Employee Expectations

RIT is implementing a mandatory vaccination policy for all of its employees, regardless of whether they work on-site or remotely.

Employee Vaccination Requirements

RIT’s Mandatory Employee COVID-19 Vaccination Policy applies to all employees regardless of whether they work on-site or remotely, unless the individual qualifies for and receives an exemption. All employees are required to report their vaccine status and to provide approved documentation as proof of vaccination no later than Wednesday, December 8, 2021.

In order to be fully vaccinated by the deadline, if you receive a two-dose regimen COVID-19 vaccine, you will need to receive the final dose on or before Wednesday, November 24, 2021.

Learn more about the employee vaccination policy

Vaccine Reporting

You will need to provide proof that you have been vaccinated, even if you had already submitted your vaccination status earlier this year. Acceptable forms of proof include original document, photo documentation, Excelsior Pass or other vaccine passport. Faculty, staff and adjuncts will need to update their vaccination information in Oracle Employee Self-Serve and attach appropriate documentation.  This information will be routed to your supervisor for verification purposes. Supervisors will need to review the information and sign off in Oracle before December 8, 2021.

Download the COVID-19 Employee Vaccination User Guide

Paid Time Off for Employees

Employees can receive up to four hours of paid time off from work to receive the vaccine (including third shots and booster shots) during scheduled work hours without having to use their sick or vacation time.

Exemptions

Reasonable accommodations may be available for individuals who are granted an exemption from the COVID-19 vaccination. Exemptions may be granted to employees (1) who cannot be vaccinated due to a medical condition or disability; or (2) based on the employee’s sincerely held religious belief, practice, or observance.

Conditions upon which a medical or disability-based exemption may be granted include, but are not limited to, an employee who has or may have a severe allergic reaction, called anaphylaxis, immediately after a first vaccine dose or to a component of the COVID-19 vaccine. Requests for a religious exemption must be based upon a sincerely held religious belief, practice, or observance, including those contrary to the practice of immunization. Social, political, or economic philosophies or personal preferences to immunizations do not justify an exemption. Further information on this is located on the HR website RIT Accommodation Policies.

Weekly Testing

Weekly testing of employees who are not yet fully vaccinated will continue until November 17. 

Weekly tests should be scheduled so that the result is returned within the same calendar week as the test (Sunday through Saturday). Appointments can be scheduled through Remote Medical International’s Covid-19 Testing Services. Please note that there is an option for time zone selection, so be sure to note the time zone that auto fills and correct, if necessary. There will be a link to the Brio website in the confirmation email to sign up for the results portal, which is required before attending the testing.

Generally the test should take no more than 15-30 minutes. Results will be provided during this timeframe, although you do not need to wait for the results. Notification of the results are provided through RMI’s portal, email, or text.

All COVID test results must be submitted each week in Oracle Employee Self-Service. Information on how to upload the results can be found COVID-19 Test Results User Guide. Please note that the test result documentation must be uploaded with the submission.

Returning to Campus

RIT is open for on-campus instruction, research, campus programs, and services. All faculty and staff not currently working on campus are encouraged to return to campus. RIT is no longer operating under reduced capacity guidelines from New York state. All employees working remotely must consult with their supervisors about commencing work back on campus.

Learn more about repopulating campus

Preparing for Spring Semester

Employees working on campus in spring 2021 are required to obtain both a negative COVID-19 test and a 2020/2021 seasonal flu vaccine. The COVID-19 test and flu vaccination are not required of employees who will be on campus for a brief visit no more than once a month (e.g. to pick up mail)​ or if they visit campus and remain outdoors.​ Employees with approved accommodations may also be excused from these requirements.

A new remote work attestation must be entered in Oracle for spring for any adjunct working 100% remotely or any regular faculty or staff employee working 100% remotely outside of New York state.

COVID-19 on Campus

If a student tells an RIT employee that they have tested positive for COVID-19, the employee should tell the student to contact the Student Health Center. The contact tracing teams at RIT and at the Monroe County Health Department carefully review individual’s actions and risks to others following notification of a positive COVID-19 test. They will reach out to those who are actual close contacts.

Daily Health Screen

The RIT Daily Health Screen has been discontinued as of July 9. All members of the RIT community are expected to self-monitor for any symptoms related to COVID-19 before coming to campus every day.

Returning to Campus

Before returning to campus for the Fall Semester, RIT is requiring all employees to:

  • Get a COVID-19 test and provide proof of a negative result using the RIT Employee Self Serve portal prior to coming to campus.
  • Take an online training session on protecting yourself from COVID-19. Human Resources is sending instructions for taking this course to all employees.
  • Respond to a daily RIT Health Screen, seven days a week, even if you are not coming to campus.

Frequently Asked Questions

Employees (not including student employees) testing positive, or unvaccinated employees residing with, or having been designated as a close contact with someone testing positive for COVID-19, shall report this information using the RIT Employee Self-Serve. Positive test information will be automatically reported to the Director of Environmental, Health and Safety.

Employees should refer to the COVID-19 Symptom/Exposure/Absence Process Information for Employees on the HR website for details on reporting requirements.

Employees should refer to the COVID-19 Symptom/Exposure/Absence Process Information for Employees on the HR website for details on reporting requirements.

If a student tells an RIT employee that they have tested positive for COVID-19, the employee should tell the student to contact the Student Health Center.

Employees must be fully vaccinated by Wednesday, December 8, 2021. Fully vaccinated means that they have received both doses of the two-dose vaccines (Pfizer, Moderna) or have received the single Johnson & Johnson dose by Wednesday, November 24, 2021.

After December 8, anyone who chooses not to comply with this requirement will be removed from RIT’s payroll and dismissal proceedings will begin. Prior to December 8, you will be expected to participate in an orderly transition of your work including providing the person who will be taking over your responsibilities with all of the information and materials needed to support your students and/or colleagues (especially end of semester responsibilities), as applicable.  

Excerpted from "What to do if you lose your COVID-19 vaccine card" by Brett Haensel:

According to the CDC, if you need a replacement for your COVID-19 vaccine card, first contact your vaccination provider—for example, a CVS, Walgreens, Rite Aid, health clinic, doctor’s office, etc. Places such as CVS and Walgreens keep records of all vaccinations that occur at their pharmacies and will assist patients in accessing copies of their records.

If you can’t contact your provider or you received your vaccine at a mass-vaccination site, then the CDC recommends you reach out to your state health department’s immunization information system (IIS). All vaccination providers are required to report COVID-19 vaccinations to the IIS in their state. The CDC has a list with contact information for each state health department’s IIS.

Individuals can usually expect to receive a copy of their vaccination record from their state health department within one to two weeks, although the timing may vary by state. Some states will provide another physical card, while others will only provide a digital record.

An expired pass NYS Excelsior pass will be accepted as proof of vaccination.

Supervisors are responsible for ensuring compliance with the mandate.

  • Review documentation of COVID-19 vaccination in Oracle as submitted by the employee OR
  • Review documentation of COVID-19 vaccination in person and update the information in Oracle on behalf of the employee COVID-19 Employee Vaccination User Guide

By reviewing and approving/entering information in Oracle, the supervisor is attesting that the employee is fully compliant with the mandate.

Supervisors can review employee submissions and compliance using a report in Oracle Supervisor Self-Service (Employee Covid-19 Vaccination Status). Please note that the date of the final dose of the vaccine must be no later than November 24, 2021, in order to be fully compliant.

All media inquiries should be directed to University Communications. Contact either Carl Langsenkamp at 585-261-8632 or Bob Finnerty at 585-329-2267.

Yes. An employee can choose to retire at any point in their career.

A New York State Administrative Law Judge will make the determination of eligibility for unemployment benefits. For more information visit the Department of Labor website.

In support of our commitment to the health and safety of all members of our community and as a federal contractor, in accordance with Executive Order 14042 issued on September 9, 2021, and the subsequent guidance provided, RIT will require that all employees be fully vaccinated against COVID-19 by December 8, 2021.

No, HIPAA does not apply to this request for vaccination information. Once collected, however, the information will be treated as confidential information and disclosed only as needed for business purposes and in accordance with applicable laws and RIT policies.

No. The university is requiring all faculty and staff to receive the vaccination unless granted an exemption.

Current employees who wish to apply for an accommodation must do so no later than Monday, November 1, 2021.

If you leave the university and later get vaccinated, you may re-apply for open positions that are posted externally.

An employee currently on an approved, continuous leave would need to meet the requirement before being able to return to work.

While you do not need to comply while overseas, the mandate would apply upon your return to the United States.

No. Avoiding the vaccination mandate will not be considered an acceptable basis for applying for a leave of absence.

Yes. The policy applies to all active faculty and staff, regardless of work location, including those working in a hybrid model or remotely.

Yes. Private employers can require vaccines for their employees, provided that there are options for individuals to request exemptions from the vaccine requirement for medical/disability and religious reasons.

The Finger Lakes COVID-19 Vaccine Hub has information on where vaccines are available across the region.

COVID-19 vaccines that will qualify under this policy are listed below (as of October 7, 2021):

 

Full U.S. Food and Drug Administration (FDA) approval

  • Pfizer/BioNTech (2 dose)

FDA Emergency Use Authorization (EUA) 

  • Johnson & Johnson/Janssen (1 dose)
  • Moderna (2 dose)

World Health Organization (WHO) Emergency Use Listing (EUL) 

While the actual proof of vaccination will be collected by the hiring manager after an offer is extended and accepted, hiring managers are expected to inform individuals of the mandate in their initial screening of candidates. Suggested language could include: "To begin work, all university employees must have received either the single Johnson & Johnson dose or both doses of the two-dose vaccines (Pfizer, Moderna) at least two weeks before their start date."

Candidates also should be informed that exemptions may be available on a limited basis. Evaluation of a medical/disability or religious accommodation would take place as part of the pre-employment process.

Candidates should be informed of the vaccination requirement but they should not be asked at the time of interview if they are fully vaccinated. Upon accepted written offer, the hiring manager can ask the candidate if they will be fully vaccinated prior to December 8 or start date (whichever is later) or if they would like to request an accommodation.

Yes. Contract and temporary employees are required to be vaccinated in accordance with the provisions of the RIT Safety Plan.

Yes. We understand that this is a challenging time for our faculty, staff, and their families. The university offers many programs and services to help during these times.

Resources are available for stress, relationship issues, drug/alcohol dependency, and a variety of other challenges through our Employee Assistance Program with Guidance Resources.  You can call the EAP 24 hours a day, seven days a week at 1-800-572-9730, or find resources on the EAP website with WebID: RIT EAP. 

In addition, those covered by RIT’s medical coverage have a telemedicine benefit with MDLIVE, which provides ongoing care for mental health needs. You can register for MDLIVE as follows:

  • WEB - Register/Log in at ExcellusBCBS.com/Member
  • APP - Download the MDLIVE app
  • TEXT - Text EXCELLUS to 635483
  • VOICE - Call 1-866-692-5045

Student employees who have previously submitted proof of COVID-19 vaccination to RIT do not need to do anything further at this time. Vaccinated student employees who have not submitted proof must upload proof of vaccine on the Wellness Portal. Questions can be directed to the Student Health Center.

You do not need to do anything. Verification of vaccination for students, including student employees, will continue to be managed via the Wellness Portal/Student Health Center. If a student employee is not compliant with the COVID-19 vaccination requirements by December 8, supervisors will be notified by the Student Employment Office. 

Employees who are deemed ineligible to be fully vaccinated by 12/8/21 should request a Medical/Disability accommodation.  More information and the request forms can be found on the Employee Accommodation Information webpage.

Employees who received approved accommodations for COVID-19 related were notified in June that the accommodations were no longer in effect as of August 2, 2021. Employees wishing to request an accommodation should do so no later than November 1, 2021. More information and the request forms can be found on the Employee Accommodation Information webpage.

Supervisors are notified of an approved accommodation request. This information will also be available in Oracle reports in Supervisor Self-Service.

Employees that depart RIT are eligible for a payment of any unused, earned vacation time. Vacation time used must be entered and approved in Oracle for exempt staff and 12 month faculty and in Kronos for non-exempt staff.

Yes, reporting exposures and conducting the daily health assessment continue to be part of the RIT Safety Plan.  

Supervisors have access to reports through Oracle Supervisor Self-Service and Oracle Supervisor Adjunct/Student for all employees within their supervisory hierarchy.

 

  • The report ‘Employee COVID-19 Vaccinations’ provides information on vaccination and the documentation of the vaccination for employees who have uploaded the information in Oracle.
  • The report ‘Employee COVID-19 Vaccination Status’ provides the status for all employees and includes employees that have not provided the information in Oracle.