Employee Frequently Asked Questions Vaccine Requirements & Exemptions
Why is the District requiring students and employees to be vaccinated against COVID-19?
The District is committed to providing a safe and healthy learning and working environment for students and employees. COVID protocols have been established in accordance with local public health mandates to prevent and control the spread of communicable diseases. The safety measures available to combat the COVID-19 pandemic have evolved dramatically, including the development, approval, distribution, and broad availability of COVID-19 vaccines.
Recently the Food and Drug Administration approved the Pfizer vaccine. Research shows that people who have not been vaccinated against COVID-19 are most at risk of infection, adverse health consequences, and further spreading COVID-19, including the highly transmissible Delta Variant, to friends, family, colleagues, and the community at large. Research also shows that the overwhelming majority of serious illnesses, hospitalizations, and death resulting from COVID-19, including the Delta Variant, are among the unvaccinated.
Consistent with recommendations and directives from the State of California and the federal government, during the September 14, 2021 board meeting the Board of Trustees approved an amendment to Board Policy and Administrative Procedures 5210 and 7330 to ensure that all employees, students, contractors, and visitors present proof of being fully vaccinated against COVID-19 as a condition to physically access any District building. The vaccine requirement has been developed consistent with applicable legal requirements, including exceptions for medical conditions and sincerely held religious beliefs.
When does the vaccination mandate go into effect?
For employees, the vaccination mandate goes into effect as of 60 days following board approval, which is November 15, 2021. For students, the vaccination mandate goes into effect as of the beginning of the Spring 2022 semester.
What does it mean to be fully vaccinated?
In general, people are considered fully vaccinated either:
- 2 weeks after their second dose in a 2-dose series, such as the Pfizer or Moderna vaccines, or
- 2 weeks after their single dose vaccine, such as Johnson & Johnson’s Janssen vaccine.
How do employees report that they are fully vaccinated?
Per BP/AP 7330, the District will accept the following as proof of vaccination:
- A vaccination card, or
- Another form of documentation from the vaccine provider.
The District has purchased a software called PyraMED to help in the collection of vaccination results. This software will provide an online safe and secure portal for employees to upload their vaccination results. The software is also able to download vaccination results directly from the California Immunization Registry. The first step will be that all employees who are vaccinated will need to submit a Confidentiality of Medical Information Act form. This will allow the District to download vaccination results directly from the California Immunization Registry. The Human Resources department will run weekly reports to follow up on any pending employee vaccination results directly. More information will follow as the software, PyraMED, is implemented.
How do I obtain proof of vaccination and/or report proof of vaccination if I lost my vaccine card?
The State of California offers a digital COVID-19 vaccine portal. The portal provides a digital copy of your vaccine record. If you received your vaccination from a federal agency (e.g., Department of Defense, Indian Health Services, or Veterans Affairs), you will need to reach out to those agencies for assistance with your vaccination record. You may request a Digital COVID-19 Vaccine Record through the California Department of Public Health.
One may also go to Digital COVID-19 Vaccine Record (https://myvaccinerecord.cdph.ca.gov/) and follow these steps:
- Fill out your first name, last name, and date of birth.
- Check “Cell Phone” or “Email” and enter the cell phone number or email address you used when filling out your vaccine paperwork. If you do not recall which cell phone number or email address you used, you may attempt with multiple numbers and addresses.
- Choose a 4-digit code that you will use to retrieve your vaccine record. This is a new code, not something you previously gave to the vaccine site. Make sure you write it down.
- Read the legal disclosure and check it if you agree.
- If the process was successful, you will receive a link by text or email; if the process was not successful, try again with a different phone number or email.
- Click the link and input your 4-digit code to receive information on how to get your new digital record. At this time you will not have to submit your record if you see it appear on this registry as PyraMED will connect to the California Immunization Registry and will be able to download this information automatically once set-up.
Are all District employees required to be vaccinated?
Yes. All employees who enter District-owned properties or facilities must provide proof of vaccination or submit a request for exemption. Employees who never come to District-owned facilities may not be required to comply with the vaccine requirement. These employees will need to work with Human Resources in advance. However, all employees must be prepared at any time to report to District-owned facilities in person for work-related purposes.
If an employee is not vaccinated and is unable to report to District-owned facilities, that employee will be subject to discipline up to and including termination. Please contact the Human Resources Department for further questions.
What happens if I am not fully vaccinated and do not meet the requirements of an exemption by the vaccination requirement deadline for employees of November 15, 2021?
If you are not fully vaccinated by November 15, 2021 and are not eligible for an exemption, you are not allowed to enter District facilities. In addition, since this is a condition of continued employment, the District may pursue disciplinary action up to and including termination. Further information will follow as the impacts and effects of this mandate are negotiated with your bargaining units.
Will students who are only taking online classes need to be vaccinated?
No. However, to maximize protection from COVID-19 and prevent possibly spreading it to others, all individuals are strongly encouraged to be vaccinated.
How is my vaccination information protected?
Employee health information is protected under applicable employment laws and is kept separately from the personnel file. Student health information is protected by Family Educational Rights and Privacy Act (FERPA), a federal law enacted in 1974 that protects the privacy of student education records.
In addition, the online vaccination tracking system, PyraMED, will be linked to The California Immunization Registry (CAIR2) which is a secure, confidential, statewide computerized immunization information system for California residents.
Who will pay for the vaccine?
Vaccination costs have been paid for by the federal government. In addition, all of Gavilan’s health plans cover CDC recommended vaccines administered by an employee’s primary care physician or local pharmacy.
Will the booster be required under the vaccination mandate?
The Gavilan Emergency Operations Center continues to rely on the CDC’s definition of “fully vaccinated” which does not currently require a booster shot to be fully vaccinated.
Where can I get vaccinated?
Employees and students can access vaccinations by going to https://myturn.ca.gov/. In addition, Gavilan College will host a vaccination clinic on Wednesday, October 20th from 12pm – 6pm with second dose clinic taking place on Wednesday, November 10th from 12pm – 6pm. The clinic will provide the Pfizer vaccine for initial covid dose as well as booster shots for anyone over age 65. More information regarding this clinic will follow.
Will the District provide testing resources for those with an exemption?
A13. Yes. Employees will be able to access self-testing kits provided by the Allied Health department. Students will also have access to testing and these testing resources will be announced.
Exemptions
What is the process for employees to submit an exemption?
Employees with serious health conditions who need to request a medical exemption from the COVID-19 vaccination requirement will be able to request an exemption by completing the District medical exemption form and submitting it to Michaela Gonzalez in the Human Resources department at migonzalez@gavilan.edu. The Human Resources department will schedule an interactive discussion meeting with the employee to consider reasonable accommodations. All requests are handled on a case-by-case basis. Employees should submit their request as soon as possible, but no later than October 22, 2021.
The District is committed to providing a safe, inclusive, and supportive experience for all employees and recognizes and supports employees with true and genuine observance of sincerely held religious beliefs that conflict with the practice of immunization. Philosophical, political, scientific, or sociological objections to immunization are not accepted as religious in nature and do not qualify as a sincerely held religious belief for purposes of applying for a religious exemption. Individuals who hold a sincerely held religious belief that is contrary to the practice of vaccination must complete the District religious exemption form and submit it to Michaela Gonzalez in the Human Resources department at migonzalez@gavilan.edu, as soon as possible, but no later than October 22, 2021. Employees will be provided information on submitting their formal request, along with any documentation needed to support their request.