6460P Student COVID-19 Vaccination Requirements (Procedures)

Original Date: 12/21/2021 * Last Revision Effective: 05/24/22
Policy Contact: Vice President of Administrative Services

Purpose

This procedure is intended to protect the health and welfare of students and our greater campus community from COVID-19. This procedure operationalizes policy 6460 COVID-19 Vaccination Requirements for students.

Procedures

Student COVID-19 Vaccination Attestation Process

The college requires all students to complete the online Student Vaccination Attestation (Confirmation) and Exemption form (student vaccination form) before the first day of the quarter in which they plan to begin taking classes, or before the first day of class for late start or classes with a varied schedule. Students who are also employees, must complete the employee vaccination form.  

Students must follow the instructions on the form and respond to requests from the college for additional information. Students use the form to: 

  • Attest or confirm they are fully vaccinated; or 
  • Request an exemption from the vaccination requirement based on a medical condition, or sincerely held religious beliefs. 

Student vaccination forms are processed as follows: 

  • Review: The period between submission of the form and the college deciding to approve or deny the form. If additional information is needed, the form is placed on hold. 
  • On Hold: For students who must submit additional information, or for students who are partially vaccinated.  
  • Approval/Denial: Students are notified of the decision and any requirements they must follow. If approved, holds are removed from student accounts so they can enroll for classes. 

Students cannot enroll for classes until they  (1) submit the student vaccination form indicating they are fully vaccinated, and the form has been reviewed and approved; or (2) request an exemption, which is subsequently reviewed and approved by the college and they have received an approved accommodation.  

The following rules apply to the student vaccination form: 

  • Students may change or update their vaccination status at any time by submitting a new form. 
  • Students who indicate on the form they are partially vaccinated must submit a new form once they receive their second dose of the vaccine. 
  • The forms of partially vaccinated students are considered on hold and will not be reviewed. 
  • Partially vaccinated students may not enroll for classes. 
  • Students who requested an exemption and later receive the vaccine, must submit a new form updating their vaccination information. 
  • Students who change the type of exemption they request may be asked to provide additional information to resolve any conflict between different submissions. 
  • Students may be required to update their vaccination information and/or exemption information.  Circumstances requiring submission of updated information include, but are not limited to: 
  • Changes to federal, state, or local laws, regulations, or guidance on COVID-19 vaccinations that require the gathering of additional documentation,  
  • Changes in the transmission of the COVID-19 virus or the health risks associated with infection,  
  • When a student’s medical exemption for a temporary condition expires, and 
  • Other situations deemed necessary by the college.    
  • Students who need assistance in completing the form can submit an Online Help Request Ticket or come to the Student Affairs Information Desk located in the first-floor lobby of the U Building. 

 

International Students 

International students traveling to the college from outside the country who qualify for the Center for Disease Control’s (CDC) limited exemptions for entering the country unvaccinated, must notify the International Education (IE) office that they have not been vaccinated prior to their arrival, but that they intend to receive the vaccine when they arrive in the U.S. This includes underage students, and those coming from a country with limited vaccine supplies.  

  • Unvaccinated international students must complete their first dose of the vaccine by the first day of the quarter and receive the second dose no later than four weeks after the start of the quarter if receiving a two-dose series vaccine.  
  • The International Education Office will work with students to provide a First Year Experience class, or a variation of that classes for continuing students, which meet on campus but can allow students to participate online until they are fully vaccinated.  
  • Faculty teaching these classes will be informed regarding the students who are not fully vaccinated to ensure compliance with these requirements.  
  • Effective Summer quarter 2022, English Language Institute (ELI) students need to be fully vaccinated as soon as possible in order to attend all on-campus classes. 
  • International students who plan to request a medical or religious exemption must submit the appropriate student vaccination exemption form and provide the additional information asked for prior to their arrival in the U.S. and prior to enrolling for classes.  
  • International students whose home country meets the CDC limited exemption for countries that are unable to provide an adequate supply of the vaccine and who elect to take their classes online and stay in their home country may work with IE to see if they qualify for a limited temporary exception to getting vaccinated.  
  • As the federal guidelines surrounding international students are updated, procedures for international students may be reassessed accordingly.   

 

Student Record Information 

The student vaccination form, and any documentation the college asks for in connection with the form is considered a student record protected under the Family Educational Rights and Privacy Act (FERPA). Access to these records is kept confidential and is restricted to college employees who have a need to know this information to perform their jobs, including enforcement of accommodation requirements.  

 

Verification and Documentation Requirements for Fully Vaccinated Students 

The college may ask for additional information or documentation if it finds that the information provided is unclear, missing or inconsistent, or if the college has reason to believe that incorrect, misleading or false information was provided. The college also reserves the right to randomly check the documentation of students who indicate they are fully vaccinated and will notify students of any random checks using their BC email.  The College reserves the right to conduct quarterly verifications with a maximum random sample size of 15% of enrolled students. Documentation includes the following: 

For Vaccines Obtained Outside the State of Washington: 

  • CDC COVID-19 vaccination record card. 
  • State or healthcare provider certificate of COVID-19 vaccination. 
  • Verified electronic medical record printout from a healthcare provider. 

For Vaccines Obtained Within the State of Washington: 

 

Student Medical Exemption and Accommodation Process 

When students indicate on the student vaccination form that they want a medical exemption the college will email the Healthcare Provider form to the student using their BC email (note: for Tombolo and Community Education students, a personal email will be used if a BC email is not available). Students must then take the following steps: 

  • Download the form, follow the instructions listed, and take the form to their healthcare provider to complete.  
  • Once completed, students upload the healthcare provider form to the college using the link provided on the form. 

The college may ask for additional information or documentation if it finds that the information provided is unclear, missing or inconsistent, or if the college has reason to believe that incorrect, misleading or false information was provided. The review process can take up to 10 business days (two calendar weeks), therefore: 

  • Students must submit the form sufficiently in advance to allow the college to complete the review process prior to the start of the quarter or risk not being able to enroll 
  • Students asking for a medical exemption may not enroll for classes until the request has been reviewed and approved and a reasonable accommodation has been granted.  
  • If the college approves a medical exemption, it will then individually assess if any reasonable accommodation should be imposed to protect the health and safety of the student, as well as other members of the campus community. 
  • A medical exemption decision and any reasonable accommodation will be communicated to the student using their BC email (note: for Tombolo and Community Education students, a personal email will be used if a BC email is not available).  

See Requirements for Exempt Students below.  

 

Student Religious Exemption Process  

Students requesting an exemption for sincerely held religious beliefs initiate the process by indicating that they would like a religious exemption on their student vaccination form and completing the following steps before submitting the form: 

  • Download the Religious Exemption Request form using the link provided on the student vaccination form.  
  • Complete the Religious Exemption Request form, answering all questions. 
  • Upload the form using the link provided on the student vaccination form. 
  • Submit the student vaccination form. 

The college may ask for additional information or documentation if it finds that the information submitted on the religious exemption form is unclear, missing, or inconsistent, or if the college receives a report that incorrect, misleading or false information was provided. The review process can take up to three business days, therefore: 

  • Students must submit the form sufficiently in advance to allow the college to complete the review process prior to the start of the quarter or risk not being able to enroll.  
  • Students asking for a religious exemption may not enroll for classes until the request has been reviewed and approved.  
  • If the college approves a religious exemption it may then individually assess if any reasonable accommodation should be imposed to protect the health and safety of the student, as well as other members of the campus community and whether accommodating the student would pose an undue hardship on the college.  
  • A religious exemption decision and any reasonable accommodation will be communicated to the student using their BC email (note: for Tombolo and Community Education students, a personal email will be used if a BC email is not available). 

See Requirements for Exempt Students below.  

 

Requirements for Exempt Students 

Although the college may approve a student’s request for an exemption, exempt students may be asked to adhere to any of the requirements listed below as part of the accommodation for approving an exemption: 

  • Wear a mask when indoors and not eating or drinking. 
  • Maintain a specific physical distance from others as individually communicated.  
  • Be restricted from taking some classes where physical distancing and/or wearing a mask is not practical. 
  • If requested, submit to COVID-19 testing at student expense. 
  • These requirements are in addition to any campus-wide restrictions currently in place for everyone based on federal, state and local requirements, and may still apply to unvaccinated students even if the campus-wide restrictions are lifted.  

The college notifies students using their BC email of the requirements they must follow as a condition of their exemption and accommodation approval (note: for Tombolo and Community Education students, a personal email will be used if a BC email is not available).

Enforcement

 Enforcement of college COVID policies and procedures may include, but are not limited to: 

  • Students may be blocked from enrolling in classes and/or be dropped from their classes if the student in violation of Policy 6460 or this procedure. This includes students who intend to take fully online courses and/or do not intend to participate in or attend in person courses, classes, operations, activities, or come onto campus. 
  • Students may be blocked from enrolling for classes and/or may be dropped from their classes if the student is not fully vaccinated and has not been approved for a medical or religious exemption. 
  • Students may be blocked from enrolling for classes and/or may be dropped from their classes if they do not submit information or documentation requested by the college. 
  • Students may be blocked from enrolling for classes and/or may be dropped from their classes if they did not submit any information or documentation of their vaccination status and/or do not have an approved exemption request.   
  • Students who violate any aspect of the policy or this procedure may be subject to student disciplinary sanctions up to and including dismissal from the college.    
  • Commence disciplinary proceedings pursuant to 2050 Student Conduct Code, which may result in suspension or permanent dismissal from the college.  
  • Restrict class enrollment to fully vaccinated students for some classes in which close contact cannot be avoided and/or wearing a mask is not practical. 
  • Ask person(s) to leave a building or the campus and/or have Public Safety escort the person(s) off of campus. 

 

Responsibilities

Enrollment Services 

  • Review and process all student vaccination attestation forms, and the requests for religious exemptions. 
  • Track and monitor student compliance. 
  • Maintain confidentiality of student records 

Student Conduct 

  • Apply the Student Conduct Code to all students who fail to comply with these procedures and the related policy. 

Disability Resource Center (DRC) 

  • Review and process all student requests for medical exemptions. 

Definitions

Authorized Vaccines

Fully Vaccinated

  • A person is fully vaccinated two weeks after receiving the second dose in a two-dose series, or
  • A person is fully vaccinated two weeks after receiving a single-dose vaccine.
  • Includes a COVID-19 booster if deemed necessary to be compliant with ‘Institutions of Higher Education (IHEs) Fully Vaccinated Campuses’ requirements as set forth by the state, or if the college determines that federal, state, and local requirements or recommendations are needed to help keep the campus community safe from COVID-19.

Enrollment/Enrolled

  • A student who has applied for admission or has registered or signed up to take classes.

Relevant Laws and Other Resources

Revision History

Original: 12/21/2021 (temporary approval); 05/24/22

Approved By

President’s Cabinet

Last Updated May 25, 2022