The message below was distributed to all Chairs, Directors and Departmental Administrators. 

Carleton University introduced the University’s Mandatory COVID-19 Vaccination Policy (the “Policy”). To ensure a safe and gradual return to campus while meeting operational requirements, the University has introduced a revised on-boarding process for TAs, CIs, and RAs.

Before extending an offer of employment, departments will be responsible for ensuring that prospective employees have attested and are fully vaccinated against COVID-19 or have a permitted exemption approved by the University. The process for doing so is explained toward the end of this memo.

Please adjust your hiring practices for TAs, CIs, and RAs effective immediately as the University requires all prospective employees to attest to being fully vaccinated against COVID-19 or have a permitted exemption approved by the University.

Teaching Assistants (TAs)

Priority Teaching Assistants (PTAs)

For the Winter 2022 Term for PTAs, the Office of the Deputy Provost will generate a list of TAs with assignments to determine their status under the Policy. Any PTAs who have not attested to their status will not be eligible for any TA assignments until they attest to their vaccination status via cuScreen.

Out of Priority Teaching Assistants (OPTAs)

Hiring departments cannot offer any employment to OPTAs unless they are fully vaccinated or have an exemption approved by the University. OPTAs who are not fully vaccinated or who do not have an exemption approved by the University cannot be hired and will not be added to Payroll.

Prior to extending an offer of employment to an OPTA, the hiring department will have taken the steps as outlined below ensuring that prospective OPTAs have attested and are fully vaccinated against COVID-19 or have an exemption approved by the University.

Contract Instructors (CIs)

Hiring departments cannot offer any employment to CIs unless they are fully vaccinated or have an exemption approved by the University. CIs who are not fully vaccinated or who do not have an exemption approved by the University cannot be hired and will not be added to Payroll.

Prior to extending an offer of employment, the hiring department will have taken the steps as outlined below to ensure that prospective CIs have attested and are fully vaccinated against COVID-19 or have a permitted exemption approved by the University.

Research Assistants (RAs)

Hiring departments cannot offer any employment to RAs unless are fully vaccinated or have an exemption approved by the University. RAs who are not fully vaccinated or who do not have an exemption approved by the University cannot be hired and will not be added to Payroll.

Please note that individual faculty members hiring RAs must ensure that prospective RAs are fully vaccinated or have an exemption approved by the University. Individual faculty members should consult with their departmental administrator and/or chair/director to ensure compliance when hiring RAs.

Prior to extending an offer of employment, the hiring department will have taken the steps as outlined below to ensure that prospective RAs have attested and are fully vaccinated against COVID-19 or have an exemption approved by the University.

Obtaining Vaccine or Exemption Status Information from Candidates

All candidates must attest via cuScreen that they are fully vaccinated or have an exemption approved by the University. Hiring departments must confirm that candidates are fully vaccinated or have an exemption approved by the University before extending an offer of employment.

The hiring department will ask the candidate if they have an MC1 account and if they have previously attested or obtained an exemption. Hiring departments can follow these steps to assist their inquiry:

  1. Determine if a candidate has MC1 credentials and has previously attested to being fully vaccinated or has previously obtained an exemption approved by the University.
    1. If yes, then hiring departments would confirm their vaccine or exemption status (see below)
    2. If no, then proceed to Steps 2 or 3 to ensure they attest or submit an exemption.
  2. If a candidate has MC1 credentials and has not previously attested to being fully vaccinated or has not previously obtained an exemption approved by the University, direct the candidate to attest via cuScreen with MC1 credentials or submit an exemption request under the Policy.
  3. If a candidate does not have MC1 credentials and has not previously attested to being fully vaccinated or has not obtained an exemption approved by the University, direct the candidate to attest via cuScreen as a “Visitor” or submit an exemption request under the Policy. If hired, they will be required to re-attest via cuScreen once they receive their MC1 credentials.

Once the above steps are completed, candidates inform the hiring departments that they have attested to being fully vaccinated or that they have submitted an exemption request under the Policy. The hiring department will then need to confirm the candidates’ vaccine or exemption status with the Office of the Deputy Provost in order to proceed with the hiring process as outlined below. Please note hiring departments submit reports seeking confirmation of vaccine or exemption status to inform hiring decisions. Hiring departments do not verify vaccine or exemption status information as confirmation of vaccine and exemption status information (e.g., candidate is fully vaccinated, or candidate has an approved exemption) is done by the Office of the Deputy Provost in consultation with the COVID-19 Team.

Additional information on cuScreen is available online.

Confirming Vaccine or Exemption Status for Candidates

Effective January 10, 2022, hiring departments will prepare on a weekly basis a report of prospective employees for whom hiring departments need to confirm their vaccine or exemption status.

Hiring departments will provide their reports to the Office of the Dean in their respective faculties:

  • Faculty of Science: Valerie Pereboom
  • Faculty of Engineering and Design: Ramune Zitikiene
  • Faculty of Public Affairs: Laurie Jaeger
  • Faculty of Arts and Social Sciences: Cheryl Murphy
  • Sprott School of Business: Deborah Casselman

Please note a template is being provided to hiring departments to be used to prepare their report.

Hiring departments are responsible for submitting a report to the Office of the Dean by 12:00 p.m. Thursday of each week. The Office of the Dean will compile a report for their respective faculty and submit it to Alyssa Laird, TA and Post-Doctoral Fellow Coordinator (email: alyssa.laird@carleton.ca) in the Office of the Deputy Provost by 5:00 p.m. Thursday. The Office of the Deputy Provost will then return the reports to the respective Offices of the Dean by 12:00 p.m. Friday confirming the vaccine and exemption status for any prospective employees identified in the reports. The Office of the Dean will be responsible for cascading that information to hiring departments to inform hiring decisions. In the event there are delays in returning vaccine or exemption status information, hiring departments will be advised accordingly.  Please note if it is determined the candidate is not fully vaccinated or if their request for an exemption under the Policy is not approved, the hiring department cannot proceed with hiring the candidate.

If you have any questions, please contact:

Thank you for your continued efforts in keeping the Carleton community safe.

Sincerely,

Catherine Khordoc
Deputy Provost (Academic Operations and Planning)