ML24012A060

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NRC-2022-000120 - Resp 1 - Final, Agency Records Subject to the Request Are Enclosed
ML24012A060
Person / Time
Issue date: 01/08/2024
From:
NRC/OCIO
To:
References
NRC-2022-000120
Download: ML24012A060 (34)
v • d • e


Text

From: Lamarv. Mary To : NBC ops oops Subj ect: Note to OD/RAs on SCTW and RA Date: Friday, Octobe r 1, 2021 6:17:39 PM

Good afternoon,

I am wr iting to provide some clarification on the distinction between requests for an exception to the vaccine mandate for federal employees and requests for Specia l Circumstances Te lework (SCTW).

We understand some emp loyees may be submitting reques ts for SCTW based on the fact that they are unvaccinated. A request for, or a grant of, an exception from the vacc ine mandate is not, in and of Itself, a basis to approve SCTW. OD/RAs do not have authority to grant exceptions to the vaccine mandate, and therefore, should no t be approving SCTW on that basis. Further, exceptions to the vacc ine mandate are considered as a reaso nable accommodat ion, and OD/RAs do not have the authority to approve such requests.

Emp loyees with medical and religious reasons for not being vaccinated may request a rea sonable accommodat ion as an exception to the vaccine mandate. The process for employees to request such exemptions Is the same as our existing process for reasonable accommodat ion, which can be found at Reasonable Accommodat ion Pro gram. Employees who w ish to do so can, and are encouraged, to submit their reques ts immediately, although all federal agencies have been instructed to delay making final dec isions until add itional guidance from the Safer Federal Workforce Task Force for reviewing and processing such requests has been issued.

Please note that employees who have received a RA gran ting an ex ception from the vaccine mandate will be subject to the CDC protocols for access to federa l properties, e.g., self-screening, masking, and physical d istanc ing un less they have also received a reasonable accommodation pertaining to masking or other protocols.

In accordance with the NRC Management Directive, Collective Bargaining Agreement, and OCHCO gu idance, requests for SCTW must include well-document ed evidence, a nd may be subject to review by an independent expert on behalf of the NRC. OD/RAs do not need to have the medica l expertise to ana lyze or evaluate the evidence; in fact, their focus sho u ld be on the impact of full-time telework on the efficiency of the office so long as the autho ritative docum entation articulates a med ical reason states that due to this reason, fu ll time telework should be provided to the employee. The documentation, therefore, must provide sufficient detail for the OD/RA to make an informed decision that a basis for medical or personal hardship has been articulated and the OD/RA is not aware of objective con trary facts. An attestation by the emp loyee that they have such evidenc e is not sufficient. The OD/RA need not retain the evidence, but shou ld maintain a reco rd of the actions taken and materials reviewed in reach ing a -decision.

Regards, Mary Ftont 1 ~

To t 5"b)Oct, Rf: {0d.emaL Scnd<< J Stdtlb-~ (Yb<Xir'l3tior\\oat4Call-oue It Jc>r-n ~}

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I'm hoping your optimism pans out w/r/1 the continued increase.

OJR

From: wmary, Mary <Mary.t.arnary@nrc.gov>

Sent: Wednesday, October 20, 2021 S.28 PM To: Roberts, Darrell <Dwe ll Robe rts@nrc.gov> ; Dilworth, Enc <Enc.Dilwor1h@nrc.gov>; Sm ith, Bl <BI.Sm lth@nrc.gov, Cc: M1ot la, Shern <Shc rn.Mio1Ja@nrc gov> ; H<)ney, Catherin e <Ca thenne.Han ey@ nr c.go\\l>; Lom b a rd., M~ rx <Mar k.Lo mbar d@n rc.gov>

Subject:

RE : IExterna l_SenderJ S10Ius Requ est IV:><c,nallon Data Ca ll - due a t 3pm today)

My pleasure, sorry abo u t that

Good to know ou r unkno w n un iverse 395; not,c e of Inten t to requ est e,ceptlon Jumped to 98; a n d 9 ar e temporo1ry

From : Robe rt$, Darrell <0it(II II BAIJ"-'O>@IICC Qu\\!>

Sent: W ednes day, October 20, 20 21 5:26 PM To: Lamarv, Marv <M¥v l l\\ro;acv@.uLtJL~>; Dilworth. frtc <Eric Dllwortb@orc sov> i Smnh, s, <81 Sro1 tb@nrr IIPY)

Cc: M lot la, She,ri <SIWPL M10WJ@n(C eov >; Haney, Catherine <CHhClh]f Hat lt:Y@!)f[ BQ\\*>i Lombard., Ma,k <Ms11k lom b a rd@oa: ggy >

Sub ject: RE, [External_ Sende rJ Status Requ est (Vacc,natlo n Data Call* due at 3pm today)

Thanks, Mary

Darrell

From: Lamary, Mary <Md rv Lamaar v@nrt,l

Sen t: Wedne>day, October 20, 2021 5 25 PM To: Roberts 1 Do rrell <Qarre Bobr rn@ orc goy> ~ 01lwon h, Enc <fn c Dn w n a h@n cc g9y:i,; Smith, 81 <B1 Sm1 Jh@oc c go v>

Cc : M1o tla, S.hem <Sherr, M1ott,1@0C< sax: >; Hanev, Cathonne <CJthcnor Haoev@orr coy >; Lombard, Mark <MJrk lnm b ard@*"!rc BAv>

Subject:

RE : IExternal_Sender) Status Requ est (Vacc Ina11on Oat* Call due at 3pm today)

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Sent, W*d""soay, Octobe< 20, 2021 3 37 PM To ; Roberts. Darrel <-:::ncrr:11 Hobem@,Cf aoo : Smrth, B <E\\t t:m,*b@nrc PP:P Cc! l1mll'y, M~cy <b4c ltJJD H* tlt t t:n v>, Mlotti,, Shem &ctr Ma *llttt9mt 10>, Hul'!ev, Cathallfle<tAthrrmc k.art:vdocc tr!'N>, l omb,3rd' M,1r\\ <MMUOmlaardlntt C"'v>

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from : Ro~rt$.. O.rr~a <Pifurl! Bsl?t'th@oct iP't>

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"° II. P T\\'Pt ti.. 1 to worth From: Lamarv. Marv To: vaccines@ombeop.gov Subject : FW: Vaccination reporting for next week, due Tuesday, 11/23 at 2pm Date: Tuesday, November 23, 2021 10:37:00 AM Importance : High

Good morning,

The NRC Agency comp liance rate is 97.6% (2616+14+27+150)/2875)

The NRC Agency vacc ina tion rate is 92.4% (2616+14+27)/2875)

We have also completed our submitted in the MAX porta l.

Thank you and ha ve a wonderful Thanks/F riends-giving.

Mary

Outsi d e of Scope Outside of Scope From : Lamarv. Marv To : Re-entzy WG (NRC)

Subject:

latest numbers Date: Tuesday, November 30, 2021 1:25:00 PM

All 2836

Fully 2585

Part 40

Lv/Mil 20

Excpt 150

41 Unknown From : SmlttJJll To : Lamarv. Marv: Dilworth. Eric: Rogers. Shannon Subj ect: RE: Certification of Va ccination - Nov 29 v3.xlsx Date: Tuesday, November 30, 2021 3:46:06 PM

Hi Mary-Shannon went through the lists and removed those who notified us of their intent but never submitted anything or requested an extension. Here are the numbers:

104 religious excep tions 18 medica l except ions 7 requests for pos tponement

T ota l exceptions reques ted o r that have bee n ap prove d for an extens ion to pu t in the requ isite paperwo rk: 129

T ota l people requesting excep tions: 122 ( 129 - 7 peo ple with m u ltiple requests)

From: Lamary, Mary <Mary.Lamary@nrc.gov>

Sent : Tuesday, November 30, 202112:19 PM To: Sm ith, Bi <Bi.Smith@nrc.gov>; Dilworth, Eric <Eric.Dilworth@nrc.gov>; Roge rs, Shannon

<Sha nnon.Rogers@nrc.gov>

Subject:

RE: Certification of Vaccination - Nov 29 v3.xlsx

Yes i w ill cross reference for the raw numbers; give me the total and i w ill subtract what is in the database

From: Smith, Bi < Bi Smjth@nrc gov >

Sent : Tu esd ay, November 30, 202112:11 PM To : Lamary, Mary <Mary Lamary@nrc eov >; Dilworth, Eric < Eric Dilworth@nrc eov >; Rogers, Shannon <Shannon Rogers@nrc gov >

Subject : RE: Certification of Va ccin ation - Nov 29 v3.xlsx

Can I give you numbers of what we have so far without cross referencing this list? We are about to start out CSA training and I am not sure I can get through it by this afternoon.

From : Lamary, Mary <Mary.Lamary@nrc gov >

Se nt: Tue sd a y, November 30, 2021 12 :08 PM To: Dilworth, Eric <Erjc.Dilworth@nrc.gov>; Rogers, Shannon <Shannon.Rogers@nrc.gov >; Sm ith, Bi

< Bi.Smith@nrc.gov >

Subject : Ce rtification o f Vacc ination - Nov 29 v3.xlsx

U se v3 ; have removed dup licates and contractors;

There are still some unknowns, some partial, an d some except ions.

Please give me an exact number of pending excep tions, I w ill need for the 0MB submission Thanks From : Lamarv. Marv To : Re-entzy WG (NRC)

Subj ect: RE: latest numbers Date : Tuesday, November 30, 2021 1:30:00 PM

2585 Fully+ 40 Partial = 2625/92.56% vaccination

2585 Fully+ 40 Partial + 150 Exceptions+ 20 Lv/Mil = 2795/98.55% Compliance

41 Status Unknown

From : Lamary, Mary Sent: Tuesday, November 30, 20211:25 PM To : Re -entry WG (NRC) <Re-entryWGNRC@usnrc.onmicrosoft.c om>

Subject : latest numbers

All 2836

Fully 2585

Part 40

Lv/Mil 20

Excpt 150

41 Unknown From: Lamarv Mary To: Duseja Reena E0P/0MB Subject : RE: Vaccination Reporting due January 5th at 2pm Date: Wednesda y, January 5, 2022 1:26:00 PM

Good Afternoon:

Here are our compliance and vax percentages as of January 5, 2022.

2696 Fully+ 4 Partial= 2700/2836 or 95.2%% vaccination rate

2696 Fully+ 4 Partial+ 124 Exceptions= 2824/2836 or 99.58% Compliance

12 Status Unknown

but side of Scope From : Sanford, Barbara J, EOP/OMB To : Lamarv, Marv Cc: QuseJa, Reena EOPtoMB Subj ect: [External_ Sender] RE: FW: Missing Vaccination Reporting for NRC, January 12tf1 Dat e: Wednesday, Ja nu ary 12, 2022 4:04:08 PM

Thank you fo r the clarification. Th is is helpful.

~sarbara

From : Lamary, Mary <Mary.Lamary@nrc.gov>

Sent: Wednesday, January 12, 2022 3:59 PM To: Sanford, Barbara J. EOP/OMB <Barbara. J.Sanford@omb.eop.gov>

Cc: Duseja, Reena EOP/OMB <Reena.Duseja@omb.eop.gov>

Subject : RE : FW: Missing Vaccination Reporting for NRC, January 12th

Regarding the no change, that is co rrect, i have a lready su bmitted this week's report.

We do not have any workforce changes, a lthough we plan to level set our onboard for the next pay period. (we level set it once a lready to factor in retirements).

We have not yet processed except ions at a ll yet, but are looking to beg in this week, as we develop our testing protocols as well

Out:,iUe u fScupe.

From: Lamary, Mary <Mary.Lamary@nrc.gov >

Sent : Wednesday, January 12, 2022 3:45 PM To: Duseja, Reena EOP/OMB <Reena.Duseja@omb.eop.gov >; Haney, Catherine

<Catherine.Haney@nrc gov >; Lomba rd, Mark <Mark.Lombard@nrc gov >; Roberts, Darrell

<DarrelLRoberts@orc.gov >

Cc: Sanford, Barbara J. EOP/OMB <Barbara J Sanford@omb eop gov >

Subject:

RE: M issing Vaccination Repo rting for NRC, January 12th

I am so sorry

We have no change this week, and i will put it in sho rtly; but you can use last week's numbers.

Again, my apo log ies.

Outs ide of Scope From : Lamary, M a ry Sent : Thu, 21 Oct 202119:47:27 +0000 To : Coffin, Stephanie;Kock, Andrea Cc : King, Mike;Corbett, James ;Ficks, Ben;Flanders, Scott;Lombard, Mark;Munday, Joel;Collins, Daniel;Shuaibi, Mohammed;Lorson, Raymond;Lewis, Robert;Skeen, David;Monninger,

John;Martinez Navedo, Tania;Ordaz, Vonna;Erlanger, Craig;Clark, Brooke;Taylor, Robert;Ammon, Bernice;Dilworth, Eric;RlORACAL RESOURCE;Vietti-Cook, Annette;Dempsey, Jeanne;C lark, Theresa;Bellinger, Alesha; Moore, Scott;Lubinski, John Subject : RE: weekly check in on telework agreements

We want to affirmatively state that employees who have indicated that they will seek an exception for medical reasons or based on sincerely held religious beliefs will not be subject to enforcement action until after their request has been adjudicated and only if the request is denied. Once a decision has been issued on requests for exceptions, employees whose requests are denied will be afforded a reasonable amount of time to begin and complete the vaccination process. I n addition, employees who have begun the vaccination process, but will not be fully vaccinated by November 22, 2021, will be provided a reasonable amount of time to complete the vaccination process before being suspended or removed.

From : Coffin, Stephan ie <Stephan ie.Coffin@nrc.gov>

Sent : Thursday, October 21, 20213:45 PM To : Kock, Andrea <Andrea.Kock@nrc.gov> ; Lamary, Mary <Mary.Lamary@nrc.gov>

Cc : King, Mike <Michael.King2@nrc.gov>; Corbett, James <James.Corbett@nrc.gov>; Ficks, Ben

<Ben.Ficks@nrc.gov>; Flanders, Scott <Scott.Flanders@nrc.gov>; Lombard, Mark

<Mark.Lombard@nrc.gov>; Munday, Joe l <Joel.Munday@nrc.gov>; Collins, Daniel

<Daniel.Collins@nrc.gov>; Shuaibi, Mohammed <Mohammed.Shuaibi@nrc.gov>; Lorson, Raymond

<Raymond.Lorson@nrc.gov>; Lewis, Robert <Robert. Lewis@nrc.gov>; Skeen, David

<David.Skeen@nrc.gov>; Monninger, John <John.Monninger@nrc.gov>; Martinez Navedo, Tania

<Tania.MartinezNavedo@nrc.gov>; Ordaz, Vonna <Vonna.Ordaz@nrc.gov>; Erlanger, Craig

<Craig.Erlanger@nrc.gov>; Clark, Brooke <Brooke.Clark@nrc.gov>; Taylor, Robert

<Robert.Taylor@nrc.gov>; Ammon, Bernice <Bernice.Ammon@nrc.gov> ; Dilworth, Eric

<Eric.Dilworth@nrc.gov>; RlORACAL RESOURCE <RlORACAL.RESOURCE@nrc.gov>; Vietti-Cook, Annette

<Annette.Vietti-Cook@nrc.gov>; Dempsey, Jeanne <Jeanne.Dempsey@nrc.gov>; Clark, Theresa

<Theresa.Clark@nrc.gov>; Bellinger, Alesha <Alesha.Bellinger@nrc.gov>; Moore, Scott

<Scott.Moore@nrc.gov>; Lubinski, John <John.Lubinski@nrc.gov>

Subject:

RE: weekly check in on telework agreements

I would appreciate understanding how to handle RA requests.... if these aren't adjudicated by November ih, what happens?

From: Kock, Andrea <Andrea.Kock@nrc.gov >

Sent: Thursday, October 21, 20213 :39 PM To : Lamary, Mary <Mary. Lamary@nrc.gov >

Cc: King, Mike <Michael.King2@nrc.gov >; Corbett, James <James.Corbett@nrc.gov >; Ficks, Ben

< Ben.Ficks@nrc.gov >; Flanders, Scott <Scott.Flanders@nrc.gov >; Lombard, Mark

< Mark.Lombard@nrc.gov >; Munday, Joe l <J oel.Munday@nrc.gov >; Collins, Daniel

< Daniel.Collins@nrc.gov >; Shuaibi, Mohammed < Mohammed.Shuaibi@nrc.gov >; Lorson, Raymond

< Raymond.Lorson@nrc.gov >; Lewis, Robert < Robert.Lewis@nrc.gov >; Skeen, David

< David.Skeen@nrc.gov >; Monninger, John <John.Monninger@nrc.gov >; Martinez Navedo, Tania

<Tania.MartinezNavedo@nrc.gov >; Coffin, Stephanie <Stephanie.Coffin@nrc.gov >; Ordaz, Vonna

<Vonna.Ordaz@nrc.gov >; Erlanger, Craig <Craig.Erlanger@nrc.gov >; Clark, Brooke

< Brooke.Clark@nrc.gov >; Taylor, Robert < Robert.Taylor@nrc.gov >; Ammon, Bernice

< Bernice.Ammon@nrc.gov >; Dilworth, Eric <Eric.Dilworth@nrc.gov >; RlORACAL RESOURCE

< RlORACAL.RESOURCE@nrc.gov >; Vietti-Cook, Annette <Annette.V ietti-Cook@nrc.gov >; Dempsey, Jeanne <Jeanne.Dempsey@nrc.gov >; Clark, Theresa <The resa.Clark@nrc.gov >; Bellinger, Alesha

<Alesha.Bellinger@nrc.gov >; Moore, Scott <Scott.Moore@nrc.gov >; Lubinski, John

<John.Lu b inski@nrc.gov >

Subj ect: weekly check in on telework agreements

Any one have any topics that we need Mary for today or any other topics you want to discuss?

don't have anything spec ific from NRR so if there are no other telework topics we can cancel.

There has been some discussion on denial language so I wanted to share th e attached as something we drafted in NRR and got OCHCO to approve

Andrea Kock Deputy Office Director for Engineering Office of Nuclear Reactor Regulation U.S Nuclear Regulatory Commission From : Vaccine Exceptions Sent: Mon, 8 Nov 202117:53:42 +0000 To : Lamary, Mary;Dilworth, Eric;Rogers, Shannon Subject : FW: Request for a Medical Exception to the COVID-19 Vaccination Requirement

FY I

From: Vaccine Ex ceptions <VaccineExceptions.Resource@nrc.gov>

Sent: Monday, November 08, 202112:53 PM To : Vaccine Exceptions <VaccineExceptions. Resource@nrc.gov>

Subject:

Request for a Medical Exception to the COVID -19 Vaccination Requirement

Good afternoon -you are receiving this email because you have not ified OCHCO that you intend to request an exception to Executi ve Order (EO) 14043, which requires all Federal employees to be fully vacc inated against COVID-19. This mandate is effective November 22, 2021. EO 14043 provides for limited exceptions to the mandate in cases where an employee cannot be vaccinated against COVID-19 because of an exception required by law.

Determining whether an exception is legally required and how such an exception may be accommodated will include consideration of factors such as the basis for the claim; the nature of the employee's job responsibilities; and the reasonably foreseeable effects on the Agency ' s operations, including protecting other Agency employees and the public from COVID-19.

Assessments of and accommodations for an exception from the mandate will be fact-and context-dependent.

Please use NRC Form 798 from the Forms Library to request an exception based on medica l reasons. T his form was developed to help the Agency determine whether an employee is entitled to an exception from the mandate. If the form does not provide you with enough space to enter your response, you may put in the appropriate block that additional information is attached. You may then attach any additiona l documentation when submitting the form.

To ensure that the NRC can fully understand the effect of requests for exception to the mandate on its operations and to seek to ensure timely review of such requests, please return this form by November 23, 2021. If we do not rece ive your documentation by this date, we will consider it as if you are no longer interested in requesting an exception. If you need an extension of time to submit the requested information, please contact vaccineexceptions@nrc.gov and provide an explanation of why an extension is needed and how much add itional time is requested.

As mentioned in the October 20, 2021 announcement from Senior Leadership, requests for except ions to the vaccine are generally not covered by the Agency 's existing reasonable accommodation process. We will however, continue to use the ex isting reasonab le accommodation process for any reasonable accommodations requests unrelated to the vaccine requirement.

Please be advised that while your request is under review, you will be treated as an unvaccinated employee and will be subject to the CDC and Safer Federal Workforce Task Force (Task Force) protocols for access to federal properties (e.g., self-screening, masking, and physica l distancing unless they have also rece ived a reasonable accommodation pertaining to masking or other protoco ls). Please also review the cu rre nt NRC Workplace Safety Imp lem entation Plan regarding specific NRG guidance and unvaccinated employees. We are awaiting additional guidance from the Task Force regarding testing protocols requ iremen ts, if any, for individuals who are excepted from the vaccination requirement.

I would also like to reiterate that employees who have indicated that they will seek an exception based on medical reasons will not be subject to enforcement action until after their request has been adjudicated by the Agency and only if the request is denied. Once a decision has been issued on requests for exceptions, employees whose requests are denied will be afforded a reasonab le amount of time to begin and complete the vaccination process. The Task Force has advised that the Agency should require that an employee whose request for an accommodation is denied receive their first (or, if a one-dose series, only) dose w ithin two weeks of the final determination to deny the accommodation. If rece iving a two-dose series, the employee must receive the second dose within 6 weeks of receiving the first dose.

New E-mail Resource Box A new mailbox has been set up to collect any requests for vaccine exceptions due to medical and/or religious reasons. Therefore, please do not contact the Reasonable Accommodation Program staff (i.e., Anne Silk, Ton i McAllister, or the reasonable accommodations.resource@nrc.gov e-mail box) for questions related to the vaccination exceptions since other staff will be handling these requests. The Reasonable Accommodations staff is in the process of deleting documents and returning these forms to anyone who requested it since their collection system does not cover exception requests.

Please email vaccineexceptions@nrc.gov with any questions you may have.

We than k you for your patience for this evolving situation.

From : Lamary, Mary Sent : Tue, 9 Nov 202113:54:02 +0000 To : Smith, Bi;Rogers, Shannon;Dilworth, Eric Subject : Enforcement-Guidance-FAQs.pdf Attachments : Enforcement-Guidance-FAQs.pdf Guidance on Enforcement of Coronavirus Dise ase 2019 Vaccination Requirement for Federa l Emp loyees -Exec u t ive Order 14043

1) Why is OPM issuing this guidan ce?

On September 9, 202 1, the Pres ident s igned Execu tive Order (EO) 14043, titled, " Requiring Coronavirus Disease 2019 Vaccination for Federal Emp loyees." As reflected in Section 1 of the EO, th e Preside nt has detennined that in order to promote the health and safety of the workforce and the effic ie ncy of th e c i vil serv ice, it is necessa ry to req uire COVID - 19 vacc ination for Federal e mpl oyees, subj ec t to such exce ptions as are requfred by law. Th e U.S. Office of Pe rsonn el Manag ement (OPM) is issuing thi s guidance to assist agencies in implementing this requirement for Federal emp loyees subject to EO 14043 req uirement s.

2) What agencies and emp loyees are covered by the EO 14043 vaccination requirement?

Section 3 ofEO 14043 defines which agencies and emp loyees are covered by the vaccination requirement. Agencies should consult w ith their legal offices to determine agency and employee coverage under EO 14043.

3) What is the deadline for federal employees to be fully vaccinated?

Safer Federal Workforce Task Force guidance specifies that age ncies should require a ll of their employees, with exceptions only as required by law, to be fully vaccinated by November 22, 2021. That means employees must complete required vaccination dose(s) by November 8, as they will not becom e "fully vacci nated" until 2 weeks after their final dose (the seco nd of 2 doses for Pfiz e r and Mod e rna, and th e first dose for Johnson and Johnson).

The only exception is for individua ls who recei ve a legally required exception approved u nd er established agency processe s.

4) What should an agency do to inform employees about the requirement to be fully vaccinated?

OPM recommends an agency should not delay in providing employees with information regard ing the benefi ts of vaccination and ways to ob tain the vacci ne. Such inform ation is available on the Centers for Disease Contro l and Pre vention website. Agencies s hould consider a variety of methods to educate employees, such as providing information in employee town halls, posting of information on agency intranet sites, emai l communicat ions directly to emp loyees, and providing infom1ation in regu lar staff meetings.

As pa rt of the educa tion process, agencies should inform employees of the requirement to be fully vaccinated in compliance with EO 14043 and that failw-e to comply will result in disciplinary action up to and including removal or termination. In addition, it is advisable for agencies to send to their workforce periodic reminders of this requirement and the consequences for non-compliance. To be fu ll y vaccinated by November 22, 202 l, employees must receive their final vacc ination dose by November 8, 2021.

5) When can an age nc y initiate the enforcement process for failure to comply with the r eq uirem ent to be full y vacc in ated?

Agenc ies may initia te the e nforceme nt proce ss as soo n as Novembe r 9, 202 1, for employees who have not received their required v accination dose by November 8, 2 021, unless the employee ha s rece ived an excepti on or the agency is considerin g an exce ption request from t he e mpl oyee.

6) Is th e r e a r ecomm e nded approach to enforcement ?

Agenc ies must comply with all statutory, regulat ory, and collec tive bargaining ag ree m ent requirements (where applicable). If the em ployee has not pro v ided proof of vaccination by November 8, 2021, and has not received an exce ption and the agenc y is not considering an exce ption request from the employee, O PM recommend s a gencies i nitiate the en forcement process with cou nselin g and e ducat ion. Agencies sh ould use the counsel ing period to re mind th e employee again of the v accination requirement, emphasize that failure to comply will lead to discip l ine up to and including removal or terminatio n, address any questions, and infon n the employee that t hey will h ave a short pe riod of time (e.g., 5 days) to submit documentation es tabli shi ng either th e initi ati on o r comp l etion of vaccina t ion, a s appl icable,

o r reques t an except i on.

If, after the recommended counseling and educat ion pe ri.od ends, the individual contin ues to refuse to comply, th e agency sho uld pursue disciplinary measures, up to and including removal or te1mination from Federal se rvice. In pursuing any di sc iplinary action, the agency mus t provide the required procedw-al rig ht s to an employee and fo ll ow normal processes, including any agency policies or collective barga ining agreement requirements concerning disciplinary matters. Employees generally should not be placed on administrative leave while the agency pursues disc iplinary act i on for refusal to be vaccinated but w ill be required to follow safety protoco ls for employees w ho are not fully vacc inated wh en reportin g to agency worksites. Agencies may wish to consult with counsel as to any other mechan isms that might be availab le to add ress th e situa tion.

Agencies are remind ed that genera ll y th e objective of d iscipl ine is to correct deficiencies in e mpl oyee conduct. Di sc ipl ine can de te r miscond uct and correct situatio ns inte rfering with the efficiency of civil service. While the law and OPM adverse action regu lations do not requir e progressive discip line, this is the preferred approach in the instance of non-comp liance with the requiremen t to be vaccina ted. With this in mind, agencies are strongly encouraged to cons ider whether lesser di sciplinary penalties are adequate, as an initial matter, to encourage an employee to be vaccina ted, such as a sho rt suspension of 14 day s or l ess under procedures establis hed unde r 5 C FR 752.203 1 ( o r proc edur es for simi lar matters whic h arise under other personnel syste m s). l f a short suspe nsio n prov es inadequate in encow-aging an emplo yee to

1 5 CFR 752.2 03 does not apply to actions against Adminis trati ve Law J udges (A LJs) or employees in the Sen io r Executive Service (SES). Please refer to Subc hapter lU, Chapter 75 of Title 5, United S tates Code, fo r adverse action procedures fo r ALJs and Subpart F of 5 CFR Part 752 for adve rse action proc edure s for SES. Please note that suspens ions of 14 days or less are not avai lable for SES.

2 become vaccinated, agencies should then consider a greater disciplinary penalty, such as removal or termination from the Federal service, under procedures established under 5 CFR 752.404, 2 5 CFR part 315, subpart H (for probationers), or procedures for sim ilar matters which arise under other personnel systems.

Agenc ies should strive for similar penalties for similarly situated employees, where appropriate, within the same wo rk unit. To facilitate this for larger organizat ions where act i ons may be necessary for multiple employees, an agency shou ld consider designating one management official to be a proposing official and designating another management officia l to be a deciding official for all actions in the work unit.

7) Wh at s hould a n a gen cy d o if, afte r initi a tin g t h e disciplin a r y pro cess b y propo sin g t o tak e a n act i o n, th e ag en cy is inform ed by th e e m p loyee t hat th e empl oyee b a s r ece ive d a vac cin a tion ?

If, after November 8, 2021, and prior to the issuance of a decision during the disciplinary process, such as suspension or removal, an employee provides an agency w ith appropr iate documentation that the employee is now fully vaccinated, the disciplinary process should end. If an employee provides an agency with appropriate documentation after November 8,

2021, that the employee has received the first dose in a 2-dose series vaccine, an agency may hold any disciplinary action in abeyance pending receipt of appropriate documentation that the emp loyee has received the second dose within the designated 3 or 4-week interva l depending on the vaccine received by the employee, even if this means tbe employee will not be fully vaccinated until after November 22, 2021. ln these instances, the employee will be required to follow all appropriate safety protocols if reporting to an agency worksite. The employee should be prov ided a deadline for receiv i ng the final dose of the vacc ine and providing appropriate documentation.

8 ) Wh at sh o uld a n age n cy d o if a n empl oyee is serv in g a su sp e n sion a nd pr ovi des do c um e n t ati o n t o t h e age n cy th at t h ey are no w full y vacc in ated or h a v e r ece iv ed th e fir s t do se in a 2-do se seri es v a ccin e?

If, during the time period a suspension is being served by an employee, the employee provides an agency with appropliate documentation that the employee is now fully vaccinated, the agency may end the suspension. If, during the time period a suspension is being served by an employee, the employee provides an agency with appropr iate documentation that the employee has rece ived the fi rst dose in a 2-dose series vaccine, an agency may hol d the balance of the suspension in abeyance. The employee should be provided a deadline of no more than 5 weeks from the date of receiving the first dose for receiving the final dose of the vaccine and providing appropriate documentation.

Additionally, the agency shou ld advise employees that the suspension will continue and they

2 5 CFR 752.404 does not apply to actions against Administrative Law J udges (ALJs) or employees in the Senior Execu t ive Service (SES). Please refer to Subchapter lU, Chapter 75 of Title 5, United States Code, fo r adverse action procedures for ALJs and Subpart F of 5 CFR Part 752 for adverse action procedures for SES. Please note that suspension s of 14 days or less are not a vailable for SES.

3 may be s ubject to removal or termination if they fail to receiv e the final do se of the vaccine or fail to provide appropriate documentation by the new deadline.

9) Wh y ca n a n empl oyee be disciplin e d fo r r efu s in g to get vacc in ate d or r e fu sin g t o pro v id e d ocum entation o f vac cin a tion?

If an emp loyee receives a direc t ord er to rece ive a vacc ine as required under EO l 4043 and re fuses, this is an act of mi sconduct. Any ad verse ac tion s for mi sco nduct taken und er 5 CFR Part 752 are taken for such cause a s will pro mo te the effic iency of the service. When taking an action under 5 CFR Part 752, agencies should consider relevan t aggravating and mitigating factors when detemu ning the pena lty. See Dougla s v. Veterans Administration, 5 MSPR 280 ( 1981 ). Agencies s hould consult with their human resource s and legal offices in makin g these determinations.

The re is precedent for taking an adverse action against a Federal e mplo yee for di sobey ing an order to be vacci nated. In Maza res v. Department of Navy, 3 02 F.3 d 1382 (2002), for insta nce, two c iv ilian Navy e mplo yees c halle nged the ir re mo vals for refus ing to rece ive an anthrax vacc ination. The co urt found there was a c lear and unjustifie d refusal to obey a lawfu l order of a sup erior.

10) Wh at sh o uld a n age n cy d o if t h e e mpl oyee cla im s t hey a r e legally e n t it le d t o b e exce pt ed from th e vacc in a tion r e quir e m e nt ?

An agency should not initiate discipline if the employee clain1s a legally required exception as the reason proffered for not being vac cinated or providing proof of vaccination. If an employee claims a lega lly requ i red exception, an agency should follow its ordinary proces s to rev iew and conside r what, if any, accommodation it mu st offer. All agency perso nn el de signate d to rece ive requ ests for acco mmodation s should know how to handl e reques ts cons istent with a ny Federa l emp loy m e nt nondiscrimination laws that may apply.

A n e mp loye e whose req uest for an accommodation is de nied shou ld receive the ir first (o r, if a one -dose series, only) dose wi t hin two weeks of t he final determi na tion to deny the accom m odat io n. If receiv in g a two-dose series, the emp loyee s ho uld receive the seco nd dose wit hin 6 weeks of r eceiving the first dose.

If the employee received a fi r st dose of a two-dose series prior to seeking an acco1mnodat io11, and their request for an accommo d a tion is denied, they shou ld receive their second dose within two weeks of the final determinat ion to deny t he accommod ation o r within a week of the earliest day by whic h they ca n rece ive t heir seco nd dose, wh ic heve r is later.

I f the em ployee does not comply w ith the requireme nt to become fully vacc inated, and has not bee n g ranted an except i on and does not ha ve a req ue st under consideration, the agency may pursue discip l inary action, up to and including removal or termination from feder a l service. 1f the accommodation request is denied, employees should be reminded again of the benefits of ge tting a COVID-19 v accine and remind ed that failure to comply with the vacc i nation req uire m en t will result in di sc iplinary action, up to and inc luding rem ova l o r term ination from Federal serv ice.

4

11) How should agencies enforce the vacc ination requirement of Executive Order 14043 for employees on extended leave of absence (e.g., due to a serious health condition of th e m selves or a family m e mber, or due to utilizing paid par entaJ leav e)?

Agencies should require em plo yees on extended leave of absence ( e.g., utilizing annua l leave, sick leave, donated annual leave, military leave, leave without pay, paid parenta l l eave, o r unpaid leave under Fam i ly a nd Medical Leave) to sub mit documentation estab lish in g that they are fully vacci nated (or request a lega lly r eq uired except ion) prior to th e employee returning to duty. Agencies should not req uire such employees to be vaccinated by a November 22, 2021 deadline, as long as they are on exte nded leave of absence and will not return to work un ti l a later date.

12) How should age ncies enforce the vaccination requirement of Exec uti ve Order 14043 for employees on exte nded le av e of absence du e to rec eiving workers compensation as a re sult of s ustaining an on-the-job injur y or illne ss?

Agencies should require employees on extended leave of absence due to rece iving workers compensation to submit documentation establishing that they are fully vaccinated (or request a legally required exception) prior to the employee returning to duty. Agencies sho uld not require such employees to be vaccinated by a November 22, 2021 deadline, as long as they are on extended leave of absence due to receiving wo rkers compensation and wi ll not return to duty unti l a late r date.

13) How should agencies enforce th e va ccination r e quirem e nt of Exec uti ve Order 14043 for seasonal employees w ho a re not currently working for an agency und e r th e ir seas onal appointment?

Agencies should requ ire seasonal emp loyees to subm i t documentation establi shing that they are fully vaccinated (or reque s t a legally requ ired exception) prior to the employee returning to duty. Agenc ies shou ld not require suc h emp loy ees to be vaccinated by a November 22, 2021 deadline, as long as they wil l not return to duty until a later da te.

14) How should agencies e nforce the v accination requirement of Exec utive Order 14043 for student v olunt eers, int e rns, or other employees who are on an exte nded break in service (e.g., intern s who work ed for an ag enc y this pa st summer, returned to school, and are e xpected to return to work for the agency after th e school yea r ends)?

Agencies should requ ire student vo l unteers, interns, and other employees who are on an extended break to submit documentation establishing that they are fully vaccinated (or request a legally required exception) prior to returning to Federal service. Agencies should not require suc h persons to be vacc inated by a November 22, 2021 dead line, as long as they will no t be reemployed until a later date.

15) How should age ncie s enforce the vacc ination r e quir e m e nt of E xecutiv e Ord er 14043 for e mplo yees who are on d eta il?

5 Agencies should require employees who are on detail to another executive branch agency covered by EO 14043 to comply with the vaccinat ion requir ement of EO 14043. In accordance with the guidance issued by the Safer Federal Workforce Task Force, agencies shou ld requ ire detailed employees to be fully vaccinated by November 22, 2021. Detailed employees should follow the procedures of their home agency for submitting documentation to demonstrate the ir compliance with the vaccination requirement.

Agencies should requ ire employees who are detailed to positions outside of an executive branch agency covered by EO 14043 to submit documentation establishing that they are fully vacc i nated ( o r req uest a legally required exce ption) prior to the emp loyee returning to d uty at their home agency.

16) How should agencies enforce the vacci n e requir e m ent of Exec utiv e Order 14043 for em plo yees who are runnin g down their leave in advance of d e partin g federal serv ice a nd do not int e nd to re t urn to dut y before l eavi n g?

If an emp loyee has provided notice that they are leaving their position in the Execu tive Branch and are on leave until the date they depart, the agency should not enforce the vaccine requirement of EO 14043.

6 From : Vaccine Exceptions Sent: Wed, 10 Nov 202112:42:11 +0000 To : Galvin, Dennis;Vaccine Exceptions Cc : Silk, Anne ;Dilworth, Eric

Subject:

RE: REQUEST FOR A RELIGIOUS EXCEPTION TO THE COVID-19 VACCINATION REQUIREMENT

Good morning Dennis-As mentioned in the October 20, 2021 announcement from Senior Leadership. exceptions to the vaccine are not being reviewed using the disab ility reasonable accommodation process.

Therefore, we will not be revising that procedure to incorporate vaccine exception requests. We will however, continue to use the existing reasonable accommodation process for any reasonable accommodations requests to accommodate a disability.

As mentioned below, employees who have indicated that they will seek an exception to the vaccine based on sincerely held religious beliefs will not be subject to enforcement action until after their request has been adjudicated by the Agency and only if the request is denied. This would not include any appea ls adjudicated by someone outside of the Agency. Once a decision has been issued on requests for exceptions, employees whose requests are den ied will be afforded a reasonable amount of time to begin and complete the vaccination process. The Safer Federal Workforce Task Force has advised that the Agency should require that an employee whose request for an accommodation is denied receive their first (or, if a one-dose series, only) dose within two weeks of the final determination to deny the accommodation. If receiving a two-dose series, the employee must receive the second dose within 6 weeks of receiving the first dose.

From: Galvin, Dennis <Dennis.Ga lvin@nrc.gov >

Sent : Friday, November 05, 20214:35 PM To : Vacc ine Exceptions <VaccineExceptions. Resource@nrc.gov>

Cc : Silk, Anne <Anne.Silk@nrc.gov >; Smith, Bi <Bi.Smith@nrc.gov>; Dilworth, Eric

<Eric.Dilworth@nrc.gov>

Subject:

RE: REQUEST FOR A RELIGIOUS EXCEPTION TO THE COVID-19 VACCINATION REQUIREMENT

Dear Vaccine Exceptions Staff,

The emai l below does not exp lcitly add ress appeals to denia ls of religious exceptions requests.

Also, no revised procedure for processing these requests was made available to the affected staff members.

In section 3 of the Reasonable Accommodation procedure, it states in part:

If the RAC or designee in OCHCO denies a request for reasonable accommodations,

the requester will receive written not ification in an accessible format that explains the reason for the denial, identifies available internal appeal or informal dispute reso lution processes, provides instructions on how to file a complaint of discrimination under 29 CFR 1614.106, and explains the right, under 29 CFR 1614.105, "Pre-Compla int Processing, " to contact an Equal Employment Opportunity (E EO) counselor or the Office of Small Business and Civil Rights (SBCR), or both, within 45 days of the denial regard less of whether the requester participates in an informal dispute reso lution process.

Does the adjudication by the agency include appeals or filing of a complaint of discrimination?

Would the enforcement process start with the initial den ial decision or with the exhaustion of all appeal processes? I sure all affected staff would be interested in this clarification or any additional details on the processing of the requests.

Thanks,

Dennis Galvin Project Manager U.S Nuclear Regulatory Commission Office of Nuclear Reactor Regulation Division of Operating Reactor Licensing Licensing Project Branch 4 301-415-6256

From: Vaccine Exceptions < VaccineExcept ions. Resou rce@nrc.gov >

Sent : Friday, November 05, 2021 2:50 PM To : Vacc ine Exceptions <VaccineExceptions. Resource@nrc.gov >

Su bject: REQUEST FOR A RELIGIOU S EXCEPTION TO THE COVID -19 VACCINAT ION REQU IR EMENT

Good afternoon-you a re receiving this email because you have notified OCHCO that you intend to request an exception to Executive Order (EO) 14043, wh ich requires all Federal employees to be fully vaccinated against COVID-19. This mandate is effective November 22, 2021. EO 14043 provides for limited exceptions to the mandate in cases where an employee cannot be vaccinated against COVID-19 because of an exception required by law.

Determining whether an exception is legally required and how such an exception may be accommodated will include consideration of factors such as the basis for the claim; the nature of the employee's job responsibilities; and the reasonably foreseeable effects on the Agency ' s operations, including protecting other Agency employees and the public from COVID-19.

Assessments of and accommodations for an exception from the mandate will be fact-and context-dependent.

Attached is an NRC form to request an exception based on religion reasons. Th is form was developed to help the Agency determine whether an employee is entitled to an exception from the mandate.

To ensure that the NRC can fully understand the effect of requests for exception to the mandate on its operat ions and to seek to ensure timely review of such requests, please return this form by November 12, 2021. If we do not receive your documentation by this date, we will consider it as if you are no longer interested in requesting an exception. If you need an extension of time to submit the requested information, please contact vaccineexceptions@n rc.gov.

Please be advised that while your request is under review, you will be treated as an unvaccinated employee and will be subject to the CDC protocols for access to federal properties (e.g., self-screening, masking, and physical distancing unless they have a lso received a reasonable accommodation pertaining to masking or other protoco ls). We are awaiting additional guidance from the Safer Federal Workforce regarding testing protocols requirements, if any, for individuals who are excepted from the vaccination requirement.

I would also like to reiterate that employees who have indicated that they will seek an exception based on sincerely held religious beliefs will not be subject to enforcement action until after their request has been adjudicated by the Agency and only if the request is denied. Once a decision has been issued on requests for exceptions, employees whose requests are den ied will be afforded a reasonable amount of time to begin and complete the vaccination process. The Task Force has advised that the Agency should require that an employee whose request fo r an accommodation is denied receive their first (o r, if a one-dose series, only) dose within two weeks o f the final determination to deny the accommodat ion. If receiving a two-dose series, the employee must receive the second dose within 6 weeks of receiving the first dose.

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