UPDATE [12/8/2021]: Since this announcement was initially made, a federal judge in Georgia entered a nationwide injunction that temporarily stopped the enforcement of Executive Order (EO 14042). SMU is now pausing the requirement that all employees be fully vaccinated against COVID-19 by January 18, 2022, unless and until the courts instruct otherwise. Follow smu.edu/coronavirus for the latest updates.
Employee Guidance
Will SMU require vaccination for employees?
Yes. Employees may seek a medical or religious exemption which must be approved prior to the January 18, 2022 deadline for compliance.
Why did SMU adopt a vaccination requirement for employees?
On September 9, 2021, President Biden issued an executive order (EO 14042) mandating, among other things, that all workplaces with certain federal contracts greater than $250,000 require all their employees to be vaccinated or seek a medical or religious exemption.
SMU evaluated the executive order and subsequent updated guidelines from the Safer Federal Workforce Task Force and determined that the vaccine mandate applies to all SMU employees, regardless of whether they directly work on federal contracts. This includes faculty, staff, temporary employees, student employees, graduate research/teaching assistants/associates, and postdoctoral scholars. It does not apply to visitors or volunteers.
Other guidelines, such as masking in certain situations and social distancing where possible will also apply to SMU after the January 18, 2022 deadline.
As a private university, why is SMU considered a federal contractor?
Because SMU accepts funding from federal contracts in excess of $250,000, the executive order (EO 14042) applies to the University and all of its employees.
Do student employees need to meet the vaccine requirement?
Yes. The vaccine requirement applies to all individuals employed at SMU who are paid through the University’s payroll system including undergraduate and graduate student – employees (full-time and part-time.)
Do students have to be vaccinated?
No, unless students are employed by SMU, they are considered “visitors” under EO 14042. However, students and campus visitors must comply with other safety aspects of the order such as masking in certain situations and social distancing where possible after the January 18, 2022 deadline.
What does it mean to be “fully vaccinated”?
The Centers for Disease Control and Prevention considers an individual is “fully vaccinated” 14 days after completing their vaccine series, which means two weeks after receiving the second COVID-19 dose in a two-dose series (Pfizer and Moderna), or two weeks after the single dose (Johnson & Johnson) vaccine.
Under the updated guidelines, all SMU employees need to receive all required vaccine doses by January 4, 2022, to be fully vaccinated by January 18, 2022.
Which vaccines will satisfy the vaccine requirement?
Any COVID-19 vaccine approved by the World Health Organization (WHO) will satisfy the vaccine requirement. SMU offers approved vaccines through the Dr. Bob Smith Health Center but you can also obtain them at some pharmacies or your physician.
What if I am not fully vaccinated by the deadline?
The EO 14042 requires all employees to be fully vaccinated by January 18, 2022, unless they have been granted an accommodation for religious or medical reasons through SMU’s Office of Institutional Access and Equity (IAE). If a medical or religious accommodation to the vaccination requirement is granted, the University will provide reasonable accommodations under the applicable law.
The federal vaccine mandate makes the COVID-19 vaccination a condition of employment –meaning SMU employees must provide proof to SMU that they are fully vaccinated, or have an exemption request approved by SMU by January 18, 2022, to continue working at the University. Employees who do not comply with this requirement, or are not otherwise exempt, are subject to discipline under University employment policies up to and including unpaid leave and/or termination. Policies that apply include SMU Policy 7.24, Corrective Action for Staff, SMU Policy 2.17 Procedural Standards for Faculty Sanctions and Dismissals, and/or SMU Policy 11.8 Infectious Diseases.
Can I work from home to avoid the vaccination requirement?
No. An unvaccinated employee who is not eligible for a medical or religious accommodation may not work remotely to avoid the vaccination requirement. Additionally, the EO 14042 and federal guidance clearly state that the vaccination requirement applies even to employees working from home.
Under the vaccine requirement, can I show proof of a negative COVID-19 test instead to continue working instead of getting the vaccine?
No, the federal mandate that applies to SMU does not permit a testing option.
How can I prove that I’ve been vaccinated?
- If you received your vaccine at an off-campus location and have not provided proof yet, you will need to upload your vaccine information through the health center portal to provide a record to the University. You are urged to do this by December 1, 2021 but required to provide that documentation not later than January 18, 2022.
- If you received your vaccine at the Dr. Bob Smith Health Center on campus, or if you have previously uploaded your vaccine information through the health center portal, you don’t need to do anything. Your vaccination card is on record with the University.
- SMU may be able to retrieve and confirm your vaccine record through ImmTrac, the Texas Immunization Registry, if you were vaccinated at an off-campus site in Texas. Follow this link to provide SMU with consent to track down your record.
- Please note that individuals who previously uploaded an image of their card/proof may not see the photo if it has already been successfully translated to the vaccination records in the system. Follow these directions to confirm.
How can I upload proof I’ve received a vaccine?
You will need to upload your COVID-19 vaccine information through the health center portal.
You are urged to do this by December 1, 2021 but required to provide that documentation not later than January 18, 2022.
Here are the steps:
1. Log in to the health center portal using your SMU credentials.
2. Click “Enter my COVID-19 vaccine information” on the portal’s main home screen.
3. In the appropriate fields, enter the vaccines which were administered to you as well as the dates you received them.
4. Upload a photo of your COVID-19 vaccine card.
5. Click “Done.”
What should I do if I lost proof of my vaccine?
- If you were vaccinated on-campus, the Dr. Bob Smith Health Center maintains a record of your vaccination. No further action is required.
- SMU may be able to retrieve and confirm your vaccine record through ImmTrac, the Texas Immunization Registry, if you were vaccinated at an off-campus site in Texas. Follow this link to provide SMU with consent to track down your record.
- If you would prefer for SMU not to locate your record, please check with the provider that administered your vaccine for instructions on how to retrieve your vaccination proof.
- Additional information on how to obtain a new vaccination card or other evidence of vaccination also can be found on the CDC website.
What does SMU consider proof of vaccination?
SMU is accepting the following records:
- A CDC COVID-19 Vaccination Record Card (white card);
- A World Health Organization Vaccine Record Card (yellow card);
- Your medical records documenting the vaccination
- Immunization records from a public health, state, or tribal health
- Documentation of vaccination from the health care or other provider where you received the vaccine
- Other official documentation containing the type of vaccine along with the date(s) and name of the health care professional or clinic that administered it
Can I get a vaccine on campus?
Yes. The University is an approved provider to make it as easy as possible for our employees (and their spouses and dependents ages 12 and older) and students to get the vaccine at no cost to them through the Dr. Bob Smith Health Center. You can schedule your vaccine with your SMU credentials through the health center portal, or by calling 214-768-2141.
The vaccine is free at all locations. Some providers may charge an administrative fee which is covered by SMU Insurance if the employee is enrolled.
What are the requirements for receiving an accommodation based on medical or religious reasons?
To learn more about how to request an exemption for medical or religious reasons and receive an accommodation from SMU, click here.
How long does it take to find out if my religious/medical accommodation has been granted/denied?
Religious and medical accommodations are being processed by IAE as quickly as possible—many within one to two business days of receiving them. Applicants can ensure a timely response by filling out all the required fields.
What happens if my exemption request has not been granted by the January 18 deadline?
If you are not vaccinated or have not received an approved accommodation by January 18, 2022, you will be subject to discipline under University employment policies up to and including unpaid leave and/or termination. Policies that apply include SMU Policy 7.24, Corrective Action for Staff, SMU Policy 2.17 Procedural Standards for Faculty Sanctions and Dismissals, and/or SMU Policy 11.8 Infectious Diseases.
I have already had COVID-19. Do I still have to be vaccinated?
Yes. EO 14042 also applies to individuals who have previously contracted COVID-19.
Isn’t it a HIPAA violation to ask for vaccination status and/or require it?
No. The U.S. Department of Health and Human Services states that the Privacy Rule does not apply to employment records and does not prohibit a person or business from asking whether an individual has received a particular vaccine, including COVID-19 vaccines.
What about the legal challenges that have been filed to stop the federal vaccine requirement from going into effect?
SMU is closely following the status of these cases and will comply with any court ruling that would apply to our University. However, because of the narrow timeline to meet the federal requirements, SMU is moving forward with communications and preparation necessary to comply with the executive order by the current January 18, 2022 deadline.
If I am on an approved leave, including but not limited to FMLA, military, maternity, etc., does this requirement still apply to me?
Yes. EO14042 does not exclude individuals on an approved leave. Employees must submit vaccine documentation to the health center portal by January 18, 2022.
If I am terminated due to failure to comply with the COVID-19 vaccination requirement, do I qualify for unemployment?
Decisions about who qualifies for unemployment are made by the Texas Workforce Commission.
What if a booster shot is eventually required under the federal mandate?
Currently, the federal vaccine mandate does not require employees to receive a booster shot in order to be considered fully vaccinated. As federal guidelines and mandates change, the University will communicate how these changes affect students, faculty and staff. Vaccinated employees must wear a mask indoors whenever Dallas County has a high or substantial rate of transmission as defined by the Centers for Disease Control guidelines.
