COVID-19 Vendor Vaccination Requirements
Frequently Asked Questions
Our primary focus is the safety and well-being of our students, faculty, staff and visitors. In our current public health landscape, individuals conducting business on our campuses present unique challenges for maintaining a safe and productive environment.
To that end and consistent with university guidelines and the recent federal action plan, all, vendor employees, subcontractors and subconsultants identified as embedded within The Ohio State University, as defined below, are required to be fully vaccinated against COVID-19 by December 8, 2021.
Wexner Medical Center Compliance FAQs
Wexner Medical Center Vendor Compliance
No. Under the new COVID-19 vaccine requirement for Wexner Medical Center, vendors must receive and report the first dose of a two-dose series or a one-dose COVID-19 vaccination or request a medical or religious exemption. They must submit their vaccine documentation, including their vaccine card, to the contractor vaccine documentation portal OR request a religious or medical exemption and upload the completed form and accompanying documentation to the contractor vaccine documentation portal.
If you are requesting a religious exemption, the explanation portion of the exemption request form needs to be notarized. For a medical exemption request, along with a completed exemption request form, you need to provide documentation from your treating licensed practitioner (e.g. physician, advanced practice provider, CNP) specifying the health-related contraindication, including allergic reaction to an ingredient in a COVID-19 vaccine and/or history of allergic reactions to other vaccines or other medical injections. Documentation must be signed and dated by the licensed practitioner, indicating which COVID-19 vaccine you are not able to receive.
In addition to providing your name, contact information and your vaccine card OR religious or medical exemption documentation on the contractor vaccine documentation form, you will be asked to identify your medical center contact/supervisor. If you are unsure of who this is, please connect with your vendor employer to confirm.
If you work as a vendor in a Wexner Medical Center building that is under construction and not occupied by patients, you do not need to comply with the COVID-19 vaccine requirement.
What if I have a previously approved religious or medical exemption on file, or receive an approved religious or medical exemption from Wexner Medical Center?
If you have a previously approved religious or medical exemption on file OR you receive an approved religious or medical exemption from Wexner Medical Center, you must still comply with the medical center’s COVID-19 vaccine requirement, including weekly COVID-19 testing and wearing an N-95 mask on the premises.
Attestation Requirement FAQs
Overview & Definitions
This definition includes any Ohio State campus and any location where the university conducts business.
Embedded status applies to those vendor employees who routinely share an indoor environment with students, faculty or staff for three consecutive hours or more, more than once in a calendar week, or for more than six consecutive hours on any one day in a calendar week.
Employees in the vendor organization who do not meet the definition of embedded are encouraged but not required to get the COVID-19 vaccine.
- Typically, embedded vendors have electronic or other advanced access to our campus facilities and systems.
- The university may require vendors that it believes to meet the definition of embedded to execute an agreement confirming their compliance with this requirement.
- Medical Center Lab courier service vendors are considered embedded.
- This requirement applies to any Ohio State campus and in any location where the university conducts business.
- University leasehold tenants are not covered by this requirement. (eg., Wendy’s, Café Oasis, Au Bon Pain), however, these tenants are strongly encouraged to comply.
The term “vendor” includes vendors, sales representatives, consultants, contractors, subcontractors, subconsultants and any other such service providers as the university designates. The university retains sole discretion to determine whether a vendor is covered by the requirement.
Government auditors and inspectors are not considered vendors and are not covered by this requirement.
All vendors that have been identified as embedded within our university, as defined below, are expected to have their employees fully vaccinated against COVID-19 or meet exemption criteria by Dec. 8, or test weekly.
The vendor COVID-19 vaccine requirement applies to all employees of vendors who have been identified as embedded on any Ohio State campus and in any location where the university conducts business. To meet the definition of embedded, the employees must be physically present on an Ohio State property. Vendor employees who do not meet the definition of embedded are encouraged but NOT required to get the COVID-19 vaccine.
- Vendors are also required to affirm that their embedded subcontractors and subconsultants are in compliance with this requirement.
All vendors are expected to evaluate whether they meet the definition of embedded and, when applicable, self-identify as an embedded vendor. Vendors who self-identify as embedded should notify their regular university contact and also affirm their compliance online.
In October and November 2021, Ohio State contacted vendors that the university believed to meet the definition of embedded and asked them to reach out to their regular university contact and to affirm their compliance online.
Vendors should contact their local university representative for additional information.
A list of exemptions is available on the university’s Safe and Healthy website. Vendors are expected to evaluate whether their employees meet exemption criteria. Once a determination is made, the vendor should affirm their compliance online.
Vendors who meet the exemption criteria need only complete the form found here. Documentation requests and online forms located at the Safe and Healthy website are for university students, faculty and staff only.
For any vendor registered in the Wexner Medical Center’s Vendormate system, credentialing should be verified and submitted similar to other criteria (flu, measles, TB, etc.), with a badge printed and worn while in patientcare areas. If not credentialed in the system, badges will not print and access to Wexner Medical Center facilities will be denied.
What are vendors required to do when they have employees who obtain badges from the Wexner Medical Center?
Vendors must comply with the Wexner Medical Center's additional vaccine requirements if they have employees who obtain medical center badges regardless of where the primary contact resides - either at the university or medical center.
My contract with the university begins after Dec. 8, 2021. By what date will I need to receive at least one dose of the COVID-19 vaccine or a vaccine exemption?
Vendors who first become obligated to meet the vaccine requirement after Dec. 8 deadline, will have 30 days after the contract is fully executed to acquire their first dose and affirm compliance by completing the online form.
During that time period, all vendor employees will be required to test for COVID-19 infection once a week. More information about testing will be made available to any vendor needing to meet that requirement.
If I am no longer able to fulfill contractual obligations due to the COVID-19 vaccine requirement, what will happen?
Vendors who have concerns should contact their university representative for additional information.
You are affirming that you, the vendor, will ensure your embedded staff, subcontractors and subconsultants will comply with the vendor COVID-19 vaccine requirement.
Vendor employees meeting the definition of embedded as previously defined will be required to be fully vaccinated by Wed., Dec. 8, 2021.
- To meet this deadline, the first dose must be received by Nov. 10, and the last dose must be taken no later than Nov. 24.
Vendors who first become obligated to meet the vaccine requirement after the Dec. 8 deadline will have 30 days to come into compliance.
After the Dec. 8 deadline, all embedded vendor employees, and embedded subcontractors and subconsultants who are not fully vaccinated will be required to test for COVID-19 infection once a week. More information about testing will be made available to any vendor needing to meet that requirement.
Progressive actions that may include:
- Limitations or restricted presence on Ohio State’s campus
- Removal of access to facilities and systems
- Further action up to and including contract termination
There are also sites throughout the state of Ohio, including in the communities in which the university’s campuses are located, so it is easy to find a location near you.
A COVID-19 vaccine will qualify under this policy if the vaccine has:
- Full U.S. Food and Drug Administration (FDA) approval
- FDA Emergency Use Authorization (EUA)
- World Health Organization (WHO) Emergency Use Listing (EUL)
As of August 23, 2021, Pfizer (2 dose) has received full FDA approval. Johnson & Johnson/Janssen (1 dose) and Moderna (2 dose) have FDA EUA.
For the status of COVID-19 vaccines included on the WHO EUL, please see the WHO’s COVID-19 vaccine website.
At this time, third doses are available for some populations but those doses are not required in order to meet the university’s requirement.
Additional requirements may be added to the Non-Discretionary Vaccine Policy based on guidance issued in the future by the CDC and FDA.