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SMARTSHEETS OVERVIEW – Employee Vaccination Status Submission

With the City’s health requirement that all employees, be vaccinated against COVID-19, a system for logging your status has been set up in Smartsheet’s. These instructions will show you how to get to the form, choose your status, and upload an image or PDF of your vaccination card. For any questions related to the mandate, please contact your HR Business Partner or Central BHR directly.

1. Select the SmartSheets link and the form will open in a new tab.

2. Enter in your legal first name, legal last name, email address, bureau and personnel number (PERNR). Then select your vacation status. Your status selection will bring up additional fields to enter and a place to upload your documents.

Note: If you are requesting a medical or religious exception, BHR will follow-up with you to process your request, which may include requests for additional documentation.

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3. You will need to upload proof of vaccination by submitting an image of your vaccination card or other official documentation, received at the time of your vaccination. Image types accepted:

• JPG • PNG

• PDF • ESP

• TIFF • GIF

4. Either scan or take a picture of your documentation and send it to your email. Once you’ve uploaded your documentation please make sure to delete it from your email including out of the deleted items folder.

a. If you saved your documentation to your computer: at the bottom of the form select browse files, click on the image of your documentation, and click the Open button

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Now you will see your file added under the file upload section. Once you’ve added all your documentation select the Submit button to complete your form.

b. If your documentation is in your email: you can drag and drop the file in by selecting the document, holding down the right mouse button and dragging the file to the submission box. (Be sure to hold down the right mouse button the entire time.)

Once you’ve added all your documentation select the Submit button to complete your form.

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5. If any information is missing or needs updating, you’ll receive an email like below asking you to open and update the form. When you select Open Update Form, the revised form will open in your browser.