Manager Memo: Flu Vaccine Information

This memo outlines important information regarding the influenza (flu) vaccination policy and employee compliance. The deadline to receive the vaccine and upload proof in ReadySet has been extended to 5 p.m. on Friday, Dec. 10. As you know, the previous deadline was tomorrow, Friday, Nov. 19. Per university policy, all WashU faculty, staff and trainees must receive this year’s influenza vaccine regardless of whether they work remotely or on-campus.The influenza vaccine is an important public health measure to keep our WashU community safe. Action is required for those employees in your area who have not received the vaccine and/or uploaded proof into ReadySet. Please see this memo with your managers to ensure compliance.

Key points and action steps:
Compliance efforts leading up to Dec. 10 deadline:

  • Both Occupational Health and HR are communicating with the people on the list twice per week to employees who have not provided proof of vaccination.
  • Employees need to upload proof by Friday, Dec. 10 at 5 p.m. to avoid suspension.
  • On Monday, Dec. 13, any employee who did not meet the policy deadline will be suspended without pay. They will receive a notice in the morning to inform them of their suspension/unpaid leave.
  • Think about how your area would function without the employees who are considered non-compliant and speak with them about their decision to not receive the vaccine. Please encourage action amongst your employees – share the names of employees on your list with the appropriate managers regarding the influenza vaccination policy in order to ensure compliance within your area.
  • Managers have access to view the compliance status of their direct reports in ReadySet at any time. We encourage you to check your area for any remaining non-compliant employees to ensure they receive and upload vaccine proof by Dec. 10.
  • Exemptions for medical or religious reasons will be accepted through 5 p.m. on Dec. 3. Any religious exemptions request should be emailed to for review and should not be uploaded in ReadySet.
  • If you have adjunct professors who are not currently teaching, they will need to provide proof of vaccination prior to being on campus and resuming teaching activities.

Vaccine-related information:

  • Occupational Health does not receive influenza vaccination documentation from BJC or any other provider, meaning employees must upload it themselves.
  • Employees receive regular pay for time taken to get the vaccine during a regularly scheduled workday. Employees need to request time and notify managers of any time needed.

Suspension information:

  • Employees out of compliance will be suspended for up to 30 days starting Dec. 13. They will be placed on unpaid leave.
  • Employees can obtain their flu vaccine and upload proof in ReadySet at anytime during the 30-day suspension to get in compliance. Once they are in compliance, their suspension will be lifted. To do this, HR will notify supervisors of any employees who become compliant and will go back to active employment status. Supervisors will then notify their employee(s) they can return to work on X date.
  • Employees who continue to be out of compliance after 30 days may be subject to additional corrective action, up to and including, termination for policy violations.

Refer to the influenza vaccination policy and flu FAQ webpage for details, including how employees can obtain a flu shot before the deadline.

Please help ensure that people in your area who have not yet provided documentation of vaccination do so by Dec. 10. We will continue to update you regarding the names of those who remain undocumented in ReadySet. Direct supervisors can also view the status of direct reports and vaccination status/compliance in ReadySet. Depending on the status of the list for your area, you should begin to plan for how you will cover vacant positions.If you have questions or would like to request assistance in talking to employees, please contact your employee relations consultant assigned to your area. Vaccination protects our employees and the community, and also helps ensure continuity of operation in your areas. Contact HR or Occupational Health if you have questions.