Vaccination Policy

A Vaccination Policy is a document used by an employer to reduce the risk of workplace transmission of viruses and diseases that can be prevented by using vaccines by creating guidelines for employee vaccinations. Particularly for employers who operate in industries that require frequent contact with others, a Vaccination Policy is an important tool to keep everyone safe and let all employees know what is expected of them concerning health and safety. This policy also outlines the vaccination exemptions, alternative requirements for vaccine-exempt employees, and the consequences of non-compliance. Employers can use this document to tailor the Vaccination Policy to best fit the needs of their business and stay up to date with health information provided by reputable sources. This policy may be outlined by a general Employee Handbook. However, if this is not covered in the handbook or a handbook does not already exist, this document allows an employer to make their expectations for employee vaccination known to their employees. This gives everyone notice and helps the parties avoid future confusion or dispute.

How to use this document

Although a Vaccination Policy can be as basic or detailed as the parties desire, this document includes all of the essential information for the policy, including which employees are covered, which employees are exempt, alternative requirements for vaccine-exempt employees, and whether employees will be required to show proof of vaccination to the employer.

One important feature of this document is a section regarding non-compliance. This section details what will happen to employees who do not comply with the vaccine policy. Employers have the option of giving a written warning to a non-complying employee, providing a grace period for employees to comply, and/or giving additional consequences such as suspension or termination. By including this information, the employer is able to make it crystal clear to employees the consequences they will be facing, up to and including termination, if they choose not to comply with the policy.

After completing this document, the employer should print it, distribute it to their employees, and have them sign it. The employer should keep the original signed copies of the policy in case of a future dispute while letting employees keep a copy that they can refer to in the future.

Applicable law

Employment policies and agreements in the United States are subject to both federal laws and specific state laws. The Centers for Disease Control and Prevention (CDC) has recommended vaccination schedules for minors and adults. Additionally, each state, and some cities, may have specific vaccination requirements and laws. Some teachers, school staff, students, and healthcare workers have specific vaccination requirements that also vary state by state. Individuals may decline vaccinations based on a documented medical reason, sincerely held religious belief, or disability under the Americans with Disabilities Act (ADA) and the Civil Rights Act of 1964. Additionally, employers who are covered by the ADA or Title VII of the Civil Rights Act of 1964, meaning they have fifteen or more employees, may not be able to compel individuals to obtain certain vaccinations.

How to modify the template

You fill out a form. The document is created before your eyes as you respond to the questions.

At the end, you receive it in Word and PDF formats. You can modify it and reuse it.