Seasonal Flu Vaccine

Quick Links: Important Dates - About Vaccine Appointments - On-Campus Vaccines - UHealth Clinic - Off-Campus Vaccines - How to Prepare - Consent Form - Exemptions - Information for Managers - FAQs

Important dates:

• Official Launch: Wednesday, September 6, 2023
• Exemption Submission Deadline:Wednesday, November 8, 2023
• Faculty, Staff, and Student Compliance Deadline: Wednesday, November 8, 2023

Information for students:

Visit the Student Health Service website for details on documentation, scheduling an appointment for a flu shot at Student Health, and the exemption process. 

Flu vaccinations for the 2023-2024 flu season are now available on and off campus. The University of Miami has procured vaccines from Sanofi Pasteur for this season. For more information, please visit the Sanofi flu website.

There are three types of flu vaccinations available:

All flu vaccines will given by appointment only, unless otherwise noted.

For more than two years, we have diligently worked together to protect ourselves and each other throughout a global pandemic. Our vigilance in adhering to protocols has been the foundation to our long-term success, and staying up to date with vaccinations has played a large part in safeguarding the health of our University of Miami community.

That is why UHealth has required all designated health care workers to be vaccinated.  It includes everyone in our hospitals and community-based clinics, as well a those in roles (clinical or non-clinical) with regular patient contact.  Coral Gables and Marine campus employees are not required to be vaccinated this flu season but CDC highly recommends vaccinating all individuals.

Flu vaccinations received at alternative off-campus locations and requests for exemptions must be reported through Workday. Find details on vaccination sites and reporting procedure below.

Information for students can be found here.

On-campus flu vaccination sites, by appointment only:

The University has increased capacity to provide flu shots. Call for an appointment or to arrange for your department to be visited by Employee Health.

In addition, employees can receive their flu shots during the University's annual benefits fair; details below:

If you have received your vaccination from Employee Health or Healthy 'Canes, your Workday compliance will automatically be recorded. Please allow 2-3 days for this to reflect on your record.

UHealth Clinic at Walgreens or a UHealth personal physician, by appointment only:

Flu vaccinations are also available, by appointment only, at all UHealth Clinics at Walgreens.

Schedule your appointment at a UHealth Clinic at Walgreens

If you receive your flu shot from a UHealth Clinic at Walgreens or UHealth personal physician, there are two options for registering compliance in Workday.  Choose one of the options below:

1. Go to your MyUHealthChart (Epic) at myuhealthchart.com and consent to alerting Workday to flu vaccination compliance. The authorization by you is required to release this information. The consent can be found under the menu button, click Questionnaires, and go to "AUTHORIZATION TO USE AND DISCLOSE PROTECTED HEALTH INFORMATION FOR SEASONAL INFLUENZA SAFETY PROTOCOLS." No medical information will be provided to Workday in this transfer.
   
   

2. Upload the documentation by "flu attestation" in Workday. This can be completed by following the "WalkMe ActionBot" or this tip sheet.

UHealth Clinic at Walgreens has 12 locations. These are open Monday through Friday from 8:30 a.m. to 8 p.m., Saturday 9:30 a.m. to 5:30 p.m., and Sunday, 9:30 a.m. to 4 p.m. Schedule appointments through this site: UHealthclinics.com or call (888) 689-8648. UHealth Walgreens are also open on holidays from 9:30 a.m. to 4 p.m.

Off-campus vaccinations:

Faculty, staff, and students who elect to receive a flu vaccine outside of the University—such as at Walgreens, CVS, PCP, VA, JMH, etc.—MUST enter the date, location, and vaccine information and a copy of your flu shot document in Workday. Vaccine information includes the manufacturer and lot number of the vaccine! Please submit the vaccine information and not a receipt for purchase of the vaccine. 

Follow the steps below to document your flu vaccination in Workday:

1. Log into Workday.
2. From the Workday home page, click on the "WalkMe ActionBot." (Note: If you do not see the ActionBot icon, click here to install the required plugin. Please note that it may take a few seconds to appear.)
3. Click "Complete Vaccination Compliance."
4. Continue by following the prompts.

For mobile users or those individuals not using the WalkMe ActionBot, please follow the instructions in this tip sheet to provide evidence of vaccination or request an exemption in Workday manually. 

A list of off-campus vaccine providers can be found here: Aetna Vaccine Providers.

How to prepare for your flu vaccination on campus:

• Schedule an appointment prior to arrival. 
• Bring your University-issued employee ID ('Cane Card). 
• Review the required consent form details and print the consent form, if preferred.

Employee flu vaccination consent form: 

Employees receiving a vaccination on campus should bring their University-issued employee ID ('Cane Card).  The card will be scanned to create your electronic consent form. This form will automatically upload and report your compliance to Workday. You will not have to upload your flu vaccine attestation into Workday if you received the vaccine on campus through a UHealth provider or Employee Health. HOWEVER, it is still important to keep you vaccination card for your records!

To view the consent form ahead of time, click on the link below:

• Seasonal Flu Vaccine Consent Form

Please review the flu vaccine information statement for information about the flu vaccine; a link for seasonal influenza information from the CDC is also provided for your reference:

• Seasonal Flu Vaccine Information Statement
• CDC: Seasonal Influenza Information

Exemptions: 

Note: If you have an approved Medical or Religious exemption, you do not need to reapply. Only temporary medical exemptions need to reapply.

Employees must apply for exemptions through Workday by November 8, 2023. Be prepared to have supporting information and documentation for filing.

Applying for a religious exemption:

Employees must apply for exemptions through Workday with the required documentation. For a religious exemption, this will include:

• A letter from your religious leader, on official letterhead, speaking to your religious affiliation and/or a quote from a religious text along with a letter explaining the relevance of the text supporting your beliefs.
• Submission of the Religious Exemption Form.

The Office of Workplace Equity and Inclusion will review the information and documents submitted through Workday. A determination will be provided within seven (7) days of submission.

Non-employees filing for religious exemption from the flu shot are required to complete the Religious Exemption Form, and submit it with supporting documentation to wei@miami.edu.

Applying for a medical exemption:

Employees must apply for exemptions through Workday with the required documentation. For a medical exemption:

• Please attach a provider's note (MD/DO/NP/PA/etc.) stating medical rationale for requesting an exemption.

A committee will review the documentation and make a determination within seven (7) days.

Non-employees filing for medical exemption from the flu shot shall fill out the form below and submit it with supporting documentation to flu@miami.edu.

• Medical Exemption Form - Non-Employee

Submitting religious or medical exemptions in Workday:

Once you have all the supporting information and documentation completed and on hand, follow these steps:

1. Log into Workday.
2. From the Workday home page, click on the "WalkMe ActionBot." (Note: If you do not see the ActionBot icon, click here to install the required plugin. Please note that it may take a few seconds to appear.)
3. Click "Complete Vaccination Compliance."
4. Continue by following the prompts.

Appealing the exemption decision:

If you would like to appeal the determination of your exemption request, please submit a letter of appeal within three (3) business days of your Workday notification to the Vaccine Exemption Appeal Committee at VaccineExemptionAppeal@miami.edu.

The deadline to submit exemptions is November 8, 2023.

Frequently asked questions:

• Seasonal Flu Vaccine FAQs
  • Note: Students on Medical campus can visit Dominion Tower, suite 405, for their flu shot.

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