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Procedure for Vaccine Requirement

Approval Date: 2021-09-01

Effective Date: 2021-09-01

Responsible Unit: Office of the Chief Risk Officer

Procedure

Purpose:

As a part of our shared responsibility to keep each other, our families and extended families safe during the upcoming school year, COVID-19 vaccines are required for all students, faculty and staff in all Memorial campuses in all indoor spaces. Vaccination is one of the most effective ways to protect our families, communities, and ourselves against COVID-19. Vaccines are proven to prevent severe illness, hospitalization, and death from COVID-19. Memorial recognizes that the Occupational Health and Safety Act requires employers to safeguard the health of employees and other in the workplace. The purpose of this procedure is to safeguard the health and well-being of all faculty, staff, students and the greater community by establishing requirements for COVID-19 vaccination. Additional measures to protect against COVID-19 are in place and are detailed in the related documents of this procedure.

Members of the university community and general public are encouraged to act with compassion, empathy and understanding when interacting with other members of the university community, particularly as it relates to this procedure.

Definitions:


Employees: All faculty (including adjunct professors, lecturers, librarians, etc.) and staff members employed by the University.


Exemption: Exempted from the mandatory vaccine requirement and required to complete pre-emptive and symptomatic COVID-19 testing in accordance with the University’s testing program, or other approved alternative health and safety controls.


Member of the University Community: Any person who teaches, studies, conducts research at the University; workers at the University; any other person while they are acting on behalf of or at the request of the University; and visitors to the University.


Students: Individuals who are registered with the University.


University: Memorial University of Newfoundland and Labrador


Vaccine or Vaccination: Recognized COVID-19 vaccine intended to provide acquired immunity against severe acute respiratory syndrome coronavirus 2 (SARS‑CoV‑2), the virus that causes coronavirus disease 2019 (COVID‑19). Vaccines recognized by the University are those approved by the World Health Organization (WHO) and/or Health Canada.


Visitors: Includes individuals with a reason to be on campus, such as those renting spaces or facilities, attending shows or events, visiting public locations such as the Johnson Geo Centre, Botanical Gardens, or Grenfell Art Gallery, attending or providing training, attending short courses, or industry clients.


Scope


This procedure applies to all Memorial University Students and Employees who will be present on any of Memorial’s campuses or locations. This procedure does not apply to individuals who will not be present on Memorial campuses or locations, such as those enrolled in online courses or conducting research strictly off-campus. This procedure will remain in effect until revoked.


Procedure


Vaccine Requirement

Employees and Students must attest to receiving their first dose of a recognized COVID-19 vaccine by Sept. 7, 2021, and their second dose no later than Oct. 15, 2021. Attestation will be completed through an online Vaccine Declaration Form, with proof of vaccine documentation being required after the second dose is received by the individual. Recognized vaccines are those approved by the World Health Organization (WHO) and/or Health Canada. The Vaccine Declaration Form must be submitted by 11:59 p.m. on Sept. 7, 2021. 


Exemptions to vaccination may be granted as outlined below.


Exemptions

All requests for exemptions from the vaccination requirement must be made by submitting the online Vaccine Declaration Form. A representative of Memorial University will contact those who request an exemption to collect more information. Exemptions from vaccination will be considered from those individuals who request an accommodation as a result of a medical condition or other ground protected by the Human Rights Act, 2010. Exempt individuals will be required to participate in COVID-19 testing in accordance with the University’s testing program and are required to complete a daily COVID-19 Self-Assessment.


Individuals who cannot complete COVID-19 testing in accordance with the University’s testing program should discuss this with the aforementioned University representative. Accommodations from the testing requirement may be granted based on a medical condition or other ground protected by the Human Rights Act, 2010


Individuals requesting accommodation may be required to provide supporting medical or other relevant documentation requested by Memorial University.


Unvaccinated individuals without an exemption or accommodation will not be permitted to attend campus, or any University activity, in person.


Testing

Individuals requiring testing because they have been granted an Exemption are required to take COVID-19 tests in accordance with the University’s testing program, and provide the results to the University, in order to be on campus. The frequency of testing is at the discretion of Memorial University but will not be more than once every three days and will be based on epidemiology, availability of testing and level of risk. Testing will be supervised by trained and competent individuals. The results of a positive COVID-19 rapid test is considered to be presumptive positive and will be referred to provincial Public Health for direction and additional testing.


Vaccination and Testing Availability

COVID-19 vaccination and testing sites will be available to all students and employees of the University. The University will support Students and Employees in ensuring access to vaccination(s) and testing.


Roles & Responsibilities

Employees: Attest to vaccination status and provide proof of vaccination by completing the Vaccine Declaration Form. If not possible to provide proof of vaccination, the Employee must have an approved exemption or accommodation to the vaccination requirement.


Students: Attest to vaccination status and provide proof of vaccination by completing the Vaccine Declaration Form. If not possible to provide proof of vaccination, the Student must have an approved exemption or accommodation to the vaccination requirement.


Visitors: Visiting Memorial for non-essential business is discouraged. Visitors with a reason to be onsite are required to follow established health and safety controls which may include:

·Complete the daily self-assessment

·Use of masks, as required by the University

·Maintain physical distance

·Practice good hygiene

·Provide contact information for the purposes of contact tracing

·Follow Public Health advice and requirements

·Complete location or activity-specific waivers


Separately Incorporated Entities (SIEs): SIEs are responsible for following Memorial University policies and procedures unless they have their own policies and procedures approved by the Office of the Chief Risk Officer. SIEs must develop a plan that aligns with Memorial’s vaccine requirements. SIEs are encouraged to solicit advice on mandating vaccines from the University.

Consequences for Contravention of this Procedure or Submitting Fraudulent Information

Non-compliance with this procedure by individuals attending campus may result in an individual being unable to attend Memorial University events, unable to attend campus, or denied the ability to participate in University activities.


Employees of the University who are not compliant with this procedure, or who are found to have submitted fraudulent proof of vaccination, fraudulent documentation supporting an accommodation or a fraudulent COVID-19 test result may be subject to discipline, and/or non-disciplinary suspension, unpaid leave of absence, prohibition from attending campus and or other measures in the University’s discretion, subject to applicable collective agreements and employment agreement obligations and policies.


Students of the University who are not compliant with this procedure, or who are found to have submitted fraudulent proof of vaccination, fraudulent documentation relating to an accommodation request or a fraudulent COVID-19 test result may be subject to discipline and/or non-disciplinary suspension or other measures in accordance with the Student Code of Conduct. A student who is also an employee of the University may be subject to discipline both as a student and an employee.


Individuals who contravene this procedure may be banned from the University on such conditions and/or for such duration as determined by the University and in accordance with the Petty Trespass Act. 

Duration, Review and Modifications of the Procedure

This procedure is effective September 1, 2021, and will apply until revoked. It will be reviewed by the University on a regular basis, and in any event by no later than September 1, 2022, in order to ensure the protective measures outlined herein remain appropriate in consideration of the circumstances and any recommendations which may be made by the Government of Newfoundland and Labrador, Service NL Occupational Health and Safety Division and public health officials. 


The University has the right to change, modify or revoke this procedure at any time, including by enhancing the protections in place and implementing supplementary policies and procedures, which may be applicable to specific buildings, facilities, activities, or individuals.

Privacy Statement on the Collection, Retention and Storage of Data

The collection of the information requested on this form is authorized under the Access to Information and Protection of Privacy Act, 2015 SNL 2015 CHAPTER A-1.2 and will be used for the purpose of ensuring and facilitating compliance with Memorial’s procedure for vaccine requirement to support a safe return to campus. Access to the information will be limited to those individuals who require access in order to fulfill that purpose. Vaccination and contact information may be used by and disclosed to units and/or third party service providers for the purposes of facilitating exemption requests, testing and aggregate reporting on compliance with Memorial’s vaccine requirement and testing program. Personal information will not be disclosed by Memorial except as authorized by law.

All information collected will be used for purposes consistent with the collection, and may be used to determine and assess whether there has been a breach of this policy, the manner in which such a breach will be addressed, whether an individual is permitted to attend on-campus activities as set out above and to address health and safety concerns on campus, including whether additional or enhanced safety protocols are necessary in the event of an outbreak or otherwise. 


The information will be retained for the 2021/2022 academic year, unless longer retention is required by law, following which it will be disposed of in accordance with University policies and procedures.

Questions about Memorial’s collection or use of personal information should be directed to the Office of the Chief Risk Officer. The information collected will be held securely and will be retained in accordance with the university’s Information Management policy.

Related documents for this Procedure

  1. Guide to Campus Recovery
  2. Guide for Living with COVID-19 
  3. COVID-19 Impact Scale 
  4. COVID-19 Health and Safety Moment 
  5. COVID-19 Daily Self-Assessment Tool 
  6. Student Self-Isolation Supports and Planning

Policies using this procedure:

Contact

University Policies

230 Elizabeth Ave, St. John's, NL, CANADA, A1B 3X9

Postal Address: P.O. Box 4200, St. John's, NL, CANADA, A1C 5S7

Tel: (709) 864-8000