School of Medicine & Public Health – Influenza Vaccination

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Policy Number:
SMPH-4070
Responsible Office:
School of Medicine and Public Health

School of Medicine and Public Health (SMPH) Policy

Rationale/​Purpose:

To provide policy and procedures for annual seasonal influenza vaccination of School of Medicine and Public Health (SMPH) employees.

SMPH recognizes and supports the benefits of an annual influenza vaccination program. Influenza vaccination is a key component in the prevention of influenza to patients and co-workers along with appropriate hand hygiene and standard precautions, including cough etiquette and appropriate masking.

Definitions:
Flu Vaccine Season
While seasonal influenza (flu) viruses are detected year-round in the United States, flu viruses are most common during the fall and winter. The exact timing and duration of the flu seasons can vary, but influenza activity often begins to increase in October. Most of the time flu activity peaks between December and February, although activity can last as late as May.
Scope:

Employees: SMPH faculty, staff, employees in training, student hourly employees, individuals with zero-dollar appointments (excluding clinical adjunct faculty). This includes temporary and both part-time and full-time employees. 

Students: Any learner enrolled in an SMPH class, attending classes or events in SMPH spaces, or working in an SMPH laboratory. 

Policy:

All employees and students are required to either receive an annual vaccine or provide a waiver by a deadline established at the beginning of the flu vaccine season. 

  1. All employees and students are required to receive an influenza vaccine annually or be granted an exemption by the deadline that is established and communicated by SMPH Human Resources at the beginning of the flu vaccine season.  
  2. Employees and students can receive their vaccine through University Health Services or any vaccine provider. The process for providing documentation of your vaccination will be communicated annually by SMPH Human Resources. 
  3. To request an exemption, employees and students must provide a waiver by the deadline that is established and communicated by SMPH Human Resources at the beginning of the flu vaccine season. Falsification of waivers, such as by providing false information about the basis for an exemption, may be cause for discipline up to and including termination. 
  4. Employees and students who receive exemptions are required to wear surgical masks when working in a patient care area within 3 feet of patients during the flu vaccine season. 
  5. Employees and students who have been granted an exemption from this requirement may still obtain an influenza vaccination at any time. Those employees and students should attest to vaccination compliance by the deadline. 
  6. Failure to comply with this policy by the deadline may result in disciplinary action up to and including termination. Through the disciplinary process, employees may be suspended (or, for students, removed from clinical rotation) until documentation of vaccination is received or an exemption is granted. The employee will be returned to work (or, for students, returned to clinical rotation) once the requirement is completed.  Failure to comply with this policy after discipline, may result in dismissal from employment (or, for students, dismissal from their academic program). 
  7. Employees and students who join SMPH during the influenza season must comply within 7 days of the first day worked. 
  8. SMPH Human Resources will maintain documentation of vaccination compliance and exemptions. 
  9. If a national vaccine shortage occurs, SMPH leadership may modify, suspend or revoke all of part of this policy.
Related UW-Madison Policies:
External References:

Policy Administration

Approval Authority:
Dean, School of Medicine and Public Health
Policy Manager:
Director of Talent Management
Contact:
Director of Talent Management -- Kristen Seguin, kvieth@wisc.edu, (608) 262-7705
HR Operations Associate Director -- DAWN FRENCH, DMFRENCH@WISC.EDU, (608) 262-1302
Effective Date:
10-01-2021
Revised Dates:

10-07-2021, 09-05-2024

Reviewed Dates:

10-07-2021

Retrieved:
04-24-2025 22:26:51