Measles, Mumps, and Rubella Immunization and Immunity

Adopted Policy 1.5

Policy Purpose

To set forth the University at Albany policy on proof of immunization or immunity for measles, mumps, and rubella for University Students.

Responsible Office

Office of the Vice President, Division for Student Affairs & Enrollment

Responsible Executive

Vice President for Student Affairs & Enrollment

Policy History

Date of Permanent Approval: June 3, 2019

Date of Amendments: August 7, 2020
Date of Amendments: June 9, 2021

Policy Statement

To promote the health and safety of the University community, the University at Albany requires all Campus Residents as well as Students born on or after 1957 who are registered for six (6) credit hours or more, with the exception of Remote-learning Students as defined in this policy, to provide proof of immunization or immunity to measles, mumps, and rubella.

Persons Affected

Students

Definitions

Campus or Campuses is any University owned, leased, licensed or operated space, facility, property, grounds or building.

Campus Resident is any Student assigned University owned, leased or operated living accommodations through the University’s Department of Residential Life who is registered for classes at the University at Albany.

Deregistration is the process of removing students from all classes (credit or non-credit bearing) with the following potential additional consequences including, but not limited to:

Loss of Campus housing

Loss of financial aid

Incurring charges for tuition, room, board and fees

Immigration issues

Loss of NCAA athletics eligibility

Loss of internship placements

Deregistration Date is the date upon which Students who have not submitted proof acceptable to the University of immunization or immunity for MMR shall have their course registration(s) for the upcoming semester cancelled. The Deregistration Date shall be established to occur between one (1) and three (3) business day prior to the first day of classes for the next semester or Freshmen Move-In Date for the next semester, whichever comes first.

Freshmen Move-In Date is the first date each semester on which freshmen may move into a Campus Residence.

MMR is measles, mumps, and rubella.

Immunization/Immunity Submission Date is the date established in advance and communicated to Students and appropriate University officials before which Students must submit sufficient proof of immunization or immunity for MMR. The Immunization/Immunity Submission Date will be set to a date that is between four to six weeks before the first day of classes for the upcoming semester depending on the semester.

Online Student or Students are those who are enrolled in online programs, who are taking only classes that are taught fully online (100% of instruction is online) and will not be utilizing campus facilities or services in person.

Remote-learning Student or Students, international or domestic, are those enrolled exclusively in classes that are taught fully online (100% of instruction is online) who must attest that they will not be utilizing campus facilities or services in person.

Student or Students, for the purpose of this policy, are defined in accordance with New York State Public Health Law 2165 to be anyone born on or after January 1, 1957 and registered for six (6) credit hours or more of instruction (including hybrid, on-campus, and alternately located classes).

SUNY is the State University of New York.

University is the University at Albany, State University of New York.

Policy

To promote the health and safety of the University community, the University requires all Campus Residents as well as Students registered for at least six (6) credit hours, with the exception of Online Students and Remote-learning Students as defined in this policy and Students born before 1957, to present proof of immunization or immunity to measles, mumps, and rubella by the deadlines established in this policy.

Notification of MMR Requirements
1. The University will inform all incoming and otherwise affected Students of the requirement for proof of immunization or immunity for MMR requirements of New York State Public Health Law Section 2165 and SUNY Policy 3752.
2. Such notification will address the requirements of proof of immunization or immunity for MMR, the Immunization/Immunity Submission Date for the upcoming semester, the Deregistration Date for the upcoming semester, and ramifications of Deregistration as detailed in the procedures promulgated under this policy.
3. Non-compliance will be addressed with Deregistration as necessary.
Review of Records
1. The University will promulgate and maintain proper procedures under this policy to establish the necessary processes to review and document all Student records for compliance with the proof of immunization or immunity requirements for MMR established in NYS Public Health Law Section 2165 and SUNY Policy 3752
Compliance
1. All affected Campus Residents and Students are required to provide documentation of immunization or immunity for MMR as detailed in section D of this policy by the Immunization/Immunity Submission Date
2. Should the University determine that the documentation of immunization or immunity for MMR submitted by the Immunization/Immunity Submission Date be insufficient as proof of immunization or immunity for MMR, the University shall notify the student of what additional proof is required, and the student shall have an additional two weeks following the Immunization/Immunity Submission Date to respond to such requests for additional information.
3. Affected Campus Residents and Students who do not submit completed proof of immunization or immunity for MMR by the Deregistration Date will be subject to Deregistration and will not be permitted to live in a Campus Residence, attend classes, participate in any University events or programs, or be physically present on campus until sufficient proof of immunization or immunity for MMR is received and approved by the University.
4. Affected Campus Residents and Students who have not registered for classes and not provided the appropriate proof of immunization or immunity for MMR by the Deregistration Date will not be allowed to register for classes or programs for the upcoming semester or beyond until they provide such proof.
5. University policies and procedures regarding late registration will apply in those cases where a Student has been Deregistered or cannot register in a timely manner because the Student is not in compliance with this policy. Deadlines will not be extended due to non-compliance.
Proof of Immunity
1. University Student Health Services shall review all Student immunization records to ensure that the information provided matches the requirements detailed in this section of the policy.
2. All immunization records must contain the healthcare practitioner’s name, address, phone number, signature, and stamp or be on an official government/ school / physician letterhead.
3. Proof of immunity for measles must be demonstrated by the Campus Resident or affected Student by meeting one of the following three requirements:
  1. Two doses of measles vaccine (or two doses of combined MMR vaccine) given on or after the first birthday, and at least 28 days apart. Vaccines given prior to 1968 are only valid if documented to be live vaccine; or
  2. Serologic evidence of immunity (positive blood titers); or
  3. Proof of attendance in a U.S. primary or secondary school after 1980, plus proof of a second dose of live measles virus vaccine administered within one year prior to attending the University.
4. Proof of immunity for mumps must be demonstrated by the Campus Resident or affected Student by meeting one of the following two requirements:
  1. One dose of mumps vaccine (or combined MMR vaccine) on or after the first birthday. Vaccines given prior to 1968 are only valid if documented to be live vaccine, or
  2. Serologic evidence of immunity (positive blood titers)
5. Proof of immunity for rubella must be demonstrated by the Campus Resident or affected Student by meeting one of the two requirements:
  1. One dose of rubella vaccine (or combined MMR vaccine) on or after the first birthday. Vaccines given prior to 1968 are only valid if documented to be live vaccine, or
  2. Serologic evidence of immunity (positive blood titers). (Note: History of illness is not acceptable)
6. Proof of honorable discharge from the armed services within ten years of the Deregistration Date shall enable a Campus Resident or affected Student to register for classes and live on Campus pending actual receipt of immunization records from the armed services.
Exemptions
1. Students born prior to 1/1/1957
2. Online and Remote-learning Students as defined in this policy who have attested that they will not be utilizing any Campus facilities or services in person.
3. Medical reasons:
  1. For a temporary or permanent medical exemption from the requirements of this policy, the Student must submit to the University Student Health Services by the Immunization/Immunity Submission Date for the upcoming semester a signed statement from a physician, physician assistant or nurse practitioner that includes the reason for the exemption, specific immunizations that apply, and an end date for the exemption.
  2. All requests for medical exemptions will be evaluated by the University as set forth in the procedures promulgated under this policy.
  3. The University reserves the right to reject any request for a medical exemption from this policy.
4. Religious reasons:
  1. For a religious exemption from the requirements of this policy, the Student must submit a religious exemption on the proper form provided by the University to University Student Health Services by the Immunization/Immunity Submission Date for the upcoming semester to demonstrate a sincerely held religious belief.
  2. All requests for religious exemptions will be evaluated as set forth in the procedures promulgated under this policy.
  3. The University reserves the right to reject any request for a religious exemption from this policy.
5. Campus Residents and affected Students who have been administered the first dose of an immunization (e.g., had first MMR and are waiting until they can receive their second MMR) will have a temporary exemption from the requirements of this policy to allow them to complete the MMR immunization requirements. However, such completion of MMR immunization requirements must take place on the first day medically possible and failure to complete the immunization process in a timely manner will result in the immediate application of this policy to the Student.
6. Campus Residents or affected Students with medical or religious exemptions will be allowed to register for and attend classes. However, in the event of a measles, mumps or rubella outbreak on Campus or in the immediate area around Campus, the University will comply with New York State Department of Health and County Department of Health directives as required by law. In such a case, Students who have been granted a medical or religious exemption from this policy and have not provided sufficient documentation of immunization or immunity for MMR to the University may be excluded from attending classes, residing in a Campus Residence, and/or being physically present on Campus
This policy will go into effect immediately.

Procedures

Notification
1. The University at Albany will ensure that every student covered by UAlbany policy 1.5 Measles, Mumps, and Rubella Immunization and Immunity is duly notified. The following activities will be completed to ensure student awareness.
2. Accurate and current immunization/immunity requirements, policy 1.5 requirements and deadlines, and information about where and how to receive vaccinations and about how to satisfy the immunization and/or immunity requirements through a titer will be posted on the University Student Health Service website.
3. Emails will be sent through the University admissions systems to first year, transfer and graduate Students informing them University policy 1.5 and the documentation required to comply as well as providing the Student Health Service contact information (web, email, phone and fax). The schedule of these emails are to be determined by the Offices of Undergraduate Admissions and Graduate Studies, but must be at least once prior to the start of the upcoming semester before the Immunization/Immunity Submission Date or the date the Student enrolls at the University, whichever is later.
4. All General Studies Students (regardless of their intended credit totals) will be sent information regarding University policy 1.5 and provided the Student Health Service contact information (web, email, phone and fax).
5. New matriculated undergraduate Students will receive information regarding the New York State Public Health Law and immunization and/or immunity compliance on the University’s Welcome Website.
6. Measles, Mumps, and Rubella (MMR) documentation reminders will be sent out with orientation reminder emails to matriculated first year (Non-EOP) Students to bring their MMR documentation to orientation if this material was not previously submitted. The email dates will be determined by the University Office of Orientation.
7. Notifications will be sent periodically by University Student Health Services to Students who are not in compliance with University policy 1.5 letting them know of their non-compliant status and steps to take to remedy the non-compliance. These notifications will be scheduled by University Student Health Services based on an assessment of the number of Students who are not compliant and their status with regard to completing the documentation requirements for this policy.
8. One week prior to the Immunization/Immunity Submission Date, University Student Health Services will communicate to non-compliant students a reminder of the deadline and consequences of non-compliance. One week prior to the Deregistration Date the Office of the Registrar will communicate with non-compliant students notifying them of the Deregistration Date and the consequences of non-compliance.
Compliance
1. Information regarding room assignment in Campus residences will be made available only to those Students who have provided appropriate proof of immunization or immunity for MMR as detailed in section D of University policy 1.5.
2. Student financial aid disbursements, payments, offsets, or credit will only be available to Students who provided appropriate proof of immunization or immunity for MMR as detailed in section D of University policy 1.5.
3. Those Students who have not registered for classes for the upcoming semester and not provided proof of MMR immunization or immunity by the Immunization/Immunity Deregistration Date will not be allowed to register for classes for the upcoming semester or beyond until they provide such proof. In addition, in these cases, University policies, procedures, and limitations on allowable dates of registration for each semester shall apply.
4. Already registered Students who have not provided appropriate documentation of immunization and/or immunity by the Deregistration Date will be subject to Deregistration for the upcoming semester.
5. One day before the Deregistration Date the University Student Health Services will determine which students are not in compliance. Data will be entered in the UAlbany system of records (peoplesoft).
6. A report of non-compliant students will be sent via the UAlbany system of record (peoplesoft) to the Registrar’s Office, the Office of Undergraduate Education, the Office of Graduate Education, the Office of General Studies and the Office for International Student and Scholar Services. Identified students will be subject to Deregistration by the Office of the Registrar.
7. Delays in registration may result in Students being unable to secure degree applicable credits and/or being unable to enroll in classes at the University for the semester in question.
8. Students who are deregistered will be ineligible to attend classes and/or live in residence until they have come into compliance with UAlbany policy 1.5 by submitting the accurate and complete immunization or immunity information.
Procedure for Processing of Immunization Records
1. Each Immunization record will be reviewed by Student Health Services for accuracy, completeness, and authenticity. An immunization record will be deemed valid only when:
  1. It contains the necessary information to support immunity against measles, mumps and rubella per New York State Law;
  2. It contains all dates of required vaccination or serological tests from an appropriate authority;
2. If a student is unable to access his/her immunization record from their medical provider or previous school, documentation that proves the student attended primary or secondary school in the United States after 1980 will be sufficient proof that the student received one dose of live measles vaccine. If this option is used, the second dose of measles vaccine must have been administered within 1 year of attendance in the secondary institution.
3. For a religious exemption, the religious belief must be genuine. The parent/student has the burden of showing, by a preponderance of the evidence, their religious conviction by demonstrating that:
  1. they are members and conform to the practices of an organized religion whose teaching preclude immunizations; or,
  2. their opposition is a personal and sincerely held religious belief.
4. The Student must submit the University religious exemption form to University Student Health Services by the Immunization/Immunity Submission Date. If approved the religious exemption is entered into the Student’s Electronic Medical Record (EMR).
5. A medical exemption request must include medical documentation with a valid medical contraindication (such as allergic reaction, pregnancy) to a specific vaccine. The documentation must also state the length of time for which the exemption is valid. If approved, the medical exemption is entered into the Student’s EMR. Final decisions about medical exemptions will be made by the Medical Director of University Student Health Services.
6. If an immunization record is missing any required information, the University Student Health Services will contact the Student. An email will be sent to the Student explaining what information is missing. Prior to entering this additional information in EMR an immunization or immunity record will be reviewed for completeness and verified by the University Student Health Service.
7. University Student Health Services will process all submitted health records on an ongoing basis as received, following up with students when records are incomplete.
8. A nightly process will be run that sends Student MMR compliance (‘Y’/’N’) status to PeopleSoft. This same process will also apply an indicator that prohibits the awarding of financial aid and refunds, for Students that are not compliant.