Steps to Confirm Vaccination Status Via a Registry
To: Faculty, Other Academic Appointees, Postdoctoral Researchers, and Staff
From: Ka Yee C. Lee, Provost, and Katie Callow-Wright, Executive Vice President of the University and Chief of Staff in the Office of the President
Subject: Steps to Confirm Vaccination Status Via a Registry
Date: July 14, 2021
As announced on July 13, the University expects every University employee to get fully vaccinated against COVID-19, unless they cannot do so because of a medical or religious reason or because of other authorized exemptions. We write to outline the process for confirming vaccination status via a registry. University faculty, other academic appointees, postdoctoral researchers, and staff, including all BSD employees, should upload proof of their COVID-19 vaccination in the University’s registry by August 13, 2021.
Uploading Your COVID-19 Vaccination Documentation
Go to my.WellnessPortal, the secure, HIPAA-compliant medical records system for UChicago Student Wellness. UChicago Student Wellness is coordinating the University-wide vaccination registry process.
Upload a photo of your vaccine card or screenshot/copy of your electronic medical record showing that you have been vaccinated. Your documentation must include all relevant information in English and must clearly state the vaccine manufacturer and date(s) each dose was administered.
This guide provides step-by-step instructions for submitting your documentation. If you received your vaccine at UChicago Medicine or UChicago Student Wellness, you still need to upload your vaccine card/record using this system.
After uploading your documentation, your status in the my.WellnessPortal will change to “Awaiting Review” until your record has been verified. Documentation typically takes 14 business days to review. If further action is required, you will receive a secure message in the portal as well as an email to your uchicago.edu address with further instructions.
Once your documentation has been verified and approved, your status will change to “Compliant,” and you will have fulfilled the University’s COVID-19 vaccination requirement.
Employees who are still in the process of being vaccinated should upload a copy of their vaccine appointment confirmation using the same steps as would be used to upload COVID vaccine documentation and enter the anticipated dates for each dose. Once those steps are completed, a temporary deferral will be entered to align with the vaccine deadlines. Once fully vaccinated, employees will need to use the same steps to upload final vaccination documentation. [Updated on September 17, 2021]
Information regarding exemptions and how to fulfill the weekly COVID-19 testing requirement for unvaccinated individuals, where necessary, will be shared at a later time. BSD employees with patient-facing responsibilities will receive separate communications about the vaccine requirement.
Please carefully review all of the questions in the University’s Vaccination FAQs, which are updated over time and include detailed information that will address many questions you may have, including the current list of vaccines that will be accepted.
If you have questions about the process of uploading your documentation to the registry, please email firstname.lastname@example.org and include your phone number, UChicago email address, and UChicago ID number. Your UChicago ID number can be found on the back of your University ID card.