Best Practices For Setting Vaccine Policies At Work

A vaccine policy is about keeping your employees safe, not shaming or excluding people

The question for employers in 2021 isn’t when to bring back people to the workplace, it’s how to do it safely, productively, and in a way that recognizes our larger role in society. That’s why employers should take the lead by requiring their employees to be vaccinated before they return to the workplace. Here are seven key elements that should be reflected in all workplace vaccine policies:

Follow the Science

The science – and the facts – are clear. According to the Centers for Disease Control and Prevention, not only are Covid-19 vaccines safe and effective, they also can prevent people from becoming seriously ill if they do contract the disease. That’s where the policy should begin, with a preamble explaining why the policy is being issued, how it impacts the company, and the desired outcome.

Set Parameters

Policies should include who must be vaccinated and what activities require vaccination. Policies should at least require all full-time employees to be vaccinated before they enter the office, travel for work, or attend any in-person gatherings with other colleagues. Employers also should consider how a policy should apply to contractors, job candidates, and others who visit workplaces less frequently.

Create a Process for Verification

It’s not enough just to have a vaccine policy. Employers need to verify that their employees are in fact vaccinated. They also have to do it in a way that keeps worker information private. 

The best way to protect employees’ personal information is by partnering with a trusted third-party vendor that specializes in verifying vaccination information. One way to do this is by having employees work directly with the vendor in partnership with their HR team so that the employer is not handling all sensitive information directly.

Create Incentives for Getting Vaccinated

There will be some employees who are uneasy about receiving the Covid-19 vaccine, but it’s the employer’s responsibility to impart the importance of protecting themselves and others. If they need more convincing; incentives might do the trick. Employers should get creative. 

Cash bonuses, drawings for prizes, paid time off, free meals, or other incentives can inspire reluctant team members to participate.

Allow Employees to Request Exemptions

Vaccine policies shouldn’t be rulings handed down without discussion. Some employees may have legitimate concerns about the vaccine, and they should be heard. Give them the opportunity to make their case, but remember that too many exceptions can miss the point of having a vaccine policy.

Accept that Some Employees Won’t Get Vaccinated

Some employees will choose not to be vaccinated, which could create an awkward situation, but it doesn’t have to be that way. Of course, you will need to make reasonable accommodations for workers who can’t get vaccinated for legitimate reasons. But for those who can get inoculated and choose not to, employers should consider making modifications for their employees that allow them to continue working without visiting workplaces or participating in in-person, work-related activities. This is a smart option for employers that allowed their employees to work remotely during the height of the pandemic. Working remotely for the foreseeable future can be a quick solution for employees that refuse to be vaccinated.

At my employer, our Fast Flex policy allows employees to work from anywhere in the world and no one is required to set foot in our office.

Remember Why There’s a Policy in the First Place

A vaccine policy is about keeping your employees safe, not shaming or excluding people. The science speaks for itself. The more people become vaccinated, the sooner we can return to bustling offices and interacting with our co-workers. It’s time for employers to step up and help make that a reality.

Peter Grassi is Senior Director of Talent Acquisition and HR at Fast. Visit www.fast.co  Connect Peter Grassi