility.	Suppliers, vendors or contractors of individuals on-site at a UW facility must complete and return the COVID-19 Vaccination Requirement Declaration Form.
Contingent workers (not an employee of a supplier, vendor or contractor)	All individuals working on-site at a UW facility who are listed as a contingent worker in Workday and are not employees of suppliers, vendors and contractors working on-site at a UW facility (see above).	HR/Academic partners verify proof of vaccination in Workday. Exemptions may be submitted through the Exemption Request tool. Utilize report R0711.1: Potential On-site Contractor and Volunteer Audit for COVID-19 Vaccination
On-site volunteers (not in Workday)	Other on-site volunteers are those whose information is not in Workday (see above). 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.	Campus units must verify proof of vaccination prior to the individual volunteering on site and document doing so in their own tracking sheet or system. More information can be found on COVID-19 vaccination requirement for on-site volunteers webpage.
Visitors	Individuals coming to campus who are not employees, contractors, volunteers or students.	Must follow the UW COVID-19 Face Covering Policy.

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Verification for academic personnel

CATEGORY OF PERSONNEL	DESCRIPTION	VERIFICATION PROCESS FOR ACADEMIC PERSONNEL
Academic Personnel	All paid academic personnel Paid academic personnel who work out-of-state and internationally (unless they reside in a country other than the U.S. and are unable to get vaccinated against COVID-19 with reasonable effort and expense) Individuals paid a stipends/fellowship Affiliates who have a UW compensation plan Fee based appointment	HR/Academic Partners verify proof of vaccination in Workday. Additional guidance for HR/Academic Partners Exemptions may be submitted through the Exemption Request tool. Utilize report R0711: Employee COVID-19 Vaccination Audit by Supervisory Organization
Unpaid academic personnel: On-site volunteers and on-site contractors (with information in Workday)	Unpaid academics such as affiliate faculty, clinical faculty (non-salaried), emeritus faculty, emeritus librarians, visiting scholars, clinical associates Faculty, postdoctoral scholars, residents and fellows, and visiting scientists whose sole compensation is through a paid direct (PDR) salary plan, or practice plan allowance not paid through university payroll. Appointees in these titles who are obligated or who are reasonably likely to have an on-site presence are considered workers under the vaccine mandate. This guidance is not intended for volunteers or contractors who do not hold one of these titles.	Academic partners verify proof of vaccination in Workday. Exemptions may be submitted through the Exemption Request tool. Utilize report R0711.1: Potential On-site Contractor and Volunteer Audit for COVID-19 Vaccination

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