COVID-19 infections are on the rise, largely due to the Delta variant. In Philadelphia, hospitalizations of children infected with COVID-19 are increasing. The City of Philadelphia’s Department of Health now strongly recommends that everyone mask while indoors in places where you do not know that everyone is vaccinated.

While some project owners require that all construction workers wear masks, this new recommendation also applies to jobsites with indoor spaces. Employers may want to keep confidential records of employee vaccinations to inform their jobsite safety protocols and policies. Keep the following two points in mind:

  • You can ask employees if they have been vaccinated and you can ask for proof. This information, however, should still be considered confidential. Do not ask any follow-up questions (For example, should not ask about any symptoms/reactions the employee had to the vaccine.) You should remind the employee not to provide any other medical information.
  • You can ask the employee for documentation from the vaccination source showing the date(s) the vaccine was administered. (Whether you should ask is better addressed by each individual employer/situation.) Any vaccination documentation provided should be kept confidential. You should also inform the employee that he/she does not have to provide any other additional medical or family history information.

To help keep track of your employee’s COVID-19 vaccinations, we have a simple spreadsheet that records the following information:

  • Employee name
  • Vaccination status
  • Vaccine Manufacturer
  • Date of fully vaccinating shot (2nd Pfizer or Moderna; 1st Johnson & Johnson)
  • Date that employee is fully vaccinated – two weeks after shot (please note that this is an automatically populating cell)


We hope that this spreadsheet will help centralize your employees’ COVID-19 vaccination statuses; this will hopefully minimize the need to flip through copies of vaccine cards.

Remind your employees that the best way to protect yourself is to be fully vaccinated. Research has shown that having two doses of the Pfizer vaccine or the Moderna vaccine, both of which have been shown to be safe and effective, is more than 90% protective against the Delta variant. You can find the hundreds of locations that are administering the vaccines in Philadelphia, all for free, and often without an appointment needed, at