COVID-19 Vaccination Documentation Requirements and Acceptable Vaccines
All students, faculty, and staff on campus must be fully vaccinated for COVID-19, unless they have an approved religious or medical exemption. Fully vaccinated means that two weeks have passed since a person received the final dose of their vaccine.
Individuals who are vaccinated will be required to provide documentation. There are separate documentation requirements for individuals seeking medical or religious exemptions. (Please see below). All students, faculty, and staff should keep the original copy of their vaccination information card in a safe place and retain a photo of it on their phone or make a photocopy. This information will be needed to show proof of vaccination to Middlebury College.
Documentation must be provided in English; original documentation may be in a foreign language with translation attached (any English translation is acceptable). English translations must include your name, date of birth, vaccine manufacturer, and vaccination dates.
Individuals are considered fully vaccinated against COVID-19 if they meet the following criteria:
- They have official medical documentation such as an uploaded photo of their CDC vaccine card if received in the United States, or other official vaccine records applicable to vaccines received outside the United States.
- They have received a complete vaccine series as defined by the U.S. Food and Drug Administration—Emergency Use Authorization (“FDA-EUA”) COVID-19 vaccine with both doses administered according to the dosing schedule below:
- Pfizer/BioNTech: two doses more than 21 days apart, OR
- Moderna: two doses more than 28 days apart, OR
- Janssen (also known as Johnson & Johnson): one dose, AND
- Fourteen days have passed since the last dose of the series.
Our strong preference is for individuals to receive one of the FDA-EUA-approved vaccines listed above. For individuals living outside the United States who do not have access to the three FDA-EUA COVID-19 vaccines referenced above, the following criteria must be met for them to be considered conditionally vaccinated against COVID-19:
- They have official medical documentation, in English, of the following full series of COVID-19 vaccinations with both doses administered according to the dosing schedule below. (Original documentation may be in a foreign language with English translation attached. English translations must include your name, date of birth, vaccine manufacturer, and vaccination dates). Following are the dosing schedules for approved vaccines:
- Fourteen days have passed since the last dose in the series.
Please note that as of August 10, 2021, the following vaccines are not considered approved for emergency use by the World Health Organization (WHO), and individuals who received these vaccines and plan to be on campus are considered unvaccinated. These individuals should contact Health Services for guidance on receiving an FDA- or WHO-approved vaccine and follow guidance for unvaccinated status during the arrival period.
- Gam-COVID-Vac (SputnikV/Gamaleya Institute)
- NVX-CoV2373 (NovaVax)
- CanSinoBio Ad5-nCoV
Adults 18 and over who received the two-shot regimen of Pfizer-BioNTech COVID-19 vaccine or Moderna COVID-19 vaccine will be required to receive a booster shot and provide documentation to the College once the shot is authorized by the FDA and becomes available. According to the latest CDC guidance, once authorized, the shot should be administered approximately eight months after the second dose.
Booster shots will also be required for individuals who received other vaccines such as Johnson & Johnson or any of the WHO-approved vaccines once such shots are authorized by the FDA or the WHO, as applicable.
The CDC recommends that people with moderately to severely compromised immune systems should receive an additional dose of mRNA COVID-19 vaccine at least 28 days after a second dose of the Pfizer or Moderna vaccine. Individuals in this category should review the applicable CDC guidance.
Documentation of booster shots must be provided in accordance with the procedures below.
How to Submit Your Vaccine Documentation
All students must upload to their student health portal a photo of their COVID-19 vaccine record as an “Immunization Record” showing a completed vaccination series as soon as possible. Please direct questions to the Health Services nurse triage line at 802-443-3290. It may take a couple of days for your health portal to be updated with your new vaccine record. Please check a few days after uploading to verify that the upload was successful before submitting the record again.
The deadline for fall enrollment was August 10, 2021. Students who have not complied with the deadline by the end of the grace period, 11:59 p.m. August 17, will be placed on a leave of absence for the fall 2021 term. Return for the 2022 winter term will not be permitted. Students will be eligible to return for the spring 2022 term provided that they are in compliance with the College’s vaccination requirements and they notify their dean of their intention to return for the spring 2022 term by November 15.
Middlebury has partnered with Sentry MD, a company that specializes in managing organizational health records, to create a secure and confidential process for collecting and recording employee COVID-19 vaccination information. Gathering this data will help us assess how many employees on campus are vaccinated and determine what workplace health and safety guidelines are needed as we transition to a fully vaccinated community.
All employees will receive an email from Sentry MD to their @middlebury.edu mailbox with instructions on how to access their accounts and submit COVID-19 documents. To submit your vaccination record:
1. Obtain COVID-19 vaccination record.
2. Sign the authorization of release.
3. Submit both documents to the secure portal link at http://go.middlebury.edu/employeevaccineupload/
(Sentry MD will accept vaccine documentation in a JPEG format. They also accept a Portable Document Format (PDF). Please visit http://go.middlebury.edu/createpdf/ for information on how to create a PDF from an image).
4. You will receive an email confirmation from Sentry MD within 48 hours of submission of documents. You will not receive immediate confirmation after you submit your record.
To connect to the Sentry MD System:
- Go to http://go.middlebury.edu/employeevaccineprofile/
- Sign in with your firstname.lastname@example.org address.
- Enter your password for your Middlebury account and Multi-Factor Authentication (MFA) challenge if prompted.
Once you are logged in, you will be able to see your status and download or print a summary. You also may download or print documents you have submitted once they are approved and processed. Please note that processing can take up to 48 business hours and you will not receive immediate confirmation.
Questions? Email Middlebury@SentryMD.com
Frequently Asked Questions
Who is Sentry MD?
Sentry MD is Middlebury’s secure vaccination records partner. They will be managing your COVID-19 records. To learn more, visit their website at www.SentryMD.com or email their representatives at Middlebury@SentryMD.com.
How often will I need to upload information to Sentry MD?
You should provide vaccination information any time you complete a COVID-19 vaccine series or booster, when boosters become available.
What will happen if I do not provide the COVID-19 vaccine documentation to Sentry MD or authorize them to disclose information to Middlebury?
Sentry MD’s technology and privacy practices were vetted by Middlebury’s Information Technology Services and the General Counsel’s Office. If you have questions about the safety and security of information provided to Sentry MD, please contact Middlebury@SentryMD.com. For all other questions related to vaccination requirements and employment, please contact Human Resources.
For technical questions and questions about Sentry MD, please email Middlebury@SentryMD.com. If you have questions about setting up your Middlebury email account, please refer to directions from Information Technology Services.
Medical and Religious Exemptions
We recognize that individuals may have medical or religious needs that prevent them from receiving a vaccination. Following are instructions for those who may qualify for medical or religious exemptions or accommodations:
- Students who need religious or medical exemptions should complete the COVID-19 Vaccine Exemption Form and submit it to the student health portal.
- Employees may submit requests for medical and/or religious exemptions by completing the Vaccination Exemption Request Form on the Human Resources forms page.
- Employees with medical conditions that may require reasonable accommodations under the Americans with Disabilities Act (ADA) should complete and submit the ADA job accommodation form to initiate the accommodation process.