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Procedure for Vaccine Requirement

Approval Date: 2021-09-01

Effective Date: 2021-11-01

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, COVID-19 vaccines are required on 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 others 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:

Accommodation: A documented, Accommodation based on Human Rights grounds approved on case by case basis through Student Affairs, Faculty Relations, or Human Resources. Accommodations require supporting documentation and are based on grounds protected by the Human Rights Act, 2010.

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

Exemption: Exempted from the mandatory vaccine requirement based on an approved Accommodation.

Individual: All employees, students and visitors of the university.
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  Health Canada or those approved by Public Health in the Province of Newfoundland and Labrador including vaccines recognized by the World Health Organization (WHO). An individual is also considered fully vaccinated if they have received one or two doses of a vaccine not approved by Health Canada or the WHO, followed by one dose of an mRNA vaccine (Pfizer-BioNTech or Moderna), and at least two weeks has passed since the mRNA dose.

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 Individuals who will be present on any of Memorial’s campuses or locations. This procedure will remain in effect until revoked.

This procedure does not apply to students enrolled in fully online programs and who are not required to attend campus at any time and do not plan to visit campus for any other reason.  The procedure does apply to students who may be taking only online courses at this time, but who are enrolled in a program which necessitates on-campus learning.


This procedure applies to employees who work remotely, and are who are located in Newfoundland and Labrador, as they may be required to participate in in-person meetings, or attend campus. This procedure does not apply to employees working outside of the Province, that will not be present on Memorial campuses or locations.


The Vaccine Passport (VaxPass) requirements of the Government of Newfoundland and Labrador are in effect for employees, students and visitors when required by the special measures order.

This procedure is applicable for Jan. 1, 2022 on, and the former procedure remains applicable for pre-2022.

Procedure

Vaccine Requirement

All individuals must be fully vaccinated, or have an approved exemption for vaccination, on any of Memorial’s campuses or locations. Attestation will be completed through an online Vaccination Declaration Form, with proof of vaccine documentation being required after the second dose is received by the individual. Recognized vaccines are those approved by Health Canada or those approved by Public Health in the Province of Newfoundland and Labrador including vaccines recognized by the World Health Organization (WHO). An individual is also considered fully vaccinated if they have received one or two doses of a vaccine not approved by Health Canada or the WHO, followed by one dose of an mRNA vaccine (Pfizer-BioNTech or Moderna), and at least two weeks has passed since the mRNA dose.

Exemptions to vaccination may be granted as outlined below.

Accommodations

All requests for exemptions from the vaccination requirement must be made by submitting the online Vaccination Declaration Form. A representative of Memorial University will contact those who request an Accommodation to ensure sufficient documentation is included.  Accommodations from vaccination will be considered from those individuals who request one as a result of a medical condition, or other grounds protected by the Human Rights Act, 2010. Supporting documentation and evidence for accommodations are required.

Unvaccinated individuals without an Accommodation will not be permitted to attend campus, or any university activity, in person.

Testing

In the event that there are documented non-medical Accommodations, testing may be considered as part of the Accommodation process. Testing requirements are subject to change based on university, provincial and/or federal requirements. Individuals with medical Accommodations will not be required to complete testing.

Vaccination Availability

COVID-19 vaccination 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).

Roles & Responsibilities

Employees: Attest to vaccination status and provide proof of vaccination by completing the Vaccination Declaration Form. If not vaccinated the Employee must have an approved Accommodation to the vaccination requirement.

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

  • Present the Government of Newfoundland and Labrador VaxPass, when required
  • 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.

On-site vendors, suppliers, & contractors:

Any vendors, supliers, or contractors who are required to be on campus, and working in the campus community, are required to adhere to the vaccine requirements. Individuals must be considered fully vaccinated by Jan. 1, 2022, with their last vaccine shot received no later than Dec. 17, 2021. Vaccination status is confirmed by the Memorial representative responsible for the individuals/groups either through a paper vaccine certificate or the NL VaxPass.

Industry Courses, Short Term Programs:

Individuals participating in short term course, or industry courses that are non-credit courses, where the individual does not have a Memorial identification are required to show proof of vaccination, or a PCR test result within 72 hours of the start of the course.

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 November 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 procedure, 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
  7. Government of Newfoundland and Labrador Mandatory Vaccination Policy
  8. Government of Newfoundland and Labrador VaxPass

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