FAQs for Employees
Updated: August 24, 2021
Are employees required to be vaccinated?
Yes. As of Aug. 19, all full- and part-time faculty, staff, and wage employees of Virginia Tech are required to be vaccinated and report their vaccination status by Oct. 1, 2021. All new employees hired after Aug. 30, 2021 will be required to provide proof of vaccination prior to starting employment at Virginia Tech. Read more in the Presidential Policy Memorandum No. 317.
Why is Virginia Tech requiring that vaccination information be registered?
Having the Virginia Tech community vaccinated is the surest and safest way to prepare for a successful fall semester, and requiring proof of vaccination allows us to better monitor the community's overall health. As we work toward our goal of providing an in-person experience for students this fall, registering vaccine information is an important step toward easing campus restrictions and returning to in-person activities and events as we have enjoyed them in the past.
Is there a deadline for registering my vaccine information?
Yes. The deadline for employees to report that they have received the full course of vaccine doses (one or two, depending on the vaccine) or to seek an exemption due to a medical condition or sincerely held religious belief is Oct. 1, 2021. If employees have already reported their vaccination information, there is nothing else they need to do.
Failure to report vaccination or to seek an exemption by the Oct. 1 deadline will result in HR action up to and including dismissal.
I have already reported my vaccine information to Virginia Tech. Is there anything else I need to do?
No. If you are fully vaccinated and have already reported your vaccine information, there is nothing else you need to do.
What does it mean to be fully vaccinated?
According to the Virginia Department of Health, people are considered fully vaccinated two weeks after their second dose in a two-dose series, such as the Pfizer or Moderna vaccines; or two weeks after a single-dose vaccine, such as the Johnson & Johnson Janssen vaccine.
Employees should submit the images of their vaccine card as soon as they have received the final dose of their vaccine, but they should continue to wear a mask and will be tested until they are fully vaccinated.
Where do I upload my vaccination record?
Employees will use the COVID-19 Vaccination Status Self-Reporting form, developed by Virginia Tech, to report vaccination information and upload an image of their vaccination cards. Find more information and instructions on the vaccination section of the Ready site.
I'm both a student and an employee – how should I upload my vaccination record?
All full- and part-time students, including undergraduate, graduate and professional, and student-wage employees, should report vaccinations through the Online Student Health Portal. Learn more about student vaccine requirements and instructions.
Employees who are registered for classes must upload their vaccination record through the COVID-19 Vaccination Status Self-Reporting form.
I am working remotely now. Do I need to register my vaccination information?
Yes. All university employees, regardless of the location of their Virginia Tech employment, will be required to be vaccinated.
How can I get a vaccine?
To get a vaccine:
- Employees in the New River Valley: Visit the New River Health District’s website for upcoming vaccination clinics.
- Employees in other parts of Virginia: Visit your local health district office’s website.
- You may also use vaccines.gov to book a vaccination appointment with a national pharmacy.
As a reminder, both Moderna and Pfizer vaccines require individuals to wait up to four weeks in between doses, so employees who are not vaccinated should get their first shots as soon as possible to meet the Oct. 1 vaccination registration deadline.
What if I don’t want to get vaccinated?
Employees are required to be vaccinated as a condition of their employment unless they are granted an exemption by Virginia Tech's Office for Equity and Accessibility on the basis of a medical condition or sincerely held religious belief. Employees who receive a vaccination exemption will be required to participate in the university's surveillance testing program. No exemptions will be granted for testing.
Employees who do not provide vaccination information or do not have a vaccination exemption through the Office for Equity and Accessibility may result in disciplinary action, up to and including termination of employment.
I am an employee and have not received a vaccine because of a medical condition or sincerely held religious belief. What should I do?
Employees who need to request an exemption from vaccination because of a medical condition should contact ADA and Accessibility Services at email@example.com.
Employees who need to request an exemption from vaccination because of a sincerely held religious belief should fill out the Religious Exemption Certification Form and submit it to the Office of Equity and Accessibility at firstname.lastname@example.org.
I have received a vaccination exemption due to a medical condition or sincerely held religious belief. Can I also be exempted from testing?
No. Employees who receive a vaccination exemption will be required to participate in the university's surveillance testing program. No exemptions will be granted for testing. Employees who work fully remotely will be excluded from testing if they have a fully approved Flexible Work Arrangement Agreement or Change of Duty Station Request on file.
Which employees will be tested as part of the university's surveillance testing program?
Employees who receive a vaccination exemption from the Office for Equity and Accessibility will be required to participate in the university's surveillance testing program. No exemptions will be granted for testing. Employees who work fully remotely will be excluded from testing if they have a fully approved Flexible Work Arrangement Agreement or Change of Duty Station Request on file.
Which COVID-19 vaccines is Virginia Tech accepting?
Virginia Tech is currently accepting vaccines that are authorized in the United States by the FDA, which includes Pfizer-BioNTech, Moderna, and Johnson and Johnson (J&J)/Janssen COVID-19 vaccines, or those authorized by the World Health Organization (e.g., AstraZeneca/Oxford and Sinopharm). See the list of acceptable vaccines.
I lost my vaccine card. What should I do?
Anyone vaccinated in Virginia can request a copy of their record from the Virginia Department of Health (VDH) using the Immunization Request Form. Those vaccinated in another state can find the contact information for that state’s Immunization Information System here.
I have two vaccine cards. What should I do?
Anyone who received separate vaccine cards for each dose of a multi-dose vaccine (e.g., Pfizer, Moderna) should upload a photo or scanned copy of the front of each card.
I made a mistake uploading my vaccination documentation. What should I do?
Employees can update their record at any time. They should log back into the COVID-19 Vaccination Status Self-Reporting form to make corrections to the information they entered or to upload a new image of their vaccine card.
Do I have to wait until I receive the final dose to upload my proof of vaccination?
Yes. Employees that have only received the first dose of a multi-dose vaccine (e.g., Pfizer or Moderna) should wait until after they have received the final dose to complete this process.
How do I know if my vaccination information was recorded in the system?
After an employee completes the vaccination reporting and uploads an image of their vaccination card, they will receive an email confirming that their information has been recorded in the system.
If an employee does not receive a confirmation email, they should log back into the COVID-19 Vaccination Status Self-Reporting form and select "View History" to review the information they originally submitted and make sure the image of their vaccination card is included, then resubmit.
Employees that continue to have technical issues with the reporting system can contact 4Help at email@example.com.
If I completed the vaccine survey in Spring 2020, do I still need to upload my vaccination card?
Yes. The previous vaccine survey did not ask for the vaccination card to be uploaded and no information was stored for the individuals who responded to the survey.
I am vaccinated. Do I need to continue the Hokie Health ✔ self-assessment prior to coming to a Virginia Tech facility?
Employees that are fully vaccinated do not need to complete the Hokie Health ✔ daily self-assessment. Individuals should continue to monitor their health, follow public health guidelines, and stay home when sick.
At the discretion of deans or vice presidents, some departments within Virginia Tech may require employees to continue a daily attestation process independent of the Hokie Health ✔ self-assessment.
Will my vaccine information be protected in the systems that Virginia Tech is using?
Yes, any information employees provide, including the image of their vaccination card, will be secure and maintained in accordance with all applicable laws and public health regulations.
Who do I talk to if I have questions about registering my vaccine information?
Employees should contact the HR Service Center at firstname.lastname@example.org. Students should contact Schiffert Health Center at 540-231-6444.