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COVID-19 Vaccination Policy [template]

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COMPANY NAME recognizes the worldwide impact of the COVID-19 pandemic and acknowledges our role in helping to control the spread of this disease by supporting the vaccination effort.

Vaccines approved by Health Canada have been proven to be effective in significantly reducing the spread and severity of the SARS-CoV-2 coronavirus (COVID-19). Our goal is to promote full vaccination of all eligible employees, to prevent or reduce the risk and severity of a potential workplace outbreak of COVID-19, and to protect our employees, their families, and close contacts against serious illness.

COMPANY NAME also recognizes its legislated responsibility to take every reasonable precaution to protect the health and safety of our workers.

Actions

To support this vaccination policy, we shall:

  • Comply with all applicable federal, provincial, and territorial legislation that relates to COVID-19 vaccinations, occupational health and safety, public health, human rights, and privacy.
  • Comply with local public health requirements and guidelines.
  • Review this policy on a regular basis (**state review frequency here**), or as required by changes to public health measures and legislation. If at any time this policy becomes ineffective or invalid, it shall be revised or revoked.
  • Provide all employees with the following COVID-19 vaccination information and training:
    • COVID-19 transmission risks in the workplace.
    • Potential consequences of contracting the virus.
    • Persons eligible for vaccination.
    • How to get vaccinated.
    • Benefits of vaccination to the individual, workplace, and community.
    • Where to find current, accurate, and trusted sources of information about vaccination.
  • Provide support to employees to facilitate vaccination, including:
    • Paid leave to attend vaccination appointments which occur during the employee’s scheduled working hours.
    • Paid sick leave for employees experiencing side effects from the vaccine.
    • Covering other reasonable costs for employees to attend vaccination clinics, if needed (e.g., taxi or bus fares, parking, etc.).
  • Request evidence of full COVID-19 vaccination (or valid exemption documentation) from all eligible:
    • Existing employees, by DATE.
    • New employees before assuming duties.
    • Candidates for positions prior to an offer of employment being extended.
    • Contractors, temporary workers, and others who are performing work for COMPANY NAME, by DATE or before assuming duties.
    • Visitors, clients, or customers who wish to enter the workplace for **note any applicable circumstances here**.

** NOTE: Employers should set achievable deadlines for employees to schedule vaccination appointments and provide the requested documentation. Also consider if the policy will apply to all employees (e.g., including those who telework), or only to those who must be physically present at the workplace, or have in-person interactions with others as part of their work. If the workplace is subject to a jurisdictional ‘vaccine passport’ system for the general public, this requirement may also need to be addressed within the policy. These details may be included here.**

Collection of Information

All personal information gathered shall be:

  • collected with the employee’s consent.
  • protected in accordance with privacy legislation.
  • used exclusively for the purpose of compliance with this policy.
  • kept confidential in a file separate from the employee’s personnel file.
  • retained only as long as required.

** NOTE: Employers should consider the process by which this private information will be collected and stored, including verification of consent to collect the information. . These details may be included here.**

Compliance

Anyone failing to provide evidence *(include description of acceptable evidence here)* of full COVID-19 vaccination by the prescribed date without valid exemption shall be presumed to be not vaccinated, and therefore not in compliance with this policy.

Non-compliance with this policy will be formally addressed by the company and may result in the following actions and consequences:

  • *(List description of actions or consequences here)*
  • *(List description of actions or consequences here)*

**NOTE: Employers should carefully consider the consequences for those who fail to provide evidence of vaccination by the prescribed date. What is permissible will largely depend on your specific workplace factors and the requirements in your jurisdiction. Also consider any existing employment and collective agreements. It is recommended to obtain independent legal advice before determining consequences.**

Exemptions

Valid vaccination exemptions include:

  • Valid reasons based on grounds protected in applicable human rights legislation.
  • Medical ineligibility, including severe allergic reactions to an approved COVID-19 vaccine or any of its components.
  • Ineligibility to receive the vaccine due to age cohort or other restrictions stated by the local public health authority.
  • **List any other workplace specific exemptions here**

**NOTE: Employers should consider what constitutes a valid exemption (e.g., disability or religious grounds), who is authorized to provide such an exemption (e.g., medical professional, doctor, nurse practitioner), and who is responsible for reviewing and approving the exemption (e.g., manager). These details may be included here.**

Accommodation

Reasonable accommodations shall be provided to employees who are unable to be fully vaccinated against COVID-19 as a result of valid exemptions recognized and requiring accommodation by applicable human rights legislation. Note that the duty to accommodate ends if that accommodation would reach the threshold of ‘undue hardship’ for the employer.

**NOTE: Employers must work with the employee to find reasonable accommodations that may be offered without undue hardship. Perform an assessment of potential COVID-19 exposure risks to the exempted employee and to others in the workplace, as a result of providing the accommodation. For example, as an alternative to full vaccination, assess whether telework or frequent rapid testing may be suitable accommodations in your workplace. These details may be included here.**

Policy Approval

Name (print) _____________________________________

Name (signature) _____________________________________

[TITLE]

[COMPANY NAME]

DATE (MM/DD/YYYY): __________________

For questions about this policy, please contact: **NAME, TITLE AND CONTACT METHOD FOR INDIVIDUAL OR DEPARTMENT**

Disclaimer: As public and occupational health and safety information is changing rapidly, local public health authorities should be consulted for specific, regional guidance. This information is not intended to replace medical advice or legislated health and safety obligations. Although every effort is made to ensure the accuracy, currency and completeness of the information, CCOHS does not guarantee, warrant, represent or undertake that the information provided is correct, accurate or current. CCOHS is not liable for any loss, claim, or demand arising directly or indirectly from any use or reliance upon the information.

Document last updated December 15, 2021