Overview
All SMPH employees (including student employees, zero-dollar, temporary, and part-time appointments) are required to receive an influenza vaccination annually. This requirement is for all employees regardless of work location. If you have a valid medical, religious or personal reason that prohibits you from receiving an influenza vaccine, you may submit an influenza vaccine medical waiver or influenza vaccine religious belief or personal conviction waiver.
As an SMPH employee, you must receive your influenza vaccine or have a completed waiver on file by Dec. 5, 2024. Waivers need to be filed annually.
Additionally, all volunteers who regularly work in UW Health facilities, contract employees, medical students and students on clinical rotation in UW Health facilities, and other affiliated individuals, are required to receive an influenza vaccination or to complete and submit the appropriate waiver.
How to meet this requirement
Get your shot at a UHS clinic
If you receive your vaccine at a University Health Services (UHS) clinic, then your information is automatically reported, and you do not need to submit documentation.
Dually-employed faculty can also attend a UW Health EHS-Sponsored Vaccine Clinic
Faculty who are dually employed by UW Health and the school can also attend a UW Health at-work vaccination option, and their information will be automatically reported to both organizations.
Other options require reporting
If you receive your vaccine through any other venue, you will need to report your vaccination through the self-reporting tool. The form is for SMPH employees to enter information about their influenza vaccination received outside of UW–Madison Vaxpro clinics.
Upcoming convenient UHS clinics
The school partners with UHS to provide safe options for all employees to obtain their annual influenza vaccine. Scheduled clinics are at the link below. Very conveniently, there are annual clinics in the Atrium of the Health Sciences Learning Center. These are an incredible opportunity to receive your vaccine and not have to take further action because it will be automatically reported to SMPH HR.
See UHS Flu Shot Clinic Schedule
Waivers
If an employee has a valid medical, religious, or personal reason that prohibits them from receiving a flu vaccination, they may submit an influenza vaccine medical waiver or an influenza vaccine religious belief or personal conviction waiver. New waivers must be submitted before the year’s due date. Waivers will be considered confidential medical information and will not be shared with departments or supervisors. Employees who are exempt from receiving a vaccine should wear a mask when within three (3) feet of patients in patient care areas during influenza season, typically between September and May.
Waivers must be submitted annually.
Waivers may be sent to:
- Email: hr-compliance@med.wisc.edu
- Fax: (608) 262-9515
- Mail: 750 Highland Avenue
Health Sciences Learning Center
Room 4150 – Attn: Flu
Madison, WI 53705
Additional information
- Many of these clinics will offer the COVID-19 vaccine as well. View the clinic schedule for more information.
- These clinics do not offer any services related to tuberculosis (TB). If you are required to fulfill a TB compliance requirement for your UW Health appointment, please look for communication from UW Health about resources for completing the requirement.
- If you are a faculty member who is dually employed by UW Health and the school:
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You can also attend a UW Health Clinic or schedule with a vaccine liaison, and your information will be automatically reported to both organizations.
- If you get your vaccine at an off-campus or non-work location, submit your documentation using instructions provided by UW Health (requires sign in).
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- If you are a dually-employed faculty by UWMF and SMPH and need to submit documentation because you got your vaccine at a location where it would not be automatically reported submit your documentation using instructions provided by UW Health (requires sign in).
- Employees should bring their insurance card. If you do not have proof of insurance, you can still receive a flu shot at no cost at a UHS clinic.
- Please schedule appointments for these clinics and save time and complete your registration/consent form online first.
- Individuals who do not receive a vaccination or have a valid waiver on file by the year’s due date will be considered out of compliance and will be referred to the SMPH Chief Human Resources Officer. Falsification of waivers may be cause for discipline, up to and including termination.