COVID-19 Updates

COVID-19 Vaccination Records - Update

Publication Date

Dear Union College Community,

With the increase in the availability of the vaccine, we are delighted to hear of more members of our community becoming fully vaccinated each day.

Log your vaccination records in emocha - beginning March 22

As the country, the state and the College contemplate steps to reduce restrictions, it is important to understand how many members of our community are vaccinated. Beginning on March 22, emocha will implement functionality allowing students and employees to report their vaccination records (first and second doses, where applicable). Once this new feature is launched, we ask all students and employees to record any previous or future COVID vaccinations. We've posted FAQs at the bottom of this email to address some of the questions you may have about using this feature.

The emocha app/website will ask for you to upload an image or pdf of your vaccination record. See the emocha instructions to learn more. You will receive an initial notification via email and the emocha app once the new feature is live.

If you need assistance uploading your vaccination record, please contact emocha at (240) 343-9222 or If you would like to speak to a member of the Human Resources team, please contact Gwen Pulvirent at or Bonnie Mortensen Szczerba at Students who have questions can email Health Services at

As a reminder, Union College strongly encourages all employees, including student employees, to be vaccinated if they are able as they become eligible.


  • Schedule your vaccine appointment - You can determine your eligibility by checking the Am I Eligible website If you're eligible you can make an appointment online or call the New York State COVID-19 Vaccination Hotline at 1-833-NYS-4-VAX (1-833-697-4829). Once you have successfully scheduled an appointment, you will receive a confirmation email that contains a barcode. You will need to bring this to your appointment.
  • Please speak with your supervisor/manager so they are aware of your appointment time, location and how much time off you think is needed so they can approve your time off request.
  • Under New York law, you may now use a sufficient period of time up to four hours of paid time off per vaccine to attend your vaccination appointments. Please note this law only affects vaccine appointments from March 12, 2021 forward and does not apply to past appointments. Employees taking time off to receive the COVID-19 vaccine, should report their time as instructed in the March 18 communication.

Thank you for all you continue to do to help to protect our community.

Fran’Cee Brown-McClure
Vice President for Student Affairs and Dean of Students

Beth R. Glassman
Interim Chief Human Resources Officer

Strom Thacker
Dean of Faculty and Vice President for Academic Affairs


Why is it important to log your vaccination record in emocha?
As guidelines change at the state and federal level, having a record of vaccination will be helpful to understand the percentage of our employees who are fully vaccinated at any given point and will also assist when informing individuals of the need to isolate or quarantine.

When I submit my vaccination record, does this mean I do not have to comply with campus health and safety protocols?
All members of our community, including those who have been vaccinated, must continue to adhere to all health and safety protocols including mask wearing, social distancing, handwashing and testing.

What if I am unable to be vaccinated?
We understand that there are a number of reasons (e.g. allergies) that would prevent an individual from seeking the COVID-19 vaccination. This is an important conversation to have with your primary care provider. The emocha app will have the ability to record that you will not be vaccinated.

What if I do not have the emocha app on my phone?
You can enter your information in the emocha web portal at Please be sure you have a scanned copy of your vaccination information ready on the computer to upload.

What if I am not on campus and therefore I do not have access to emocha?
Students who are remote and do not have access to the emocha app or website may email their vaccination records to Health Services at

Employees who are not on campus and are not currently registered in emocha will receive a communication from Human Resources in the coming weeks with additional information about how to submit their records.

I lost my access to emocha, what should I do?
If you believe you were invited to use emocha but no longer have access, please follow the following instructions to reinstate your access.
Emocha app:

  1. Go to your app store and download the 'emocha mobile health' app. The icon is a blue box with a video camera in the middle.
  2. Once downloaded, open the app.
  3. Click on 'Forgot Password'.
  4. Enter your email address and follow the instructions from there.
  5. Additional assistance can be obtained by calling (240) 343-9222.

How will Health Services (students) and Human Resources (employees) use this information?
Health Services and Human Resources understand the importance of keeping your information confidential. Your vaccination information may be shared with (or discussed with) Schenectady County Public Health Services if necessary for contact tracing purposes or may be used by Human Resources to verify your eligibility for any reduction in restrictions in the future.

In addition, these offices will aggregate and share the percentage of employees vaccinated with our leadership team and with our community periodically.

Is emocha changing their terms of service?
Yes. There is one small change that emocha updated in their terms of service updated March 2021. The edit is highlighted in the following bullet:

  • to allow for individuals identified by the employer, including without limitation occupational health staff, human resources personnel, and/or management personnel (collectively, “Supervisors”) charged with determining if/when it is safe for an Employee to return to the workplace, to use the Service to review employee Covid-19 testing and employee-submitted vaccination data.