University of Minnesota  Procedure

Certification of COVID-19 Vaccine Documents

Submission of Documents

Documents required to be submitted under this policy, including but not limited to documentation of vaccination and forms used to request an exemption, must be scanned, or photographed to create a digital image, and uploaded into PeopleSoft by or on behalf of Covered Individuals, unless such documentation is or has been submitted by or on behalf of a Covered Individual under procedures established by the Office of Graduate Medical Education for health sciences learners including Medical School Residents (job code 9556 and 9559) and Medical School Fellows (job code 9555 & 9554).

Human Resources staff (“HR Administrators”) may be designated by the Senior Director of Labor and Employee Relations to upload COVID-19 vaccination documents on behalf of Covered Individuals when necessary or appropriate, including a Covered Individual’s disability, lack of technology, or language barrier. For individuals not fluent in English, forms and other necessary information will be translated.

Uploaded documents may be audited at any time. Covered Individuals who knowingly submit fraudulent or incomplete documentation will be subject to disciplinary action up to and including immediate termination of employment and may also face criminal penalties under federal and state law, including 18 U.S.C. § 1001 and Minn. Stat. §182.667.

COVID-19 Vaccine Certification Requirements

Covered Individuals must certify their compliance with the University’s COVID-19 vaccination requirements as described below.

Acceptable Vaccines

Acceptable COVID-19 Vaccines are those approved or authorized for use by the U.S. Food and Drug Administration or World Health Organization to prevent COVID-19. Vaccines meeting this definition currently include Pfizer-BioNTech (Comirnaty, Tozinameran), Moderna (Spikevax), Janssen/Johnson & Johnson, AstraZeneca/Oxford (Vaxzevria), Novavax/Nuvaxovid, Bharat Biotech/Covaxin, Serum Institute of India/Covishield, Serum Institute of India/Covovax, Sinopharm/Beijing (Covilo), Sinovac/CoronaVac, and CanSino/Convidecia.

In addition, officially documented clinical trial participants from a U.S. site who have received the full series of an “active” (not placebo) COVID-19 vaccine candidate, for which vaccine efficacy has been independently confirmed by a U.S. data and safety monitoring board or equivalent recognized by the U.S. Department of Health and Human Services, can be considered fully vaccinated two weeks after they have completed the vaccine series.

Vaccine Documentation

Acceptable documentation includes the following evidence that acceptable vaccine was administered:

  • A digital image of the Covered Individual’s completed CDC COVID-19 Vaccination Record Card (must be the card provided by the medical provider/pharmacist that administered the shot(s)).
  • A digital image of the Covered Individual’s record of COVID-19 vaccination from the Minnesota Department of Health Minnesota Immunization Connection (MIIC) or another official State immunization information system. Covered Individuals can link to this system using the Docket app, which is available for multiple phone and computer platforms.
  • A digital image of the Covered Individual’s record of COVID-19 vaccination prepared by the health care provider or pharmacy that administered the shot(s).

Employee Certification

Covered Individuals who provide documentation of vaccination for uploading into PeopleSoft must verify the documentation by entering, for each dose of vaccine received, the following information from the documentation:

  • The date on which the dose was received.
  • The vaccine product name or manufacturer.
  • If listed on the document or known to the Covered Individual, the healthcare provider who administered the vaccine, or the clinic site where the vaccine was received.

The Covered Individual must agree to the following certification:

I certify that the manufacturer name and dose date information I have provided about my Vaccination Series is true and accurate and shown on the Proof of Vaccination I have provided. I understand that any intentional misrepresentation in the information I have provided could result in disciplinary action under the University of Minnesota policies. I further agree the information I have supplied may be used by the University to verify my compliance with the University's Vaccination Requirements and agree to comply with the University's Testing Requirements and other COVID- 19 Safety Protocols while I am employed at the University.

Covered Individuals who cannot upload the documentation themselves due to a disability, lack of access to technology, or a language barrier can contact their local HR unit for assistance or referral to a HR Administrator. If a Covered Individual is unable to certify their vaccination status in PeopleSoft on their first day of employment, the certification can be made via a paper form provided by the local HR unit. In that event, the completed paper form must be uploaded with the vaccine documentation as soon as possible either by or on behalf of the Covered Individual.

Vaccine Documentation Submitted by HR Administrators on Behalf of the Covered Individual

Prior to uploading a document, the HR Administrator must review the document to assess whether it appears facially valid. If a Covered Individual presents a document that appears to be fraudulent, the HR Administrator must retain a copy of the document and report the issue to the Senior Director of Labor and Employee Relations or their designee for further review.

Vaccination Exemption Request Requirements

COVID-19 vaccination exemption request forms that are uploaded by or on behalf of Covered Individuals must be verified in one of the ways described below. If a Covered Individual submits an exemption request form by the later of December 3, 2021, or their date of hire, the exemption request will be approved on a contingent basis pending this verification.

Requests Submitted by the Covered Individual

Covered Individuals who upload an exemption request form must submit the following certification with the upload:

I certify that the exemption request form I have uploaded is complete and accurate, and I understand that any intentional misrepresentation contained in my exemption request could result in disciplinary action under the University of Minnesota’s policies. I further understand and agree that if this request is denied that I will need to be Fully Vaccinated on the timetable directed by the University. I agree the information I have supplied may be used by the University to verify my compliance with the University's Vaccination Requirements and agree to comply with the University's Testing Requirements and other COVID-19 Safety Protocols while I am employed at the University.

Requests Submitted by HR Administrators on Behalf of the Covered Individual

Prior to uploading a document, the HR Administrator must review the document to assess whether it appears facially valid. If a Covered Individual presents a document that appears to be fraudulent, the HR Administrator must retain a copy of the document and report the issue to the Senior Director of Labor and Employee Relations or their designee for further review.

Review of Exemption Request Forms

HR Administrators or their designee will review each submitted COVID-19 vaccination exemption request form.

For COVID-19 Vaccination Medical Exemption Request Forms, the HR Administrator must verify that the credentials entered on the form are acceptable, as described in Administrative Policy: COVID-19 Vaccination and Safety Protocol Requirements for University Employees and Student Workers, and that the form is filled out completely and signed by the provider and the Covered Individual.

For COVID-19 Sincerely Held Religious Belief Exemption Request Forms, the HR Administrator must determine whether the Covered Individual has affirmed that they have a sincere religious basis for refusing vaccination and signed the form before a Notary Public. If the HR Administrator determines that the request submitted by the Covered Individual is acceptable, the HR Administrator will approve the request in PeopleSoft and the system will notify the Covered Individual of the approval. Denials may be issued only after review by the Senior Director of Employee and Labor Relations.

The Vice President of Human Resources will review an appeal of an exemption denial and make the final determination.

Centers for Medicare and Medicaid Services (CMS) Omnibus COVID-19 Health Care Staff Vaccination Interim Final Rule (IFR)

Covered Individuals who provide services to or at a University health care facility or location covered by the CMS IFR must also follow policies and procedures specific to those facilities or locations.