Overview

State of Washington Governor’s Proclamation 21-14.1 mandates all WSU employees, graduate assistants, and affiliates, regardless of work location, to be fully vaccinated by October 18, 2021, or obtain a medical or religious exemption.

Employees must complete, and supervisors must validate, the COVID-19 Vaccination Verification process in Workday confirming completion of the COVID-19 vaccine regimen or request for a medical or religious exemption by October 4, 2021. 

The COVID-19 vaccination is a condition of employment.  Employees, who are not fully vaccinated or do not obtain a medical or religious exemption, will be prohibited from engaging in work after October 18, 2021.

The previous declaration process does not meet the state mandate. The vaccination verification requirement supersedes the previous vaccination declaration process in Workday.

Vaccination Timeline

Employees should pay attention to dose timelines to ensure they are able to receive the last dose of the selected vaccine regimen at least two weeks prior to the October 18, 2021, deadline

Below is a chart that will assist with key deadlines:

VaccineSeries dose requirementFirst dose no later thanSecond doseCompleted seriesFully vaccinated = two weeks past final dose (must be by October 18, 2021)
Pfizer2 doses, 21 days apart09/13/2110/04/2110/04/2110/18/21
Moderna2 doses, 28 days apart09/06/2110/04/2110/04/2110/18/21
Janssen/Johnson & JohnsonSingle-dose10/04/21N/A10/04/2110/18/21

To be fully vaccinated by October 18. 2021, you must receive the last dose of the selected vaccine no later than October 4, 2021.


Verification Process

All WSU employees, including faculty, administrative professionals, classified staff, temporary hourly (both student and non-student), and graduate assistants, public affiliates, academic affiliates, and contingent workers regardless of work location must verify their vaccination status in Workday. All employees must be fully vaccinated or have obtained a medical or religious exemption by October 18, 2021.

The vaccination verification requirement will supersede the previous vaccination declaration process in Workday.

Non-employee process

Training

HRS will offer informational sessions surrounding the COVID-19 Vaccination Requirement during the month of September. Enroll in an upcoming session through the HRS Employee Training System here.

Visual Confirmation Process

Employee Actions

  1. Complete the “COVID-19 Vaccination Verification” process within Workday.
  2. Show their CDC COVID-19 Vaccination Record Card or other acceptable supporting COVID-19 vaccination documentation to their appropriate supervisor/manager.

Steps are outlined in the COVID-19 Vaccination Verification for Workers

(You will be prompted to sign-in using your Network ID and password, then please refresh your page if the guide does not immediately load.)

Supervisor/Manager Actions

View the CDC COVID-19 Vaccination Record Card or other acceptable supporting COVID-19 vaccination documentation and complete their verification process within Workday.

Steps are outlined in the COVID-19 Vaccination Confirmation for Managers

(You will be prompted to sign-in using your Network ID and password, then please refresh your page if the guide does not immediately load.)

Acceptable Vaccination Documentation

  • CDC COVID-19 Vaccination Record Card or photo of the card;
  • Documentation of vaccination from a health care provider or electronic health record;
  • State immunization information system record; or
  • For an individual who was vaccinated outside of the United States, a reasonable equivalent of any of the above.

Privacy

  • Employees are not to provide copies of their vaccination cards or other supporting vaccination documentation to their supervisors /manager/departments
  • Employees are not to upload copies of their vaccination cards or other supporting vaccination documentation to Workday
  • Supervisors /manager/departments are not to request nor take copies of employees COVID-19 vaccination record cards or other supporting vaccination documentation.
  • Supervisors/Managers are not to use, share or disclose this information for any purpose other than upholding compliance with state regulations
  • Employees are not to ask co-workers or students about their vaccination status outside of as required through the vaccination verification process.

COVID-19 Vaccination Exemptions

Exemptions may be allowed for sincerely held religious beliefs and documented medical reasons. Persons requesting these exemptions are to follow the COVID-19 Vaccination Verification process through Workday and provide the supporting documentation to HRS by Monday, October 4, 2021. 

Should you wish to engage in the exemption process, you are encouraged to submit your request as soon as possible to allow ample time for exemption consideration.

Supporting medical or religious exemption documentation is not to be attached in the Workday request. It is to be submitted to HRS separately, outside of Workday as detailed below.

Steps are outlined in the COVID-19 Vaccination Verification for Workers

COVID-19 Vaccination Exemption Request Forms

Medical Exemption Request FormCompleted forms may be sent to hrs.disabilityservices@wsu.edu or by fax to: 509-335-1259
Religious Exemption Request FormCompleted forms may be sent to hrs.exemptions@wsu.edu or by fax to: 509-335-1259

Exemption Request Timeline

The Workday request for a medical or religious exemption and supporting documentation must be submitted by October 4, 2021. Should you wish to engage in the exemption process, you are encouraged to submit your request as soon as possible to allow ample time for exemption review.

Steps are outlined in the COVID-19 Vaccination Verification for Workers

Frequently Asked Questions (FAQs)

I already completed the “Employee Vaccination Declaration” that was due by August 23, 2021, do I need to complete the vaccination verification process in Workday?

Yes. Personal attestation is not an acceptable form of verification for COVID-19 vaccination under Proclamation 21-14.1. The Proclamation requires verification of an employee’s fully vaccinated COVID-19 status and not just an employee’s personal declaration of their vaccination status as previously allowed by WSU.  All employees must submit their vaccination verification status and be fully vaccinated or have obtained a medical or religious exemption by October 18, 2021.

I have been approved to work remotely and not at a WSU location, do I have to comply with the vaccination verification process?

Yes, all WSU employees, regardless of work location, must comply with the vaccination verification process.

What if I don’t submit my verification or exemption request by October 4, 2021? 

You will not meet the mandated date of October 18, 2021, to be in compliance with the proclamation.  The appropriate employee process for separation will be initiated.

Can I provide a copy of my CDC COVID-19 Vaccination Record Card to my supervisor/manager?

No. This verification process will only require the supervisor/manager to visually verify supporting documentation.  A copy is not required.

My supervisor/manager has requested a copy of my CDC COVID-19 Vaccination Record Card, do I need to give them a copy?

No. WSU is not requiring a copy of your vaccination record card.  This verification process will only require the supervisor/manager to visually verify supporting documentation.

Can I show my CDC COVID-19 vaccination record card, photo of the card or other approved proof of vaccination to my supervisor/manager via Zoom or Teams?

Yes. You may show your card or other approved proof of vaccination during an individual one-on-one setting via Zoom or Teams with your supervisor/manager.

As a manager can I verify all my direct reports vaccination records during a group meeting?

No. Do not verify vaccination statuses in a group setting. Complete the visual verification process for your direct reports in a 1:1 setting either in person or via Zoom/Teams.

For visual confirmation, how will I know if vaccination proof is legitimate?

You must examine the documentation your employee presents and if the document reasonably appears to be genuine and to relate to the individual, you may accept the document.

Acceptable Vaccination Documents:

  • CDC COVID-19 Vaccination Record Card or photo of the card;
  • Documentation of vaccination from a health care provider or electronic health record;
  • State immunization information system record; or
  • For an individual who was vaccinated outside of the United States, a reasonable equivalent of any of the above.

However, if the employee provides a document that does not reasonably appear to be genuine and relate to them, you must reject that document and ask for other documents that satisfy the vaccination verification requirement.

If my employee has submitted their verification, when will I see a change on the Manager’s COVID-19 report?

The CR HCM COVID-19 Vaccination Verification Manager report is updated every hour at the half-hour mark. For example, if your employee submitted their verification at 1:45, try checking the report again at 2:30.

What is “fully vaccinated”?

A person is fully vaccinated against COVID-19 two weeks after they have received the second dose in a two-dose series of a COVID-19 vaccine authorized for emergency use, licensed, or otherwise approved by the FDA (e.g., Pfizer-BioNTech or Moderna) or two weeks after they have received a single-dose COVID-19 vaccine authorized for emergency use, licensed, or otherwise approved by the FDA (e.g., Johnson & Johnson (J&J)/Janssen.)

What if an employee received the vaccine in another state or country?

If an employee received one of the FDA-approved COVID-19 vaccines, Pfizer, Moderna or Johnson and Johnson, in another state or country, they are in compliance with the proclamation. If you have employees participating in approved clinical trials or who have been fully vaccinated with a WHO approved vaccine, please contact HRS.

What if I’m not fully vaccinated by October 18, 2021?

In accordance with the Governor’s Proclamation 21-14.1, all employees must be fully vaccinated by October 18, 2021, as a qualification of fitness for continued employment unless they have been granted accommodation for religious or medical reasons.  There may be continued or additional safety requirements for employees who are granted accommodations.  Absent an approved medical or religious accommodation, employees who do not meet the vaccine condition for continued employment will be separated from employment in accordance with the appropriate employee processes.

If I am separated from employment due to failure to comply with the COVID-19 vaccination requirement, do I qualify for unemployment?

Unemployment determinations are made by the WA State Employment Security Department. For more information visit esd.wa.gov/unemployment

What are the requirements for receiving an accommodation based on medical reasons?

Complete the request within Workday and submit the Medical Exemption Request Form to HRS.disabilityservices@wsu.edu. HRS will review the exemption form submission and work directly with the employee regarding their requested exemption.

What are the requirements for receiving a religious exemption?

An employee who has a sincerely held religious belief that prevents them from being vaccinated against COVID-19 may request an accommodation. Complete the request within Workday and submit the completed Religious Exemption Request Form to hrs.exemptions@wsu.edu. HRS will review the exemption form submission and work directly with the employee regarding their requested exemption.

I am requesting a medical or religious exemption, what will my supervisor/manager see as my exemption reason?

The Workday process will show as “in process” when an exemption is requested and will be updated to “complete” once reviewed and accepted.  HRS will work directly with employees regarding their requested exemption as needed.

Does the vaccination requirement apply to new hires?

Yes, hiring managers are to ensure new hires meet the requirement by October 18, 2021. 

After October 18, 2021, does the vaccination requirement apply to new hires?

Yes, the vaccination verification requirement is a condition of employment and required for all WSU employees. 

My new employee will be starting soon. Can they submit their COVID-19 Vaccination Verification Request before their start date?

Future workers/employees cannot complete the request until their hire date.

Can I delegate or reassign the “close step” for my worker/employee COVID-19 Vaccination Verification Request?

Contact HRS with any questions regarding delegation or reassignment for these requests. HRS will provide guidance specific to your situation.

A former worker/employee is showing up on my Manager’s report who no longer works for me. How do I remove them from my report?

If someone is on your report who is no longer working, please end job/terminate the worker in Workday as the system is seeing them as active when they should not be.

Updated: 9/8/2021