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Recording vaccine and booster information for employees

Employees are strongly encouraged to be vaccinated and get a booster dose as soon as they are eligible, and to report their vaccination status to the university. Vaccines, including boosters, remain our best protection against COVID-19 and are especially important for public health.

While not required, employees who have received a vaccine and booster may voluntarily record their booster information to the university. This helps us know how many members of our community are vaccinated. Employees may record their vaccination and booster information using the COVID-19 Vaccination Status Self-Reporting form. See the detailed instructions below. 

Recording vaccination information

* For first time users who have not previously reported vaccination information.

1. Log into the form

2. Enter COVID-19 vaccination information

  • Select the Vaccine Type you received (e.g., Moderna, Pfizer, Johnson & Johnson). The system will adapt to the number of doses you need to enter based on the vaccination type.
  • Enter the date(s) you received each dose.

3. Upload an image of your vaccine card.

  • Select the image(s) of the front of your vaccine card that you want to upload from your device. Be sure your birth date is visible, and your image(s) include all doses of the vaccine.
    NOTE: You can upload a photo or scanned copy of your vaccine card. If you have documentation on two different vaccine cards, upload images of both cards, or if it's on front and back, include both sides. For most, you will only upload the front of one card.
  • Official documentation must contain name, birthdate, dates of doses, and the vaccine manufacturer.

4. Verify your information

  • Be sure the information you entered is correct.
  • Submitted information will be validated against your HR Banner record. Individuals who do not have valid vaccination records or an exemption may be required to participate in the university surveillance testing program.
  • Following submission, you should receive a confirmation email from the registration portal that your vaccination registration is complete. If there are any issues or inconsistencies in the information you’ve entered, you may be contacted by Human Resources to address the concerns.

After you complete the vaccination reporting and upload an image of your vaccination card, you will receive an email confirming that your information has been recorded in the system. 

Recording booster information

1. Log into the form

  • Log into the COVID-19 Vaccination Status Self-Reporting form using your PID and password.
  • Employees who have previously recorded their vaccination information will see a box to select the supplemental (booster) vaccine type they received. 

2. Enter COVID-19 booster information

  • Select the supplement (booster) vaccine type you received from the drop down list. 
  • Enter the date you received the booster.

3. Upload a new image of your vaccine card.

  • Select the image(s) of the front of your vaccine card that you want to upload from your device. Be sure your birth date is visible, and your image(s) include all doses of the vaccine. NOTE: You can upload a photo or scanned copy of your vaccine card. If you have documentation on two different vaccine cards, upload images of both cards, or if it's on front and back, include both sides. For most, you will only upload the front of one card.
  • Official documentation must contain name, birthdate, dates of doses, and the vaccine manufacturer.

4. Verify your information

  • Be sure the information you entered is correct.

NOTE for new employees: You will need to upload your initial COVID-19 vaccination information before you can record booster information. Once you have reported your first vaccine(s), you will be able to record the booster. Images of your vaccine card will be required to complete both submissions. 

Checking your vaccination record

You may check your vaccination and booster record and card images at any time by going to the COVID-19 Vaccination Status Self-Reporting form and selecting "View History."