Hobart and William Smith Colleges

August 2, 2021

Dear Members of the Hobart and William Smith Community,

We write today in response to the recent spread of COVID-19 and its variants regionally and nationally, and with a subsequent update on the Colleges’ approach to COVID-19 safety and management.

Yesterday, the Centers for Disease Control and Prevention listed neighboring Monroe and Seneca Counties among several New York counties with “substantial” coronavirus transmission. According to the CDC, individuals in counties with “substantial” and “high” rates of transmission must wear masks indoors, regardless of vaccination status. Although Ontario County remains at the “moderate” level, this new information is cause for the Colleges to reconsider our policies and for each one of us to evaluate our behavior, especially as we prepare to return to campus for the fall semester.

As we have communicated previously, the Colleges remain committed to encouraging vaccination as the best option to protect oneself and the community. We also acknowledge that whether vaccination is encouraged or required, we will likely never reach a 100% vaccination rate due to medical and religious exemptions, as is the case for other vaccinations such as measles or mumps. Although we are extremely fortunate that so many faculty, staff and students have already elected to become vaccinated and to report their vaccination status to us, at this point and given the recent spread of the virus, we are putting in place the following policies:

• In order to receive keys for student housing, all students must update their vaccination status using the COVID-19 Vaccination Portal, even if they previously alerted the Colleges to their status via another process. Directions have been sent to all students and the Portal can be found on the Hubbs Health Center website. Any student who does not submit proof of vaccination will be considered non-vaccinated and will be tested upon arrival on campus and regularly thereafter until vaccination has been documented.
• Students who cannot be vaccinated before arrival on campus can do so through one of the following free vaccination clinics. Registration is now open for the Aug. 16 clinic and we will send details as soon as registration is open for the Sept. 7 and Sept. 27 clinics. These clinics are also open to HWS faculty and staff, and to Sodexo employees.
  
  • Aug. 16: First Dose Clinic of the Pfizer Vaccine, 1 pm – 5 pm in Bristol Field House
    
    • For early arrivals to campus, athletes, student staff and international students, as well as faculty, staff and Sodexo employees.
    • For more information and registration, please click here.
  • Sept. 7: First and Second Dose Clinic of the Pfizer Vaccine, 1 pm – 5 pm in Bristol Field House
    
    • Second dose for those who received the first dose on Aug. 16.
    • First dose for any returning students still requiring a vaccine, as well as HWS faculty, staff and Sodexo employees.
  • Sept. 27: Second Dose Clinic of the Pfizer Vaccine, 1 pm – 5 pm in Bristol Field House
    
    • Second dose for those who received the first dose on Sept. 7
• Mask wearing in indoor public spaces will be required for all non-vaccinated people including students, faculty, staff and visitors. While we hope members of the community take this responsibility seriously, we will continue to accept anonymous reports via the COVID-19 Feedback Form for follow-up conversations and accountability.
• Because of the high volume of visitors to campus during move-in, we ask that any family member assisting with move-in wear a mask while in residence halls, regardless of vaccination status.
• Although we are not requiring masking of vaccinated faculty, staff, students and visitors at this time (other than during move-in as described in the previous bullet), all individuals are encouraged to wear a mask when they feel it is necessary or appropriate. Mask wearing should not be assumed to be correlated with vaccination status and is in fact a prudent step for vaccinated individuals to take to protect against breakthrough cases of the Delta variant.
• Should the CDC determine that Ontario County’s transmission rate becomes either “substantial” or “high,” we will send an update to the campus community indicating that all persons should wear a mask in indoor public spaces, regardless of vaccination status and until the transmission rate drops.
• Although the vaccination rates of Sodexo employees continue to rise, until they reach 90% or greater, all Sodexo employees including food service workers and Building & Grounds employees will be required to mask while indoors regardless of vaccination status.
• If students are participating in an academic, co-curricular or athletic event off campus where they will be interacting with the public, they are required to be vaccinated. If students will be visiting a location where they will only be interacting with those from the Colleges on the trip, then vaccinations are not required.
  
  • In the case of co-curricular and athletic trips, the Division of Campus Life will work with the Office of Student Activities and the Department of Athletics to confidentially cross-check participant rosters with vaccination records.
  • In the case of academic events off campus, designated staff in the Office of Academic and Faculty Affairs will work with the Division of Campus Life to confidentially cross-check class lists with vaccination records. This is not something that can or should be done by faculty. As per current academic policies, faculty must provide students unable to attend field trips with an alternative, unless participation is explicitly stated as required in the course description.
• Vaccination is required for all music ensembles when singing or when wind or brass instruments are involved. Rosters will be cross-referenced by OAFA.
• We encourage any remaining faculty and staff who have not already done so to become vaccinated and to submit proof of vaccination to the Colleges using the COVID-19 Vaccine Confirmation Form.

This is a quickly changing situation and we thank you for your continued flexibility and cooperation as we all prepare for a successful fall semester. Should you have any questions, please reach out to us any time at campuslife2@hws.edu.

Sincerely,

Sarah Kirk
Provost and Dean of Faculty

B.B. Barile
Associate Vice President for Campus Life and Dean of Students