October 6, 2015
To: School of Medicine HR Managers and Business Managers
From: Billy Newton, Vice Dean for Finance, Duke University School of Medicine Betsy Hames, Chief Human Resources Officer, Duke University School of Medicine
Re: REMINDER: Flu Vaccination Requirements
According to the School of Medicine (SoM) flu vaccination policy, all SoM regular and non-regular rank faculty (with the exception of Consulting, Adjunct, and Emeritus) with primary faculty appointments in Clinical Departments and all staff whose positions are in the organizational units of a Clinical Department or the following SoM Institutes, Centers, Programs and Offices are required to be compliant:
- Duke Cancer Institute
- Duke Clinical Research Institute
- Duke Translational Research Institute
- Clinical and Translational Science Award
- Duke Clinical Research Unit
- CT2
- Duke Translational Medicine Institute
- Brain Imaging and Analysis Center
- Heart Center
- Center for the Study of Aging and Human Development
- Medical Physics Program
- Duke Office of Clinical Research
Those employees required to be vaccinated must be compliant by November 3, 2015. For those staff required to be vaccinated, compliance is a condition of employment. For faculty required to be vaccinated, non-compliance could result in denied access to Duke Medicine EMR and clinical facilities and/or an impact on performance evaluations.
Managers should continually monitor OESO Reports and encourage non-compliant employees to be vaccinated. As indicated in the policy, those individuals who are not compliant by November 3, 2015, will be given 3 days to be compliant before additional consequences may be enacted, including termination. Managers are required to track new employees to ensure compliance within the 2-week period after the employee’s start date.
Vaccinations for employees are available for free at locations listed online at http://duke.edu/flu/shots/. (see dates and locations below)
Flu vaccination is strongly encouraged but remains voluntary for SoM Consulting, Adjunct, and Emeritus faculty, all post-doctoral researchers (associates and scholars), and all faculty and staff in the Basic Science departments and all other SoM institutes and centers not listed above. House staff should adhere to the Duke University Health System flu vaccination policy. Faculty and staff leased in any amount to the PDC should adhere to the PDC’s vaccination policy. Students in the School of Medicine should adhere to the flu vaccination policy specific to students.
Employees may request a medical or religious exemption from vaccination. Exemption forms and instructions for completing the forms are available at https://medschool.duke.edu/fluvaccinepolicy. In order to ensure timely processing of the exemption request, medical or religious exemption requests should be submitted by October 12, 2015.
Faculty and staff can visit Employee Occupational Health & Wellness or attend a clinic for flu shots. No appointment is necessary.
Please see the schedule below for dates and locations.
| Date | Time | Location |
|---|---|---|
| September 21 – November 3 Every Monday-Friday |
7:30 a.m. – 4:30 p.m. (closed Wednesdays from 12 to 2 p.m. starting Sept 28th) |
Duke Clinic Employee Occupational Health & Wellness Red Zone, Basement Level |
| September 17 – 25 | 7:30 a.m. – 3:00 p.m. | Duke Hospital Front entrance of Atrium cafeteria |
| September 28 – November 3 Every Monday-Friday |
7:30 a.m. – 4:30 p.m. (closed Wednesdays from 12 to 2 p.m.) |
Duke Regional Hospital Employee Occupational Health & Wellness 2nd level hallway between Hospital and Watts Building |
| September 30 | 10:00 a.m. – 3:30 p.m. | MSRB II Research Drive, Room #3090 |
| October 6 | 9:00 a.m. – 2:00 p.m. | HR 705 Broad St, Conf. Room 03 |
| October 7 | 8:30 a.m. – 1:30 p.m. | Smith Warehouse 177 Bay 6 — 1st floor |
| October 8 | 8:30 a.m. – 4:00 p.m. | Erwin Square |
| October 8 | 9:00 a.m. – 2:00 p.m. | University Development 614 West Main Street, Conference Room Honeysuckle. Access on Fuller St – room behind reception desk, first room on right. |
| October 9 | 9:00 a.m. – 2:00 p.m. | Perkins Library Room 218 |
| October 12 | 9:00 a.m. – 3:00 p.m. | North Pavilion Lower lecture Room |
| October 14 | 9:00 a.m. – 2:00 p.m. | American Tobacco 334 Blackwell St., Strickland Bld, Trinity Rm – 1st floor behind reception area. |
| October 15 | 9:00 a.m. – 3:00 p.m. | Durham Center (Downtown) 300 West Morgan Street, Management Office Conference Room (across from plaza lobby) |
| October 20 | 9:00 a.m. – 1:00 p.m. | Lilly Library Staff Room 04, Basement From front desk take elevator to basement. Room 04 is on other end of basement floor. |
| October 27 | 9:00 a.m. – 1:00 p.m. | Fuqua Business Jenkins A&B |
