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This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: President

Original Approval Date: September 22, 2021

Date of Most Recent Review/Revision: n/a

Office of Accountability: Vice-President: Finance and Administration

Administrative Responsibility: Safety, Health, Environment and Risk Management (SHERM)

1.00 Purpose

1.01 Wilfrid Laurier University is committed to providing a safe and healthy environment to its students, staff, faculty, contractors, volunteers, and visitors. As part of this commitment, Laurier is implementing this temporary Policy requiring full vaccination for individuals participating in any activities in-person on university property to prevent the spread of COVID-19.

1.02 The COVID-19 pandemic has greatly impacted post-secondary campuses and their surrounding communities. The risk of COVID-19 has been highlighted by outbreaks, both on and off University campuses. In August, 2021 recommendations and instructions were provided by Ontario medical officers of health to all Ontario post-secondary institutions to establish, implement, and ensure compliance with a COVID-19 vaccination policy requiring its students, employees, contractors, volunteers, and visitors who attend campus to provide:

a) proof of full vaccination against COVID-19; or

b) written proof of a medical reason, provided by a physician or registered nurse in the extended class that sets out: (i) a documented medical reason for not being fully vaccinated against COVID-19, and (ii) the effective time-period for the medical reason. This policy fulfils several legal obligations of the University to keep the campus and the Laurier community safe and healthy. While not an exhaustive list of legal obligations, Universities are required under the Reopening Ontario Act to implement the recommendations of the Chief Medical Officer of Health and local public health authorities, and under the Occupational Health and Safety Act to maintain a safe work environment.

This Policy outlines the mandatory vaccination requirements that will be required of those attending University Property and are in addition to existing and future health and safety measures such as mandatory masking, physical distancing, personal hygiene practices, and ongoing cleaning and sanitization protocols.

1.03 This Policy is consistent with the local and provincial public health directives taken by the Government of Ontario, Region of Waterloo and the County of Brant and will remain in effect until otherwise communicated.

2.00 Definitions

2.01 Employee: A person who performs work for wages in any capacity for the University.

2.02 Student: An individual registered in a course of study as a Student at the University, either full-time or part-time, pursuing undergraduate, graduate, or non-degree certificate programs.

2.03 Contractor: Any person(s) providing services or goods to the University under a contract or other agreement not paid as an Employee through the University’s payroll system.

2.04 Volunteer: individuals who willingly provide services or assistance to the University without payment of fees, wages or salary and without any expectation of any kind of compensation other than reimbursement for incurred expenses or, as may be applicable, a pre-approved honorarium.

2.05 Visitor: Any person attending University Property to participate in a University sponsored or organized event or activity.

2.06 Affiliated Organization: An organization or entity that has a formal relationship with the University including: (a) a federated or affiliated college under the Wilfrid Laurier University Act; (b) a constituent group of the University community representing Students, Employees or alumni; (c) users under a written agreement. These relationships are normally outlined through a written agreement or other formal documentation.

2.07 Required Individuals: All Employees, Students, Contractors, Visitors and Volunteers to which this policy applies.

2.08 Vaccine: a Covid-19 Vaccine approved by Health Canada or the World Health Organization.

2.09 Fully Vaccinated: An individual is Fully Vaccinated if they have received the full series of a Vaccine or a combination of Vaccines accepted by the Government of Canada/World Health Organization and they received their last dose at least 14 days before the date of the self-declaration. Given the changing nature of the pandemic, if the applicable public health authorities announce a different meaning of “Fully Vaccinated”, that definition will take precedence.

2.10 Proof of Vaccination: An official vaccination record of an Individual’s COVID 19 immunization date(s) issued by the government of the province, territory or country in which they were immunized.

2.11 University Property: All interior and exterior property and buildings owned or leased by the University.

3.00 Jurisdiction/Scope

3. 01 This Policy applies to all Students, Employees, Contractors, Affiliated Organizations, Visitors and Volunteers, who access University Property, indoors and outdoors. This Policy applies to all Employees who perform in-person work for the University at any location.

4.00 Policy

4.01 Full vaccination against COVID-19 is required for all Required Individuals prior to attending University Property in-person and all Employees when engaged in in-person work for the University at any location, with the rare exception of those individuals who cannot be vaccinated due to permitted exemptions (medical and other protected grounds under the Ontario Human Rights Code).

4.02 Required Individuals are required to submit Proof of Vaccination in a form acceptable to the University. Individuals who request an exemption must complete the applicable form(s) specified by the University and submit them to the University as indicated on those forms.

4.03 All Required Individuals who will be attending University Property or Employees conducting in-person work for the University at any location must have received their second dose of a two-dose Vaccine by October 8, 2021 unless they have an approved exemption. This means that all individuals must be Fully Vaccinated by October 22, 2021 to access University Property or conduct University work in-person.

4.04 Required Individuals who are not yet fully vaccinated prior to the October 22nd deadline, or Required Individuals who cannot be vaccinated due to an approved permitted exemption must provide confirmation of negative COVID-19 antigen tests at least twice per week in accordance with the University’s testing procedures and may be subject to additional public health measures.

4.05 Effective October 23, 2021, Required Individuals who remain unvaccinated, without an approved exemption, will be deemed non-compliant with this Policy and may be prohibited from accessing University Property and conducting University work in-person until such time that they can provide the University with proof they are Fully Vaccinated. Participation in educational sessions related to Covid-19 Vaccines and/or additional conditions may also be required.

4.06 From time to time, and at least annually, this Policy may be updated or revised as required to comply with public health guidance or other changing circumstances. At all times, the University will be guided by public health information, legislative requirements, and its existing obligations under, among others, the Occupational Health and Safety Act and the Human Rights Code.

4.07 Compliance and enforcement of this Policy will be in accordance with applicable University policies and procedures and/or collective agreements. Enforcement of this Policy, including the implementation of discipline or sanctions, will depend on the individual’s relationship with the University and the nature and impact of the infraction.

4.08 It is a violation of this Policy:

a. to attend University Property for any in-person activities without fully complying with this Policy;
b. to conduct University work in-person without fully complying with this Policy;
c. to fail to complete and report any required COVID-19 testing;
d. to provide any false, misleading, or otherwise dishonest information or documents to the University in relation to this Policy; or
e. To otherwise fail to comply with any COVID-19 health or safety precaution requirements put in place by the University, whether or not such requirement is expressly set out in this Policy.

5.00 Students Living in Residence or Participating in Inter-University Sports

5.01 Students living in residence are required to comply with this Policy and any additional health requirements and vaccination timelines or testing procedures set out by the department of Residence, Housing and Residence Life. Failure to comply with these requirements may result in a termination of the residence contract and/or not being permitted to attend University campus or activities.

5.02 Students participating in inter-university sports are required to comply with this Policy and any additional health requirements and vaccination timelines or testing procedures set out by the department of Athletics & Recreation. Failure to comply with these requirements may result in the student athlete not being permitted to participate on the inter-university sports team.

6.00 Consequences for Non-Compliance with Policy

6.01 Any Employee found to be in violation of this Policy may be prohibited from accessing University Property or conducting in-person work for the University at any location and may be subject to remedial action, up to and including termination of employment for cause, in accordance with the applicable collective agreement, if any.

6.02 Any Student found to be in violation of this Policy may be prohibited from accessing University Property and may be subject to the outcomes and/or sanctions under the Non-Academic Student Code of Conduct.

6.03 Any Contractor, Visitor or Volunteer, or other Required Individual found to be in violation of this Policy may be prohibited from accessing University Property, and may be subject to further action, up to and including termination of an agreement, in accordance with the applicable agreement.

6.04 Any Affiliated Organization that fails to apply this Policy to its members, participants, users, employees or contractors as required by the University may be held to be in breach of its agreement(s) with the University and may be subject to further action, up to and including termination of an agreement, in accordance with the terms of the applicable agreement.

7.00 Privacy

7.01 Personal information under this Policy is collected under the authority of the Wilfrid Laurier University Act, 1973. All Proof of Vaccination, requests for an exemption or accommodation, supporting documents, and proof of negative COVID-19 test results will be collected, used, and stored in accordance with the University’s obligations pursuant to the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31 and the Personal Health Information and Protection Act, 2004, S.O. 2004, c. 3, Sch. A, as applicable.

7.02 This information will be used to determine and address whether there has been a breach of this Policy, whether a Required Individual is permitted to attend on University Property as set out above, and to address health and safety concerns on University Property, including whether additional or enhanced safety protocols are necessary in the event of an outbreak or otherwise, and for related administrative and statistical purposes.

This information will also be used to comply with reporting requirements to provide statistical, non-identifiable information to the Ministry of Colleges and Universities.

Relevant Legislation

• Ontario Regulation 364/10, Reopening Ontario Act 2020
• Occupational Health & Safety Act, R.S.O. 1990, CHAPTER 0.1
• Emergency Management and Civil Protection Act, R.S.O. 1990, c. E.9
• Reopening Ontario (A Flexible Response to COVID-19) Act, S.O. 2020, c.17
• Region of Waterloo Public Health and Emergency Services
• Brant County Health Unit
• Region of Waterloo Face Covering Bylaw
• County of Brant Face Covering Bylaw

Related Policies, Procedures and Document

• 7.1 Environmental/Occupational Health and Safety
• 8.7 Employment Accommodation Policy
• 7.22 COVID-19 Face Covering Policy
• 12.3 Non-Academic Student Code of Conduct
• 10.1 Privacy Protection and Information Access Policy
• PPE Personal Hygiene Protocols