Manager Memo: COVID-19 Vaccination Policy and Compliance

Memo from June 25, 2021

To Management Councils and Leadership:

As announced on June 15, Washington University students, faculty, staff and trainees on the Danforth and Medical Campuses will be required to receive the COVID-19 vaccine. Faculty, staff and trainees must be fully vaccinated by August 30. View the COVID-19 vaccination policy and the COVID-19 FAQ for full details.

Management plays an important role in ensuring faculty, staff and trainees are compliant with this policy.

Next steps and important compliance process information:

Business managers and central administration personnel will be provided access shortly after receiving this email to the COVID-19 Vaccination Reporting Box file containing lists of employees for whom documentation of vaccination or exemption status is incomplete in their area. These lists will be updated weekly (every Friday) by Occupational Health. Business managers and administration will be able to share Box access with other staff in their area to assist in the compliance management process. This Box file is specific to your individual area. The first list will be provided today, Friday, June 25. Please check your list on a weekly basis and assist us in following up with all employees not in compliance. Please note: the lists only contain the names of individuals who have not provided proof of vaccination or exemption approval.

We ask that managers follow up with faculty, staff and trainees in your area to communicate the policy and steps for COVID-19 vaccination policy compliance. To help you have conversations, view this guidance for managers. In addition, all employees who are not yet compliant with the COVID vaccination policy will receive  emails from HR reminding them of the mandate and providing them with information on how to upload their proof of vaccination, get a vaccination, or request an exemption.

Key dates and deadlines:

  • June 25 – first COVID-19 Vaccination Reporting Box file shared with business managers and central administration in university areas (and each Friday following June 25)
  • June 28 – Follow-up memo to managers on revised pay policy related to COVID-19 vaccination policy and preview of email to employees (vaccinated and unvaccinated)
  • June 29 – Email to all faculty, staff and trainees regarding COVID-19 vaccination policy, compliance process and information on how to check status, record proof of vaccination, get a vaccine or request an exemption. Anyone who does not have documentation in ReadySet will get weekly emails from HR regarding non-compliance.
  • June 30 – August 30 – Targeted weekly emails from HR to faculty, staff and trainees who have yet to upload proof of vaccination in ReadySet
  • July 19/26 – Last day to receive first dose of a two-dose COVID-19 vaccine (two-dose vaccines doses are administered 21 (Pfizer) or 28 (Moderna) days apart. That means in order to meet the deadline, faculty, staff and trainees will need to receive their first dose no later than July 26 (Moderna) or July 19 (Pfizer), respectively.)
  • August 30 – COVID-19 vaccination policy compliance deadline (faculty, staff and trainees must be fully vaccinated and recorded in our system by this date)

For Job Applicants and newly hired employees:

As of July 1, the WashU jobs site will contain a notice to applicants making it clear that in addition to other vaccinations, WashU will also require proof of COVID-19 vaccination for employment. This information will also be included in their offer letter going forward.

As part of the implementation of the policy, any new employee who starts July 26 or after will be provided up to 30 days from date of hire to obtain the vaccination and provide proof.

Until they are fully vaccinated, all new hires must follow the precautions and protocols noted below for those not fully vaccinated. Human Resources will also notify new employees hired on or after July 26 in advance of their start date.

Safety Guidance for Employees who are not fully vaccinated:
All individuals who are not fully vaccinated are subject to additional public health requirements depending upon the specific circumstances and the infection rates in the community. This includes, but is not limited to, masking on campus at all times (except when eating) while indoors in semi-private spaces, in indoor private spaces in the presence of others, and outdoors when distancing cannot be maintained; and maintaining physical distancing while eating in any indoor or outdoor space. View the public health guidelines for more information. Anyone with an approved exemption will need to follow protocols for unvaccinated individuals.

Important Note: Anyone not fully vaccinated without an approved exemption after August 30 will not be in compliance and will be placed on up to a 30-day unpaid suspension. If vaccination or exemption has not been obtained by the end of the 30-day period, the individual will be subject to further measures, including termination of employment.

A follow-up email will be sent to management next week regarding the revised pay policy. Thank you for your cooperation as we work to keep our community healthy and safe.

Eva Aagard, MD
Senior Associate Dean for Education, School of Medicine
Senior Administrator, Occupational Health

Legail Chandler
Vice Chancellor for Human Resources