Action Required: Updated Employee Vaccination Submission Instructions

Dear staff and faculty,

As communicated on December 6, 2021, Smith College has updated its vaccine policy to require all eligible students, staff and faculty to receive COVID-19 booster shots. Effective Friday, January 21, 2022, all vaccinated students, staff and faculty will be required to receive a booster shot within 30 days of becoming eligible.

Thanks to our colleagues in Information Technology Services, all employee COVID-19 vaccination records will now be housed in Workday. All employees must submit their complete COVID-19 vaccination history - from initial shots to boosters - through the new Workday function. Please upload your information as soon as possible, and no later than January 21 (or within 30 days of becoming eligible for a booster). Instructions on uploading this required documentation can be found on the Workday Help site. While we recognize that this process will require multiple uploads, Workday will be our system of record for employee vaccination and testing and tracing going forward.

If you have not yet scheduled your booster shot, please do so immediately to meet the January 21 deadline. Booster shots are widely available. Please visit https://vaxfinder.mass.gov/ to find a location and schedule your booster.

We have provided answers to frequently asked questions below. If you need further assistance on any of the following topics, please contact the team listed below. 

• I need help with the Workday vaccination interface
  Contact: Please review the step-by-step directions on the Workday Help site; if you have additional questions, please email workday-help@smith.edu.
• I have questions about this or other HR policies
  Contact: hr@smith.edu

I’ve already submitted my vaccination records to Smith’s patient portal; do I need to resubmit them to Workday?
Yes. You may download your existing vaccination card image from the Patient Portal by logging in, selecting “Uploads” and downloading your records from “Documents already on file” at the bottom of the screen. Selecting “View File” will also download the record for you.

I can’t find my vaccination card. What should I do? 
You may re-submit the images you already uploaded to the Patient Portal by following the instructions above. If you are still unable to provide documentation, please contact your vaccination provider or review Massachusetts guidance for requesting a copy.

I haven’t gotten my booster yet. Do I need to wait to upload all of my information at once?
No—you may upload the vaccination records you have now and add your booster information as soon as it is available. 

Thank you for your continued help keeping the Smith community safe and healthy. 

On behalf of the Vaccine Group,

Anne-Marie Szmyt

Associate Vice President for Human Resources

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