Employee Vaccine Registration

Reporting Your Vaccine

Please remember it is important to report your vaccination status, particularly as we move through Kent State's vaccine phases as they relate to the university's vaccine requirement during the fall 2021 semester.

Accepted COVID-19 Vaccines

Students Submit Proof of Vaccination  Employees Submit Proof of Vaccination

More Details for Reporting  Vaccines: Students

Click here to be linked to the University Health Services website where you will find instructions on how to register with Med+Proctor, the company managing our COVID-19 vaccine registration. Once you register with Med+Proctor, you can upload your vaccine information. There is no charge to use this site. Med+Proctor will offer you the chance to buy a lifetime membership to its service for $10. However, you do not have to purchase this service in order to register and upload your vaccine information.

Submitting a photo of your COVID-19 Vaccination Record Card is a valid method to confirm your vaccination status. Med+Proctor will accept your card image as supporting documentation without issue. Your card does not need to be signed by a clinician to be accepted. If you do not have a photo of your COVID-19 Vaccination Record Card, you can use the Med+Proctor immunization certificate to submit information about your vaccination status. The immunization certificate needs to be signed by a clinician to be accepted if you do not include a copy of your COVID-19 Vaccination Record Card.

All Kent State students who are vaccinated and who have registered their vaccine will be eligible to win prizes in twice-weekly drawings through Oct. 31. That means you could win free tuition for a semester, free room and board for a semester or a kayaking trip with you and your closest friends. Other prizes to be awarded include free Homecoming concert tickets, Beats headphones and Apple Watches.

Read more.

More Details for Reporting Vaccines: Employees

AM I REQUIRED TO PROVIDE MY VACCINE STATUS?

As of Aug. 27, 2021, Kent State issued a COVID-19 vaccine requirement. By Dec. 20, 2021, all non-represented employees are required to be fully vaccinated. Once vaccinated employees are required to submit their vaccination status. Until that time we are collecting as much information as we can to determine the percentage of employees who are either fully vaccinated, partially vaccinated, or not vaccinated at all.  Filling out the online form and uploading your vaccine card or letter signed by a physician is voluntary. 

LEARN ABOUT THE EMPLOYEE VACCINATION INCENTIVE

IF I SUBMIT MY VACCINE STATUS, WHERE WILL MY INFORMATION BE STORED?

Information will be stored in two places.  First, when opening the form and answering the brief question about your current vaccine status that information will be stored internally to the university.  Second, upon completing the form a message will be displayed that contains a link detailing how to upload your vaccine card or signed letter from a physician into the Med+Proctor portal.  

DO I HAVE TO PAY TO SUBMIT MY VACCINE INFORMATION?

No. When you sign up with Med+Proctor you will see messages about paying $10 to store your vaccine information.  This is not required to participate.  Med+Proctor offers this paid service to individuals who are going to use their portal on a more permanent basis to store their medical information.  If you do not choose to participate in long term record keeping with Med+Portal, you will not be required to pay any fee.

WHO IS MED+PROCTOR?

Med+Proctor is a third-party technology company designed to streamline the medical forms from a paper to electronic files. Their target population is students, but they also can retain electronic files for employees.  Kent State has a standing relationship with Med+Proctor to retain immunization records for our students.  If you would like more information about Med+Proctor, you can visit their website at https://www.medproctor.com. You can also read more about Kent State’s partnership with Med+Proctor by visiting https://www.kent.edu/uhs/mandatory-immunizations.

HOW WILL I KNOW WHERE TO UPLOAD MY VACCINE INFORMATION?

Upon completion of the Kent State form, a message will be displayed that contains a link detailing how to upload your vaccine information.  If you choose to do so, the instructions will lead you to the external Med+Proctor site with additional instructions for uploading documents. If you have questions or need support from Med+Proctor you can visit their support site at https://support.medproctor.com. Or you can email them at help@medproctor.com.

HOW CAN I CONTACT MED+PROCTOR IF I HAVE QUESTIONS?

If you have questions or need support from Med+Proctor you can visit their support site at https://support.medproctor.com. Or you can email them at help@medproctor.com.

I HAVE ADDITIONAL QUESTIONS ABOUT THE VACCINE INCENTIVES PROGRAM, WHO CAN I CONTACT?  

If you have additional questions and are a staff member, you can contact Karen Watson (kswatson@kent.edu) in the Division Human Resources. If you are faculty can contact Kevin West (kwest12@kent.edu) in the Office of the Provost.

I HAVE ADDITIONAL QUESTIONS ABOUT THE VACCINE REQUIREMENT, WHO CAN I CONTACT?

If you have questions, please email vaccine@kent.edu or call 330-672-8227.

Med+Proctor Reporting Steps

Before starting the reporting process you need to consider if you have all of your immunization documents available for submission to Med+Proctor.

Do you have a COVID-19 immunization card, MMR booklet, a TB skin test result report, or any other documentation needed for proving your vaccination status?

Yes, I have documentation of my vaccination status.

Great! Make sure that you have a scan or photo of your COVID-19 vaccination card or MMR documentation on the device you are going to use to upload them to Med+Proctor. You need to upload a scan or photo as part of the submission process.

1. Visit the Med+Proctor website.
2. Type in your Kent State University email address ( including the “@kent.edu” ) and click the "Continue" button.
3. You will be re-directed to sign in with your Kent State University username and password. Sign in.
4. Once you sign in, follow the directions and complete the appropriate steps as the site directs to complete setup of your account (verify your information, agree to the Med+Proctor agreement, etc.).
5. Skip the Med+Proctor Pro message to start to upload your documents.
   1. Click the link at the bottom of the screen that says "No, thank you. I do not want access to my documents later."
      
6. Upload your documents on the "Documents" page.
   1. When uploading your documents select "Supporting Documentation" as the "Document Type" that  you are uploading.
   2. Use the "Choose Files" button in the "Select a file" section to browse your device for the scan(s) or photo(s) of your documentation.
   3. Once you have selected the appropriate file(s) click the "Continue..." button to upload your file(s).
   4. Once your browser is redirected to the page that says "Your record is being reviewed" you may sign out of Med+Proctor or close the Med+Proctor tab / window. Depending on your account configuration in Med+Proctor, you may also see the message "Pending Your record has not been completed. Please continue completing your record.". If you see this message after uploading your COVID-19 vaccination card you can consider your COVID-19 vaccination information successfully uploaded.
      
7. You are done with the submission process.

No, I do not have documentation of my vaccination status.

That is OK. Med+Proctor provides a form called an immunization certificate that you can download once you sign-in to Med+Proctor for the first time. You will need to take this certificate to your general medical provider's office for them to review and complete on your behalf. The immunization certificate will need to be signed by your general medical provider in order for it to be accepted by Med+Proctor.

Download your immunization certificate and have your medical provider complete it

1. Visit the Med+Proctor website.
2. Type in your Kent State University email address ( including the “@kent.edu” ) and click the "Continue" button.
3. You will be re-directed to sign in with your Kent State University username and password. Sign in.
4. Once you sign in follow the directions and complete the appropriate steps as the site directs to complete setup of your account (verify your information, agree to the Med+Proctor agreement, etc.).
5. Skip the Med+Proctor Pro message to start to upload your documents.
   1. Click the link at the bottom of the screen that says "No, thank you. I do not want access to my documents later."
      
6. Download the immunization certificate on the "Documents" page.
   1. Under the "Download Documents" section in the upper section of the page there will be a link to download an "immunization certificate". Click the link to download the immunization certificate PDF.
7. Print the downloaded immunization certificate and take it to your general medical provider's office. Your provider should write the dates of your vaccinations or appropriate test results and then sign the certificate.
8. Once you have a completed certificate you will need to scan it or take photos of it, so that they can be uploaded to Med+Proctor. Once you have a scan or photo(s) of your certificate make sure they are transferred to or available on the device you will be using to upload to Med+Proctor.

Upload your immunization certificate to Med+Proctor

1. Visit the Med+Proctor website.
2. Type in your Kent State University email address ( including the “@kent.edu” ) and click the "Continue" button.
3. You will be re-directed to sign in with your Kent State University username and password. Sign in.
4. Upload your immunization certificate on the "Documents" page.
   1. When uploading your documents select "Immunization Certificate" as the "Document Type" that  you are uploading.
   2. Use the "Choose Files" button in the "Select a file" section to browse your device for the scan(s) or photo(s) of your documentation.
   3. Once you have selected the appropriate file(s) click the "Continue..." button to upload your file(s).
   4. Once your browser is redirected to the page that says "Your record is being reviewed" you may sign out of Med+Proctor or close the Med+Proctor tab / window. Depending on your account configuration in Med+Proctor, you may also see the message "Pending Your record has not been completed. Please continue completing your record.". If you see this message after uploading your COVID-19 vaccination card you can consider your COVID-19 vaccination information successfully uploaded.
      
5. You are done with the submission process.

Please note that there is no charge for the Med+Proctor service.

Med+Proctor Membership

As part of the registration process and after document submission you will be given the opportunity to purchase a Med+Proctor membership. This membership will allow you to have lifetime access to your immunization data. It is not required to purchase this membership in order to use Med+Proctor for compliance needs related to the university

Questions?

Please visit our frequently asked questions on vaccines for additional information, when viewing the FAQs, please scroll down to "Vaccine Reporting and Incentives." Please send questions to employeevaccine@kent.edu.