{"id":4822,"date":"2021-06-01T16:59:33","date_gmt":"2021-06-01T20:59:33","guid":{"rendered":"https:\/\/employerdefensereport.com\/?p=4822"},"modified":"2026-03-20T11:49:32","modified_gmt":"2026-03-20T15:49:32","slug":"eeoc-updates-covid-19-vaccination-guidance","status":"publish","type":"post","link":"https:\/\/www.connmaciel.com\/employer-defense-report\/eeoc-updates-covid-19-vaccination-guidance\/","title":{"rendered":"EEOC Updates COVID-19 Vaccination Guidance"},"content":{"rendered":"<p><em><strong>By Conn Maciel Carey\u2019s\u00a0<a href=\"http:\/\/www.connmaciel.com\/covid-19-taskforce\" target=\"_blank\" rel=\"noopener\">COVID-19 Task Force<\/a><\/strong><\/em><\/p>\n<p>Last week, Conn Maciel Carey posted a blog article about\u00a0<a href=\"https:\/\/oshadefensereport.com\/2021\/05\/24\/how-to-navigate-the-thorny-legal-landscape-around-employee-vaccination-status\/\">How to Navigate the Thorny Legal Landscape Around Employee Vaccination Status<\/a>.\u00a0 One of the observation in that article was that we were all on the edge of our seats waiting for the EEOC to issue promised guidance about employer incentives and mandates about the COVID-19 vaccination.\u00a0 On Friday, the EEOC finally issued much-anticipated updated\u00a0<a href=\"https:\/\/www.eeoc.gov\/wysk\/what-you-should-know-about-covid-19-and-ada-rehabilitation-act-and-other-eeo-laws\">FAQs about the legal landscape of various employer vaccinations policies<\/a>.<\/p>\n<p>Here is a summary of the vaccine section of the guidance:<a href=\"https:\/\/www.eeoc.gov\/wysk\/what-you-should-know-about-covid-19-and-ada-rehabilitation-act-and-other-eeo-laws\" target=\"_blank\" rel=\"noopener\"><img loading=\"lazy\" decoding=\"async\" title=\"Capture\" class=\"alignright wp-image-4573 jetpack-lazy-image jetpack-lazy-image--handled\" src=\"https:\/\/i0.wp.com\/oshadefensereport.com\/wp-content\/uploads\/2021\/06\/Capture.png?resize=479%2C355&amp;ssl=1\" alt=\"Capture\" width=\"479\" height=\"355\" \/><\/a><\/p>\n<p><strong>May employers ask employees about vaccination status under federal law? \u00a0<em>See FAQs K9, K5, K15, K16, K18, K19<\/em><\/strong><\/p>\n<ul>\n<li>Yes \u2013 does not violate ADA or GINA.<\/li>\n<li>However, employer should not ask \u201cwhy\u201d an employee is unvaccinated, as this could compel the employee to reveal disability information that is protected under the ADA and\/or GINA.<\/li>\n<li>Recommended practice:\u00a0If employer requires documentation or other confirmation of vaccination, \u201cnotify all employees that the employer will consider requests for reasonable accommodation based on disability on an individualized basis.\u201d<\/li>\n<\/ul>\n<p><strong>Is vaccination information \u201cconfidential\u201d under the ADA? \u00a0<em>See FAQ K4<\/em><\/strong><\/p>\n<ul>\n<li>Yes, this includes documentation (i.e., the white vaccination card) \u00a0or \u201cother confirmation\u201d of vaccination, which we presume means any self-attestation form or email from the employee, as well as any record, matrix, spreadsheet, or checklist created by the employer after viewing employees\u2019 vaccination cards or receiving a verbal confirmations from employees.<\/li>\n<li>The records or information must be kept confidential and stored separately from employee personnel files.<\/li>\n<\/ul>\n<p><strong>How may employers encourage employees and family members to get vaccinated?\u00a0\u00a0<em>See FAQ K3<\/em><\/strong><span id=\"more-4571\"><\/span><!--more--><\/p>\n<ul>\n<li>Provide information about the benefits of vaccination, address common questions and concerns, share CDC toolkits<\/li>\n<li>Identify nearby vaccination sites<\/li>\n<li>Assist employees who have difficulty making vaccination appointments due to lack of reliable internet access or language barriers<\/li>\n<li>Provide information on low cost\/ no cost transportation resources<\/li>\n<li>Offer time-off to get vaccinated<\/li>\n<\/ul>\n<p><strong>May employer offer employees an incentive to get vaccinated? \u00a0<em>See FAQs K3, K17, K21<\/em><\/strong><\/p>\n<ul>\n<li>Yes, incentives\u00a0includes both rewards and penalties.<\/li>\n<li>If an employer\u2019s employee is getting the vaccine from a third-party provider, there is no limit to the size of an incentive the employer may offer.\u00a0 However, if the employer or the employer\u2019s agent is the entity that is actually providing the vaccine directly to the employee, like a hospital as both employer and vaccinator, then the employer-offered incentive may not so be \u201cso substantial as to be coercive\u201d (<em>but no examples or amounts provided)<\/em>.<\/li>\n<li>The same analysis applies to incentives offered for vaccination of employees\u2019 family members.<\/li>\n<li>The rationale for the limit on incentives by employer-vaccinator is \u201cbecause vaccinations require employees to answer pre-vaccination disability-related screening questions, [so] a very large incentive could make employees feel pressured to disclose protected medical information\u201d and thus violate GINA.<\/li>\n<\/ul>\n<p><strong>Can employers provide employee vaccinations directly or through an agent on either a mandatory or non-mandatory basis? \u00a0<em>See FAQs K7, K8, K9, K10<\/em><\/strong><\/p>\n<ul>\n<li>Yes.\u00a0 Administering the vaccination is not itself a medical examination under the ADA.<\/li>\n<li>Vaccinations can be mandatory if both \u201cjob related\u201d and \u201cconsistent with business necessity\u201d<\/li>\n<li>If vaccinations are offered on a voluntary basis:\n<ul>\n<li>employer does not need to establish that pre-vaccination screening questions are \u201cjob-related\u201d or \u201cconsistent with business necessity\u201d<\/li>\n<li>cannot be offered only to some employees based upon national origin or other EEO protected basis<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><strong>Can employer mandate employee vaccinations under federal law? \u00a0<em>See FAQs K1, K5<\/em><\/strong><\/p>\n<ul>\n<li>Yes, subject to reasonable accommodations for sincerely held religious and medical\/disability reasons (including pregnancy).<\/li>\n<li>Employer should provide instructions for employee to request a reasonable accommodation for a disability or sincerely religious belief, practice, or observance.<\/li>\n<li>Mandates are acceptable under the ADA if the vaccine is both \u201cjob-related\u201d and \u201cconsistent with business necessity,\u201d such as \u201ca safety-related standard requiring COVID-19 vaccination.\u201d<\/li>\n<li>Employer may not require vaccination of employees with an affected disability\u00a0<u>unless<\/u>\u00a0employer can demonstrate that an unvaccinated employee poses \u201ca direct threat\u201d to the health or safety of the employee or others in the workplace.<\/li>\n<\/ul>\n<p><strong>What is required in the way of an \u201cIndividualized Assessment\u201d as part of the reasonable accommodation process? \u00a0<em>See FAQs K2, K5, K6, K11, K12, K13<\/em><\/strong><\/p>\n<ul>\n<li>May be requested by employee who declines vaccination based upon religious or medical reasons, or by a person who is immunocompromised because the vaccination may not offer the same protection.<\/li>\n<li>Process to request accommodation\n<ul>\n<li>\u201cManagers and supervisors responsible for communicating with employees about compliance with the employer\u2019s vaccination requirement should know h<a href=\"https:\/\/www.eeoc.gov\/laws\/guidance\/enforcement-guidance-reasonable-accommodation-and-undue-hardship-under-ada#requesting\">ow to recognize an accommodation request from an employee with a disability<\/a><u>\u00a0<\/u>and know to whom to refer the request for full consideration.\u201d<\/li>\n<li>\u201dTo request an accommodation, an individual does not need to mention the ADA or use the phrase \u2018reasonable accommodation.\u2019\u201d<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<ul>\n<li><strong>Two-step evaluation<\/strong>\u00a0by employer based on a reasonable medical judgment that relies on the most current medical knowledge about COVID-19 (including current level of community spread, CDC, medical information from employee\u2019s health care provider if given with the employee\u2019s consent):<\/li>\n<\/ul>\n<p><strong><em>First step<\/em><\/strong>\u00a0\u2013 Is there a \u201cdirect threat\u201d (significant risk of substantial harm) to employee requesting accommodation or others in the workplace?<\/p>\n<p><strong>4 factors to evaluate employee\u2019s present ability to safely perform the essential functions of the job<\/strong><\/p>\n<ul>\n<li>duration of the risk<\/li>\n<li>nature and severity of the potential harm<\/li>\n<li>likelihood that the potential harm will occur<\/li>\n<li>imminence of the potential harm<\/li>\n<\/ul>\n<p><strong>Other considerations<\/strong><\/p>\n<ul>\n<li>work environment, ventilation; frequency and duration of direct interactions with others in the workplace; number of partially or fully vaccinated individuals in the workplace; whether other employees are wearing masks or undergoing routine screening testing; \u00a0space available for social distancing.<\/li>\n<\/ul>\n<p><strong><em><a href=\"https:\/\/www.cdc.gov\/coronavirus\/2019-ncov\/\" target=\"_blank\" rel=\"noopener\"><img loading=\"lazy\" decoding=\"async\" title=\"Capture Ii\" class=\" wp-image-4827 alignright\" src=\"http:\/\/employerdefensereport.connmaciel.stagingarea.org\/wp-content\/uploads\/sites\/2\/2021\/06\/capture-ii.png\" alt=\"Capture II\" width=\"499\" height=\"366\" srcset=\"https:\/\/www.connmaciel.com\/employer-defense-report\/wp-content\/uploads\/sites\/2\/2021\/06\/capture-ii.png 610w, https:\/\/www.connmaciel.com\/employer-defense-report\/wp-content\/uploads\/sites\/2\/2021\/06\/capture-ii-300x220.png 300w\" sizes=\"(max-width: 499px) 100vw, 499px\" \/><\/a>Second step<\/em><\/strong> \u2013 Is there a reasonable accommodation that would (a)\u00a0not pose an undue hardship to the employer, and (b) reduce or eliminate the threat?<\/p>\n<ul>\n<li>What is undue hardship? \u00a0<em>See FAQ K6 (disability including pregnancy) and FAQ K12 (religion)<\/em><\/li>\n<li>Considerations: proportion of employees partially or fully vaccinated, the extent of contact with non-employees who may be ineligible for a vaccination or whose vaccination status may be unknown<\/li>\n<li>Employer may rely on\u00a0<a href=\"https:\/\/www.cdc.gov\/coronavirus\/2019-ncov\/\">CDC recommendations\u00a0<\/a>when deciding whether an effective accommodation is available that would not pose an undue hardship.<\/li>\n<li>Examples of reasonable accommodations\n<ul>\n<li>wear a face mask<\/li>\n<li>social distance from others in the workplace<\/li>\n<li>work a modified or staggered shift<\/li>\n<li>change the work environment (i.e. ventilation)<\/li>\n<li>periodic testing for COVID-19<\/li>\n<li>telework<\/li>\n<li>reassignment to a different workspace<\/li>\n<li>reassignment to a vacant position<\/li>\n<\/ul>\n<\/li>\n<li>Protect confidentiality \u2013\u00a0Employer may not\u00a0<a href=\"https:\/\/www.eeoc.gov\/laws\/guidance\/enforcement-guidance-reasonable-accommodation-and-undue-hardship-under-ada#li42\">disclose that an employee is receiving a reasonable accommodation<\/a>.<\/li>\n<li>No retaliation\u00a0<strong>\u2013\u00a0<\/strong>Employer may not\u00a0<a href=\"https:\/\/www.eeoc.gov\/laws\/guidance\/enforcement-guidance-reasonable-accommodation-and-undue-hardship-under-ada#li19\">retaliate against an employee for requesting an accommodation<\/a>.<\/li>\n<\/ul>\n<p>Please contact any of the attorneys on\u00a0<a href=\"http:\/\/www.connmaciel.com\/covid-19-taskforce\" target=\"_blank\" rel=\"noopener\">CMC\u2019s COVID-19 Task Force<\/a>\u00a0let us know if you have any questions about these tricky vaccination issues.\u00a0 If you do not already have written vaccination policies, we highly recommend you develop and implement those, and we can help with that.\u00a0 Likewise, if you already have vaccination policies, we would be happy to do a quick gap assessment to make sure they are compliant with the latest EEOC and OSHA guidance.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>By Conn Maciel Carey\u2019s\u00a0COVID-19 Task Force Last week, Conn Maciel Carey posted a blog article about\u00a0How to Navigate the Thorny Legal Landscape Around Employee Vaccination Status.\u00a0 One of the observation in that article was that we were&hellip;<\/p>\n","protected":false},"author":13,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_price":"","_stock":"","_tribe_ticket_header":"","_tribe_default_ticket_provider":"","_tribe_ticket_capacity":"","_ticket_start_date":"","_ticket_end_date":"","_tribe_ticket_show_description":"","_tribe_ticket_show_not_going":false,"_tribe_ticket_use_global_stock":"","_tribe_ticket_global_stock_level":"","_global_stock_mode":"","_global_stock_cap":"","_tribe_rsvp_for_event":"","_tribe_ticket_going_count":"","_tribe_ticket_not_going_count":"","_tribe_tickets_list":"[]","_tribe_ticket_has_attendee_info_fields":false,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[107],"tags":[831,74],"class_list":["post-4822","post","type-post","status-publish","format-standard","hentry","category-workplace-safety-health","tag-accessibility-ada-accommodations","tag-workplace-violence-prevention"],"acf":[],"yoast_head":"<!-- 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