Hamden Public Schools Vaccine Regulations for Employees and Prospective Employees
To: All Staff
From: Gary Highsmith
Date: October 5, 2021
Subject: Governor Lamont’s Executive Order No. 13G
It is the goal of the Hamden Board of Education (the “Board”) to provide a safe workplace to its employees, which includes providing reasonable safeguards from infectious diseases such as COVID-19. In addition, the Board has an obligation to comply with relevant laws, regulations, and public health guidelines. As such, the purpose of this memo to provide you with information and guidance in accordance with Governor Lamont’s Executive Order No. 13G (Protection of Public Health and Safety During COVID-19 Pandemic - Vaccinations Required for State Employees and Childcare Facility Staff), as clarified by the Connecticut State Department of Education’s “Frequently Asked Questions Regarding Vaccinations for Covered Workers in Schools.” In short, Executive Order 13D requires all preK-12 teachers and staff to be vaccinated against COVID-19 or, if not fully vaccinated, to submit to weekly COVID-19 testing. More detailed information about these requirements follows.
Part I. Important Definitions
Governor Lamont’s Executive Order 13G provides the following definitions for enforcement of the order:
a. “Fully vaccinated” means at least 14 days have elapsed since a person has received the final dose of a vaccine approved for use against COVID-19 by the U.S. Food and Drug Administration, or as otherwise defined by the Centers for Disease Control.
b. For Board of Education purposes, “Covered Worker” refers to all employees, both full and part-time, contractors, providers, assistants, substitutes, and other individuals working in a public or non-public pre-K to grade 12 school or child care facility, including individuals providing operational or custodial services or administrative support or any person whose job duties require them to make regular or frequent visits to any such schools.
Part II. COVID-19 Vaccination Requirements
Executive Order 13D mandates:
“After September 27, 2021, a school board or childcare facility shall not employ, or maintain a contract for the provision of in-person services of any covered worker or an entity that employs a covered worker, unless such covered worker (1) is fully vaccinated against COVID-19, (2) has received the first dose and has either received a second dose or has an appointment for the second dose in a two-dose series vaccination, such as Pfizer or Moderna vaccines, or has received a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine, or (3) is exempt from this requirement because a physician, physician’s assistant, or advanced practice registered nurse determined that the administration of COVID-19 vaccine is likely to be detrimental to the covered worker’s health, or the individual objects to vaccination on the basis of a sincerely held religious or spiritual belief, and the covered worker is able to perform their essential job functions with a reasonable accommodation that is not an undue burden on the school board or child care facility; provided that any school or childcare facility employee claiming such exemption shall apply for an exemption due to medical conditions or sincerely held religious or spiritual beliefs. Each request for an exemption will be considered on an individualized, case-by-case basis. Employees who have applied for an exemption must provide appropriate supporting documentation upon request.”
Part III. What does this mean for me?
By September 14, 2021, all Board employees must provide:
- Proof of vaccination status, or
- An exemption request, or
- Notification of refusal to receive a COVID-19 vaccination.
Starting September 27, 2021, unless otherwise permitted by law or under these regulations, all Board employees must be fully vaccinated for the COVID-19 virus or in the alternative, submit to a weekly COVID-19 test and submit the results to the Department of Human Resources. Employees who test positive are not to report to work and are advised to consult with their medical provider. Employees who exhibit COVID-19 symptoms are not to report to work and are advised to consult with their medical provider.
Part IV. What if I am already fully vaccinated?
Employees who are vaccinated are required to submit proof of such vaccination to the Department of Human Resources by September 14, 2021. Proof of vaccination can only be submitted as follows:
Provide a copy of the “CDC Vaccination Record Card” OR a copy of the VAMS Certificate of COVID-19 Vaccination, OR Documentation from a health provider OR a copy of an electronic health record OR a State Immunization Information record to the Department of Human Resources by:
1) Faxing a copy of the “CDC Vaccination Record Card” OR VAMS Certificate of COVID-19 Vaccination to the Department of Human Resources at 203.407.3121 (Since you are required to include a copy of your photo driver’s license or employee ID photo card along with the documentation above, you should copy your Card or Certificate and your driver’s license onto one sheet of paper and send that via fax) OR
2) Emailing a copy of the “CDC Vaccination Record Card” OR a copy of the VAMS Certificate of COVID-19 Vaccination, OR Documentation from a health provider OR a copy of an electronic health record OR a State Immunization Information record to covid-19@hamden.org. (Since you are required to include a copy of your photo driver’s license or employee ID photo card along with the documentation above, you should copy your Card or Certificate and your driver’s license onto one sheet of paper and send that as an attachment with your email)
3) Do not send proof of vaccination through interoffice mail
Personal attestations are not acceptable as proof of vaccination status.
Employees must not include any additional medical or genetic information with proof of vaccination.
Part V. What if I am not vaccinated?
Effective the week of September 27, 2021, employees who are not fully vaccinated, including employees granted an exemption, are required to submit to the Department of Human Resources, on a weekly basis, a COVID-19 test result. The only test that is accepted for compliance with this requirement is the PCR test; rapid test results will not be accepted.
To be compliant with the requirement, test results are due in the Department of Human Resources by 3:00 p.m. on Friday of each week the employee remains not fully vaccinated. Test results will be submitted as follows:
1) Fax a copy of the test result to the HR Department at 203.407.3121. Since you are required to include a copy of your photo driver’s license or employee ID photo card along with the test result, you should copy your test result and your driver’s license or employee ID photo onto one sheet of paper and send that via fax OR
2) Email a copy of the test result to covidtest@hamden.org. Send the test result as an attachment along with a copy of your driver’s license. Since you are required to include a copy of your photo driver’s license or employee ID photo card along with the test result, you should copy your test result and your driver’s license or employee ID photo onto one sheet of paper and email that as an attachment
3) Do not send test results through interoffice mail
Part VI. Am I eligible for any exemptions?
An employee wishing to request an exemption from the COVID-19 vaccine requirement for medical reasons or sincerely held religious/spiritual beliefs in accordance with Order 13G, must complete and submit one of the request forms below by September 14. Attached to this document are applications for applying for a medical exemption or religious/ spiritual exemption (Appendices A and B). The application for medical exemption must be fully completed, must include a statement from the employee’s medical provider specifying the reasons supporting the medical exemption from the COVID-19 vaccine.
Employee applications are confidential and will be reviewed by the Department of Human Resources and personnel with a legitimate need to know the information. An employee in the Human Resources Department may contact you, seeking additional information and/or documentation in support of the application.
It is also important to note here that an approved exemption may be reexamined if Governor Lamont’s Executive Order is modified; the Board needs to take additional steps to protect the public health of students and/or staff; if new information becomes available in regard to COVID-19 vaccines and/or to the medical aspects of the pandemic; or due to other factors. Be advised that should any of the above occur, the Board may need to reexamine some or all of the exemptions that were previously granted and will retain the right to revisit an employee’s request for an exemption. For clarification, receiving an exemption of any kind does not exempt an employee from the requirement that unvaccinated employees submit to and provide weekly COVID-19 test results.
Any employee seeking a medical or spiritual/religious exemption must do the following:
1) Fully complete the appropriate exemption form(s):
Request for Accommodation: Medical Exemption from Vaccination or
Request for Accommodation: Religious/Spiritual Belief Exemption from Vaccination
2) Fax the fully completed exemption form to the Department of Human Resources at 203.407.3121. You are required to include a copy of your photo driver’s license or employee ID photo card along with the exemption form.
3) Email your form as an attachment to: covidexemption@hamden.org
4) Do not send the exemption application through interoffice
Part VII. What happens if I am non-compliant?
Effective September 27, an employee who is not fully vaccinated, including an employee granted a medical or religious/spiritual exemption, and does not submit test results to the Department of Human Resources by Friday at 3:00 p.m. of any given week will be considered non-compliant. Such an employee will be notified on or before Monday of the following week of their noncompliance and directed not to report to work. If the employee is at work when notified, the employee will be directed to stop working and depart the workplace.
The HR Department will notify the employee in writing that the employee is required to report to a meeting at which the requirements of Governor Lamont’s Executive Order 13G will be reviewed with the employee. Failure of the employee to become compliant immediately following the meeting will result in the employee being sent a written notice of noncompliance. Failure of the employee to become compliant after receiving the written notice of noncompliance will result in disciplinary action up to and including termination of their position in Hamden Public Schools.
Part VIII. What if I am hired after September 27, 2021?
School district employees hired after September 27, 2021 have only the following options and cannot simply elect testing:
A) Be fully vaccinated.
B) Have received a single-dose vaccination, or have completed or at least started a two-dose regimen, with an appointment for the second dose (and submit to weekly testing until fully vaccinated)
C) Have a medical exemption (and submit to weekly testing)
D) Have a religious exemption (and submit to weekly testing)
For clarification, fully vaccinated employees hired after September 27, 2021 who provide proof of full vaccination are able to start work immediately after their employment paperwork is returned and processed.
Employees who have received a single-dose vaccination, or have completed or at least started a two-dose regimen, with an appointment for the second dose are able to start work immediately after their employment paperwork is returned and approved as long as they submit to weekly testing until fully vaccinated.
Employees seeking a medical or religious/spiritual exemption cannot start work until such exemptions is submitted and approved.
Request for Accommodation: Medical Exemption from Vaccination FORM
Request for Accommodation: Religious/Spiritual Belief Exemption from Vaccination FORM