Protocols for Vendors Working on Campus

Updated January 19, 2022

To ensure the health and safety of the UCSF community, all vendors who come to work at UCSF campus locations are subject to the following:

Please note: All vendors and contractors must be approved by department heads or principal investigators; no higher-level approval is required.

Definitions

Vendors: For the purposes of the policy below, vendors are defined as suppliers and contractors who perform services on UCSF property that involves more than just a quick delivery. Examples of work performed on-site by vendors includes equipment installations, repairs, and servicing, gas refills, and clinical research monitoring by research sponsors or third parties.

Booster: A booster means an additional dose of a vaccine authorized to prevent COVID-19 by the Food and Drug Administration (FDA), including by way of an emergency use authorization, or by the World Health Organization (WHO), for which a person is eligible.

Individuals who are 18 or older may receive a booster of the Pfizer-BioNTech, Moderna, or Johnson & Johnson’s (Janssen) COVID-19 vaccine at least five months after receiving a second dose of the Pfizer or Moderna COVID-19 vaccine or two months after receiving the single dose Johnson & Johnson’s Janssen COVID-19 vaccine. Adolescents who are 16 or 17 may receive a booster of the Pfizer vaccine at least six months after their second dose of that vaccine.

Consistent with U.S. Centers for Disease Control and Prevention (CDC) and California Department of Public Health (CDPH) guidance, either the Pfizer or Moderna COVID-19 vaccine is preferred for the booster. That preference applies to all initial vaccination series, regardless of which vaccine an individual received.

Fully Vaccinated/Full Vaccination: “Fully Vaccinated” and “Full Vaccination” mean two weeks after completing the entire recommended initial series of vaccination (usually one or two doses) with a vaccine authorized to prevent COVID-19 by the FDA, including by way of an emergency use authorization, or by the World Health Organization (WHO).

An individual would be fully vaccinated at least two weeks after receiving a second dose of the Pfizer or Moderna COVID-19 vaccine or two weeks after receiving the single dose Johnson & Johnson’s COVID-19 vaccine. A list of FDA-authorized vaccines is available at www.fda.gov/emergencypreparedness-and-response/coronavirus-disease-2019-covid-19/covid-19-vaccines.  A list of WHO-authorized vaccines is available at https://extranet.who.int/pqweb/vaccines/covid-19-vaccines.  

Open Letter to UCSF Vendors and Contractors

RE: Notice to UCSF Vendors and Contractors Regarding COVID-19 Vaccination Requirements

To:  UCSF Suppliers, Vendors, Contractors, Managed Service Providers, and Parties to Lease Agreements, License Agreements, Permit to Use Agreements, etc.

You are receiving this notice because your company does business with UCSF, and/or provides managed services that require your employees to access UCSF owned, licensed, or leased property at UCSF site(s). We appreciate your cooperation as we all navigate the shifting circumstances during these challenging times. 

UCSF is continually updating policies and guidelines to comply with ongoing federal, state, and local public health orders and to keep the UCSF community safe during this pandemic. 

UCSF requires that all UCSF vendors comply with pandemic-related federal, state, and local public health orders as well as UCSF’s policies, including the University of California Vaccination Program policy: https://policy.ucop.edu/doc/5000695/SARS-CoV-2_Covid-19

Booster Update: Booster vaccinations are mandatory and required by Jan. 31, 2022. As part of UCSF’s compliance and safety efforts, UCSF is requiring that UCSF vendors do the following regarding their employees who come on to a UCSF site:

All UCSF vendor employees assigned to work at UCSF as of Jan. 31, 2022, to provide services for UCSF: All employees assigned or dispatched to work on-site at UCSF as of Jan. 31, 2022, must be fully vaccinated against COVID-19 and must receive a booster vaccination if/when eligible based on CDC and FDA guidance, with no exceptions or exemptions.

Compliance and records maintenance: UCSF vendors must be responsible for maintaining records related to your employees’ vaccine status, to ensure that your employees working on UCSF property are compliant with federal, state, and local public health orders, as well as UCSF policies related to the ongoing pandemic.  

Employees permitted access to work on-site at UCSF:  As of Jan. 31, 2022, to the extent permitted by law, UCSF requires that only those employees of your company who are fully vaccinated against COVID-19, including all eligible booster vaccinations, will be permitted to work on a UCSF site to perform work under your contract with UCSF. 

Compliance reporting:  UCSF reserves the right to request vaccine compliance reports that shall include the following regarding your employees: Number and percentage of fully vaccinated employees working on site at UCSF.

Reporting non-compliance: If your company discovers that your employee is not in compliance with federal, state, and local public health orders, as well as UCSF’s policies, your company shall remove the employee from the UCSF site immediately and disallow your employee from working at UCSF until the individual is able to successfully comply with applicable public health orders and UCSF policy requirements.

We appreciate your cooperation and compliance with this policy.

 

Vendor Groups & Post-travel Requirements

Already Approved Vendors

All on-site work by vendors must be approved by Department Heads or Principal Investigators; no higher-level approval is required. Following initial approval of a vendor project, each individual site visit necessary to perform the work needs to be coordinated in advance with an appropriate UCSF contact. Vendors who travel to UCSF from outside California (regular commuters exempted) within the previous 10 days must adhere to the following:

 

From Another State

From Another Country

Fully Vaccinated

  • No test
  • No quarantine
  • COVID-19 test 3-5 days after travel
  • No quarantine

Not Fully Vaccinated

Long-term Vendors with UCSF IDs

Some select vendors have been issued a UCSF ID and are on campus full-time or for extended periods of time (generally months or longer), such as those working in retail, food service and building operations. These vendors must also follow all the same policies and protocols as UCSF employees. Those who travel to UCSF from outside California in the previous 10 days (regular commuters excepted) should follow the UCSF return-from-travel requirements that apply to on-site workers and learners

Construction Contractors Hired Under UCSF contracts

Construction contractors hired by UCSF Real Estate and other campus units are required to adhere to the terms of their contracts and their site-specific health and safety plans. If they are entering UCSF buildings where UCSF staff or patients are present, then they must follow UCSF COVID-19 health, quarantine and testing protocols listed above for already approved vendors.

The UCSF Vendor & Campus Guest Health Screening tool is built on the Qualtrics platform and follows UCSF’s COVID-19 Symptom Screening Program privacy practices.