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COVID-19 Vaccination Requirements Procedure

Ref. No. Executive sponsor Policy steward Approval authority First approved Last reviewed Effective date Next review
73.02              
  1. Purpose
    1. The purpose of this procedure is to provide direction on COVID-19 vaccine requirements for all individuals accessing NSCC facilities.
  1. Scope
    1. This procedure applies to all NSCC students, employees, contractors, tenants, vendors (and their employees) and visitors to NSCC.
  1. Definitions
Term Definition
Creed/religious exemption Grounds to be exempted from testing protocol, or any other related
protocol based upon established, sincerely held beliefs associated with
creed or religion.
Employee Any person who is employed by NSCC or provides services to NSCC
under an employment contract.
Fully Vaccinated An individual is considered ‘fully vaccinated’ against COVID-19 as
determined by Nova Scotia Public Health.
Medical Exemption Grounds to be exempted from getting a COVID-19 vaccine based upon
the risk of substantive injury and/or disability.
Student Anyone who is registered or enrolled in a course or program at the
College.
Visitor Anyone coming to campus who does not fall under another category.
  1. Policy
    1. Campus Access
      1. In order to access NSCC campuses and affiliated locations, individuals must:
        1. Be approved as fully vaccinated by NSCC, or;
        2. Complete regular COVID-19 testing and submit proof of negative test results in
          adherence to the timelines in Appendix A.
        3. In the absence of an accommodation as detailed in section 4.3; any individual who
          accesses a campus or affiliated location without following the Vaccine Requirements
          procedure is in violation of the procedure and related policies. 
    2. Proof Of Vaccination Approval Process
      1. Submitting Proof for Students and Employees
        1. Upload your Vaccination Receipt using the Student Self Service or Employee Self
          Service portal which will accept pdf, docx, jpg, tiff., or png.
        2. In exceptional circumstances, when unable to access or upload a vaccination
          record electronically, the Covid-19 Rapid Test Coordinator on your campus can
          provide guidance on how to upload your record/receipt.
        3. If you are unable to upload, you can show your vaccination record/receipt to the
          Covid-19 Rapid Test Coordinator who will verify your record/receipt and enter your
          status in the system.
          1. Once the proof of vaccination status has been received, it is reviewed within three days. An email indicating the status of the review is sent to the individual: 
            Status Indication
            Approved as fully vaccinated The documentation confirms vaccine status as fully
            vaccinated.
            Ready for approval The documentation confirms vaccine status however the 14 days required to be considered fully vaccinated has not passed. A further email will be sent to confirm when the criteria for fully vaccinated is met.
            Not approved There are questions regarding documentation provided. The email will outline the question and how it may be resolved.
      2. Privacy
        1. All personal information provided, including information regarding vaccination status, will be handled in compliance with appropriate NSCC policy and relevant privacy legislation;
        2. An individual’s private health information will not be disclosed alongside any identifying data. Aggregate data may be used for tracking and reporting purposes.
      3. Contractors / Vendors / Subcontractors
        1. All personnel who work at or visit any NSCC location or interact in-person with NSCC
          employees or students must be fully vaccinated;
        2. Acknowledgement must be sent to NSCC confirming that all personnel subject to
          proof of vaccination or alternate testing protocol requirements will comply;
        3. NSCC reserves the right to audit compliance with this policy including by requesting
          proofs of vaccination and/or a more detailed attestation of compliance;
        4. Non-compliance constitutes a material breach of the agreement.
    3. Accommodations
      1. Individuals who cannot or who choose not to be fully vaccinated must comply with a testing protocol.
      2. Individuals who cannot comply with the testing protocol must apply for an accommodation.  Requests for accommodation must be based on medical and/or creed/religious grounds.
      3. Creed / Religious Exemptions
        Individuals must follow the Creed / Religious Exemption procedure.
      4. Medical Exemptions
        1. Students must follow the Medical Accommodations for Masking and Testing procedure.
        2. Employees must apply in writing to their supervisor.
    4. Non-Compliance
      1. Student
        1. Students who are not fully vaccinated and not in compliance with 4.1.a.ii or do not have
          an approved accommodation will be subject to the following:
          1. On the first infraction, a student will receive a verbal and/or email/written warning
            and will not be allowed to access the campus until proof of negative testing is
            provided.
          2. On the second (or additional) infraction, the student will be placed on interim
            withdrawal with no access to campus or college systems for three days and will be
            required to provide proof of negative testing to return.
          3. Any infraction following an interim withdrawal will result in the student being
            administratively withdrawn from their program. An administrative withdrawal
            includes but is not limited to:
            1. A withdrawal from the program and all active courses.
            2. No access to college systems (e.g. BrightSpace, MyNSCC, NSCC email).
            3. No refunds outside regular college timelines.
        2. All actions under 4.4.a. are not appealable.
      2. Employees
        1. Employees who are not fully vaccinated and not in compliance with 4.1.a.ii or do not have an approved accommodation will be deemed in violation of the Employee Code of Conduct and placed on an unpaid leave in order to ensure the safety of College employees and students.
        2. Employees will remain on unpaid leave until they provide proof of vaccination or adhere to the COVID-19 testing protocol.
    5. Retaliation and Offensive Behaviour
      The College will endeavour at all times to provide an environment that is supportive of learning
      and working and of the equitable treatment of all members of its community. Retaliation or
      offensive behaviour (bullying, harassment or discrimination) of any kind against an individual
      requesting accommodation or in relation to vaccine statues or irrational fear of contracting an
      illness or disease, is a serious violation of the Respectful Community Policy and Procedures.
      The College may take action, including disciplinary measures, should this occur.
  1. Policy Supports
33.01 Student Code of Conduct
42.01 Employee Code of Conduct
41.01 Respectful Community policy
45.13 Employee Workplace Accommodations (employees)
73.06 Medical Accommodation for Masking or Testing for Students procedure
72.06B Selection, use and maintenance of personal facial covering/non-medical mask procedure
  1. APPENDIX A
Learning on NSCC Campuses and Learning Centres
Frequent Visits to NSCC Sites
A frequent visitor is someone who comes daily (four or more times per week), even for a short duration like one or two weeks.
Additionally, we consider a frequent visitor to be someone who comes regularly for a long duration, but not necessarily every day (e.g. someone who comes twice a week for an entire term)
Group Protocol
Students in core, continuing education, customized, apprenticeship Uploaded, verified proof of vaccination

- OR -

Verified proof of negative COVID-19 test result (within 72h before visit)
Employees
all employees regardless of working predominately on/off site and regardless of status
Uploaded, verified proof of vaccination

- OR -

Verified proof of negative COVID-19 test result (within 72h before visit)

Tenant / Vendor (connected to Campus, no shared access)

Tenant/Vendor (connected to Campus, Shared Access)

Tenant procedures.





Acknowledgement from company/organization sent to NSCC that all personnel subject to proof of vaccination or alternate testing protocol requirements will comply.

Contractor- long term

Acknowledgement from company/organization sent to NSCC that all personnel subject to proof of vaccination or alternate testing protocol requirements will comply.
Infrequent Visits to NSCC Sites 
<1x per week or One-time Event
Group Protocol
Students in eCampus (core,  apprenticeship), continuing education, customized Uploaded, verified proof of vaccination

- OR -

When coming on campus for a one-time event (e.g. testing, dropping/picking up materials, etc.), same requirements as visitors.

- OR -

If required access to campus on short term (one week or less):
Verified proof of negative COVID-19 test result (within 72h before visit)
Employees Uploaded, verified proof of vaccination

- OR -

Verified proof of negative COVID-19 test result (within 72h before visit)
Visitors (on campus for less than 15 minutes) (e.g. making a transaction, submitting an application, picking something up etc.)

Wear a mask and maintain social distance.


Contractor - short term When coming on campus for a one-time event, mask requirement when on campus.
Learning Off Site
Employer / Client Site (e.g. Customized Training)

Principal/Academic Chair review of off-site COVID-19 protocols for employer site prior to commencement of contract and approved training is safe to take place in that environment.

Follow protocols of off-site location.

Rented Facilities (e.g. Customized / ConEd, School of Fisheries, Nautical)

Uploaded, verified proof of vaccination

- OR -

Verified proof of negative COVID-19 test result (within 72h before visit)

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