Guidelines & Policies
Together, we are responsible for keeping our Smith community safe and healthy. By individually following college protocols and practices to prevent the spread of coronavirus, we create a safe campus for us all.
COVID-19 Vaccination Policy
Updated January 12, 2021
Smith College requires all students to be fully vaccinated, including Five College students and high school students who take courses on Smith’s campus, and dependents and partners of students who live on campus.
Smith College requires all employees to be fully vaccinated, including off campus investment office employees, casual employees, and Five College faculty and staff who teach or work on Smith’s campus. The college requires some third-party visitors and vendors (contractors) to be vaccinated, depending on the nature of their work on campus. Guidelines for demonstration of vaccination status are below. Ultimate determinations will be made by the cabinet member with oversight of the student, vendor, volunteer, project or employee. For those working abroad, staff should consult with their supervisors and faculty should consult with the provost to clarify any additional requirements and alternative arrangements that might apply.
“Fully vaccinated” means two weeks have passed since your final dose of a U.S. Federal Drug Administration or World Health Organization listed COVID-19 vaccine, and, effective January 21, 2022, receipt of a booster shot within 30 days of becoming eligible for a booster.
External Attendees at Indoor College-Sponsored Events
Beginning November 8, 2021, the college will permit external guests (any individual not actively participating in the college’s COVID-19 screening program) at indoor Smith events under the following conditions. Please note that this policy does not apply to student-sponsored events, which will remain closed to external guests.
In order to allow non-Smith guests at events:
- The event must first be approved by the cabinet member overseeing the functional area (for faculty, this requires the written approval from the Office of the Provost).
- The event must be sponsored by a department or program (not an individual).
- All external guests must show proof of full vaccination at the time of the event. At Smith College, “full vaccination” is defined as receiving the primary vaccination course, plus a booster shot for those who are eligible, and two weeks have passed since receiving the last shot for which you are eligible. Exemptions from this requirement are not permitted for members of the public.
- The college may not store or keep proof of vaccination either in hard-copy or digitally.
- Indoor events are limited to 50% capacity. The Office of Events Management can assist in obtaining these numbers.
- Food or drink may not be served at events with external guests.
- Sponsoring departments are fully responsible for the communication, coordination and enforcement of these and any other Culture of Care policies.
- Sponsoring departments are responsible for all staffing required to comply with these guidelines.
If an event is open to external guests, all attendees (including students and employees) must present one of the following when entering the event:
- For those within the college’s COVID-19 screening program, a current OneCard indicating that the holder is a member of the faculty, a current employee or current student. Admission should not be granted to those with OneCards that indicate that they are in any other category. Details are provided below.
- For external guests, proof of vaccination.
As a reminder, the sponsoring department or program is solely responsible for attendee management and policy compliance. This includes providing sufficient staffing to ensure that every attendee presents a current OneCard or proof of vaccination and that attendance remains at or below the 50% capacity threshold.
Types of Events Allowed
Events that are sponsored by a Smith department or program for the primary benefit of our students or faculty such as performances, athletic events and lectures.
Types of Events Not Allowed
- Events that cannot be staffed and supported by the sponsoring campus department or office
- Student-sponsored events
- Uses of Smith facilities by external groups, even if in connection with a Smith department or program, i.e. colleagues from another institution are not allowed to hold a meeting or event in Smith facilities.
- Events that involve serving or consuming food or drink
- Events that allow for unvaccinated people to attend
- Events that last more than one day
Responsibilities of Sponsoring Department or Program
Sponsoring departments or programs are solely responsible for the communication, coordination and enforcement of these and any other Culture of Care policies. Departments should carefully consider the burden they are undertaking when opening an event to external attendees.
Checklist for hosting an event that includes external guests:
- When booking a space through 25Live, choose a space that shows double the capacity required for your event. 25Live capacity limits are noted at 100% capacity.
- Communicate that the event is open to external guests.
- Communicate the documentation requirements in order to be admitted to the event: “A current Smith College ID or proof of vaccination is required for admission. Five College students may show a Five College ID for admission in lieu of vaccination documentation.”
- Ensure sufficient staffing of the event to review documents and prevent bottlenecks at the point of entry. College employees or student workers may provide this staffing. Protocols for staffing this function listed below.
- Train staff on the protocols for reviewing OneCards and proof of vaccination
- Ensure staffing sufficient to monitor venue capacity, and ensure attendants are properly spaced throughout the venue.
- Select staff members who are trained in and comfortable with the responsibility of evaluating the veracity of OneCards and vaccination documents.
- Provide onsite supervision at the event to help manage the potential for confrontation or escalation with an individual refusing to present documents or presenting invalid documents, and the pressure associated with moving attendees through the process on-site.
Protocols for Verifying Proof of Vaccination
Departments hosting a public event will need to manage the process manually, in real time e.g. visually inspecting OneCards and CDC-issued vaccination cards (paper or electronic) at the entrance to the events. Look for the following information when evaluating the veracity of documentation presented:
|Acceptable Identification for Vaccine Verification||Detail|
OneCard holders with the following words listed beneath the ID#
Smith OneCard for those taking courses at Smith (with a different design than a standard OneCard)
OneCard holders with the following words listed beneath the ID#:
Other Acceptable Identification
Current Five College Student ID from:
All others must show proof of vaccination (see details below).
This includes OneCard holders with the following words listed beneath the ID#:
Here's what to look for:
- Name of person vaccinated appears on the document
- Date of vaccination(s) including a booster shot, if eligible for booster. Ensure that the convening/event date is at least two weeks after a two-dose vaccine or two weeks after the primary course or, if eligible for a booster, two weeks after the booster.
- Vaccine manufacturer: FDA-approved (Pfizer, Moderna, J&J/Janssen) or other World Health Organization approved
- Medical facility administering the vaccination is referenced
Important: The college does not allow the collection of vaccination records in hard-copy or digital formats for such purposes. Do not ask for digital copies of vaccination records by email, registration form, or any other means of digital collection. If you are sent an electronic copy of someone’s medical records, please delete immediately and let the sender know you did so.
Vaccination Guidance for Campus Community Members, Visitors, Contractors and College Affiliates
This guidance explains how the Smith College vaccination mandate applies to all members of the community as well as third-party visitors to campus, including:
- Members of the public
- Emeriti/ae faculty
- Temporary employees hired through agencies
- Community course auditors from the local community and alumnae
- High school students taking courses
- Dependents of students who live on campus
This guidance will remain in effect during the COVID-19 pandemic and until altered or rescinded.
Outdoor campus spaces are open to the public. All visitors to campus must follow Smith College’s COVID-related health and safety policies. Visitors are asked not to come to campus if they are sick or show symptoms.
The college’s vaccination policy applies to many of the third-party visitors to campus. Below, these are broken down by type. Note that pursuant to the public accommodations law, the college is required to accommodate legally recognized exemptions to a vaccine requirement (e.g. religious or medical) for third parties availing themselves of our services, such as high school students and auditors attending courses. By contrast, we are not required to accommodate exemptions for vendors and volunteers.
No vaccination required: Short-term, low-frequency, or low-contact visitors and vendors. All must follow campus COVID-19 health and safety requirements.
This category includes:
- Casual visitors to campus, museum or botanic garden or visitors who stay for less than one day
- Contractors and vendors who stay for less than one day
- Contractors who work in a discrete and separate site, e.g., fenced construction site
- Admission visitors / athletic recruits
Vaccination required, by attestation: Contractors, consultants, high-school students enrolled in Smith courses, eligible dependents and partners of students who live on campus, and volunteers that are on campus for long periods (more than one day) or with higher contact, e.g. providing services in a crowded space or large event.
People in this category must be fully vaccinated and complete the attestation before they can come to campus. It is not necessary for a Smith representative to review their vaccination card.
This category includes:
- Volunteers including members of the board of trustees and other external advisory groups
- Contractors who work for long duration on campus in an office or other un-separated work setting (not including temp agency workers)
- Contractors of short duration who work in close proximity to members of the college community, e.g. musical accompanists, bus drivers etc.
- Community course auditors
- Emeriti/ae faculty and staff
- Five College faculty who teach at Smith
- Visiting scholars or researchers
- Northampton High School students enrolled in Smith courses
- Eligible dependents and partners of students who live on campus
Vaccination required by provision of vaccination card, or exemption granted for medical and religious reasons: Employees, students, agency temporary workers.
People in this category must be fully vaccinated and upload proof of vaccination (or exemption) before they can come to campus.
This category includes:
- Staff and faculty
- Agency temporary and other long-term contractors who work amid Smith College employees
- Casual employees