VACCINATION POLICY

1. Summary and Purpose

The purpose of this Policy is to establish clear guidelines and procedures for the vaccination of ANMEC Consulting employees regarding vaccine-preventable diseases, with an emphasis on high-impact epidemiological diseases such as COVID-19.

 

This policy seeks to prioritize the health and safety of our employees, clients, suppliers, and the community at large, promoting vaccination as a key tool to prevent contagions and maintain a safe work environment, especially considering our activities in in-person training and ERP system implementation for clients.

 

2. Scope

This policy applies to:

  • All employees of ANMEC Consulting.
  • Contractors, suppliers, and visitors entering the company premises.
  • Interns or trainees.
  • Instructors and trainers conducting in-person courses.
 

3. Vaccination Requirement

3.1. General Recommendation

  • All employees are strongly encouraged to keep their vaccinations up to date, in accordance with the recommendations of health authorities.
 

3.2. Mandatory Vaccination

  • Vaccination against COVID-19 and Hepatitis B will be mandatory for employees performing the following roles:

    • In-person training and practical workshops.
    • System implementation at client facilities.
    • Direct client and course participant interaction.
    • Reception and common area staff.
    • International travel for projects or training.

  • The deadlines to comply with mandatory vaccination will be:

    • 30 calendar days from notification for new employees.
    • 60 calendar days for current employees.
 

4. Procedures for Exemptions and Accommodations

4.1. Medical Exemptions

  • Employees may request a medical exemption if they have a medical condition that contraindicates vaccination.
  • The request must be accompanied by a medical certificate justifying the contraindication.
  • The company will evaluate each case and determine if a reasonable accommodation is possible.
 

4.2. Religious Exemptions

  • Employees may request an exemption based on sincere religious beliefs.
  • The request must include a personal statement explaining the belief and, if possible, supporting documentation from their religious institution.
  • The company will evaluate each case and determine if a reasonable accommodation is possible.
 

4.3. Reasonable Accommodations

  • Accommodations may include:

    • Mandatory use of transparent face masks during training sessions.
    • Minimum social distance of 1.5 meters in classrooms and common areas.
    • Daily temperature checks before entering the premises.
    • Implementation of virtual training sessions when possible.
    • Teleworking for administrative functions.
    • Temporary exclusion from the workplace during active outbreaks.

  • These accommodations must not create an undue hardship for the company nor pose a threat to the health and safety of others.

 

5. Education and Communication

  • ANMEC will provide clear, accurate, and up-to-date information on recommended vaccines, their benefits, and possible side effects.
  • The following communication channels will be used:
    • Institutional emails.
    • Monthly newsletters.
    • Informational workshops on occupational health.
    • Informational posters in training facilities.
    • Departmental meetings.
    • Virtual course platform.
 

6. Time Off and Reimbursements

6.1. Time Off

  • Employees will be granted reasonable time off to receive the vaccine during working hours.
  • This time will be considered paid, in accordance with ANMEC’s internal policies.
 

6.2. Reimbursements

  • ANMEC will reimburse employees for:
    • The cost of the vaccine, if not covered by the public health system.
    • Working time spent on vaccination (if unpaid).
    • Travel expenses (mileage) if the employee uses their own vehicle during working hours.
 

7. Verification of Vaccination

  • Employees must present proof of vaccination issued by an authorized healthcare provider.
  • It is not necessary to present confidential personal medical information.
  • Vaccination records will be stored confidentially by the Human Resources department.
 

8. Confidentiality and Privacy

  • Employee vaccination records will be treated with the utmost confidentiality.
  • Only authorized personnel (Human Resources, management) will have access to this information.
  • Vaccination status will not be shared with other employees or third parties without consent.
 

9. Complementary Health and Safety Measures

  • Vaccination does not exempt from compliance with other preventive measures:

    • Use of masks in common areas and training rooms.
    • Physical distancing in training spaces.
    • Frequent hand hygiene.
    • Adequate ventilation of classrooms and offices.
    • Regular disinfection of equipment and surfaces.
    • Symptom monitoring and reporting of suspected cases.

  • ANMEC will update these protocols in accordance with health authority guidelines.

 

10. Compliance and Consequences

10.1. Compliance

  • All employees must comply with this policy within the established deadlines.
 

10.2. Consequences for Non-Compliance

  • Failure to comply with this policy may result in disciplinary measures, according to the company’s internal work regulations, which may include:
    • Verbal warning.
    • Written warning.
    • Suspension from work.
    • Termination of employment in serious or repeated cases.
 

10.3. Protection Against Retaliation

  • No employee will be subjected to retaliation, discrimination, or harassment for:
    • Refusing to be vaccinated.
    • Requesting an exemption or reasonable accommodation.
    • Exercising their rights under this policy.
 

11. Review and Updates

  • This policy will be reviewed periodically, at least annually, or when there are significant updates in health authority recommendations.
  • Any modifications will be communicated promptly to all employees.
 

12. Contact

  • For any questions or requests related to this policy, please contact: