Human Resources Policy 25 – COVID-19 Vaccination 
                   
                  The BC Public Service (BCPS) is committed to the health, safety, and wellbeing of employees.  In 
                  accordance with information and data provided by British Columbia’s Provincial Health Office (PHO), 
                  being fully vaccinated against COVID-19 is the most effective way to safeguard employee health and 
                  reduce the risk of transmission. 
                   
                  Effective Date and Timing 
                   
                  The policy will be effective starting on November 1, 2021 and will be reviewed and updated as needed 
                  based on guidance and directives from the PHO.  The policy will be in effect until general public health 
                  concerns regarding COVID are reduced to a level, prescribed by government, to enable workplaces to 
                  operate without COVID-related restrictions. 
                   
                  Purpose 
                   
                  The purpose of this policy is to: 
                       •   Promote the health and safety of employees and others in the workplace through COVID 
                           vaccinations. 
                       •   Define the conditions and expectations for BCPS employees, contractors, and others in the 
                           workplace to disclose their vaccination status and to be vaccinated. 
                   
                  Principles 
                   
                  The principles guiding this policy are to: 
                       •   Remain in compliance with any directives and guidance from the Provincial Health Office and 
                           WorkSafeBC, as well as applicable collective agreement provisions and terms and conditions of 
                           employment. 
                       •   Balance the privacy and human rights issues of employees versus the requirements to maintain 
                           a safe work environment for employees and to protect the public in providing services. 
                       •   Promote a respectful work environment by ensuring, in accordance with the Standards of 
                           Conduct, that employees are aware that harassment or other prohibited conduct directed 
                           toward an individual for any reason, including based on their vaccination status or 
                           accommodation measures, will not be tolerated. 
                   
                  Application and Scope  
                   
                  This policy applies to any government organization with BCPS employees that are hired under the Public 
                  Service Act, including any Board, Commission, Agency, or other organization to which the Public Service 
                  Act applies or whose employees are hired in accordance with the Public Service Act.  Where any Board, 
                  Commission, Agency, or organization can demonstrate that it has a comparable COVID vaccination 
                  policy, it will not be obliged to apply the specific requirements as set out in this policy. 
                   
                  This policy applies to any employee working for the BCPS regardless of whether the employee works 
                  onsite in a BCPS worksite or remotely.  Employees who have telework arrangements are not exempt 
                  from this policy. 
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                  If a BCPS employee is on STIIP, LTD, or other approved leave while the policy is in effect then the policy 
                  will not apply until they are scheduled or required to return to work.    
                   
                  The policy applies to contractors and any other person attending a worksite, or interacting with BCPS 
                  employees, as per the requirements outlined in the HR Policy 4 - Occupational Safety and Health.   
                   
                  The policy does not apply to members of the public entering a BCPS workplace or interacting with a 
                  BCPS employee for the purposes of receiving a government service.   
                   
                  Disclosure and Proof of Vaccination Status 
                   
                  Effective November 8, 2021, all employees must provide proof of full vaccination to their excluded 
                  manager, an included supervisor, or a specific manager who has been delegated this responsibility in 
                  their organization.  Providing proof must be done by showing a digital or paper version of the fully 
                  vaccinated BC Vaccine Card.  Employees with one vaccination dose must provide proof of the date of 
                  their first dose.  Proof of vaccination must be shown either in person or via a live videoconference.  
                  Emailed, photocopied, or verbal verifications will not be accepted as proof of vaccination.  Proof of 
                  vaccination can be requested by a manager at any time on or after November 8, 2021. 
                   
                  Employees who do not provide proof of vaccination or refuse to disclose their vaccination status by 
                  November 22, 2021 will be considered unvaccinated.  Employees who can show a partially vaccinated 
                  BC Vaccine Card will be considered partially vaccinated. 
                   
                  Employees who are on STIIP, LTD, or other approved leave and are unable to provide proof of 
                  vaccination between November 8 and 22, 2021 will be required to provide proof prior to their return to 
                  work. 
                   
                  Personal information on vaccine status will be collected, retained, used, and disclosed in a manner that 
                  respects the provisions of the Freedom of Information and Protection of Privacy Act and will be treated 
                  with the utmost confidentiality.   
                   
                  Employees can be subject to disciplinary action up to and including termination if they have been found: 
                       •   To have deliberately falsified or misrepresented their vaccination status; or 
                       •   To have aided another employee to deliberately falsify or misrepresent their vaccination status. 
                   
                  Employee Support 
                   
                  Employees seeking information and advice about vaccines may access the following COVID Vaccine 
                  information and mental health supports available on government websites: 
                       •   BCCDC Vaccine Information 
                       •   BCPS Employee and Family Assistance Services 
                       •   Mental health supports available to all BC citizens 
                   
                  All employees may take reasonable time off as paid leave to get the COVID-19 vaccine.  Employees 
                  should discuss scheduling leave with their supervisor so any operational impacts can be considered 
                  before approving the leave.  
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                  Medical Exemptions and Accommodations 
                   
                  Effective November 8, 2021, employees may request an exemption from the vaccine requirement based 
                  on a medical condition or other protected ground as defined under BC’s Human Rights Code. 
                   
                  Employees must submit an exemption request in writing to their excluded manager or to an included 
                  supervisor who has been delegated this responsibility.  The request must contain complete and accurate 
                  information describing the need for accommodation including medical documentation, information on 
                  relevant limitations, restrictions, and their vaccination status.  
                   
                  Managers have the right to ask for and collect additional information to assess the merits of the 
                  exemption request and to establish reasonable accommodation.  Managers must consult with the BC 
                  Public Service Agency to assess whether there is a duty to inquire and, if so, to establish reasonable 
                  accommodation.  Requests for exemptions and accommodations will be reviewed on a case by case 
                  basis. 
                   
                                                                                                           Managers Guide to 
                  Accommodations will be provided up to the point of undue hardship as per the 
                  Reasonable Accommodation.  Bargaining unit employees should also review their applicable collective 
                  agreement for any applicable provisions related to accommodation. 
                   
                  Employees with pending requests for exemptions may be offered alternative work arrangements while 
                  their request for exemption is being assessed.  Employees who fail to comply with a reasonable 
                  alternative work arrangement can be placed on leave without pay and may be subject to disciplinary 
                  action up to and including termination. 
                   
                  Employees with an approved medical or other human rights exemption must comply with the 
                  employer’s reasonably established accommodation.  Employees who fail to participate in the 
                  accommodation process can be placed on leave without pay and may be subject to disciplinary action 
                  up to and including termination. 
                   
                  Personal information on medical exemptions and accommodation requests will be collected, retained, 
                  used, and disclosed in a manner that respects the provisions of the Freedom of Information and 
                  Protection of Privacy Act and will be treated with the utmost confidentiality.   
                   
                  Consequences of Non-Compliance 
                   
                  After November 22, 2021, when the vaccination status of BCPS employees is known, the required 
                  administrative processes to notify impacted employees will occur as expeditiously as possible.  Such 
                  notifications for unvaccinated and partially vaccinated employees will include the following information. 
                   
                  For unvaccinated employees: 
                       •   Unvaccinated employees except those who have requested and/or been granted a medical 
                           exemption or other accommodation will be placed on leave without pay for three months.  
                           Unvaccinated employees will not be able to use vacation or other banked leave time in lieu of 
                           leave without pay.  After three months of being placed on leave without pay, employees who 
                           have not become at least partially vaccinated may be terminated.   
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                       •   Unvaccinated employees who have been placed on leave without pay, and who become 
                           partially vaccinated within three months of being placed on leave without pay, may be offered 
                           alternative return to work arrangements.  Employees must receive their second vaccine dose 
                           within 35 days of receiving their first dose.  Employees who do not receive their second vaccine 
                           within 35 days will be placed back on leave without pay and may be terminated. 
                   
                  For partially vaccinated employees: 
                       •   Partially vaccinated employees may be offered alternative work arrangements if they can show 
                           they have an appointment booked for their second vaccine dose or declare their intention to 
                           receive their second dose.   
                       •   Partially vaccinated employees who do not have alternative work arrangements will be placed 
                           on leave without pay. 
                       •   Partially vaccinated employees who do not receive their second vaccine dose within 35 days of 
                           receiving their first dose will be placed on leave without pay.  After three months of being 
                           placed on leave without pay, employees may be terminated if they have not received their 
                           second dose. 
                   
                  Requirements for Hiring New Employees  
                   
                  Effective November 8, 2021, the requirement to be fully vaccinated will be included in all job postings 
                  and offer letters.  Confirmation of full vaccination will occur as part of the hiring confirmation process or 
                  as part of pre-employment assessment and screening depending on the type of job posting.  Fully 
                  vaccinated means a person who has a fully vaccinated BC Vaccine Card or can provide equivalent proof 
                  of vaccination from another province or country provided Health Canada has approved the type of 
                  vaccination(s). 
                   
                  This requirement will apply to previous government employees and auxiliary employees who have been 
                  laid off and have lost their recall rights. 
                   
                  Roles and Responsibilities 
                   
                  Deputy Minister Responsible for the PSA (Agency Head)  
                   
                       •   Promoting a BC public service that values safe and healthy work practices. 
                       •   Providing policy, strategies, and guidelines that promote healthy and safe workplaces across the 
                           BC public service 
                       •   Providing occupational health and strategic direction, consultation, advice, and assistance to 
                           ministries. 
                       •   Monitoring the status of implementation of this policy and reporting on progress. 
                       •   Recommending updates to this policy.  
                       •   Assessing the necessity of this policy based on guidance from Cabinet and the BC Provincial 
                           Health Officer. 
                   
                  Deputy Ministers 
                   
                       •   Communicating the requirements of this policy to employees in their ministry or organization. 
                       •   Implementing this policy within their ministry/organization. 
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