Validation of Vaccination Requirement for Staffing Requests

Canada continues to navigate the challenges of the COVID-19 pandemic. Vaccination is the most effective tool to reduce the risk of COVID-19 for Canadians and to protect broader public health. The Government of Canada has a duty to ensure the health and safety of the Canadian public and is continuing to take action to get as many Canadians vaccinated as possible.

Full vaccination against COVID-19 or a supported accommodation due to a certified medical contraindication, religion or other prohibited ground of discrimination of the Canadian Human Rights Act (CHRA) is required for all employees regardless of employment type, position, function, location or delivery of services to the public. It applies to persons working in the physical workplace, those working remotely/teleworking and those with a flexible work arrangement.

The vaccination requirement took effect on October 6, 2021, and it is a condition of employment as per the Policy on COVID-19 Vaccination for the Core Public Administration.

Review the information below PRIOR to submitting a staffing action as it will help you navigate the application of the vaccination requirement in the context of staffing. Note that this page will be updated regularly as information on the COVID-19 vaccination requirement evolves.

Questions in relation to the application of the vaccination requirement in the context of staffing may be submitted through a General HR Enquiry Form in the HRSC Portal. Select Category: Vaccination/Other and Sub-Category: Staffing Advice.

Vaccination – FAQ

ESDC COVID-19 Vaccination Attestation FormFootnote 1

Email template to request the completion of the Attestation Form

How to proceed according to staffing action type and vaccination status

  • Initial Staffing Actions

    The following is applicable for all new staffing actions.

    Contact the person you wish to hire and inform them that full vaccination against COVID-19 is a condition of employment and enquire about their vaccination status.

    Non-public servant:
    Request that they complete and sign the ESDC COVID-19 Vaccination Attestation FormFootnote 1.
    Public servant:
    Request that they provide a clear PDF copy, print screen or photo of their COVID-19 Vaccination Attestation Form from the Government of Canada’s Vaccine Attestation Tracking System (GC-VATS) by video-technology (i.e. manager to view via Teams), in person or by e-mail. If the hiring manager is the current manager of the employee, they can view the vaccination status directly in GC-VATS OR if the employee does not have access to GC-VATS, request that they complete and sign the ESDC COVID-19 Vaccination Attestation FormFootnote 1.
    • Fully vaccinated

      • Submit your staffing action request in the HRSC Portal.

        • Check the box confirming that the person attested to meeting the vaccination requirement or has a supported accommodation measure.
        • Interchange Canada: add a comment in the request confirming that the person attested to meeting the vaccination requirement.
      • Do not submit a copy of the attestation form or any other documents of a personal nature (i.e., proof of vaccination, medical documents etc.) with your HRSC request.
      • HR will prepare a letter of offer/contract with a standardized vaccination condition of employment.
    • Unvaccinated and requesting an accommodation due to a certified medical contraindication, religion or other prohibited ground of discrimination of the CHRA

      • Contact Labour Relations (LR) to review the accommodation request. Accommodation measures are reviewed for each individual situation.

        • Submit a General HR Enquiry Form in the HRSC Portal. Select Category: Vaccination/Other and Sub-Category: Accom. medical contraindication (Staffing Action) OR Accom. discrimination (religion or other) (Staffing Action).
        • An LR advisor will assist you with the review of the accommodation request.
      • Further to LR guidance, determine if the accommodation request can be supported.

      If the accommodation is supported:

      • Advise the person of the accommodation measures as per instructions provided by LR.

      • Submit your staffing action request in the HRSC Portal.

        • Check the box confirming that the person attested to meeting the condition of employment or has a supported accommodation measure.
        • Interchange Canada: add a comment in the request confirming that the person has a supported accommodation request.
      • Do not submit a copy of the attestation form or any other documents of a personal nature (i.e., proof of vaccination, medical documents etc.) with your HRSC request.
      • HR will prepare a letter of offer/contract with a standardized vaccination condition of employment.

      If the accommodation is not supported or the person does not accept the proposed accommodation measures:

      • An offer cannot be made at this time as they do not meet the condition of employment.
      • You can advise the person using the communication template provided to you by LR.
    • Partially vaccinated (non-public servant)
      • An offer cannot be made at this time as they do not meet the condition of employment.
      • You can advise the person using the Template for communicating with persons who do not meet the condition of employmentFootnote 2.
      • Optional: If it is operationally feasible, you can discuss the possibility of a future offer with the person. An HRSC request however must not be submitted until the person can attest to being fully vaccinated.
    • Partially vaccinated (public servant)
      • Not applicable to partially vaccinated employees placed on leave without pay because they haven’t received a full vaccination series by the prescribed timeframe provided in the Policy. Refer to the unvaccinated section below if this is the case.

      • Submit your staffing action request in the HRSC Portal.

        • Check the box confirming that the person attested to meeting the condition of employment or has a supported accommodation measure.
      • Do not submit a copy of the attestation form or any other documents of a personal nature (i.e., proof of vaccination, medical documents etc.) with your HRSC request.

      • HR will prepare a letter of offer/contract with a standardized vaccination condition of employment.

        • Take note, that it is the manager’s responsibility to ensure the employee receives a full vaccination series by the prescribed timeframe provided in the Policy.
    • Unvaccinated (Unwilling to be fully vaccinated or refusing to disclose vaccination status)
      • An offer cannot be made at this time as they do not meet the condition of employment.
      • You can advise the person using the Template for communicating with persons who do not meet the condition of employmentFootnote 2.
  • Extension Actions and 3-year Term to Indeterminate Conversions

    The following is applicable for all extensions of employment for employees already employed at ESDC.

    You can also refer to the Vaccination – FAQ web page for more details.

    Confirm the vaccination status of your employee in the GC-VATS.

    • Fully vaccinated, partially vaccinated or has a supported accommodation measure
      • Submit your staffing action request in the HRSC Portal.
      • Do not submit a copy of the attestation form or any other documents of a personal nature (i.e., proof of vaccination, medical documents etc.) with your HRSC request.
      • HR will prepare a letter of offer/contract.
    • Unvaccinated (Unwilling to be fully vaccinated or refusing to disclose vaccination status)
      • Term and Part-time Worker extension

        An extension of 3-months maximum can be offered at this time.

        • Submit your staffing action request in the HRSC Portal.
        • Do not submit a copy of the attestation form or any other documents of a personal nature (i.e., proof of vaccination, medical documents etc.) with your HRSC request.
        • HR will prepare a letter of offer/contract.
      • Other extensions (Casual, Student, Acting Appointment, Assignment, Secondment, etc.)

        An extension is not possible at this time.

      • 3-year Term to Indeterminate conversion