Employee Vaccination Policy Quick Guide

Information

Beginning Oct. 18, 2021, COVID-19 vaccination will be a requirement for all City of Portland positions. To get started, you need to do one of four things by Friday, Sept. 17:

  • Submit proof of vaccination.
  • Apply for a medical or religious exception.
  • Show that you are in the process of getting vaccinated.
  • Submit an attestation that you are not intending to become vaccinated or apply for an exemption.

Here’s a quick guide to complying with the new policy. A detailed question-and-answer manual is also available.

Fully vaccinated? Submit documentation.

  • Find your official vaccination documentation.
  • Documentation may include but is not limited to a COVID-19 vaccination record card or a copy or digital picture of the vaccination record card, or a print-out from the Oregon Health Authority’s immunization registry.
  • Scan or photograph your vaccine documentation. Log onto the City’s SAP system, where you will find the “My Vaccination Status” tab. If you don't have access to SAP, submit a SmartSheets form to complete the attestation and upload your vaccine documentation. If you don’t have access to a computer, you can mail or drop off your documentation. Click here for a list of drop off locations

The City considers your vaccination status to be confidential medical information and will not share that information without your authorization or an agency or court order. 

Following Sept. 17, your bureau director and direct supervisor will receive a list of employees who have not yet submitted proof of vaccination, applied for an exception, or shared their plans for vaccination for workforce-planning purposes.

Getting vaccinated? Submit a status update.

  • Make an appointment to get a vaccination. 
  • Scan or photograph your appointment information. Log onto the City’s SAP system where you will find the “My Vaccination Status” tab or SmartSheets at Employee COVID-19 Vaccination Status Form to complete the attestation and upload your vaccine documentation. If you don’t have access to a computer, you can mail or drop off your documentation. Click here for a list of drop off locations
  • If you are still in the process of being vaccinated on Oct. 18, you will have until Nov. 30 to complete the process.  

The City considers your vaccination status to be confidential medical information and will not share that information without your authorization or an agency or court order.

Following Sept. 17, your bureau director and direct supervisor will receive a list of employees who have not yet submitted proof of vaccination, applied for an exception, or shared their plans for vaccination for workforce-planning purposes.   

Qualify for a medical or religious exception? Here’s how to apply.

  • Review the legal standards for medical and religious exceptions:
  • You may be eligible for a medical exception if you have a condition which makes you ineligible for the vaccine or where your healthcare provider has recommended you may not receive a vaccine.  For example, if you have a condition which is contraindicated by the vaccine, or a disability which prevents you from receiving the vaccine. 
  • You may be eligible for a religious exception if you have a sincerely held religious belief which prevents you from being vaccinated. Note that this exception does not include social, philosophical, economic, or political beliefs. 
  • Download a form for a medical exception or a religious exception.
  • Complete the appropriate form and return it to the Human Resources Business Partner assigned to your bureau.

A Business Partner will review your form and may ask you for additional information or documentation. If your request is approved, you will be offered a reasonable accommodation. If your request is denied, you may appeal the denial in accordance with the procedures set out in HRAR 2.06.  

If your exception is approved, you will be required to follow all workplace guidelines for unvaccinated employees. You can expect to receive a detailed policy by Oct. 18.

If your exception request is denied, you will be required to be fully vaccinated, or be in-process to get vaccinated, or be separated from the City.  Your bureau director and direct supervisor will be informed.

The City considers your vaccination status to be confidential medical information and will not share that information without your authorization or an agency or court order.

Following Sept. 17, your bureau director and direct supervisor will receive a list of employees who have not yet submitted proof of vaccination, applied for an exception, or shared their plans for vaccination for workforce-planning purposes. 

Not Intending to be Vaccinated? Submit an attestation. 

Log onto the City’s website or SmartSheets to complete the attestation. If you don’t have access to a computer, you can mail or drop off your documentation.  

The City considers your vaccination status to be confidential medical information and will not share that information without your authorization or an agency or court order. 

Following Sept. 17, your bureau director and direct supervisor will receive a list of employees who have not yet submitted proof of vaccination, applied for an exception, attested to not intending to be vaccinated or shared their plans for vaccination for workforce-planning purposes.

Still deciding what to do? Access information about vaccines.

Support is available if you have questions or mixed feelings. You may feel hopeful about vaccines and keeping friends and family safe from COVID-19. You may feel worried about getting a vaccine yourself. If you are a person of color, you may be wondering if you can trust vaccines from a medical system that has broken trust with your community before. It’s understandable to have concerns. Learn more and get support:

https://www.multco.us/novel-coronavirus-covid-19/upcoming-covid-19-vaccination-clinics

https://www.multco.us/novel-coronavirus-covid-19/vaccine-safety-and-development

https://www.multco.us/novel-coronavirus-covid-19/diversity-vaccine-studies

https://www.multco.us/novel-coronavirus-covid-19/how-covid-19-vaccines-protect-you

https://www.councilofnonprofits.org/nonprofits-and-coronavirus-covid-19

https://naacp.org/campaigns/covid-know-more

https://centerforblackequity.org/covid19