Do I have to fill out a VDS if it is voluntary?

If the form is labeled voluntary, you cannot be compelled to complete it. Employers may require information for business needs, but voluntary disclosures should be optional. Check company policy or consult HR about potential consequences of not submitting.

Can I sign the VDS electronically?

Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in adopting states. Ensure the platform captures intent, consent, attribution, and retention to meet legal tests for enforceability.

Is medical information protected if I disclose it?

Yes—health disclosures may be protected health information. Treat such entries per HIPAA where applicable, limit access, and store records with the safeguards required by your organization and applicable law.

Who can view my completed VDS?

Access should be limited to HR, required reviewers, and legal counsel on a need-to-know basis. Employers should document access controls and audit logs to prevent unauthorized disclosure.

What if I need to change a submitted disclosure?

Submit an amendment or a new VDS with the updated information and clearly mark it as a revision. Maintain both records and note why the change was made to preserve an audit trail.

How long will my VDS be kept?

Retention varies: retain during active employment and per regulatory baselines. For health records follow HIPAA (45 CFR §164.530(j)); for tax-related items follow IRS rules (IRC §6501(a)). Check company retention policy for exact periods.

Electronic Signature
Templates
HR
Employee VDS Form

Employee VDS Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYEE VDS FORM

Purpose: This Employee Voluntary Disclosure and Status (VDS) Form collects personal, employment, education, reference, and disclosure information necessary for personnel records, pre-employment screening, benefits administration, and regulatory compliance. Provide complete and accurate information. Deliberate falsification, omission, or misrepresentation may result in withdrawal of an offer or termination of employment.

Personal Information

Full Legal Name Current Address

Primary Phone

Email Address

Date of Birth

Position Information

Position Applied / Assigned Department

Reporting Manager:

Proposed Start Date: Annual Salary / Rate:

Employment Type (select all that apply)

Full-time Part-time Temporary Contractor

Employment History (Most Recent First)

Employer 1

Company Name Job Title

Start Date: End Date:

Primary Responsibilities Reason for Leaving

Employer 2

Company Name Job Title

Start Date: End Date:

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution Graduation Date Additional Certifications / Professional Training

Professional References

Reference 1

Reference 2

Reference 3

Legal Disclosures and Authorizations

At-Will Employment: If employed, I understand that employment with the Company is at-will, which means that either I or the Company may terminate the employment relationship at any time, with or without cause or advance notice, unless a written agreement signed by an authorized representative of the Company provides otherwise.

Equal Employment Opportunity: The Company provides equal employment opportunity without regard to race, color, religion, sex, pregnancy, gender identity, sexual orientation, national origin, age, disability, genetic information, or any other protected characteristic under applicable law.

Criminal Convictions: Have you ever been convicted of a felony or misdemeanor (excluding minor traffic violations)? No Yes

If yes, provide details (dates, jurisdiction, disposition)

Authorization to Verify: I authorize the Company and its designated agents to investigate and verify all statements contained in this form and any accompanying documentation. I expressly authorize the Company to contact my prior employers, educational institutions, references, and any other listed entities to obtain information concerning my background, performance, and qualifications.

Consent (select all that apply)

I consent to employment reference checks and employment verification. I consent to criminal background checks, as authorized by law. I consent to pre-employment drug/alcohol screening where required by policy or law.

Applicant Certification and Acknowledgement

I certify that all information provided on this Employee VDS Form and any attachments is true, complete, and accurate to the best of my knowledge. I understand that the Company may rely on this information in making employment decisions. I understand that withholding information or providing false or misleading information may result in rejection of my application or, if employed, disciplinary action up to and including termination.

I release from liability any person, organization, or former employer who provides information to the Company in good faith as part of its evaluation. I further acknowledge that the Company may obtain consumer reports, which may include credit and background information, where permitted by law, and that I will be provided any disclosures and notifications required by applicable law in connection with such reports.

Acknowledgement (select to confirm)

I acknowledge that the information provided is accurate and complete. I authorize the Company to obtain and use information as described above.

Applicant Name:

Signature:

Date:

What the Employee VDS Form Is and When Organizations Use It

The Employee VDS Form (Voluntary Disclosure Statement) is a standardized HR document employers use to collect employee-provided information that employees submit voluntarily, such as health disclosures, accommodation requests, vaccination status, or other self-reported items. The form documents the employee's statement, any attachments, and consent to employer use and retention. Employers typically use a VDS when collecting information that is optional but relevant to workplace safety, benefits administration, or accommodation evaluation; it is not a replacement for mandatory government forms.

Why an Employee VDS Form Matters for Compliance and Recordkeeping

A clear VDS form centralizes voluntary employee statements, documents consent, and reduces ambiguity when HR evaluates requests. Precise collection helps HR apply policies consistently and supports defensible decision-making while limiting unnecessary collection of sensitive data.

Which People and Teams Typically Complete an Employee VDS Form

Employers, HR professionals, and designated managers generally issue or review Employee VDS Forms during onboarding, accommodation requests, or benefit enrollment.

Employees preparing a voluntary statement about health, accommodations, or personal circumstances.
Human Resources staff who collect, evaluate, and retain disclosures per policy.
Managers or benefits administrators who need documentation to make approvals or provide accommodations.

Employees complete the form; HR or the responsible manager reviews submissions, attaches supporting documentation, and records the outcome in personnel records.

Core Parts of a Professional Employee VDS Form

A complete VDS form follows a consistent structure to ensure clarity, privacy, and auditability. Design each section so HR can verify identity, record the disclosure, document consent, and store supporting files securely while limiting data collection to what is necessary.

Header

Form title, version/date, employer name, and a brief purpose statement clarifying voluntary nature and intended use of collected data.

Employee Identity

Full legal name, employee ID, job title, department, and contact details to tie the disclosure to the correct personnel record.

Disclosure Details

Structured fields describing what is being disclosed, dates, duration, and any circumstances; use checkboxes and short-answer fields to reduce free-text ambiguity.

Consent & Acknowledgment

A clear consent block where the employee confirms accuracy, understands uses, and agrees to retention; include a consumer disclosure when required by law.

Supporting Documents

A section listing attachments (medical notes, schedules, authorization letters) with guidance on acceptable file types and handling of sensitive records.

Signature Area

Signature, printed name, date, and role; note whether eSignature is permitted and whether notarization or witness is required in specific jurisdictions.

Required Fields and Essential Data Elements

Full Legal Name: Employee's official name as on ID

Employee ID: Unique payroll or HR identifier

Disclosure Type: Category (health, accommodation, vaccine)

Effective Date: Date disclosure was made

Attachments: List of supporting files provided

Signature: Signed name and date

Step-by-Step: Filling Out the Employee VDS Form

Follow these steps in order to complete the form accurately and minimize follow-up questions from HR.

01

Gather documents: Collect supporting notes and IDs first
02

Complete fields: Enter requested data using specified formats
03

Attach files: Upload evidence and label files clearly
04

Sign and submit: Add signature, date, and submit to HR

Configuring an Online VDS Workflow

When digitizing the VDS, configure fields and routing so submissions go directly to the right HR reviewer with minimal manual handling.

Field	Configuration
Authentication	Email link or SMS code for signer identity
Conditional Logic	Show extra fields when disclosure type requires details
Reviewer Routing	Auto-route based on department or disclosure category
Retention Tag	Apply retention policy metadata on save

Digital Signing and Submission: Platform Considerations

Integrations with HRIS and cloud storage reduce manual entry; ensure the selected platform supports your required authentication level and retains an auditable certificate of completion.

File formats: Accept PDF, DOCX, JPG
Integrations: Connectors: HRIS and cloud storage
Authentication: Email, SMS, or advanced options

Where to Send or File the Completed Form

Route completed VDS forms according to internal procedures so HR can review, approve, and archive them consistently.

Submit to HR: Primary routing destination for review
Manager copy: Optional copy to hiring manager
Attach to record: Store in personnel file or secure archive
Audit log: Platform records timestamp and signer identity

Typical Timing and Internal Deadlines

Organizations should set clear deadlines for submission and HR review to avoid delays in accommodations or benefits processing.

Submission timing:

Submit at onboarding or within employer-specified window

HR review window:

HR should acknowledge receipt promptly per policy

Decision timeframe:

Managers should respond within the timeframe set by company policy

Amendments:

Employees update disclosures when circumstances change

Recordkeeping start:

Retention begins from submission date

Key Milestones from Submission to Record Retention

Track milestones so every submission is reviewed, actioned, and archived with an auditable trail.

01

Employee Submission

Employee completes and signs the VDS

02

HR Acknowledgement

HR confirms receipt and routes document

03

Review & Decision

Manager/HR documents outcome and next steps

04

Archive & Retain

Store record per retention policy

Common Errors to Avoid When Preparing an Employee VDS Form

Collecting unnecessary sensitive data instead of limiting fields to what is required for the stated purpose.
Using ambiguous free-text prompts that force reviewers to request clarifying information.
Failing to document employee consent for storage and use, which complicates compliance with privacy rules.
Storing submissions in unsecured locations or with insufficient access controls, increasing breach risk.

Key Risks and Legal Consequences to Watch For

Privacy breach: HIPAA fines (45 CFR §164.530(j))

Incorrect data: Disciplinary action by employer

Missing signature: Submission may be invalid

Unauthorized sharing: Potential statutory penalties

Retained too long: Violates retention rules

Fraudulent disclosure: Legal exposure possible

Typical eSignature Pricing and Feature Comparison for Employee VDS Workflows

Compare baseline pricing and common plan features across vendors; signNow is listed first per comparison conventions. Confirm vendor plan details before purchase.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/yr	Varies	Varies	Varies

Frequently Asked Questions About the Employee VDS Form

Answers to common questions about completion, signatures, retention, and privacy for Employee VDS Forms.

Need help? Contact support

Do I have to fill out a VDS if it is voluntary?
If the form is labeled voluntary, you cannot be compelled to complete it. Employers may require information for business needs, but voluntary disclosures should be optional. Check company policy or consult HR about potential consequences of not submitting.
Can I sign the VDS electronically?
Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in adopting states. Ensure the platform captures intent, consent, attribution, and retention to meet legal tests for enforceability.
Is medical information protected if I disclose it?
Yes—health disclosures may be protected health information. Treat such entries per HIPAA where applicable, limit access, and store records with the safeguards required by your organization and applicable law.
Who can view my completed VDS?
Access should be limited to HR, required reviewers, and legal counsel on a need-to-know basis. Employers should document access controls and audit logs to prevent unauthorized disclosure.
What if I need to change a submitted disclosure?
Submit an amendment or a new VDS with the updated information and clearly mark it as a revision. Maintain both records and note why the change was made to preserve an audit trail.
How long will my VDS be kept?
Retention varies: retain during active employment and per regulatory baselines. For health records follow HIPAA (45 CFR §164.530(j)); for tax-related items follow IRS rules (IRC §6501(a)). Check company retention policy for exact periods.

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