COVID-19 Vaccination Policy

For Staff and Faculty (En español)

To support the health and well-being of our community, Harvey Mudd College (“HMC”) is implementing a COVID-19 vaccination policy. This policy is based on guidance from the Centers for Disease Control and Prevention (CDC), the Equal Employment Opportunity Commission, the California Department Fair Employment and Housing and local public health officials and is designed to comply with all applicable federal, state, and local laws.

Vaccination Requirement

All faculty and staff (including contract workers) who are employed at HMC and for whom the COVID-19 vaccine is approved/authorized by the FDA[1], must be vaccinated against COVID-19 and show proof of vaccination, unless an exemption from this policy has been granted as an accommodation or otherwise.

Vaccination Not a Substitute for Other COVID-19 Prevention Measures

This policy is a key part of our overall strategy and commitment to maintaining a safe and healthy working environment in light of the COVID-19 pandemic.  This policy is designed for use together with, and not as a substitute for, other COVID-19 prevention and mitigation measures outlined in the HMC Return to Campus Guide, including but not limited to:

  • Symptom Monitoring
  • Cloth Face Coverings
  • Physical (Social) Distancing
  • Cleaning and Sanitation
  • Building Enter and Exit Control Measures

We need your full cooperation and compliance with these and other health and safety workplace policies to make them effective and to protect you and by preventing the spread of COVID-19.

Vaccine Administration

Employees are responsible for scheduling and obtaining all recommended doses of an FDA-approved/authorized COVID-19 vaccine.  Employees who are unable to schedule a vaccination outside of regular work hours will be granted up to four hours off with pay, per dose, to obtain a vaccination.  Requests for time off must be approved by the employee’s supervisor and, to the fullest extent possible, vaccination appointments should be scheduled at times that will least impact HMC operations (preferably at the beginning or end of the work shift).

The Claremont Colleges Student Health Services is providing vaccines to all HMC employees, subject to availability.  For additional information about where to get vaccinated and how to schedule an appointment, see https://covid19.ca.gov/vaccines/.

Accommodation or Exemption Requests

Requests for an accommodation or an exemption (e.g. medical; religious based on an individual’s sincerely held religious belief, practice, or observance; or philosophical objection) should be submitted in writing, using the Accommodation/Exemption Request Form.  HMC reserves the right to request additional information/documentation supporting the need for an accommodation or request for exemption.

HMC will engage in an interactive process to determine whether an accommodation or exemption is appropriate and can be granted without posing an undue hardship on HMC, or a direct threat to the health or safety of the person making the request or others, that cannot be eliminated or reduced by reasonable accommodations.

Any person granted an accommodation or exemption under this policy may be required to use additional personal protective equipment, submit to HMC provided COVID-19 testing at least twice a week, or take other actions as directed by HMC to mitigate risk to faculty, staff, students whenever they are on-campus.

HMC will keep confidential any information obtained in connection with a request for reasonable accommodation or exemption and only share such information with those who have a business need to know.  However, HMC asks that you not provide any genetic information when making a request, responding to a request for additional information, or providing proof of vaccination in compliance with this policy.

Record of Vaccination

All persons covered under this policy must provide proof of vaccination, or submit a request for an accommodation or exemption to the Office of Human Resources, in a manner acceptable to HMC no later than August 1, 2021.  Faculty and staff whose employment begins after the referenced date must provide proof of vaccination or receive an approved exemption or accommodation before they will be permitted access to campus (which is defined to include HMC off-campus housing.

A provider certification or CDC-issued vaccination card, which include the vaccination date(s) and vaccine name, are acceptable forms of proof of vaccination.  Employees should use the COVID-19 Vaccination Confirmation form to submit proof of vaccination to Human Resources.  HMC will keep any vaccination information provided confidential and only share such information with those who have a business need to know.

Policy Enforcement

Any person subject to this policy who fails to comply with the terms of this policy by the established deadline will not be permitted to be present on campus and may be subject to discipline.

Policy Modification

Government and public health guidelines and restrictions and business and industry best practices regarding COVID-19 and COVID-19 vaccines are changing rapidly as new information becomes available, further research is conducted, and additional vaccines are approved/authorized and distributed.  HMC reserves the right to modify this policy at any time in its sole discretion to adapt to changing circumstances and business needs, consistent with its commitment to maintaining a safe and healthy working environment.

Policy Questions

If you have questions about this policy, please contact your area VP or Human Resources at hr@hmc.edu.

Policy Approved by President’s Cabinet on April 14, 2021

[1] For the purpose of this policy, a COVID-19 vaccine is one that has been authorized by the FDA, or a COVID-19 vaccine granted Emergency Use Authorization by the FDA.