COVID-19 Vaccination Status Reporting
Gov. Northam’s Executive Directive 18 requires all state employees and state contractors to disclose their COVID-19 vaccination status by September 1, 2021. All full-time and part-time employees, including newly hired or transferred employees from other state agencies, teleworkers, volunteers, work-study students, and interns, are required to disclose their status.
The VCCS System Office has launched a vaccination reporting tool for disclosing your vaccination status. To access the tool, log into MyVWCC using your login credentials. From there:
- Select SIS, and then from the staff home page, select the Health Forms tile.
- Select Fill out a new form
- Ensure that you have a copy of your vaccination card ready to upload. You can access SIS through most phones or tablets, and then select the picture from your photos. Or, you can email a picture of the card and save it on your computer if you prefer to complete the form in that manner. Please note that your submission will not be considered complete until a copy of the card is included. Please contact the Help Desk if you are having trouble uploading your picture.
For quick access, the following link should take you directly to the form (you will still need to log in using your MyVWCC credentials): Vaccination Status Form.
An instructional video on how to navigate the tool can be accessed at the following link: Vaccination Tool Instructional Video.
Once you have submitted your vaccination disclosure, it will be routed to Human Resources or the college’s COVID Coordinator for approval. Once approved, you will receive a confirmation email closing the loop. Please retain a copy of this email for your records.
It is important to complete your disclosure by the September 1, 2021 deadline as it will inform the second piece of Executive Directive 18 – Weekly Testing. As you are aware, individuals who disclose that they are not fully vaccinated or refuse to disclose vaccination status will be expected to provide weekly test results, unless specific exemptions apply. We are working to finalize the testing process for Virginia Western and will share information as soon as possible.
If you have questions about the process or ED-18, please reach out to a member of your HR team or Lori Baker, COVID Coordinator, at 540-857-6067.
If you have technical questions, please reach out to the Help Desk at 540-857-7354.
COVID-19 Weekly Testing Reporting
As with so many things, the environment around vaccinations and testing continues to evolve. We appreciate your understanding and patience as we work to execute ED-18 and try to stay abreast of the latest recommendations and guidance. We will continue to add or edit this page as information related to ED-18 becomes available.
Who will have to submit weekly test results?
Testing requirements are informed by the vaccination status you disclosed:
- Fully Vaccinated – there are no testing requirements.
- Not Fully Vaccinated – weekly test required.
- Refuse to Disclose – weekly test required.
If you have not yet completed your disclosure, you will be considered as “not fully vaccinated” and will be required to provide weekly test results. If you need a copy of your vaccination record, you may visit the following to request one: Immunization – Division of Immunization (virginia.gov).
How will the tests work?
The college bears the responsibility of providing you with access to weekly tests that may be taken during your normal work hours at no cost to you. We are in the process of procuring tests that can be taken at your own home or in a private space on our campus. These are rapid-result tests and are not sent to a lab for analysis. After taking the test, you will access a reporting feature through a portal similar to the one for disclosure and share with us the date you took the test and the result. We will not be asking for uploaded documentation, but you will attest to the accuracy of your submission. We will be determining a standard weekly deadline for the college that will be shared with the individuals required to test, along with additional details about the test itself and the process.
When will we start testing?
An exact date is still being determined and is influenced by the arrival of the test kits and the readiness of the reporting portal. If all things run smoothly, we hope to be able to provide specific information to individuals required to provide weekly test results next week and commence with reporting the week of September 13th.
How long will we have to provide weekly test results?
ED-18 did not provide a definitive time frame for assessment of this requirement or a potential end date. At this time, supply chain permitting, we intend to have enough tests to cover the rest of this calendar year.
What if my vaccination status changes?
Some of you have received one of two doses or have indicated that you intend to receive a vaccination in the future. Once you are considered fully vaccinated, you may provide your updated information to Human Resources or complete a new disclosure through the portal. Once approved as fully vaccinated, you will no longer have to provide weekly test results. An individual is considered fully vaccinated once two weeks have passed after the second dose of a two-shot vaccine or the only dose of a single-shot vaccine.
Does everyone who is not fully vaccinated need to provide weekly test results?
Generally speaking, yes. However, there are select instances where the weekly test requirement may be waived. Those include:
- Individuals with a documented, approved medical exemption.
- Individuals with a documented, approved religious exemption.
- Individuals who are working fully remote (not on our campus or interacting with the public as part of their job duties). If a fully remote individual has a need to come on campus, they must test prior to accessing our campus or any other Virginia Western facility.
- Individuals who have a confirmed positive case of COVID-19 within the past 90 days. An individual who has a confirmed positive COVID-19 test will be exempt from the weekly testing requirement for 90 days following their release from quarantine. Once the 90-day period ends, if they are still not fully vaccinated, weekly tests will be required again.
More information will be forthcoming for individuals who will be required to provide weekly test results, but we hope that this helps to answer some of the biggest questions.