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UC San Diego COVID-19 Vaccination Mandate Compliance Process for Visiting Scholars

 

The University of California requires all students, staff, and academics, including Visiting Scholars, to be
vaccinated against COVID-19 before they will be allowed on campus or in a UC San Diego facility.


Official Visiting Scholar appointments are sponsored by and normally requested by faculty, processed by department HR/AP administrators via RSAS, and reviewed and approved by the Research Scholar Affairs on behalf of the Vice Chancellor for Research.

Once a Visiting Scholar is officially offered and courtesy appointment is accepted, please follow this guidance to comply with the vaccination mandate.


Process:

  1. Department Administrator enters Visiting Scholar appointment in UC Path as Contingent Worker
    • See UC Path CWR UPK for instructions (access required). Local “Understanding
      Contingent Worker” Job Aid is available at UC Path.
      - Employee Class: Academic Contingent Worker
      - Job Code: CWR015 (Visiting Scholar) or CWR016 (Visiting Scholar-UG), as appropriate
    • When creating the CWR appointment, remember to include DOB, home address, SSN if available (in National ID field) in order to identify the scholar and link with AD and EPIC accounts.
    • For the Reports To field, enter the faculty sponsor’s Position Number and not Dept Chair/ORU Director positions numbers so that the Visiting Scholar appears in the correct Supervisor’s Dashboard.
  2. Department Administrator requests AD account for the scholar
    • First, check to see if they already have an AD account. If they were present on campus
      before the new mandate, they may have been given an AD account through
      MyAffiliates.
    • ITS will compare information and link PID with AD account.
  3. Behind the scenes, the PID will be batch loaded into EPIC once a week (by UCSD Health
    Information Systems unit). If information is missing, and they are unable to identify a unique
    person, the scholar’s information will not be uploaded and will cause delays. Therefore, it is very
    important that all the CWR fields are completed.

  4. In 1-2 weeks (depending on when the information was uploaded), the Visiting Scholar will be able
    to use their AD user information to create an account in MyUCSDChart (myucsdchart.ucsd.edu)
    to upload proof of vaccination. If they are having issues creating a MyUCSDChart account, request assistance via servicedesk@ucsd.edu
  5. If they will be requesting an exemption or deferral, they must complete the COVID-19 Vaccine
    Exemption/Deferral Request for (aka Qualtrics survey) which is available at:
    https://ucsd.co1.qualtrics.com/jfe/form/SV_5d5rGx1z65G8Piu 

    Information that they will need to provide: 
    1. Full Name (as entered into UC Path)
    2. UC Path ID number (aka EID)
    3. Contact phone number
    4. Contact email address
    5. Identify as affiliated with Campus or Health
    6. Type of exemption or deferral being sought
    7. Sedgwick will review respond to exemption and deferral requests. However, they are
      backed up due to the implementation so please let your scholars know about the
      possible delay in response.
  6. If after 2 weeks the Visiting Scholar is still unable to access MyUCSDChart, they should request
    assistance via servicedesk@ucsd.edu to look into their MyUCSDChart account access and can
    email their proof of vaccination to SDVaxRO@health.ucsd.edu.

Contacts:

Return to Learn regarding vaccination mandate RTL@ucsd.edu 
Health regarding vaccination documentation SDVaxRO@health.ucsd.edu 
ITS regarding UCPath and AD account data issues servicedesk@ucsd.edu 
Jennie Salomon regarding Visiting Scholars visitingscholar@ucsd.edu 
Jennifer Bourque regarding this page and policy  jbourque@ucsd.edu