COVID vaccination clinic preparation (response requested)

February 24, 2021

To:  Faculty, staff, and administrators
From:  Michelle Rogers, Vice President for Administration
Subject:  COVID vaccination clinic preparation (response requested)

As we announced on February 11, the University of Redlands and Redlands Community Hospital (RCH), in partnership with other organizations within the City of Redlands, are putting plans in place to open a vaccination clinic on the Redlands campus next month.

We are asking for your help to make this historic endeavor possible. Please:

  • Respond to a brief poll so we can gauge the number of vaccines to request from RCH for U of R faculty, staff, and administrators, who now qualify for vaccination under Phase 1B of State guidelines.
  • Consider helping out at the clinic for one 4.5-hour shift per week or more during your (paid) workday, with your supervisor’s consent. Clinic volunteers will have the first opportunities to be vaccinated.


To make vaccinations available to all qualified University employees over time, we must provide RCH with an estimate of the total number of vaccines needed. Please complete this anonymous form to help us get a more accurate count by selecting one of the following three options listed on the form:

  1. Yes, I want the COVID-19 vaccine as soon as I can get it.
  2. Maybe, I’m still deciding.
  3. No, I have already been vaccinated or I do not want the COVID-19 vaccine at this time.

Please only complete the form once. This form is for employees only. The survey will close on Monday, March 1 [corrected] at 5 p.m.

Some information from RCH is attached to help you make your vaccination decision. More information on the COVID-19 vaccines can be found on the Center for Disease Control website.


The University must provide the staff to operate the clinic. On Monday, March 1, we will operate a live test run of the clinic using a team of 100 core volunteers. By “core volunteer,” we mean you are willing and able to work at the clinic at least one shift per week for the duration of the clinic and you may help to fill in if we have no-show volunteers. Core volunteers will receive training for the various clinic positions and will also receive from RCH medical staff their first dose of the vaccination prior to the employer code being released to our community. If you have already received a vaccination, but still wish to be a core volunteer, you are welcome to do so.

The training and test run will take approximately 4 hours, so you must be available for the duration of the test clinic. The time of day is still being determined. If you are interested in becoming a core volunteer—and can commit to the volunteer requirements as outlined in the next section—please complete this form no later than Thursday, February 25 at 5 p.m.

Please note, the clinic will not be open for appointments on March 1. This is a test run and training for core volunteers only. No additional vaccines will be administered on March 1 unless we cannot get enough volunteers. Volunteers will be notified via a calendar invite as soon as we confirm the start time.


Even if you are not available to be a core volunteer, consider other volunteer opportunities. We will soon be launching a volunteer portal where you will be able to sign up for your desired shifts (morning or afternoon) and indicate your preferred role from a list of position descriptions. While many volunteers will be from our University community, we will also seek volunteers from the larger Redlands community to keep the clinic going.

Some important items to note:

  • Supervisors are encouraged to allow release time to help support this important endeavor.
  • Volunteers must check with their supervisor before signing up to ensure departmental coverage.
  • Volunteers must sign up via the volunteer portal, when launched.
  • Volunteers must be available to serve at least 4, 4.5-hour shifts per month, with a minimal commitment of just 4 shifts over one month.
    • Morning shift: 8:30 a.m. – 1 p.m.
    • Afternoon shift: 12:30 p.m. – 5 p.m.
    • 30-minute overlap from 12:30 p.m. – 1 p.m. for handoff
  • Volunteers who are University employees (exempt and non-exempt but excluding student employees) will be paid regular hours for all volunteer shifts and should track their time as hours worked.
  • Volunteers will be required to complete the Daily Health Self-Assessment, including a temperature check onsite.
  • Volunteers must be 18 years of age or older.


Once we know when vaccinations will be available, we will share our assigned employer eligibility code with faculty, staff, and administrators, along with directions on how to use it to register for vaccinations through the RCH system. When you use this code, you will be assigned to one of the clinics currently being administered through RCH. You are not required to use this opportunity to receive the vaccine and are welcome to use another provider. We anticipate the Redlands campus clinic will open by March 15.

Please see the Vaccination Clinic web page for more information about vaccine eligibility, type of vaccine, and COVID-19 vaccine facts. More details about the clinic will be shared soon, including additional information on volunteer opportunities, so please be patient as we finalize everything.