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OCCUPATIONAL HEALTH PRIVACY POLICY

UCI PRIVACY NOTICE FOR EMPLOYEE VACCINATION AND OTHER HEALTH INFORMATION COLLECTED IN THE UCI OCCUPATIONAL HEALTH PORTAL

Why is UCI Collecting This Information?

UCI is collecting this information as a business necessity to: (1) comply with the UC Policy on Vaccination Programs (“Policy”) and other public health guidance that may be issued to protect the health and safety of people in the workplace and; (2) identify and manage the risk of employees who enter the workplace posing a threat to the health and safety of others.

Information That May Be Requested

Employees must either verify their vaccination status by entering and uploading their information (“Information”) using the Occupational Health portal or submit a declination via the Occupational Health portal. The Information to verify vaccination status includes:

  • Name
  • Date of birth
  • Date(s) of vaccination administration
  • Vaccine manufacturer

Protection of Information

Your vaccination status (e.g., vaccinated or not vaccinated) and any other information you provide in the Occupational Health Portal will be made available to:

  • UC employees who have a business need to know
  • Your manager and/or supervisor
  • Employees in centralized UCI functions, including UCI’s Contact Tracing and Vaccine Navigation Services and central Human Resources
  • Sedgwick and/or Sedgwick Claims Management Services, Inc.

Your vaccination status also may include: vaccinated or not vaccinated; medical exemption exception requested/approved/denied; disability exception requested/approved/denied; religious objection exception requested/approved/denied, pregnancy deferral requested/approved/denied, and/or declination submitted, as appropriate.

The Information will be segregated from your personnel records. Access to the Information will be limited to the minimum number of people or functions and only as needed for building site and workplace safety.

Technical, physical and administrative safeguards will be used to prevent unauthorized access.

UCI will obtain your written authorization prior to any disclosure of the Information outside of the University of California and Sedgwick, unless such disclosure is permitted or required by law.

Verification Authorization

If you indicate that you received your vaccine in California, UCI may verify the immunization information that you provide by contacting the California Immunization Registry (“CAIR”). Before it does so, UCI will ask for your authorization.

Use of Information

UCI as an employer will use the Information you enter and upload into the Occupational Health portal for building site and workplace safety purposes. The Information will be accessed only by those with a need to use it to complete a job-related task concerning building site and workplace safety.

UCI may use your Information for:

  • UC Policy compliance
  • Contact tracing
  • Determining whether to waive quarantine requirements (quarantine may be waived if evidence of vaccination is on file)
  • Health Care Facility and/or CalOSHA behavioral regulations
  • Eligibility for approved University travel
  • Eligibility for in-person gatherings
  • Assessment for booster vaccine doses

Consequences of Not Providing Information

Employees who do not provide all or any part of the requested Information, or who do not authorize UCI to verify Information through CAIR, are subject to potential employment action.

Agency Official

The agency official who is responsible for the system of records and who shall, upon request, inform an individual regarding the location of the individual’s records and the categories of any persons who use the information in those records is Anitha Nimmagadda, M.D., Occupational Health, 101 The City Drive S, Pavilion III, Building 29, Orange, CA 92868, (714) 456-8300.

Employee Rights

You have the right to review and seek correction of the record of Information collected and maintained by UCI. If you wish to report a privacy issue, contact privacy@uci.edu.

Requests for access to the record of Information may be sent to the UCI Public Records Office at pra@uci.edu. Employees have the right to:

  • Access the records within 30 days of request
  • Access the records within 30 days of request
  • Request an accounting of disclosures
  • Request corrections