Vaccine Protocols

Introduction

The Biden Administration announced on Nov. 10 that covered federal contractors now have until Jan. 18, 2022, to certify that their employees are fully vaccinated.

Following the revised guidance, Auburn University employees will have a few more weeks to receive their COVID-19 vaccinations. Unvaccinated employees who have not already received a medical or religious accommodation must receive their final vaccination dose–either their second dose of Pfizer or Moderna, or single dose of Johnson & Johnson–by Jan. 4, 2022, in order to be fully vaccinated by Jan. 18, 2022.

Faculty – Must verify status by Dec. 15 for spring assignments

Spring 2022 classes begin on Jan. 12 for Auburn University and Jan. 10 for Auburn University at Montgomery. For the university to be prepared for the spring semester and be able to assign courses to instructors who will be permitted to teach after Jan. 18, all faculty must verify their vaccination or exemption status by Dec. 15.

By Dec. 15, in order to retain spring semester teaching assignments, all full-time and part-time faculty and undergraduate and graduate student teaching assistants must provide one of the following to their Human Resources liaison/verifier:

  1. Verification they are fully vaccinated.
  2. An approved medical or religious exemption email from AA/EEO.
  3. Verification of having received at least one dose of the Moderna or Pfizer vaccine and documentation of an appointment to receive the second dose by Jan. 4, 2022.
  4. Documentation of an appointment to receive the Johnson & Johnson vaccine by Jan. 4, 2022.
  5. Proof of a pending exemption request with AA/EEO.

Faculty members that fall into categories 3-5 above will still be required to provide documentation of full compliance with university policy by Jan. 18.

Vaccine verification

By Jan. 18, 2022, all employees must submit proof of full vaccination or receive an exemption. Auburn University employees can visit the vaccine protocol website for instructions on how to verify their vaccination status, and AUM employees can visit the vaccine protocol website for instructions on how to verify their vaccination status. 

The university is now verifying the vaccination statuses of employees. Please read below for additional information.

If you have additional questions that are not addressed on the website, please contact your HR Liaison or email univhr@auburn.edu. (An FAQ section is posted at the bottom of this page.)

Verification and Documentation

If you seeking verification of your vaccination status, you must present the following to your HR Liaison/Verifier:

  1. Your picture identification

  2. Your CDC vaccination card or other acceptable documentation, as listed below

  3. A signed copy of your Vaccine Verification Attestation Form (The form can also be obtained from the HR Liaison/Verifier at the time of the review.)

If you are seeking an exemption, you must present the following to your HR Liaison/Verifier:

  1. Your picture identification

  2. An approved exemption email from AA/EEO (An employee seeking an exemption request is strongly encouraged to submit it no later than November 15 to ensure timely review.)

  3. A signed copy of your Vaccine Exemption Attestation Form (The form can also be obtained from the HR Liaison/Verifier at the time of the review.)

Documentation 

  • Employee vaccination status will be verified by visual review of CDC vaccination cards or other acceptable documentation. At this time AU will not require employees to upload or provide copies of vaccination records for AU to retain. Other acceptable documentation includes:

    • A copy of the record of immunization from a health care provider or pharmacy

    • A copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020)

    • A copy of medical records documenting the vaccination

    • A copy of immunization records from a public health or State immunization information system

    • A copy of any other official documentation verifying vaccination with information on the vaccine name, date(s) of administration, and the name of health care professional or clinic site administering vaccine.

    • An approved exemption email from AA/EEO. An employee seeking an exemption request is strongly encouraged to submit it no later than November 15 to ensure timely review.

  • HR Liaisons and/or their designee(s), along with Auburn University Human Resources personnel, will serve as Verifiers and conduct compliance verification.

The Verification Process

  • Employees must present their identification at the time of verification.

  • Verifiers will review the card/documentation and confirm compliance status.

  • Verifiers will not make copies of any documentation that is presented.

  • At that time, an employee will be required to provide a signed attestation form certifying that the documentation presented is true/accurate and acknowledging that AU may require copies of cards/documentation at a later time.

  • The visual review should be conducted in person, or virtually via Zoom/other video-meeting platforms. If conducted virtually, an employee may email the signed attestation form to their HR Liaison. However, an employee must not share any other documents via email.

  • An employee will receive additional information from their HR Liaison about verification opportunities within their department.

  • You can visit the AU Administrative Complex at 1550 E. Glenn Ave. weekdays between 7:45 a.m. and 4:30 p.m.

  • Designated HR Liaisons and HR Staff are the only ones authorized to ask an employee about their compliance status.

 

Frequently-Asked Questions

Yes, you can verify your status via Zoom by showing your vaccination cards to the HR Liaison or Verifier. You should receive information from your respective department regarding verification opportunities.

Yes, you can show a digital scan to your HR Liaison/Verifier – either in person or via Zoom – at the time of your verification appointment.

You should not email a copy of the card to your HR Liaison, Verifier or Auburn University Human Resources. You will need to share it with your HR Liaison/Verifier in person or via Zoom.

All vaccination providers must report COVID-19 vaccinations to the state health department’s immunization information system (IIS). Anyone who did not receive a vaccine card or has lost it should first contact their vaccination provider. If you can’t reach your provider, contact the State health department to request a copy of your vaccination card. The process may take one to two weeks.

By law, AU is not able to obtain individual employee vaccination information from any physician or clinic, including the AU Medical Clinic or AUPCC. You must share your vaccination information with your HR Liaison or Verifier.

If the vaccine you received is approved for use by the World Health Organization, then that will suffice. The list of approved vaccines includes:

  • Moderna (mRNA-1273)

  • Pfizer/BioNTech (BNT162b2)

  • Janssen (Johnson & Johnson) Ad26.COV2.S

  • Oxford/AstraZeneca (AZD1222)

  • Serum Institute of India (Covishield Oxford/AstraZeneca formulation)

  • Sinopharm (Beijing) BBIBP-CorV (Vero Cells)

  • Sinovac (CoronaVac)

No. An authorized COVID-19 booster shot is not currently required under the university’s policy.

Please contact AA/EEO at 844-4794 for additional information on obtaining an exemption. If you are seeking an exemption, you must present the following to your HR Liaison/Verifier:

  • Your picture identification

  • An approved exemption email from AA/EEO 

  • A signed copy of your Vaccine Exemption Attestation Form(The form can also be obtained from the HR Liaison/Verifier at the time of the review.)

Please contact the HR Liaison for the department that you worked for so they can begin the process of having your name removed from the employee list.

Last updated: 11/11/2021