Workplace Guidance FAQs

Last Updated October 15, 2020

Yale University has developed protocols for the phased return to campus that are consistent with federal, state, and local public health guidance. Employees with specific questions should consult with their managers or the Employee Service Center at 203-432-5552. Managers are strongly encouraged to contact their HR Generalist to consult on their workforce planning, as there may be contractual and policy implications.

Resuming On-Campus Operations

On October 6, 2020, President Peter Salovey and Provost Scott Strobel announced, that they “anticipate that staff required on campus at the start of the spring semester largely will be consistent with current staffing requirements for the fall semester. As we approach the spring semester, managers will inform any additional staff about whether they are needed on campus. Until then, anyone who can work from home should continue to do so.” Provost Scott Strobel and Jack Callahan Jr., senior vice president for operations, will provide more information in the coming weeks.

The university is conducting an on-going review and approval process of who will be returning to work on campus.

If your position has been approved to work on campus, your manager will provide you with appropriate notice and send you a communication that outlines what to expect when you are approved to return to campus. This notification will include details regarding mandatory safety training, health guidelines, and instructions for ordering your face coverings and other protective supplies.

Employees with specific questions should consult with their managers or the Employee Service Center at 203-432-5552.

Your manager will discuss the details of your return to campus with you, and will share information on what to expect when you are approved to return to campus.

It is also recommended that you review the materials posted on Yale’s COVID-19 website, particularly Health and Safety Guidelines and your commitment adhere to them, as outlined in the Statement of Expectations

Please do not. The university is bringing staff back to campus in a phased manner, and for now, only those whose jobs require them to work on campus are being asked to return. All others working from home should continue to work remotely until explicitly asked by your supervisor to return. Deans, Directors, and other senior leaders will make decisions about whether and when staff should return to a particular unit. You will be given at least seven days’ notice if you are required to return.

Please refer to the “COVID-19 viral testing for faculty, staff, and post-doctoral trainees” section of the Health & Safety Guidelines page.

Managers are encouraged to review the Departmental Return to Work Checklist, to understand how Yale Departments, Institutes, Centers and Offices, and other units are planning for return to campus.

They are also advised to review What to Expect When You are Approved to Return to Campus, to understand what is required of their staff prior to returning. All the elements in the Return to Work checklist are requirements of the State of CT and Yale University.

Adjustments to schedules are possible, as different shifts as well as staggered arrivals and departures and breaks may be necessary to meet operational need and to promote de-densification and social distancing. Schedule changes and adjustments will be evaluated on a case-by-case basis and will be implemented with contractual and policy considerations in mind. 

In response to the challenges of COVID-19 and the subsequent hiring pause through June 2021, Yale University’s objective is to focus on existing staff, faculty, and students. To that end, the Talent Share Program for current Yale University staff has been created to assign idle talent and expertise across the organization to fill temporary work needs.

In some cases, managers may not be able to find assignable work for everyone. In those cases, managers will evaluate whether a lack of assignable work is temporary, or if instead it indicates that roles must be redefined or eliminated for the long term. We need to ensure our long-term cost structure is efficient and matches the resources we’ll have available. We will do everything we can to keep our community together and will make difficult changes only if necessary, and with great care and consideration of the long-term staffing needs.

For those parking in Yale lots, parking fees are suspended until further notice. Visit the Parking page for updates.

Working from Home

Staff members should continue to work remotely unless they are specifically notified by their manager or supervisor that they are being required to return to campus to work. 

If you are not asked to return campus and are able to work from home, the current assumption is that you will continue to work remotely until at least January 4, 2021. If you are unable to work from home, Yale will strive to provide alternate work assignments consistent with the workplace guidance issued on July 1.

We encourage faculty who are over age 65, and faculty or teaching fellows who have underlying health conditions, to teach from home.

Faculty and teaching fellows who choose to teach from home for other reasons may also do so, in coordination with their department chairs and deans.

Public Health & Safety

Yale has established a plan to ensure that all students, faculty, researchers, and staff receive a Returning to Yale kit, which includes the necessary masks/face coverings, hand sanitizers, and disinfectant wipes. Please refer to the Acquisition and Distribution of Returning to Yale Kits page for additional information, including pickup locations.

Staff required to self-isolate due to COVID exposure or diagnosis should continue to work remotely, if able. If the staff member is unable to work remotely, they will continue to receive pay for up to 14 calendar days (10 business days) and will not be charged paid-time off for their absence. Should the staff member’s absence need to continue for more than 10 business days, staff should use accrued paid time off or apply for a leave of absence.

 

Governor Lamont issued a travel advisory directing individuals returning to Connecticut from states with high rates of positive coronavirus rates to self-quarantine for a 14-day period. Please regularly check the State of Connecticut’s website for the list of updated states. We strongly encourage staff members to avoid traveling to any state included in the Governor’s travel advisory or any future additions to it. If a staff member who is required to work on campus chooses to travel to a restricted state, they will be expected to self-quarantine consistent with the Governor’s order and will have to use their allotment of paid time off (i.e. vacation, PTO) during this period. Health care staff and staff working in essential functions should check in with their supervisors for more information.

Consistent with the State of Connecticut’s guidelines, the university will not require individuals age 65 and over or in the high-risk categories to return to campus. Any employee who meets these criteria and who wishes to work from home may seek approval to do so. Additional information about Accommodations for Staff Returning to Campus is also available.

If you believe you have had an exposure to a suspected or confirmed case of COVID-19, you should stay home from work. You should immediately call Yale Health or your primary care provider if you are an Aetna member, and inform your supervisor. Please note: Standard sick time practices will apply for any non-COVID-19 related illnesses.

Departments may need to hold occasional in-person events and gatherings to fulfill operational requirements. Approval of these plans is handled by the Health and Safety Leader, in consultation with the unit’s dean or vice president. Events and gatherings must follow all health and safety rules established by the university. Event organizers are strongly advised to contact Environment Health & Safety (EHS) to review plans and provide feedback. To engage with EH&S, email EHS@yale.edu.

Yale Buildings

As university buildings begin to be reoccupied, custodial staff will be assigned to clean them during business hours and/or in off-hours to limit social contact with staff member occupants consistent with CDC guidelines. Custodians will provide deep cleaning during off-hours, including the use of disinfectants to wipe down/sanitize high touch surfaces.

For more information, review the Office of Facilities Reopening Plan for University Buildings.

The university is developing protocols for social distancing for common areas, including elevators, restrooms, and breakrooms. 

Visit the Office of Facilities website for additional information.

Yes. Although you are not authorized to resume working on campus, you may need to briefly be on campus to pick up something or check the mail for example. For this reason, badge access has not been restricted. However, if a visit is warranted, you must obtain authorization from your Manager/Lead Administrator, complete the Daily Health Check before your visit, and follow prevention guidance on Yale’s COVID-19 website.

Campus Services

The safety of our passengers and team members is our top priority. Please see temporary changes to some of our schedules and services due to the COVID-19 crisis. Learn more on the Parking and Transportation Options page.

The ID Center is available to take requests for ID Badges. 

Please call 203-654-6986 (Monday - Friday, 9:00 a.m. - 3:00 p.m.) or email id.center@yale.edu to make an appointment or for further information. Also, visit the ID Center website for additional information.

For assistance with access control, please email 432.open@yale.edu

Review helpful guidance on temporary changes in place to Yale’s operating processes, including supply orders and delivery of products.

Normal on-campus operations have been greatly reduced and many campus buildings are closed. During this period TR&S mail and package delivery operations will continue, with a primary focus on servicing Yale’s essential on-campus operating areas. Review additional COVID-19 Operational Guidance.

Financial Wellness

The new federal Coronavirus Aid, Relief, and Economic Security (“CARES) Act provides opportunities for individuals and families whose finances were adversely impacted by COVID-19 to take distributions and loans from their retirement savings plan balances. Learn more about the CARES Act.

In order to protect your health and safety during the Coronavirus outbreak, TIAA is conducting 1:1 appointments by phone or online. Book an appointment online or call 800-732-8353 to schedule.