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Vaccination Status Portal

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On Thursday, August 5, Governor Northam issued Executive Order 18, requiring all state employees to disclose their vaccination status. The executive order includes community college faculty, administrative staff, wage employees and contractors who work on-site. Employees who are not fully vaccinated or refuse disclosure of vaccination status will be required to provide evidence of weekly negative COVID test results. 

Frequently Asked Questions

Note:  These FAQ answers may be subject to change per DHRM, CDC and Department of Health guidelines.

Q-Who is covered by Executive Directive #18?

Answer: The requirement to disclose vaccination status applies to all Executive Branch employees (including Office of the Governor, Office of the Lieutenant Governor, Secretary of the Commonwealth, Executive Branch agencies, Institutions of Higher Education, and Authorities within the Executive Branch by the Code of Virginia or designated under a Secretariat in the Code of Virginia.)

This includes employees who are at-will, classified, wage, faculty, adjunct faculty, and other salaried employees. It also applies to volunteers, work study students and paid/unpaid interns.

Q-Does this include instructors teaching online?

Answer:  Instructors who teach 100% online and do not come to campus or work location must report their vaccination status. However, they are not required to take weekly tests.

Q-Does this apply to employees who telework 100% of the time? 

Answer: Employees who telework 100% of the time and do not come to campus or work location must report their vaccination status but are not required to take weekly tests.

Q-Does it include adjuncts who teach short workshop courses of three hours or less?

Answer: Yes.  Adjuncts who come to campus or work location to teach short workshop courses are required to be vaccinated or to provide a negative COVID-19 test for the week they are teaching the course.

Q-Does it include all contractors or subcontractors, or just those who are on campus on a regular basis?  

Answer: Covered contract workers must disclose their vaccination status to their employers.  Those who work fully remote and do not enter campus or work location buildings are not subject to the Executive Directive. Please refer to the guidelines if you have further questions. (add link to guidelines)

Q-Does it include contractors and subcontractors that work inside one day or less?

Answer: Yes, it does include them.  These are covered contractors and they must provide their vaccination status to their employers and the appropriate documentation, or the results of a COVID-19 test for the week they will work inside.

Q-Does it include a contractor who works exclusively outside, (e.g. mows the lawn)?

Answer: Covered contract workers must disclose their vaccination status to their employers.  Those who work fully remote and do not enter campus buildings are not subject to the Executive Directive.

Q-Does this apply to volunteers at the college? 

Answer: Agencies with volunteer programs, work-study students, and paid/unpaid student internships must report their vaccination status.  Individuals who are not fully vaccinated are required to provide the agency with weekly testing results.

 Q-Do part-time adjuncts who only teach online and do not come on campus have to be vaccinated or be tested weekly? 

Answer: Part-time adjuncts who teach exclusively online must disclose their vaccination status but are not required to do weekly testing.

Q-Will work-study who are students be mandated to be vaccinated or get the weekly testing? 

Answer: Agencies with volunteer programs, work-study students, and paid/unpaid student internships must report their vaccination status.  Individuals who are not fully vaccinated are required to provide the agency with weekly testing results.

Q-Are partners like ones who work on our campuses daily or most of the workweek covered? Examples include Governor’s School faculty and K-12 employees who have offices and work on our campuses. 

Answer: Non-state partners who work on our campuses are not required to adhere to ED-18.  However, they are required to follow all safety protocols (masking, social distancing, etc.) that are in place.

Q- We’re very worried about losing employees, specifically adjuncts. Do people who work 100% remote have to do weekly testing?  

Answer:  Instructors who teach 100% online and do not come to campus must report their vaccination status. However, they are not required to take weekly tests.

Q-How will the College know/document whether people are vaccinated? 

Answer: Employees will be provided a link to upload verification to the VCCS or College provided portal. They will also be provided instructions on how to do this.

Q-Will there be a standard form for collecting attestations or do people need to show proof of vaccination?   

Answer: They will need to provide proof of vaccination through the portal.

COVID-19 Testing Procedures for Employees

Q-For those who are not fully vaccinated how will weekly testing be implemented?

Answer:  employees must undergo weekly COVID-19 testing and disclose weekly the results of those tests to the designated agency personnel according to their deadlines.

Q-Who will pay for testing? 

Answer:  The agency will pay for the cost of testing at authorized sites.

Q- What documentation is needed for the testing result?

Answer: Details to be provided as portal information is confirmed.

Q- What kind of tests can be used? (Rapid, PCR).

Answer:  The colleges will communicate their testing process to those required to submit weekly test results.

Q-When, specifically, will we begin requiring weekly testing?

Answer:  Colleges will determine the weekly due date beginning the week of September 7- 10, 2021.

Q-How will we approach those that are days away from their 2-week wait to be considered fully vaccinated? Do we have them test and then days later considered them fully vaccinated?

Answer: Employees who are partially vaccinated, (one dose of a two-dose vaccine or for whom   two weeks following the last inoculation of the vaccine selected have not yet lapsed), must report that they are not fully vaccinated. If they become fully vaccinated, they must report the change and present their documentation.

Employees who are partially vaccinated are subject to additional requirements in the Executive Directive.  These requirements include weekly testing until the employees are fully vaccinated.

Q-What happens if I report that I am partially vaccinated but am unable to take the second half of a vaccination on the due date?  

Answer: Employees who are partially vaccinated, (one dose of a two-dose vaccine or for whom   two weeks following the last inoculation of the vaccine selected have not yet lapsed), must report that they are not fully vaccinated. If they become fully vaccinated, they must report  the change and present their documentation.

Employees who are partially vaccinated are subject to additional requirements in the Executive Directive.  These requirements include weekly testing until the employees are fully vaccinated.

Q-How long are test results considered valid? 

Answer: For purposes of meeting the mandate, test results are valid for only the week in which the results are provided.

Q-Will I be exempt if my doctor has recommended that I don’t get vaccinated due to medical history or a medical condition? 

Answer:  You are not exempt from the requirement to disclose your vaccination status. You will not have to get vaccinated, but you will need to submit to weekly COVID-19 testing if you visit campus or a work location.

Q-Can an employee who requests a religious exemption be exempted from vaccination and testing? 

Answer:  If an employee chooses to be unvaccinated, they must disclose this and submit to weekly testing.  If the employee has a sincerely held religious belief against testing, they can request an accommodation through their Human Resources department.

Q-For those who don’t get vaccinated and for those who won’t submit to weekly testing, what are the consequences? 

Answer: Testing is required for unvaccinated employees. Non-compliance may result in disciplinary action, up to and including termination of employment.

Q-Can an employee file a grievance if terminated for not taking a weekly test? 

Answer: Yes. Non-probationary classified and Faculty ranked employees have access to the Grievance Procedure and Alternative Dispute Resolution Policy, respectively.      

Q-How will compliance with weekly testing be enforced?  

Answer: The portal provides weekly reports to designated personnel.  Employees who do not adhere to the requirements face disciplinary action, up to and including termination of employment.

Q-Local hospitals do not have a vaccine mandate.  Why does the state? 

Answer:  All state employees are required to comply with Executive Directive #18.

Q-If I am on short- or long-term disability do I need to complete the vaccination status form while out on leave or when I am able to return to work? Is completion of this form a condition of my ability to return to work? 

Answer:You are required to complete the vaccination status form when you are able to return to work. And yes, completion of this form is required for you to be able to return to work.

Q- Is PHEL (Public Health Emergency Leave) available for state employees?

Answer: Effective September 1, 2021, PHEL was reactivated. PHEL Provides up to 80 hours of paid leave per leave year to eligible employees to attend to their own medical needs (and/or those of their immediate family members) due to positive cases of COVID-19 as related to the declared public health threat during a pandemic illness. Up to 8 hours of PHEL may be used to obtain a COVID-19 vaccine and/or recover from side-effects resulting from obtaining the vaccine.

Q-Will my manager be informed if I am non-compliant with the vaccination mandate? 

Answer:Yes.

Q- Can I as a manager ask my employees if they have been vaccinated?

Answer:It is not necessary to ask employees if they have been vaccinated. They will be notified of an employee’s status in order to enforce safety protocols.

Q- Is vaccination status protected by to HIPAA?

Answer:  No. An employee’s vaccination status is not considered to be HIPAA protected.

Q- Will the information I supply through the portal be confidential?

Answer: Yes, we consider this information to be confidential and have taken security measures to keep it safe.  Only those who have a need to know will have access to the information.


Resources for Faculty & Staff

DHRM Guidance

HR Request Forms

Medical Accommodations

Religious Accommodations