August 27, 2021

Vaccination Verification on Your Move-in Day

August 27, 2021

As announced on August 25, Western and its affiliated university colleges have strengthened their vaccination policy. We are writing to provide you with an update to answer questions you may have regarding your upcoming move-in to residence.  

What’s the deadline for me to get my second dose? 

Students living in residence are required to comply with the vaccination timeline as stated in the Residence Contract. Unless you have received an approved accommodation, you will be required to have received your first dose of an approved vaccine no later than September 13, 2021, and your second dose no later than October 12, 2021. Acceptable COVID-19 vaccines for international students can be found here.

You must upload proof of your vaccination or an approved accommodation through the link that you’ve received from the University via email.  

Until students have submitted proof that they are fully vaccinated (second dose plus two weeks), students will be required to participate in rapid testing for COVID-19 twice a week to attend campus, with results submitted to the University. This testing requirement applies to students who received an accommodation for medical or other reasons. 

Failure to comply with these requirements may result in a termination of the Residence Contract and/or not being permitted to attend campus after October 12, 2021. 

I've already uploaded proof of my vaccination online. Do I still need to go through the vaccination verification process on my move-in day? 

To help ensure the health and safety of our residence community, you will still be required to follow the residence vaccination verification process to move into your building from September 3 through 6. Following the move-in map, which will become available early next week, you will be directed to a central location on campus to verify your COVID-19 vaccination status and vaccine type. You will need to complete this verification process before moving into your building. 

To ensure you are prepared, you must bring the following documents, which will be reviewed by a Western staff member: 

  • Government-approved photo ID (e.g. driver’s license, passport, Ontario Photo Card, etc.); and 
  • A valid vaccination record/receipt (in English or a certified translation), or 
  • An approved accommodation letter issued by Western Housing. 

For proof of vaccination, hardcopy or digital versions on a phone/mobile device will be accepted. 

After completing the vaccination verification process, you will receive a wristband which must be worn for the duration of the September 3–6 move-in period.  

What if I don’t have proof of vaccination or accommodation? 

Students who do not have proof of vaccination or accommodation will still need to follow your move-in map and attend the vaccination verification site for further direction.  

  • If you are fully vaccinated but you do not have proof with you, you will be required to receive rapid testing at Western’s on-campus vaccination and testing centre located at the Graphic Services Building. You will then have until October 12, 2021 to upload proof that you are fully vaccinated. 
  • If you are not yet fully vaccinated but would like to be, you will be able to receive your first or second dose of vaccine at the on-campus vaccination and testing centre. At this time, you must also receive a rapid COVID-19 test, along with testing twice a week until proof of full vaccination has been submitted. 
  • If you are seeking a vaccine accommodation, you may apply for one at this time, however, you must receive a rapid COVID-19 test onsite, along with rapid testing twice a week. If an accommodation is granted to you, you will still need to receive rapid testing twice a week for the duration of the academic year. If accommodation is not granted, you will be required to provide proof that you have been fully vaccinated by October 12, 2021 to remain in good standing on campus. 

It is recommended to bring your health card or insurance card, along with your student number on your move-in day.  

After your situation is assessed, you will then be permitted to move into residence.  

Can I bring family or friends to help me with my move-in? 

To maintain proper physical distancing throughout the move-in process, each student is asked to limit their guests to two people at maximum to assist them with move-in. All individuals assisting a student moving in will be screened in the parking lot prior to entering the residence building and anyone with symptoms must stay home. All individuals, regardless of vaccination status, will need to wear a mask indoors. We also ask that you keep within your 60-minute scheduled move-in allotment to minimize unnecessary congestion and delays throughout move-in.  


We understand that keeping up with these evolving expectations can be challenging, but these changes are being made in direct consultation with public health officials in order to help ensure a safe return to the residence experience.