6460P2 Employee COVID-19 Vaccination Requirements (Procedures)

Original Date: 12/21/2021 * Last Revision Effective: 03/21/23
Policy Contact: Vice President of Administrative Services

Purpose

This procedure is intended to protect the health and welfare of employees and our greater campus community from COVID-19. This procedure operationalizes policy 6460 COVID-19 Vaccination Requirements for faculty, staff, volunteers and student employees.

Procedures

Employee COVID-19 Vaccination Attestation Process

The college requires all faculty, staff, student employees and volunteers (employees) to complete the online Employee Vaccination Attestation Form (employee vaccination form) as a condition of employment.  Employees must follow the instructions indicated on the form and respond to requests from the college for additional information. Employees use the form to: 

  • Report and document their vaccination status; or 
  • Request an exemption from the vaccination requirement based on a medical condition, or sincerely held religious beliefs. 

The following rules apply to the employee vaccination form: 

  • Employees who cannot access the online form may provide the information directly to Human Resources or ask Human Resources to provide the form in a non-electronic format. 
  • Employees may change or update their vaccination status at any time by submitting a new form. 
  • Employees who request an exemption and later receive the vaccine must submit a new form updating their vaccination information. 
  • Employees 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 in the workplace that require the gathering of additional documentation.  
  • Changes in the transmission of the COVID-19 virus or the health risks associated with infection.   
  • When an employee’s medical exemption for a temporary condition expires.    

HR is available to assist employees with completing the form. 

Employee Record Information 

Employee vaccination forms are confidential and will be stored separately from employee personnel files with the employee’s other medical records. Access to this information is restricted to HR employees who have a need to know this information to perform their jobs related to the vaccinated campus requirements.  

Information regarding a reasonable accommodation assigned to employees with an approved exemption may be shared with the employee’s supervisor for purposes of implementing and enforcing the accommodation. 

Verification and Documentation Requirements for Fully Vaccinated Employees 

The college verifies the vaccination status of employees who indicate they are fully vaccinated on the form as outlined below. The college may also ask for additional information or documentation if there is unclear, missing, or inconsistent information. Documentation may include any of the following: 

  • CDC COVID-19 vaccination record card. 
  • Certificate of COVID-19 vaccination. 
  • WA State immunization information system printout. 
  • Verified electronic medical record printout from a medical provider. 

Employee Medical Exemption and Accommodation Process 

Employees requesting a medical exemption initiate the process by indicating that they would like a medical exemption on their employee vaccination form. They must then complete the following steps: 

  • Download the Medical Exemption Request form using the link provided on the employee vaccination form, and follow the directions listed. 
  • Complete the form with the assistance of a licensed healthcare provider as indicated on the form. 
  • The form must be signed by both the employee and the employee’s Healthcare provider. 
  • Submit the form to HR for review and approval. 

The college may ask for additional information or documentation if it finds that the medical exemption request form is missing information, or the information provided is unclear.   

If the college determines a medical exemption is warranted, it will engage in an interactive process with the employee to assess the employee’s job duties and working environment to determine what, if any, reasonable accommodation can be imposed to protect the health and safety of the employee, and other members of the campus community. A reasonable accommodation is considered temporary and is reviewed a minimum of every 60 days. The college may choose to review earlier if college or community needs change. An employee who qualifies for an exemption may not be able to work if they work in a position for which a reasonable accommodation is not sufficient to protect their health and safety and/or the health and safety of others.  

Medical exemption decisions and any associated reasonable accommodation are communicated to the employee using their BC email. 

Employee Religious Exemption Process  

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

  • Download the Religious Exemption Request Form using the link provided on the employee vaccination form.  
  • Complete the religious exemption request form, answering all questions. 
  • Upload the form using the link provided on the employee vaccination form. 
  • Submit the employee vaccination form for review and approval. 

The college may ask for additional information or documentation if it finds that the religious exemption request form is missing information, or the information provided is unclear. 

If the college determines that a religious exemption is warranted, it will engage in an interactive process with the employee to assess the employee’s job duties and working environment to determine what, if any, reasonable accommodation can be imposed to protect the health and safety of the employee, and other members of the campus community and without imposing an undue hardship on the college. Reasonable accommodation is considered temporary and is reviewed a minimum of every 60 days. The college may choose to review earlier if warranted under the circumstances. An employee who qualifies for an exemption may not be able to work if they work in a position for which a reasonable accommodation is not sufficient to protect their health and safety and/or the health and safety of others. 

Religious exemption decisions and any associated reasonable accommodations are communicated to the employee using their BC email. 

Enforcement

As a condition of employment, employees must provide confirmation of COVID-19 vaccination or request an exemption by completing the employee vaccination form prior to their first day of work.

Employees who violate other aspects of this policy may be subject to discipline, up to and including termination. 

Responsibilities

Human Resources: 

  • Review and process all employee vaccination attestation forms and requests for medical and religious exemptions. 
  • Engage in an interactive process with the employee and their supervisor when determining approval and reasonable accommodations related to exemption requests. 
  • Maintain confidentiality of employee vaccination information. 
  • Track and monitor employee compliance. 

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 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.

Relevant Laws and Other Resources

 

Revision History

Original: 12/21/2021 (temporary approval); 05/24/22; 03/21/23

Approved By

President’s Cabinet

 

Last Updated March 23, 2023