UC Santa Cruz 2020-2021 Flu Vaccination Program Guidelines for Employees

I. Purpose and Scope

Pursuant to University of California Executive Order issued on July 31, 2020 and revised on September 29, 2020, by President Napolitano and President Drake respectively, a flu vaccine is strongly encouraged for all University employees by October 31, 2020.  For those University employees living, learning, or working on premises at a UCSC location, they are required to comply with the Flu Vaccination Program by taking one of the following actions no later than October 31, 2020: 

  • Receive the 2020-2021 flu vaccine; OR
  • Obtain approved medical exemption; OR 
  • Obtain an approved accommodation that excuses the flu vaccine for a disability or sincerely held religious beliefs.

For these Guidelines, employees are defined as faculty, staff and other academic appointees. The purpose of these Guidelines is to outline the process to comply with the Executive Order and to address non-compliance with the Executive Order. 

II. Authority and Responsibility

Department heads and supervisors are responsible for communicating the importance of adhering to these Guidelines. Department heads and supervisors will consult with their assigned Employee Relations Analyst or the Academic Personnel Office as issues or questions arise.

III. Guidelines

All employees are expected to comply with the Flu Vaccination Program by October 31, 2020. No employee may report to work on-site or access any facility at any location owned, operated, or otherwise controlled by the University unless they have received the flu vaccination, or have been granted an approved medical exemption or disability or religious accommodation which excuses a flu vaccine, as described below.   Employees working remotely are expected to observe these guidelines as a condition to accessing UC premises. Newly hired employees with start dates of November 1, 2020 – April 30, 2021, will be required to provide attestation of immunization during the onboarding process. Employees entering any facility owned, operated, or controlled by the University must also complete the UC Santa Cruz COVID-19 Symptom Check Questionnaire


Reporting Immunizations

Staff and academic employees must complete  and submit the Influenza Vaccination Attestation Form by October 31, 2020, reporting one of three (3) possible responses:

  • Yes - I have received or will receive the flu shot for AY 20-21 on or before November 1, 2020 
  • No - I have not yet received the flu shot
  • No, but I have a University approved medical exemption
  • No, but I have a University approved disability or religious accommodation that excuses the flu vaccine requirement.

Individuals requesting an accommodation shall follow up with the campus’ Disability Manager or their supervisor/department chair as outlined below.

Please note that individuals who are working remotely and are not planning to access any University owned, operated, or controlled facility between November 1, 2020 – April 30, 2021 are not required to complete the attestation form.

Request for Medical Exemptions & Disability Accommodations

Employees may request a disability accommodation or medical exemption by contacting Kelly Roberts, UC Santa Cruz Disability Manager, by email at roberts@ucsc.edu, or by phone at 831-459-4602 on or before October 31 1, 2020. Employees will be directed to submit supporting medical documentation and engage in the interactive process with Ms. Roberts. 

Requests for Religious Accommodations

Individuals may request an accommodation based upon their sincerely held religious beliefs. For individuals who complete the Influenza Vaccination Attestation Form and identify an objection based upon a religious belief, those individuals should contact their supervisor and/or department manager to discuss the requested accommodation based on a sincerely held religious belief on or before November 1, 2020.  Additionally, employees who wish to request an accommodation based upon their sincerely held religious beliefs are required to complete and submit a Employee Religious Accommodation Request Form when completing the Influenza Vaccination Attestation Form.  Forms should be submitted to staff supervisors or department chairs. Academic and staff supervisors should work with Academic Personnel or Employee & Labor Relations, respectively, prior to engaging in discussions for a religious accommodation with an employee.

Non-Compliance

Academic and Staff supervisors are encouraged to meet and follow-up with employees on their steps to adhere to these Guidelines and ensure compliance by the deadline of October 31, 2020. Employees who do not certify that they have received the 2020-2021 flu vaccine or have an approved exemption or accommodation which excuses the flu vaccine will not have access to University facilities. If the inability to access University facilities affects an employee’s ability to perform job functions, the supervisor will work with the employee to find alternatives, if available and feasible, but may lead to consequences as determined by the employee’s supervisor.

Support

Staff employees should contact their Employee Relations representative for more information or questions.

Academic appointees (faculty and other academic appointees) should contact their academic divisional coordinator for more information or questions.

IV. Resources

UC Executive Order for Mandatory Flu Vaccines
UC Frequently Asked Questions
CDC Guidelines 
UC Santa Cruz Flu Shot Clinics 
Influenza Vaccination Attestation Form for Staff and Academic Employees
Employee Religious Accommodation Request Form