COVID-19 Response Team Update: Proof of Vaccination due Monday, November 8

As announced last week, all Smithsonian employees (federal and trust), affiliated staff, embedded contractors, and official visitors must be fully immunized by November 22, 2021. Proof of COVID-19 vaccination is required no later than November 8, 2021.

For those who have not yet started their vaccination, please note the following important dates to meet the fully immunized deadline (November 22, 2021):

• October 11: Last possible date to receive the first dose of the Moderna vaccine
• October 18: Last possible date to receive the first dose of the Pfizer vaccine
• November 8: Last possible date to receive the second dose of the Moderna and Pfizer vaccines or the first (only) dose deadline for the Johnson & Johnson vaccine
• November 8: Deadline for employees and affiliated staff to submit vaccination documentation
• November 22: All employees, staff and official visitors must be fully immunized

To find a vaccination site close to your home or office, please use this vaccine finder.

After receiving your full course of the vaccine, all personnel are required to submit proof of vaccination. Acceptable proof of vaccination documents include:

• Your CDC COVID-19 Vaccination Record Card
• A record of your immunization from a health care provider or pharmacy
• A medical record documenting your vaccination
• The immunization record from a public health or state immunization information system
• A copy of any other official documentation containing required information that state:
  • Type of vaccine administered
  • Date(s) of administration and the name of the health care professional(s) or clinic site(s) administering the vaccine(s)

To submit your documentation, do one of the following as soon as possible but no later than Monday, November 8:

• Email an image of your documentation to Occupational Health Services (OHS) at OHS-MedicalReview@si.edu, (remember to encrypt your message),
• Fax your documentation to OHS at 202-312-1914, or
• Bring your document into an OHS clinic for OHS staff to digitize and return the hard copy to you.

By submitting proof of vaccination, you certify that the documentation you are submitting is true and correct. If you have already submitted a picture of your CDC card to Occupational Health Services, you do NOT need to resubmit. Documentation collected by OHS is maintained confidentially.

Limited exceptions to the vaccine requirement will be considered for employees who inform the Smithsonian that they cannot be vaccinated against COVID-19. To request an accommodation, follow the directions outlined on this webpage. To allow appropriate time to evaluate requests and engage in the interactive process for accommodating employees, we ask that requests be submitted by October 6, 2021.

The instructions above should be followed by all employees, embedded contractors, and affiliated staff with a SI credential. If you have questions, please contact your supervisor/sponsor. Official visitors with business at the Smithsonian will be required to be fully vaccinated beginning November 22. More details on the process for confirming vaccination status of official visitors will be provided in the coming weeks.

Thank you for your attention to this matter,

Doug Hall

Acting Under Secretary for Administration

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