Reporting Your COVID-19 Vaccination Status

All employees and fee for service contractors are required to report their COVID-19 vaccination status. The reporting period is Sept 13 – 22 and it is expected to take no more than 10 minutes to complete the exercise. The app will be open on September 9 for anyone who needs to access the reporting tool early.

The primary method for employees to enter their status and attestation is through the COVID-19/My COVID-19 Vaccine app on MEDA.blood.ca, which can be accessed through any computer, tablet or smartphone. If you are not on a Canadian Blood Services network you will be asked, through the app, to provide additional security information from a Canadian Blood Services supplied Entrust grid card. Please refer to the guide on Reporting Vaccination Status on MEDA for support.

A form is available only for rare cases when access to MEDA is not possible. A fillable form can be downloaded from Connect, either filled in online or printed and filled in. This form can then be emailed to ehs@blood.ca or faxed to 613-260-4020 for entry.

Step by step process via MEDA

 

Reporting FAQs

How can I access MEDA and the reporting tool?

The primary method for employees to enter their status and attestation is through the COVID-19/My COVID-19 Vaccine app on meda.blood.ca, which can be accessed through any computer, tablet or smartphone. If you are not on a Canadian Blood Services network you will be asked, through the app, to provide additional security information from a Canadian Blood Services supplied Entrust grid card. Please refer to the guide on Reporting Vaccination Status on MEDA for support.

I can’t access MEDA. Are there other options for reporting my status?

The primary method will be for the employee to enter their status and attestation through the COVID-19/My COVID-19 Vaccine app on meda.blood.ca. There will be computers with access to the app available on site for those employees who continue to work at our sites. For those rare situations where entry in MEDA is impossible, a form can be filled out and emailed or faxed in for entry. A fillable form can be downloaded from Connect, either filled in online or printed and filled in. This form can then be emailed to ehs@blood.ca or faxed to 613-260-4020 for entry.

If I email or fax my status, is that information secure?

Yes, the email address and fax being used are only accessible to Employee Health Services (EHS) staff and the forms will be securely stored. For additional security you should ensure that the form you submit is securely stored on your end or destroyed and that you submit using a blood.ca email address where possible.

What are the steps in the reporting tool and how long will it take?

Please refer to the guide on Reporting Vaccination Status on MEDA. Once connected to MEDA, the process should take no more than 10 mins.

Why can’t I give my information to my supervisor or manager to enter?

It is important that the employee attest that the information is correct, therefore it is important that the employee themselves provides the vaccination status to CBS.

Do I need to use a CBS computer or be on the CBS network?

No, meda.blood.ca can be accessed through any computer, tablet or smartphone. If the device is on the CBS network (WIFI or wired) then no additional validation is required. If it isn’t on a CBS network the employee will be asked, through the app, to provide additional security information from a CBS supplied Entrust grid card. More information on this can be found by contacting the IT National Service Desk.

I’m on the frontlines and don’t have regular access to a computer. Will extra support be available?

The primary method will be for the employee to enter their status and attestation through the MEDA app on meda.blood.ca. There are multiple ways to connect to MEDA.

  1. If you are working on a CBS site and have access to a computer connected to the network, you can use the internet browser on the computer to connect to MEDA. If you do not have access to a computer in the course of your work, there are shared computers available at most sites that can be used to access MEDA. Many of these are available in lunch rooms or team rooms. If you are not sure of the availability and location of these shared devices, please contact your site supervisor / manager.
  2. If you are working remotely, you can access MEDA by either
    1. Connecting to the CBS network through VPN and then connecting to MEDA or
    2. Using your Entrust Grid Card to access MEDA directly from your personal phone, tablet, home computer or CBS issued phone / laptop.

For those rare situations where entry in MEDA is impossible, a form can be filled out and emailed or faxed in for entry. A fillable form can be downloaded from Connect, either filled in online or printed and filled in. This form can then be emailed to ehs@blood.ca or faxed to 613-260-4020 for entry.

What if employees don’t report their status before the September 22 deadline? Are there accommodations for those who are away during this time and didn’t report?

We are providing 8 business days to allow employees to log into the reporting tool and log their status.

Leaders are responsible for ensuring employee compliance with this policy, which includes ensuring that employees have the opportunity to complete the disclosure requirements. Leaders must also ensure that all direct reports are aware of this policy and addressing any questions employees may have regarding the implementation of the policy.

I entered my status, but now I need to go back in and change it. Is this possible?

As you move through the process to become fully vaccinated you will need to keep your status updated. To update your status you can either go into the app on meda.blood.ca and make the updates directly or if you have exhausted all means to access meda.blood.ca to enter your status, a fillable form can be downloaded from Connect, either filled in online or printed and filled in. This form can then be emailed to ehs@blood.ca or faxed to 613-260-4020 for entry.

I am in a rare situation where I don’t have the ability to use MEDA and need to submit by email or fax, where do I get support for that?

If you have exhausted all means to access meda.blood.ca to enter your status, a fillable form can be downloaded from Connect, either filled in online or printed and filled in. This form can then be emailed to ehs@blood.ca or faxed to 613-260-4020 for entry. For any additional support on this process, please call or email your HR Service Rep. Contact information can be found here Human Resources Representatives.

Who do I contact if I’m having technical issues with reporting my status?

If you are having technical issues please contact the National Service Desk at x2500 (from outside CBS: 1-877-389-2500)

Who can I contact if I have questions about policy, the program or the collection of data?

Please send your question or concern to communications@blood.ca and it will be forwarded to the proper contact (PCP, EHS, etc.)

Will the collection tool and corporate processes align with privacy requirements?

As we implement this policy, the protection of your information is and will be of utmost importance. We have developed processes and tools that align with applicable security requirements, privacy legislation and our corporate Employee Personal Information Protection Policy (POL013).

How will Canadian Blood Services collect and store my vaccination status?

You will have to report your vaccination status to Canadian Blood Services from September 13-22 through a secure online tool on MEDA.blood.ca. We will only collect information that is necessary and any information you provide will be securely stored on our internal systems. If you are unable to be vaccinated based on medical or human rights grounds, we will also collect additional information about these grounds from you. Only Canadian Blood Services staff who need to know your vaccine status information will have access to it.

What will Canadian Blood Services do with my vaccination status information?

Canadian Blood Services will use your vaccination status information to verify whether you are able to come onsite, to follow-up with those who are not fully vaccinated, to determine compliance with the COVID-19 vaccination policy and manage its relationship with you as an employee or fee-for-service contractor. Canadian Blood Services may also use your vaccination status information for COVID-19 case management and risk management purposes (e.g., if there is a positive case of COVID-19 at a site, Canadian Blood Services may use the information to quickly identify and notify those employees and contractors at highest risk and assess/manage the impact on staffing and operations).

In addition, if you are required to be at any other location to perform a Canadian Blood Services job function, Canadian Blood Services may share your COVID-19 vaccination status information with that site, as required. In line with our corporate Employee Personal Information Protection Policy, this information may also be disclosed where permitted or required by law, otherwise, we will not disclose this information without your consent.

Do I need to submit proof of vaccination?

If you are vaccinated, you will be asked to attest your status through the online tool. If you have a legitimate reason (medical/human rights) to not vaccinate, you will be asked to provide proof. Providing untruthful information regarding vaccine status or medical/human rights exemption proof, at any point during this process, shall result in disciplinary action up to and including termination of employment. The organization reserves the right to request proof of vaccination to validate the attestation.

Will employees be required to disclose their reason for not being vaccinated? How do I submit proof of medical/human rights for exemption?

We will require proof for medical/human rights reasons not to be vaccinated. Employees who are unable to be fully vaccinated for legitimate medical reasons are protected under human rights legislation and will be accommodated, to the point of undue hardship, based on their individual situation and/or needs. Medical documentation will be required in order for CBS to conduct a proper assessment of the employee’s medical condition and whether it supports an inability to be vaccinated.

Exemption requests for non-medical reasons (i.e. an employee’s religious belief, practice or observance) will be assessed and evaluated on a case-by-case basis, and in accordance with provincial human rights codes and case law.

If you have a need (or have questions) related to being accommodated due to reasons protected under human rights laws, please contact Employee Health Services (EHS) at ehs@blood.ca.

EHS will ask for additional documentation as per our normal accommodation processes. For reasons that aren’t due to medical issues, the request will be passed to PCP for their evaluation.

Will we also ask employees to disclose vaccination status for other very contagious illnesses, such as measles? If not, why not?

Because of the highly contagious nature of COVID-19 and its potential detrimental effects on our workforce and operations, we will only collect the status of COVID-19 vaccinations.

Exemption FAQs

Will employees be required to disclose their reason for not being vaccinated? How do I submit proof of medical/human rights for exemption?

We will require proof for medical/human rights reasons not to be vaccinated. Employees who are unable to be fully vaccinated for legitimate medical reasons are protected under human rights legislation and will be accommodated, to the point of undue hardship, based on their individual situation and/or needs. Medical documentation will be required in order for CBS to conduct a proper assessment of the employee’s medical condition and whether it supports an inability to be vaccinated.

Exemption requests for non-medical reasons (i.e. an employee’s religious belief, practice or observance) will be assessed and evaluated on a case-by-case basis, and in accordance with provincial human rights codes and case law.

If you have a need (or have questions) related to being accommodated due to reasons protected under human rights laws, please contact Employee Health Services (EHS) at ehs@blood.ca.

EHS will ask for additional documentation as per our normal accommodation processes. For reasons that aren’t due to medical issues, the request will be passed to PCP for their evaluation.

What constitutes a legitimate human right exemption?

Aside from legitimate medical reasons the only other ground under human rights legislation we anticipate possible accommodation to occur is for religious purposes. For a legitimate issue to arise, the employee will need to demonstrate that a sincerely held belief, connected to their religion, is preventing the individual from being vaccinated. This assessment will be performed on a case-by-case basis, but in understanding whether the reason is legitimate, the employee will be required to demonstrate proof, which includes support and justification from their religious leader.