Renison Employee Mandatory Vaccination Policy - Frequently Asked Questions

While we have suspended our proof of vaccination requirements effective May 1, 2022, it may become necessary to bring back this requirement on short notice. Please be aware that if a proof of vaccination requirement is reinstated at a future date, all employees and students will require a valid proof of vaccination on file in order to be permitted to come to campus. To minimize disruption to work and learning if this happens, Renison is encouraging our employees and students to provide their most recent proof of vaccination for our records.

You can upload your up-to-date vaccination record or receipt to the Renison Proof of Vaccination form.

You can upload your vaccination record or receipt to the Renison Proof of Vaccination form. In most cases this will be the receipt from your second dose or booster appointment. Please ensure your upload includes:

• Date(s) received
• Name of vaccine(s) that you received
• The number of valid doses you have received 

While the definition of fully vaccinated in Canada is based on receiving a full series of a COVID-19 vaccine authorized by either Health Canada or the World Health Organization, in Ontario, an individual is presently considered fully vaccinated if they have received:

• The full series of a COVID-19 vaccine authorized by Health Canada, or any combination of such vaccines, or 
• A complete one or two-dose series of a COVID-19 vaccine that is not authorized for use by Health Canada followed by one dose of a COVID-19 mRNA vaccine authorized by Health Canada, or 
• Three doses of a COVID-19 vaccine not authorized by Health Canada; and 
• They received their final dose of the COVID-19 vaccine at least 14 days ago. 

Without proof of vaccination, or an accommodation, in the event that the requirement for proof of vaccination is reinstated, you will not be permitted to come to Renison.

For anyone who was vaccinated in Ontario: copies of your receipts are available on the Government of Ontario website.             

For anyone who was vaccinated elsewhere in Canada: copies of your receipts are available on the relevant provincial website that you can find links to on the Government of Canada website.         

For anyone who was vaccinated outside of Canada: Proof can include vaccination receipts or letters from physicians, hospitals, or government agencies that include what specific vaccinations you have already received (including English translation, if applicable); however, it is preferred that you supply a valid Canadian or Ontario vaccination certificate with QR code. 

Yes. In the event that the requirement for proof of vaccination is reinstated, staff, faculty and visitors who wish to access Renison will need to provide proof of vaccination directly to Renison.

Renison employees do not need to submit their proof of vaccination to the University of Waterloo. In the event that the requirement for proof of vaccination is reinstated, submitting your proof to Renison will satisfy the UWaterloo requirement for access to their campus as well.

We will accept documents supplied in English or French. Any other languages must be provided with translation. Please note, it is preferred that you supply a valid Canadian or Ontario vaccination certificate with QR code. 

You will upload a PDF or image of your up-to-date vaccine receipt/record through the Renison Proof of Vaccination form.

If you have questions about the Renison Proof of Vaccination Submission form or about requesting an accommodation, you can contact Renison Human Resources.

If you are struggling with your mental health during these changing times, reach out for support through Renison Human Resources, Here247 and Wellness Together Canada. Ongoing employees can access supports through Homewood Health, Renison’s Employee and Family Assistance Program partner or at 1-800-663-1142.

If you are coming to campus, you must continue to follow all applicable health and safety measures including wearing a face covering if you intend to enter the building. You should conduct a daily self-assessment and you must not attend campus if you are experiencing COVID-19 symptoms or are required to self-isolate. You will automatically be reminded of this each day you come to campus and connect to our wifi network.

As has been the case throughout the pandemic, the evolution of the virus and the course of disease activity is difficult to predict, and public health advise continues to evolve. Accordingly, Renison reserves the right to reinstate the Vaccination Requirement on short notice.

In the event that the vaccination requirement is reinstated at a future date:

• If you had an approved accommodation prior to May 1, 2022, your vaccine accommodation request will be reviewed considering the new directive and based on information provided by public health officials as well as any other relevant considerations.
• If you did not have an approved accommodation prior to May 1, 2022, you will be able to apply for an accommodation through the Renison Proof of Vaccination form.

You will be required to comply with any new health and safety policies/requirements implemented by Renison at that time.

The vaccine mandate is suspended May 1, 2022. While the vaccine mandate is suspected, a vaccine accommodation is not required. 

For select employees who do not have routine access to a device to complete Renison’s Proof of Vaccination form, we will provide a paper copy of the form to complete. Please let your supervisor know if you require a paper copy of the forms.

Your personal information will be kept confidential in compliance with statutory privacy requirements and will only be shared with Human Resources staff as required to protect our community.

Personal information on the Renison Proof of Vaccination form is collected in accordance with the Freedom of Information and Protection of Privacy Act (FIPPA) because it is necessary to the proper administration of a lawfully authorized activity. The information will be used to determine the qualification of the person identified on the form and the documents submitted as adequate for fulfillment of the requirements of Renison University College’s COVID-19 vaccination mandate.

The information will be retained only so long as it is necessary for the purpose for which it was collected and will be destroyed when mandatory vaccines are no longer determined to be necessary for public health purposes. While the information is retained it will be accessed only by those Renison University College personnel who require access in order to determine whether the requirements of the COVID-19 vaccination mandate have been met. The information will not be shared with any third parties.

Questions about this collection of information should be directed to the Human Resources Officer, Tegan Preston, 240 Westmount Road N., Waterloo, Ontario, N2L 3G4, (519) 884-4404 X28642, tegan.preston@uwaterloo.ca.

The information will be retained only so long as it is necessary for the purpose for which it was collected and will be destroyed when mandatory vaccines are no longer determined to be necessary for public health purposes.

No. The information will be accessed only by those Renison personnel who require access in order to determine whether the requirements of the COVID-19 vaccination mandate have been met. The information will not be shared with any third parties.

Your personal information will be kept confidential in compliance with statutory privacy requirements and will only be shared with Renison Human Resources staff as required to protect our community. The information that you provide will be managed in compliance with privacy legislation.

Information on vaccination will be accessed only by those Renison personnel who require access in order to determine whether the requirements of the COVID-19 vaccination mandate have been met. Vaccination status information on the Renison Proof of Vaccination form will only be shared publicly in aggregate.

Submit your original PDF or image file which clearly shows your QR code in the highest resolution possible.  Acceptable formats include: pdf, png, jpg, doc, docx up to 100MB  

If you were vaccinated outside of Canada or do not have an enhanced vaccine certificate with an official QR code, you must complete an Out of Province COVID-19 Immunization form through the Region of Waterloo. There is a 21 business day wait to receive your QR code.

You will receive communication from the Region of Waterloo indicating whether you require additional vaccine doses in order to be considered fully vaccinated. If you require additional doses, we encourage you to follow the instructions outlined by Public Health to coordinate receiving these additional doses before you are issued a QR code and updating your vaccination status in Campus Check-in.  

Effective May 1, 2022, all individuals may come to campus, regardless of their vaccination statuses.

Until further notice, you are no longer required to perform COVID-19 rapid testing prior to coming to campus.

Please note that face coverings remain mandatory in all common indoor spaces for the foreseeable future. Up-to-date information regarding face coverings can be found on the COVID-19 Information face coverings webpage. If you are requesting a face-covering/mask exemption (accommodation) for a medical condition or disability, you must provide appropriate documentation to the University. Please review the Face Covering Exemption Request Form and submit the completed form to AccessAbility Services (students) or Occupational Health (employees) to determine eligibility and develop an accommodation plan if required.