For teachers and staff: Immunization status reports



This message was sent to faculty and staff by email on August 2, 2021.

Dear teachers and staff,

Earlier today, the University of Rochester, along with officials from Rochester Regional Health, the Monroe County Health Department and others jointly announced that each will require employees to be vaccinated against COVID-19 or undergo regular and frequent COVID testing and more stringent safety protocols, including daily symptom tracking and indoor masking. The entire UR Medicine health system of hospitals, nursing homes and home care agencies also participate in the program. This decision is in keeping with the University’s ongoing commitment to the health and safety of every member of our community, which is our top priority.

To implement this requirement and manage public health at our university, all faculty and staff, including those working in a hybrid or remote model, are required to report their immunization status by Monday August 16, by completing the online form COVID Vaccine Participation Form. The University has already started collecting this information from returning students to campus, as well as faculty and staff at the medical center.

Those who do not report their immunization status by the August 16 deadline will be referred to the Provost’s Office (for faculty) or the Human Resources Department (for staff) for follow-up.

Employees who have not already submitted an online vaccination form are asked to do so as soon as possible before August 16. do not have to complete the form since their information is already in the University system. Please be assured that the immunization information submitted to the University will be not affect the employment status of an employee.

To submit a vaccination form:

  1. Connect to the COVID Vaccine Participation Form. To access the form, employees must be on site at the University or connected to the University’s secure network Virtual private network, and must enter their user name and password (Active Directory credentials used to connect to a work computer or university e-mail). The University operates a secure and reliable system through the Strong Memorial Hospital. Therefore, the form will bear the Strong Memorial Hospital mark, even if it is used by all University employees. If you are having trouble logging in, please call the University’s IT Helpdesk at (585) 275-2000 or email [email protected]
  2. Complete the survey. Those who claim to be vaccinated will then be asked to submit proof of vaccination.

The medical center will continue with its existing reporting procedures in accordance with New York State Department of Health requirements. Managers whose employees do not have access to a computer during working hours must accommodate the staff so that they can complete this process on working time.

Members of the university community who have not yet been vaccinated and wish to be vaccinated should receive a single dose of Johnson & Johnson vaccine, or the first dose of Moderna or Pfizer vaccines by Wednesday September 8.

Professors and staff who choose not to be vaccinated will need to participate in a regular program of COVID nasal swab PCR testing, complete the Dr Chat Bot daily questionnaire (note that all employees who work in clinical areas are still required to complete Dr. Chat Bot daily, regardless of immunization status; and all unvaccinated personnel are required to complete Dr. Chat Bot, whether or not they are not on site), and wear a face mask at all times at the University. These protocols also apply to employees who are in the process of being vaccinated between the August 16 reporting deadline and receiving their single dose of Johnson & Johnson vaccine or the first dose of Moderna or Pfizer vaccine by 8 September, as well as the following two-week period for immunity to take effect.

Testing for unvaccinated employees will begin Monday, September 20. Details of the testing program, which is being worked out by URMC employee health and the university health service, will be released by mid-September.

The University will sponsor vaccination clinics on campus from August 18 to 24 so that employees can receive the vaccine easily and easily. Details on the clinics will follow in a separate electronic communication. In addition, the Finger Lakes COVID-19 Vaccination Center and the Monroe County COVID-19 Vaccine Webpage have up-to-date information on how to get a vaccine today. Once vaccinated, employees will be able to edit their information on the COVID Vaccine Participation Form.

A reminder that employees are given up to four hours of paid time off to receive the vaccine without having to use their existing PTO, sick time or vacation. In addition, the University offers a paid day of immunization to full-time and part-time employees who experience serious side effects after receiving the single-dose Johnson & Johnson vaccine or the second dose of Moderna or Pfizer vaccines.

All vaccinated members of the university community who wish to wear a face mask for additional protection are encouraged to do so; the University provides face masks free of charge at distribution points on campus.

For more information on vaccination and testing / masking requirements, see the FAQs available on the University’s COVID-19 Resource Center. Please contact ASK URHR ([email protected]) for any further questions.

Thank you in advance for completing the form and helping to promote the health and safety of our university community. Your participation is essential as we look forward to the new academic year with optimism.


Sarah C. Mangelsdorf
President and G. Robert Witmer, Jr. University Professor

Marc Taubman
CEO, University of Rochester Medical Center and Dean, Faculty of Medicine and Dentistry

Sarah peyre
Acting Marshal

Kathleen gallucci
Vice-President and Chief Human Resources Officer


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