Employee Vaccine Registration

Have you Flashed Your Arm and gotten your COVID-19 vaccine? We’ve got 72,000 reasons for you to get your shot.Your vaccine also can earn you an extra $200 in Wellness Your Way rewards.

Employee Vaccine Registration

During the months of September and October, Kent State will be awarding $72,000 in drawings for faculty and staff who have at least one dose of the COVID-19 vaccine and who register their vaccination status with the university.

As of Aug. 27, 2021, Kent State is requiring all students who are present on our campuses and non-represented faculty and staff to be fully vaccinated by Dec. 20, 2021. We are currently engaged in positive and productive talks with the leadership for our union faculty and staff with the intent to include them as well. 

In addition to the vaccine requirement we ask that all employees please answer this brief survey and let us know their current vaccine status.

At the end of the survey, those who are vaccinated will be forwarded to Med+Proctor, the site which the university uses for medical record storage, to register their vaccination status and be entered in drawings as part of a university effort to promote the safety and wellness of our community. We strongly encourage everyone to get a COVID-19 vaccine.

The university will conduct weekly drawings from Sept. 9 through Nov. 1.

Submit your vaccination record


Eligibility

Faculty & Staff Eligibility 

All faculty and staff on all Kent State campuses may participate if they meet the following conditions: 

Are in a current continuing or term assignment.

  • Part-time employees are eligible, but temporary employees are not eligible.
  • Student employees are not eligible for this program but are eligible for the student incentives program.

Have received at least one dose of a COVID-19 vaccination.

  • If you have not yet been vaccinated, see the vaccine webpage for information about where to get a vaccine.

Have reported their vaccination information at Med+Proctor. 

  • Even those who were vaccinated at the DeWeese Health Center on the Kent Campus must still register with Med+Proctor in order to be eligible for the drawings.
  • By filling out this survey, the vaccinated will be automatically directed to the Med+Proctor site to register their vaccine status.
Weekly Drawings

Weekly Winners 

Weekly winners will be randomly selected from among all eligible participants who are vaccinated and who registered at the Med+Proctor site at the end of the survey. The following incentives will be awarded each week for nine weeks:

  • Twenty (20) $100 awards
  • Eight (8) $250 awards
  • Four (4) $500 awards
  • Two (2) $1,000 awards

prize Notifications

  • Winners will be notified after the Monday drawings.
  • A list of weekly winners will be announced in Faculty Staff News Now, Human Resources’ online weekly newsletter.
Wellness Rewards

Wellness Your Way Reward

In addition to the weekly drawings, all full- and part-time employees who have completed at least one dose of the COVID-19 vaccine, completed the survey and registered with Med+Proctor by Oct. 31 are eligible for a $200 Wellness Your Way reward as part of a special Flash Your Arm Pop-Up Wellness Offering.

Reward Distribution

The Flash Your Arm Wellness Reward will be paid out within two pay cycles of your vaccine verification. Full-time employees who have qualified for the Flash Your Arm Wellness Reward also will earn 100 Wellness Your Way bonus points toward Tier 2 for 2022, getting you that much closer to an additional $200 Wellness Your Way reward for 2022. 

All full-time, benefits-eligible employees who are enrolled in a high-deductible health plan (HDHP) with an accompanying health savings account (HSA) for 2021 will also have the option of having their $200 Flash Your Arm Wellness Reward deposited into their HSA. You can make this election on your survey form, if applicable.

Deadlines and Rules

Deadlines & Rules

Once you timely register with Med+Proctor, you are automatically entered in all subsequent drawings.

To be timely, registration must take place by 11:59:59 p.m. EDT on Sunday, Sept. 5, before the Sept. 9 drawing, or by no later than 11:59:59 p.m. EDT on the Sunday before a subsequent Monday drawing for those who do not make the Sept. 5 deadline.

An employee can only win once; all weekly winners’ names will be removed from future drawings. All names drawn will have their vaccination status verified before being declared official winners. 

View official program rules and regulations

How to Register

By filling out this survey, you will be automatically directed to the Med+Proctor site to register your vaccine. You also can find a link for the survey at the employee vaccine incentives webpage, where you can review instructions on how to use the Med+Proctor site.

There is no charge to use the Med+Proctor 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 to register and upload your vaccine information.

Vaccine Reporting

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

Regulator Approval Eligible Vaccines as of Aug. 24, 2021
Full U.S. Food and Drug Administration (FDA) approval Pfizer (2 doses)
FDA Emergency Use Authorization (EUA) Johnson & Johnson/Janssen (1 dose)
Moderna (2 doses)
World Health Organization (WHO)
Emergency Use Listing (EUL)
Astra-Zeneca
Serum Institute of India, and Sinopharm (produced by Beijing Bio-Institute of Biological Products Co Ltd)
Sinovac COVID-19 vaccine
For the status of COVID-19 vaccines included on the WHO EUL, please see the WHO’s COVID-19 vaccine website.

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.

 

How to Report: Med+Proctor

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."
      Med+Proctor, Proceed to Document Upload, Skip Med+Proctor Pro Membership
  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.
      Med+Proctor, Your record is being reviewed message
  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."
      Med+Proctor, Proceed to Document Upload, Skip Med+Proctor Pro Membership
  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.
      Med+Proctor, Your record is being reviewed message
  5. You are done with the submission process.

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

Med+Proctor Membership

med proctor logoAs 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

Incentive Questions

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

The Winning Shot

We want you to win!

You can’t win if you don’t get vaccinated and register your vaccination status.

Let us know whether you are vaccinated 

Please, get your shot so that our whole community can win in the battle against COVID-19.

Getting a vaccine is the best way to show how Flashes Take Care of Flashes!