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Update on COVID-19 Vaccine Appointments and Registration at Public Administration Sites

February 27, 2021

To: The Campus Community
From: Steve Atlee, Vaccine Working Group Chair and Deputy General Counsel
Date: February 27, 2021
Re: Update on COVID-19 Vaccine Appointments and Registration at Public Administration Sites

The county's decision to broaden COVID-19 vaccine eligibility requirements to include, as of March 1, individuals at risk of occupational exposure through their work in the career sectors of education and child care, food and agriculture, and emergency and first-responder services significantly expands the access that Caltech employees may have to the vaccine. In particular, county officials have said that the education sector includes college and university employees, including faculty, staff, postdocs, and researchers, as well as students who work onsite at a college or university.

Registration Websites for Vaccine Appointments

County officials confirmed today that individuals in this eligibility category may be able to register for vaccine appointments at the county's public sites beginning this weekend. Some individuals in our community have reported success in scheduling appointments through the state's appointment system,

When accessing these sites, we urge you to be patient, as frequent and repeated service interruptions and delays have resulted in inconsistent access to appointment-booking systems. Not all registration sites are currently updated with the expanded eligibility. Individuals who are eligible are encouraged to visit the websites below: 

Individuals who are eligible to receive the vaccine can also call 833-540-0473 daily between 8:00 a.m. and 8:30 p.m. for assistance with appointments.

Vaccinations are free and offered through county, city, and public health sites throughout Los Angeles, as well as at community clinics and hospitals and through many local pharmacies, including several CVS, Walgreens, Rite Aid, Vons, Pavilions, Albertsons, Costco, and Ralphs locations. To receive a vaccine, individuals must register for an appointment and be prepared to show proof of identification and employment at Caltech.

Proof of Employment

The county has confirmed that the following forms of documentation (in print or electronic copy) may be used to verify eligibility under the education workforce sector:

  • A Caltech ID that identifies your affiliation as an employee of Caltech.
  • A Caltech paystub. If you receive your paycheck via direct deposit, you will need to print or download an electronic copy of your paystub for possible presentation at a vaccination site. Electronic paystubs may be accessed through using the following steps:
    • Log on to (credentials required)
    • Under "Self Service," click the "Electronic Paycheck Stub (Online Payslip)" link. NOTE: Caltech's Virtual Private Network (VPN) service is required to access your payslip. If you do not already have the VPN service on your laptop, visit the IMSS VPN webpage and follow the instructions to request VPN activation and download the necessary software.
  • An employment verification letter. Employer-issued letters may be obtained from your supervisor when none of the above forms of verification is available. Graduate students or researchers paid on external fellowships should connect with their advisors or the Graduate Studies Office for an employer-issued letter.

Please Note: While previous communications indicated that a Caltech W2 may be an acceptable form of documentation, based on documentation used in the healthcare sector, the county did not explicitly certify the use of this form. It is possible that documentation requirements will vary across sites and we suggest that you confirm directly with the vaccine administration site on requirements.

As the rollout of the vaccine continues to evolve, please stay informed by visiting the County's Public Health Coronavirus website. Additional information and answers to frequently asked question on the Institute's response are available on the Caltech Together website.