Vaccine Policy

Version 1.4 — Effective Date: October 2025

1. Purpose

The purpose of this policy is to protect the health, safety, and wellbeing of all CONSYSTRA employees, consultants, clients, and visitors by reducing the risk of vaccine-preventable diseases in the workplace. As part of our commitment to responsible Consulting, Systems, and Strategies, this policy reflects our values of care, prevention, and social responsibility.

2. Scope

This policy applies to all employees, interns, contractors, and consultants of CONSYSTRA, regardless of work location or employment type. It also extends to staff working remotely, in field missions, or on client premises.

3. Policy Statement

CONSYSTRA encourages all personnel to stay up to date with recommended vaccinations to ensure individual health and collective safety.
Where applicable, compliance with local public health requirements and host-country regulations is mandatory.

4. Objectives

• To protect employees and clients from exposure to vaccine-preventable illnesses.
• To comply with local, national, and international health regulations.
• To minimize disruptions to operations caused by preventable outbreaks.
• To promote health literacy and responsible workplace behavior.

5. Recommended Vaccinations

While CONSYSTRA does not enforce mandatory vaccination except where legally required or demanded by project partners, the following immunizations are strongly recommended for all employees:

Category	Vaccine	Target Group
Routine	COVID-19, Influenza, Tetanus-Diphtheria (Td), Measles-Mumps-Rubella (MMR), Hepatitis B	All employees
Travel/Field Assignments	Hepatitis A, Typhoid, Polio, Rabies, Meningococcal, Cholera	Field staff or those on international assignments
High-Risk Environments	Tuberculosis (BCG), Yellow Fever (as applicable)	Staff in identified risk zones

6. Vaccination Requirements for Project Work

• In specific projects, especially those involving field visits, health or humanitarian operations, vaccination may be a prerequisite as required by donors, partners, or government regulations.
• In such cases, CONSYSTRA will clearly communicate these requirements before assignment and facilitate access to vaccination services when possible.

7. Confidentiality

• Vaccination records and medical information are treated as strictly confidential.
• Documentation, when required, will be securely stored in accordance with the Data Protection and Information Security Policy.
• No employee will be asked to disclose medical details beyond what is necessary for compliance and safety.

8. Accessibility and Support

• CONSYSTRA will support staff in obtaining required vaccines by sharing verified information on available vaccination centers, schedules, and government programs.
• In special cases, the company may cover the cost of required vaccinations for field or mission assignments.
• Employees are encouraged to seek medical advice before any vaccination to ensure suitability.

9. Exemptions

Employees may request exemptions under the following conditions:

• Medical exemption: supported by an authorized healthcare provider’s certificate.
• Religious or personal belief exemption: reviewed case-by-case by HR and the Ethics Committee.
• Employees with approved exemptions may be subject to additional protective measures (e.g., remote work, mask use, or testing requirements).

10. Responsibilities

• Management: Ensure policy implementation, compliance, and awareness.
• Human Resources: Maintain confidential vaccination documentation and coordinate exemption processes.
• Employees: Stay informed, comply with project-specific requirements, and report potential exposure incidents responsibly.

11. Non-Compliance

Failure to meet mandatory vaccination requirements for specific assignments may result in:

• Reassignment to non-field duties, or
• Ineligibility for certain projects, depending on risk and legal obligations.

No disciplinary action will be taken solely for personal refusal unless it violates legal or donor-imposed health conditions.

12. Communication and Education

CONSYSTRA promotes vaccine awareness through:

• Internal bulletins and digital health campaigns.
• Collaboration with recognized health authorities (WHO, CDC, or national health ministries).
• Encouraging staff to rely on evidence-based medical sources.

13. Review and Update

This policy is reviewed annually or following any significant change in public health guidelines, organizational strategy, or government regulations.

14. Acknowledgment

All employees must read and acknowledge this Vaccine Policy as part of the Workplace Health and Safety Framework.