Student Frequently Asked Questions Vaccine Requirements & Exemptions
Why is the District requiring students and employees to be vaccinated against COVID-19?
The District is committed to providing a safe and healthy learning and working environment for students and employees. COVID protocols have been established in accordance with local public health mandates to prevent and control the spread of communicable diseases. The safety measures available to combat the COVID-19 pandemic have evolved dramatically, including the development, approval, distribution, and broad availability of COVID-19 vaccines. Consistent with recommendations and directives from the State of California and the federal government, during the September 14, 2021 board meeting the Board of Trustees approved an amendment to Board Policy and Administrative Procedures 5210 and 7330 to ensure that all employees, students, contractors, and visitors present proof of being fully vaccinated against COVID-19 as a condition to physically access any District building. The vaccine requirement has been developed consistent with applicable legal requirements, including exceptions for medical conditions, and sincerely held religious beliefs.
Are vaccines required for ALL students at Gavilan?
No. Unvaccinated students may enroll in online courses and receive support services (student services, library, tutoring) through our online services. In addition, students demonstrating an approved exemption to vaccination may be physically present on campus, provided they follow health guidelines to keep our community safe which includes wearing masks and weekly COVID-19 testing.
When does the vaccination mandate go into effect?
By January 5, 2022, all Gavilan College students taking a credit or non-credit face-to-face or hybrid course will need to provide proof of an accepted COVID-19 vaccination through the College's submission process, or a qualifying exemption based on medical or religious grounds as a condition for face-to-face class enrollment.
I am unvaccinated, may I come to campus?
Students accessing on campus services will need to provide proof of an accepted COVID-19 vaccination through the College's submission process, or a qualifying exemption based on medical or religious grounds, or proof of a negative COVID-19 test within the last 72 hours as a condition for campus access. In limited circumstances, such as picking up a loaner laptop or hotspot, students are allowed quick transactions in Student Services or the Library.
Can I start Spring 2022 face-to-face (on campus) classes while I am working on my vaccination status?
No. Students must demonstrate proof of vaccination or a verified exemption prior to their enrollment date to register for credit or non credit face-to-face or hybrid classes on the Gilroy, San Martin and Hollister campuses for Spring 2022.
What is the significance of the November 15 date for students?
Students have until November 15 to submit proof of vaccination (or have an approved exemption) to ensure that you can register for face-to-face classes by your priority registration date. Vaccination verification and processing may take up to 3 business days to complete. Students will be eligible to register for face-to-face classes during open registration if proof of vaccination is provided after November 15.
Do I need to submit my vaccination records if I am planning on taking only online courses?
No. If you are not planning to take face-to-face courses, you are not required to submit proof of vaccination.
How will I know if my class is face-to-face or online?
The schedule of classes will have campus locations and buildings listed for all face-to-face classes, including hybrid (partially on-campus and partially online) and will specify courses that are fully online.
What happens if I try to register for a face-to-face class and I haven’t submitted proof of vaccination or a verified exemption?
Students who have not submitted their vaccination verification prior to their registration day and time will not be able to add credit or non credit face-to-face or hybrid classes. You will receive an error message in Self-Service Banner if you attempt to register for a face-to-face class and you don’t have vaccination verification in the system.
Is this a temporary requirement?
No. This is intended to be a permanent part of Gavilan’s efforts to ensure the safety and well-being of our employees, students, and community.
How do I submit proof of vaccination?
The District has purchased a software called PyraMED to help in the collection of vaccination results. This software will provide an online safe and secure portal for employees to upload their vaccination results. The software is also able to download vaccination results directly from the California Immunization Registry. The first step will be that all students who are vaccinated will need to submit a Confidentiality of Medical Information Act form. This will allow the District to download vaccination results directly from the California Immunization Registry After November 1st, 2021 you will be able to see your status in your Gavilan student portal to confirm your vaccination submission has been recorded. Please allow for minimum of 3 business days for processing and longer for exemptions. Questions can be sent to firstname.lastname@example.org
How do I obtain proof of vaccination if I lost my vaccine card?
The State of California offers a digital COVID-19 vaccine portal. The portal provides a digital copy of your vaccine record. If you received your vaccination from a federal agency (e.g., Department of Defense, Indian Health Services, or Veterans Affairs), you will need to reach out to those agencies for assistance with your vaccination record. You may retrieve a digital copy of your COVID-19 vaccine record at: https://myvaccinerecord.cdph.ca.gov/
How do I apply for an Exemption?
Students who seek an exemption (on medical or religious grounds) must complete the medical or religious exemption form and submit it to Student Health Services. More information about the process for exemptions will be provided soon.
Exemption forms will be reviewed as quickly as possible. If approved, your vaccination status will be updated in your Gavilan student portal, and you will be enrolled in a weekly COVID-19 testing requirement as a condition of the exemption and campus safety protocols. Students may send follow-up questions to email@example.com.
I am a student registered with the Accessible Education Center and have either a Personal Attendant and/or an American Sign Language Interpreter accompany me to class. Do they have to be vaccinated?
Yes. Gavilan has a vaccine requirement for employees and service providers. These individuals are registered through AEC with Human Resources and they will be contacted with instructions to demonstrate vaccination status.
I am a high school student that is concurrently enrolled or participating in dual enrollment. Do I have to show proof of vaccination?
Yes. The vaccine requirement or exemption is applicable to concurrently or dual enrolled students if the course requires physical presence at a Gavilan College Location.
Access to Campus
How will the vaccination requirement be enforced?
Gavilan College’s top priority is the health and safety of all members of our community. Any student who has not submitted proof of full vaccination or an approved exemption will not be allowed register for in-person classes. Students may use online student services and take online courses. The Gavilan Emergency Operations Center is developing a plan for student check-in points at various points of service across campus.
How will the college enforce the rules applying to social distancing, masks, and COVID-19 hygiene?
The health and safety of our educational environment depend on every individual doing their part for our collective success. Although we expect most members of our community to respect their colleagues and classmates by adhering to appropriate guidelines, we must prepare for those who choose to do otherwise. Speaking generally, disputes over COVID-19 guidelines should be resolved between individuals wherever possible, and brought to a division dean, supervisor, or vice president as necessary using existing student-discipline and grievance-resolution channels.
How is my vaccination information protected?
Student information is protected by Family Educational Rights and Privacy Act (FERPA), a federal law enacted in 1974 that protects the privacy of student education records. In addition, the online vaccination tracking database, PyraMED, will be linked to The California Immunization Registry (CAIR2) which is a secure, confidential, statewide computerized immunization information system for California residents.
Will the booster be required under the vaccination mandate?
The Gavilan Emergency Operations Center continues to rely on the CDC’s definition of “fully vaccinated” which does not currently require a booster shot to be fully vaccinated.
Where can I get vaccinated?
Students can access vaccinations by going to https://myturn.ca.gov/.
Will the District provide testing resources for those with an exemption?
Yes. Students will be able to access testing resources on campus. More information to follow.
Health & Campus Protocol
How will Gavilan be conducting contact tracing?
All students and employees must scan the QR code on every building they enter while on campus. The QR code link tracks symptom verification and location for all persons in any campus building. The Human Resources department will continue to serve as the college’s clearinghouse for information related to COVID-19 exposures, conducting contact-tracing activities in conjunction with appropriate local public health authorities.
Will the whole school be informed when there is a positive COVID case?
The College will continue to inform those within our community impacted by COVID-19 with the need to maintain continuity of operations during a pandemic, in accordance with all relevant laws and regulations.