Free Employee Vaccination Policy Template

What is an Employee Vaccination Policy?

An employee vaccination policy is a set of rules and expectations to reduce the risk of transmitting viruses and diseases that vaccines may prevent.

The policy may require that an employee get a vaccine to secure or maintain employment.

The policy will include essential details about the employee’s vaccination status, like when the vaccination must occur and for what diseases.

Vaccine policies make your expectations clear to your employees. These policies can help protect your workers and the people they work with. It helps to keep everyone safe and healthy while in the workplace.

An employee vaccination policy is also called a:

• Health and Vaccination Policy
• Communicable Disease Policy
• Vaccination Program Guidelines

Sample Vaccination Policy

With this sample, you can build your mandatory vaccination policy.

When to Use an Employee Vaccination Policy

You should use an employee vaccination policy when you want your employees to be fully vaccinated for a particular disease.

Vaccination requirements or policies address sensitive issues for many people, including privacy concerns. A policy helps to protect not only your business but also your employees.

While any job could require vaccinations, they are ubiquitous in businesses such as:

• Hospitals and other medical care centers
• At-home care nurses
• Elderly resident homes or nursing homes
• Rehabilitation centers
• Childcare, daycare, or schools
• Food industry
• Large corporate workplaces

When hiring new employees, you may want to include a vaccination policy in an employment contract.

How to Write an Employee Vaccination Policy

Writing an employee vaccination policy can seem daunting, but it is much easier with a template. A template allows you to create and modify your agreement to fit your needs.

1. Define the Scope of Your Policy

You should define the scope of your policy by determining to whom it will apply, possibly including, but not limited to:

• Full-time or part-time employees
• Seasonal or hourly workers
• Contractors who visit the office space or interact with customers
• Remote workers

2. Determine What Vaccinations Will Be Required

Your company must decide what types of vaccines it will require of employees. The most common vaccine requirements are for COVID-19 and flu, but many others could be a part of the policy if you wish.

It is up to your business to decide what vaccines its employees will require.

3. Set Vaccination Timelines

The employment vaccination policy should also outline when the employee is expected to get the vaccine.

This will include hiring requirements, vaccination requirements to continue employment, and any need to keep up to date with vaccines and boosters.

4. Set Evidence Requirements

The policy should outline how the employee will prove their vaccination status to the employer. Many employers may offer vaccination through their process to create a trackable system.

Others may require the employee to arrange the vaccination. In such a case, clear guidelines should be established for how the employee will report the vaccination once it has occurred.

5. Set Ramifications for Failure to Follow the Agreement

You need to decide what will happen to the employee if they fail to get vaccinated. The policy should outline the possible ramifications and whether their employment status may be affected by failing to get vaccinated.

If you need to terminate an employee, you may want to use an employment termination letter or learn how to terminate an employee properly.

6. Create Medical and Religious Accommodations

Specific individuals may be eligible for medical or religious accommodations based on their circumstances.

The policy should identify how the employee applies for an exemption and the process to determine whether the exemption will be granted.

Tips to Consider When Enforcing an Employee Vaccination Policy

Vaccine policies are not always popular, but you also want to be able to enforce them. These tips may help you implement your policies:

• Consider vaccine confidence: New vaccines often create employee hesitancy. This problem may decrease as the vaccine becomes more widely available. Allow vaccine confidence to grow before imposing a hardline vaccination date.
• Create flexibility: Adjust the time limits to prevent unfair situations from arising. For example, if an employee has been sick, they may not be eligible or healthy enough to get the vaccine immediately.
• Offer vaccination drives or services: If you offer an easy way to get the vaccine, more employees will likely get it. For many, the extra effort results in non-compliance.

Why is an Employee Vaccination Policy Important?

An employee vaccination policy creates many benefits for employers. These include:

• Protecting clients, customers, and any visitors from potential illnesses
• Maintaining a healthy workforce for your business
• Improving productivity and reducing lost work time
• Improving morale and building trust in the workforce
• Reduce employee absences
• Decrease insurance costs due to preventable illnesses

The policy can also greatly benefit employees, and these benefits carry through to the employer:

• Prevent flu, COVID-19, and other preventable diseases
• Protect their sick time for other instances
• Protects family and household members from illness
• Improved morale while at work

Frequently Asked Questions