Santa Clara County Employers: A Three-Step Guide to Tracking Individuals’ Vaccination Status

Payne & Fears

On May 18, 2021, Santa Clara County updated its Order of the Health Officer and FAQs to require, effective June 1, 2021, that employers determine the vaccination status of all “personnel.”  One simple way for businesses to comply with the order is by following the three-step guide below.

First, employers should familiarize themselves with the broad definition of “personnel.” Personnel means employees; contractors and sub-contractors (such as those who sell goods or perform services onsite or who deliver goods for the business); independent contractors (such as “gig workers” who perform work via the business’s application or other online interface); vendors who are permitted to sell goods onsite; volunteers; and other individuals who regularly provide services onsite at the request of the business.

Second, employers should review the county’s Certification of Vaccination Status Form. Employers must require all personnel to complete the form every 14 days beginning no later than June 1, 2021, until personnel are fully vaccinated. For example, if you initially require the form to be completed by June 1, 2021, you will then need to require it to be completed again by June 15, June 29, July 13, etc. Once a person marks “I am fully vaccinated” on the form, they should no longer be sent the form. If a person marks, “I have not been vaccinated” or “I decline to answer whether I have been vaccinated”, that person should be provided an information sheet and be sent the form again. The form may be completed in hard copy, via email, or through an electronic application. All forms should be marked confidential and maintained in the same manner as other medical records, and information within these forms should only be released on a need-to-know basis.

Third, employers must remain cognizant of individual barriers to obtaining a COVID-19 vaccination. A person may have allergies to the ingredients in the vaccination, an autoimmune disease, a mental illness that prevents them from being vaccinated, or be in need of a religious accommodation. All of these concerns should be taken seriously, and any particular issue should be immediately discussed with an attorney. Even in the event an individual has a valid reason for not obtaining the vaccine, employers must still treat that person as unvaccinated under the Santa Clara County order.

Santa Clara County is the first locality to put the onus on employers to keep track of individuals’ vaccination status, and it is possible that other counties will follow suit. As requirements continue to tighten, many employers have turned to apps, such as Origami Risk, to keep track of individuals’ vaccination status. 

DISCLAIMER: Because of the generality of this update, the information provided herein may not be applicable in all situations and should not be acted upon without specific legal advice based on particular situations.

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