EARLHAM COLLEGE AND EARLHAM SCHOOL OF RELIGION COVID-19 Vaccination Policy (“the Policy” herein):

As of August 5, 2021, all College and ESR students, faculty, and staff must be fully vaccinated against COVID-19. For purposes of this Policy, an individual is considered “fully vaccinated” 2 weeks after their second dose in a 2-dose series (such as the Pfizer or Moderna vaccines), or 2 weeks after a single-dose vaccine (such as Johnson & Johnson’s Janssen vaccine). For those who were vaccinated outside the United States, Earlham will accept for the purposes of the Policy any vaccine approved by the World Health Organization (WHO). 

A photo or scan of the completed vaccination card is sufficient proof of vaccination.

Documentation submitted should only include proof of vaccination and not other medical or genetic information (e.g., family medical history). Documentation or other proof of vaccination will be maintained as confidential in accordance with applicable law. Misrepresenting vaccination status may result in a disciplinary response.

  • Proof of full vaccination will be required from all employees and students with the exception of those with documented medical or religious exemptions. Students should submit proof of vaccination to [email protected] as soon as possible. Employees should submit proof of vaccination through the employee vaccination and test result submission page.
  • For students unable to receive the vaccine before arriving on campus, Earlham will provide testing upon arrival and arrange for vaccination.
  • Those who are not fully vaccinated and/or have an approved exemption are expected to follow current CDC guidelines related to masking, social distancing, and PCR testing. Those guidelines can be found on the CDC website.

i) Students who are not fully vaccinated by August 5, 2021, will not be allowed to dine in public areas until fully vaccinated (see #2 below for recognized exemptions/accommodations).

International students arriving in the US who do not have access to a WHO-approved vaccine and, therefore, cannot be fully vaccinated prior to arrival should email [email protected] to inform the college of their situation. Health Services will respond by email with a list of options for getting the vaccine, as well as outlining campus requirements (including testing and mask-wearing) while the full vaccination protocol is completed. Students in this situation will be required to get a first shot of a WHO-approved vaccine upon arrival in Indiana.  

ii) Teaching Faculty who are not fully vaccinated by August 5, 2021, must consult with the Academic Dean’s Office to determine access to campus. As we are planning to be fully open and in person, faculty are expected to be vaccinated. Working remotely in place of being fully vaccinated is not an available alternative. (See #2 below for recognized exemptions/accommodations.)

iii) Administrative Faculty and Staff who are not fully vaccinated by August 5, 2021, will need to consult with Human Resources to determine access to campus. Working remotely in place of being fully vaccinated is not an available alternative. (See #2 below for recognized exemptions/accommodations.)

Employees may, in appropriate circumstances in accordance with applicable law, be provided with paid leave for time needed to receive vaccinations. Staff members should work with their managers to schedule appropriate time to comply with this policy.

Please note that although mask-wearing is no longer required on campus for fully vaccinated individuals (as of June 1, 2021), all should be mindful and respectful of those who may still feel safest wearing their mask.

2. Exemptions/Accommodations (religious or medical):

Individuals claiming religious or medical exemption from the Policy should make a request for accommodation as outlined below. All exemption requests should be submitted to [email protected] for students and [email protected] for faculty and staff.

i) Religious Exemption: 

To claim a religious exemption, individuals must submit a statement affirming a sincerely held religious belief that precludes being vaccinated. The statement should explain the religious principle(s) that guide the objection to immunization. A letter from the claimant’s clergy or religious leader stating the religion’s belief concerning the COVID-19 vaccine is also required. This letter must be on the clergy or religious leader’s letterhead and detail the religious tenet informing the request for an exemption. 

Personal and/or philosophical objections to vaccinations that are not tied to a sincerely held religious belief are not considered sufficient justification for granting an exemption.

ii) Medical Exemption: 

To claim a medical exemption, individuals must submit documentation of a medical condition that is a contraindication to the COVID-19 vaccine and, if applicable, the expected duration of the qualifying medical condition. The document must be signed by a qualified medical provider. The College’s medical representative reserves the right to contact the medical provider for purposes of authentication or clarification, as may be needed.  Any medical information obtained in connection with a request for medical exemption will be maintained as confidential.

All claims for medical exemption will be reviewed carefully, and the College will engage in a good-faith, interactive dialogue with the claimant in order to fully understand the claimant’s specific circumstance. Earlham will then conduct an individualized assessment of the exemption request, determining the legitimacy of the claim, and if the claim is accepted, determining the feasibility of implementing a reasonable accommodation that will also allow for risk mitigation. 

We are committed to protecting your rights under HIPAA, so only college employees who are trained in HIPAA confidentiality guidelines will see your documentation.

If an accommodation/exemption is granted to enable an unvaccinated person to be present on campus, the unvaccinated person will be subject to adhering to federal, state, and institutional guidance for unvaccinated individuals. These requirements will include observing social distancing requirements, wearing a face mask while on campus, and submitting to weekly PCR testing. An unvaccinated person’s face mask must be worn in the proper manner, ensuring coverage of both mouth and nose. An unvaccinated person’s failure to wear a face mask in the proper manner while on campus could result in disciplinary action, up to and including expulsion or termination. 

The unvaccinated person may also be required to observe additional safety precautions that are considered in the medical and scientific community to reflect best practices. Unvaccinated or vaccinated individuals with symptoms of COVID-19 should, as before, refrain from entering campus and seek medical assistance promptly.

Exemptions granted under this section may be revisited at intervals to determine whether exemption remains warranted. Individuals entering campus pursuant to a medical exemption may be asked to submit updated documentation for periodic reevaluation and confirmation of medically exempt status.

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