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UNIVERSITY VACCINATION PROGRAM (UVP)
As much as the University desires to cover all members of the community in this program, the uncertain access to and limited supply of the COVID-19 vaccines constrains the University to administer the vaccines to members of the Ateneo de Manila community who are 18 years
old and above, with their corresponding informed consent.
Inclusion in the vaccine recipient list will be based on active employment1 or engagement with the University at the time of enlistment.
While the University will be providing for the vaccine of its employees, employees are encouraged to avail of the vaccine soonest through other channels such as the vaccination program in the local government unit (LGU) given the opportunity. By doing so, the members of the community can get protected from the severe effects of the virus and at the same time, contribute to the government’s initiative to work on population protection during this pandemic.
DEFINITION OF TERMS
Employee – employees of the University, whether full-time or part-time with active employment/engagement with the University.
Employee-Sponsor – employee who is ordering the vaccine for his/her family members.
Vaccine Assignee – eligible dependent members under Group IV whose vaccines are being sponsored by the employee.
Masterlist – list of eligible members of the groups as listed in Table 1 who will be enlisted for the vaccination program.
Vaccine Administrator – 3rd party medical service provider contracted by the University to administer the vaccines to the members of the community. AC Health, an Ayala company, is the designated vaccine administrator for this program particularly for the following services.
1. Masterlisting and schedule of vaccine administration
2. Supply of consumables necessary for vaccine administration 3. Vaccine administration
4. Surveillance for adverse events following immunization 5. Science/education communication
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PRIORITIZATION BY GROUP
The following members of the Ateneo community shall be included in the University’s Vaccination Program which will be rolled out in accordance with the national policies and procedures issued by DOH and IATF.
Members of Group I shall be given priority in the vaccination program. Once all covered members under Group I have been vaccinated and there are remaining supplies of the vaccines, vaccination will proceed for those covered under the succeeding groups in the order listed in the table below.
Table 1: Eligible vaccine recipients
GROUP COVERED MEMBERS
I a. Full-time Employee
§ Full-time Teaching and Non-Teaching personnel regardless of rank and employee status (probationary/regular)
b. Part-time Employee
§ Faculty on special engagement including visiting professors
§ Part-time faculty members (Part-time faculty members who are regularly being engaged/hired by the schools for the past two school years are considered on active employment and will be included in the masterlist even if with no active teaching load at the time of the enlistment and/or inoculation).
§ Coaches/ Trainers
c. Employees under Temporary Employment
§ Project employees hired for a specific project, with a pre-determined project completion date
d. Jesuits in the Jesuit Residence, Loyola House of Studies, East Asian Pastoral Institute, Arrupe International Residence, San Jose Seminary, Sacred Heart Novitiate, Jesuit Health and Wellness Center
In case a new employee is hired after the masterlist is submitted to AC Health, the new employee may still be enlisted following the regular process of registration. The new employee shall wait for his/her schedule of inoculation from AC Health.
Page 3 of 11 IV a. Eligible dependents of the Group I
o Spouse o Children o Parents
o Siblings (for single employees)
NOTES:
§ The Office of Human Resource Management and Organization Development (OHRMOD) shall be responsible for generating the masterlist of eligible members from Group I and the vaccine assignees from Group IV.
§ Heads of the entities in Group II.b shall be responsible for generating their respective masterlists of eligible employees and submitting them to AC Health for uploading in their platform in order to proceed to the prioritization, screening and scheduling of the vaccine availers.
NON-DISCRIMATION OR TERMINATION
Vaccination is not mandatory in order to allow the employees to return to the workplace. Any employee who refuses or fails to be vaccinated shall not be discriminated against in terms of tenure, promotion, training, pay, and other benefits, among others, or terminated from employment.
VACCINE BRANDS
The University was able to place orders for the following brands of the vaccine: § Moderna (8,000 doses which is good for 4,000 persons)
§ Novavax (10,000 doses which is good for 5,000 persons)
NO OPTION TO CHOOSE. Due to the uncertainty of supply and delivery schedule of the
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VACCINE INFORMATION
As of 5 May 2021
MODERNA
NOVAVAX
Technology Platform mRNA Protein Sub-unit
Philippine FDA EUA
Approval[A] 5 May 2021 -
Dose and Frequency 2 doses
28 days apart [B] 21 days apart 2 doses [C]
Storage Requirement -25˚ to -15˚C
2˚ to 8˚C (30 days) [E] 2˚ to 8˚C [F]
Vaccine Efficacy Based on Phase III Clinical Trial (CT)
94.1% against symptomatic COVID-19
100% against severe COVID-19 [D]
Awaiting Official Phase III Interim Journal Publication
Common Adverse Events Reported Observed in Phase III Clinical Trial (CT)
§ Pain/erythema/swelling on injection site, axillary lymphadenopathy § Fever, headache, fatigue, myalgia, arthralgia, nausea, vomiting, chills [B]
Awaiting Official Phase III Interim Journal Publication
References:
[A] FDA Philippines EUA Approval
[B] Publications in Journals for Phase III Interim Results
[C] WHO Landscape and Tracker of COVID-19 Candidate Vaccines [D] WHO Interim Recommendations for EUL
[E] Center for Disease Control and Prevention
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COST OF THE VACCINE AND ITS ADMINISTRATION
While the exact cost of the vaccine and its administration have yet to be finalized in the coming months, below is the ballpark figure for the following brands of the vaccine:
§ Moderna = PhP2,000.00 per shot § Novavax = PhP1,000.00 per shot
For any changes in the cost of the vaccines, a separate communication will be issued by OHRMOD.
AC Health shall charge an administration fee of PhP425 per shot or PhP850 per person to be vaccinated.
VACCINE SUBSIDY
In compliance with DOLE Labor Advisory 3 Series of 2021 (Guidelines on the Administration of COVID-19 Vaccines in the Workplaces), the University will subsidize the cost of the vaccine and its administration for its eligible employees under Group I.
For scholars, the University shall subsidize in full the cost of the vaccines and its administration. Students who may need financial assistance for the vaccines will have to write to their respective schools for evaluation of their requests.
Members under Group II shall pay the actual cost of the vaccine and its administration. Payment shall be made in favor of the University for advancing the payment of the vaccines to the vaccine supplier and the service fee to the vaccine administrator.
The cost of the vaccine and the service fee for the administration for the vaccine assignees under Group IV shall be for the account of the employee-sponsor.
PAYMENT FOR THE VACCINE AND ITS ADMINISTRATION
Payment for the vaccines and its administration for Group IV shall be collected from the employee sponsor through salary deduction for a period of six (6) months beginning January
2022 to June 2022. In the event that there is a delay in the administration of the vaccine
Page 6 of 11 shots that were ordered. This will confirm the employee-sponsors’ interest to avail of the vaccine for their eligible vaccine assignees. The accomplished APD must be submitted to the OHRMOD prior to the schedule of the inoculation.
After the vaccination, the signed APD will be reconciled with the number of shots that were successfully administered to the vaccine assignees. Only vaccines shots that were successfully administered to the vaccine assignees shall be paid by the employee-sponsors through salary deduction.
OHRMOD shall prepare the final schedule of deduction for all employee-sponsors and submit it to the Payroll Section of the Central Accounting Office for payroll implementation.
SCHEDULE AND VENUE OF THE VACCINATION ROLL OUT
A separate communication will be released to the community on the UVP roll-out once the delivery of the vaccines has been firmed up. As of release of this communication, July 2021 is the projected date of delivery of the vaccines.
The venue for vaccination for eligible vaccine recipients will be at the Loyola Schools Covered Courts where AC Health Group will set up a CoVID-19 vaccination site.
STEPS IN AVAILING THE VACCINES
STEP 1: ENLISTMENT AND GENERATION OF LIST OF ELIGIBLE VACCINE
RECIPIENTS (for Groups I and IV only)
OHRMOD shall release an online enlistment form through a Google Form (https://bit.ly/UVPEnlistmentForm) to get the number of employees who will be interested to avail of the vaccine for themselves and their eligible dependents through the UVP. Please note that depending on the availability of the vaccines, administration of the vaccine to the vaccine assignees in Group IV is not guaranteed.
The following information will be secured during the enlistment in the Google Form: a. Confirmation of the employee to avail of the vaccine both for him/herself and
his/her dependents
b. Consent to provide employee’s information to AC Health (such as but not limited to full name, email address, employment status, and number of dependents)
c. Information about qualified dependents (Group IV) if the employee intends to enlist them via the UVP:
Page 7 of 11 § Relationship with employee
At the same time, OHRMOD will send a list of names under Group II.b to the units for them to confirm their eligibility to participate in the UVP. Additional names may be supplied by the units to include those on active employment, that is, part-time faculty members who are regularly being engaged/hired by the schools for the past two school years regardless of current load during enlistment and at the time of inoculation.
Once the enlistment is completed, OHRMOD shall send a confirmation email to the eligible members of Group I.
STEP 2: UPLOADING OF MASTERLIST OF ELIGIBLE VACCINE
RECIPIENTS TO HealthNow
OHRMOD will upload the masterlist of members of Group I for vaccination in the AC Health’s portal HealthNow.
The succeeding steps for individual registration shall be done through the mobile platform provided by AC Health, after the names secured from the Google form are uploaded.
STEP 3: REGISTRATION
Once masterlisted, an email will be sent by AC Health to the members of Group I with instruction to download the HealthNow application so that they can complete the registration to the vaccination program.
Members of Group I will be required to create their HealthNow profile and provide general HealthNow User Consent. Once in HealthNow, the employee can register to the COVIDShield for the University Vaccination Program (UVP).
STEP 4: VACCINE PRIORITIZATION, SCREENING AND SCHEDULING
AC Health shall conduct the prioritization and screening of the members of Group I following the IATF and DOH guidelines.Page 8 of 11
STEP 5: VACCINE ADMINISTRATION
Once the schedule of vaccine administration is confirmed by AC Health, members of Group I shall proceed to the Loyola Schools Covered Courts on the specific time and date assigned to them. Members of Group I shall be screened by medical personnel from AC Health prior to receipt of each COVID-19 vaccine dose to ensure that they are fit to be inoculated.
After having been vaccinated, members of Group I shall be observed for any signs of anaphylaxis. Necessary emergency care equipment and personnel shall be available in the vaccination site. In addition, the HealthNow application has an automated Adverse Event
Following Immunization (AEFI) monitoring which includes the mandatory surveillance of the
patient every two (2) weeks for the first 2 months, and once a month for the succeeding ten (10) months.
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VACCINATION PROCESS FLOW
• OHRMOD, in coordination with the units, will generate the list of active members under Group I.
• OHRMOD shall release a Google Form where members of Group I may confirm their interest to avail of the vaccine for themselves and their eligible dependents. Responses in the Google Form shall serve as the basis in coming up with the Masterlist.
Step 1: Enlistment & Generation of
List
• Once the Masterlist is complete, OHRMOD shall upload the list of eligible members of Group I for vaccination in the AC Health HealthNow application.
STEP 2 Uploading of
Masterlist
• Once the masterlist is uploaded, members of Group I will receive an email instruction from AC Health to download the HealthNow app and register.
• Members of Group I will be required to create their HealthNow profile and provide general HealthNow User Consent.
• Once in HealthNow, the employee can register to the COVIDShield for the University Vaccination Program (UVP).
STEP 3 Registration
• AC Health will conduct the prioritization and screening of the eligible members of Group I following the IATF and DOH guidelines. • Once a member is cleared for vaccination, the schedule of the
vaccination shall be communicated to the members of Group I. STEP 4
Prioritization, Screening &
Scheduling
• Members of Group I shall proceed to the Loyola Schools Covered Courts as scheduled by AC Health for inoculation.
• Members of Group I shall be assessed by medical personnel from AC Health prior to the administration of the COVID-19 vaccine. • Members of Group I who received their vaccines will be monitored
by AC Health for a maximum period of 12 months. STEP 5
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ANNEX A - LIST OF AFFILIATE UNITS
Discovery Weekend
Environmental Science for Social Change (ESSC)
Regional Climate System (RCS)
Ateneo Alumni Association (AAA)
Ateneo de Manila Multi Purpose Cooperative
Catholic Safeguarding Institute (CSI)
Center for Family Ministries (CEFAM)
Center for Ignatian Spirituality (CIS)
Center for Leadership & Change Inc. (CLCI)
Center for Media Freedom and Responsibility (CMFR)
Christian Life Community Of The Philippines (CLCP)
EMMAUS Center Foundation, Inc
Gaston Z. Ortigas Peace Institute (GZOPI)
Geomatics for Environmental Development (GED)
Healthdev Integrative Clinics, Inc
Institute of Social Order (ISO)
International Council for Local Environmental Initiatives (ICLEI)
Jesuit Communication Foundation, Inc. (JesCom)
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