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Voluntary Vaccine Program

With the safety and well-being of staff and students in mind,  Abilene ISD is offering a one-time stipend of $1,000 to full and part-time district employees who are fully vaccinated against COVID-19 by November 8, 2021. To get the stipend, employees should print and fill out the Voluntary Vaccine Program – Enrollment Form (linked below) and deliver the completed enrollment form and proof of vaccination (COVID vaccination card, ImmTrac2 print out or written confirmation from the employee’s medical provider) to their supervisor by November 8, 2021. Participation in the vaccine program is entirely voluntary and based on the employee’s personal preferences.

Only eligible employees who are fully vaccinated, complete Voluntary Vaccine Program – Enrollment Form and have confirmation of their vaccination status to their supervisor by November 8, 2021 will receive the one-time stipend of $1,000 on their November 26th paycheck.  Any employee who separates from the district prior to November 19, 2021 will automatically become ineligible for this voluntary vaccine program.

 

FAQs

Who can participate in the voluntary vaccine program?

At this time, only full and part-time compensated employees of the AISD may participate in this voluntary vaccine program.  Temporary employees are not considered full or part-time employees of AISD and are not eligible for benefits through the district.  Therefore, temporary employees are not eligible for this voluntary vaccine program.  Any eligible employee who separates from the district on or before November 19, 2021 will no longer be eligible for this program.

What if I got my vaccine months ago?

You can participate in the voluntary vaccine program as long as you are an AISD full or part-time compensated employee who is fully vaccinated and can provide proof of vaccination to your supervisor by November 8, 2021 regardless of how long ago you became fully vaccinated.

What if I only received one shot?

If you received the Johnson & Johnson vaccine, you are considered fully vaccinated. If you have only received the first shot for the Pfizer and Moderna vaccines, you have until November 8th to get the second shot and to deliver the evidence that you are fully vaccinated to your supervisor.

I cannot find my card...How do I get proof I am fully vaccinated?

First, try the doctor, hospital or location where you received your vaccination. Walgreens or CVS keep records of vaccines administered at their locations.

For those who received the vaccination at one of the mass vaccination clinics, the Texas Immunization Registry—run by the Texas Department of State Health Services—can provide a printout of the COVID vaccination record. To request a copy of immunization records for a person over 18 years of age, complete and submit (by fax or mail) an ImmTrac2 Adult Consent Form (F11-13366) and an Authorization to Release ImmTrac2 History Form (F11-11406).

Need more information on ImmTrac2?

Call: (800) 252-9152

Fax: 512-776-7790

E-mail: ImmTrac2@dshs.texas.gov

Write to:

Texas Department of State Health Services 

DSHS Immunization Unit

MC 1946, PO Box 149347

Austin, TX 78714-9347

Can I still participate if I haven’t been vaccinated yet?

The opportunity to receive the incentive will only be available until the deadline of November 8, 2021 (approximately 50 days).

Employees who want to participate and have not yet obtained the vaccine should get their first shot as soon as possible (Pfizer or Moderna) to be able to receive the second shot within the 50-day window and have proof of full vaccination. The Johnson & Johnson vaccine requires only one shot to be considered fully vaccinated.

Where can I go to get the vaccine?

To find a COVID-19 vaccine near you, you can visit the Abilene Taylor County Public Health Department website HERE or vaccines.gov

Are the vaccines safe?

To get vaccinated or not is a personal choice and entirely up to the individual. Millions of people in the United States have safely received one of the available COVID-19 vaccines. For more information about vaccine safety, visit the Centers for Disease Control and Prevention at https://www.cdc.gov/coronavirus/2019-ncov/vaccines/safety/safety-of-vaccines.html.

What if I don’t want to get the vaccine?

Getting the vaccine and participation in the voluntary vaccine program are entirely voluntary; however, only employees who complete the enrollment form and deliver it along with proof of full vaccination to their supervisor by November 8th will be eligible to receive the $1,000 stipend.

How will I know that I got the stipend?

The stipend will be marked on the employee’s statement of earnings as a one-time payment for Voluntary Vaccine Program on the November 26th payroll.

Will the $1,000 stipend be taxed?

Yes, federal withholding and Medicare (if applicable) will be deducted. The federal withholding deduction will depend on the employees’ W4 forms and their earnings.

Is the $1,000 stipend TRS eligible?

This stipend is not eligible for TRS earnings.

Are Substitutes and Temporary workers eligible for the voluntary vaccine program?

At this time, only full and part-time compensated employees may participate in the voluntary vaccine program.  All employees characterized as temporary, a substitute or who work for ESS (AISD’s substitute partner) are not eligible.

What if I have questions about the voluntary vaccine program?

If you have questions about the voluntary vaccine program, please send them using the AISD Let’s Talk platform located at www.abileneisd.org on the right side of the AISD homepage where there is a red box that says, “Questions for AISD?”  Scroll to the bottom of the Let’s Talk page and select “AskAbileneISD” to submit your question.  You may also contact Chris Halifax or Alison Sims by phone in the AISD Human Resources office or email them at chris.halifax@abileneisd.org and alison.sims@abileneisd.org

Where will my confidential information be held?

For reasons relating to the accounting for the federal grant funds being used for this program, the Finance Department will be maintaining the documentation relating to the Voluntary Vaccine  Program.  All information will remain strictly confidential and will only be accessed by the personnel of the payroll department as a function of their role in paying the stipend.  All documentation will be secured in the Finance Department vault and will be retained according to the standards set by the state of Texas.

Can I just email my vaccination information?

No, you must print and fill out the Voluntary Vaccine Program – Enrollment Form that you can find HERE 

What if I am a new employee this year and was vaccinated prior to starting work in AISD?

You are eligible for the voluntary vaccine program. All current full and part-time employees can print and fill out the Voluntary Vaccine Program – Enrollment Form and deliver the completed enrollment form and proper documentation of your vaccination to your supervisor to receive the vaccine stipend. If you complete the steps of the program by the November 8th deadline, then you are eligible regardless of where you were located when you initially became fully vaccinated.

Am I eligible for the program if I have a documented allergic reaction to a vaccine administration?

Yes, this program’s only exception will be based on a documented allergy to the contents of the COVID-19 vaccine that would prevent you from being able to receive the vaccine.  Those components include:

      1. Polyethylene glycol (PEG) which is found in some medications, such as laxatives and preparations for colonoscopy procedures.  
      2. Polysorbate, which is found in some vaccines, film coated tablets and intravenous steroids.
        1. The Exception Process is only available through the AISD Human Resources office.  Please send an email to both alison.sims@abileneisd.org and chris.halifax@abileneisd.org requesting this exception.  All medical exceptions will be reviewed by the Executive Director for Human Resources once submitted.  If this exception applies to you, the HR office will need a signed document from your treating  physician stating that you are unable to receive the COVID-19 vaccine due to a severe allergy.  HR will verify the information and decide on the exception.  All documentation through this exception process will be held confidential and secure.
    Am I eligible for the program if I have had monoclonal antibody treatment?

    Yes, contact Alison Sims (alison.sims@abileneisd.org) in Human Resources for further instructions about this exception.

    Monoclonal antibody treatment given within 90 days which would prevent immediate vaccination. This treatment would not provide an exception, rather a delay in vaccination and delay in stipend pay.

      1. The Exception Process is only available through the AISD Human Resources office.  Please send an email to both alison.sims@abileneisd.org and chris.halifax@abileneisd.org requesting this exception.  All medical exceptions will be reviewed by the Executive Director for Human Resources once submitted.  If this exception applies to you, the HR office will need a signed document from your treating  physician stating that you are unable to receive the COVID-19 vaccine due to a severe allergy.  HR will verify the information and decide on the exception.  All documentation through this exception process will be held confidential and secure.
    To which supervisor do I bring my proof of vaccination?
      1. Campus Based Instructional Personnel – Your Principal
      2. Student Nutrition (Including Campus Based)- Kandace Grenwelge
      3. Facilities – Rickey Wallace
      4. Custodial (Including Campus Based) – Lee Hatch
      5. Special Education (SPED teachers with their campus admin, all others with Executive Director) – Teri Reece
      6. Technology/Library Services – Cary Owens
      7. Curriculum and Instruction – Keri Thornburg
      8. Principals, Directors, Assistant Directors, Coordinators, Cabinet – The supervisor who does your evaluation
      9. Human Resources – Alison Sims
      10. Finance – Joe Waldron
      11. Purchasing and Warehouse – Lisa Metcalf
      12. Nurses – Campus Administrator
      13. Transportation – Kris Wilson
      14. District Health and Safety – Scott McLean
      15. AISD TV/Communications – Lance Fleming
      16. Student Services – Gustavo Villanueva
    What happens if I separate from the district?

    Any full or part-time compensated employee who separates from the district prior to November 19, 2021 will be ineligible.  All full or part-time compensated employees who are active with the AISD on November 19, 2021, meet the program guidelines, have submitted their enrollment form and had their supervisor verify their full vaccination status are eligible to receive the stipend.

    What if I have an adverse reaction to the vaccine?

    While these instances are rare, they can happen. In the case that you become ill and need a day to recover from the vaccination, the Abilene ISD Board of Trustees passed a resolution that covers up to 10 days of paid COVID leave.