Planning Guidance for HSLs, Administrators, and Unit Leaders

Last updated on June 9, 2021

Prior State of Connecticut sector rules for COVID expired on May 19, 2021. Connecticut Department of Public Health offered replacement guidance, aligned with CDC guidance on health and safety measures appropriate for office use. HSLs, managers, administrators, and unit leads should use the planning assumptions on this page in determining their June return to administrative offices plan. The COVID Review Team (CRT) is happy to assist with any questions (COVIDReviewTeam@yale.edu). This page will be updated as health and safety guidance changes.

The CRT (with a copy to your Facilities Superintendent) should be notified of any increased occupancy/new facilities use effective on or after June 1, 2021 to ensure that ventilation and cleaning schedules are appropriate. Don’t know your Facilities Superintendent? Locate your contact on the Facilities website.

CRT, Facilities, and EHS are happy to advise on your return plans.

Vaccination Status

These standards apply without regard to vaccination status.

Employee Obligations for Return to Campus

*Effective Thursday, June 10th, fully-vaccinated individuals who have submitted or confirmed their vaccination documentation are no longer required to complete the Daily Health Check before they come to campus.
 
Individuals are considered fully-vaccinated two weeks after they receive the last dose of their vaccine series (i.e. second dose of a two-dose series or one does of a single-dose vaccine and after they submit or confirm their vaccination documentation through the Yale Vaccine Portal.

Ventilation

Facilities (for Yale-owned buildings) and University Properties (for leased properties) have evaluated Yale workspaces, and, in many cases, have implemented enhancements. Naturally ventilated spaces should be occupied with open windows. Additional information is available on the Facilities website, through Facilities Superintendents, or from University Properties.

Distancing

Individuals should maintain physical distancing of 6 feet in office areas. If physical distancing cannot be achieved, consult with EHS.

Masks

Masks must be worn indoors except when an individual is alone in a segregated space, such as when working in a private office or seated in a partitioned cubicle and at least 6 feet from another individual. Masks are not required in outdoor spaces except in gatherings and crowds. In addition to masking and distancing requirements, restrictions on visitors, gatherings, and travel remain in place.

Proposed Occupancy

The maximum number of people who may return to campus on June 1 will be governed by six-foot physical distancing, which remains in effect for administrative office space. As of June 1, offices may choose to have fewer returnees than the six-foot rule would permit.

COVID occupancy limits will not be posted in all office areas, but occupancy limits should be followed where posted.

Close Proximity Work

If certain tasks require people to be in close proximity, the duration of those tasks should be limited. Further, EHS can advise on potential risk mitigation.

Common Areas

Individuals should minimize time spent in common areas (meeting rooms, kitchens, lobbies, etc.) and six-foot distancing and masks are required. Furniture should be arranged (with excess seating removed or otherwise marked out of service) to support the distancing requirements. Staggered starts and ends of shifts can help alleviate congestion in break rooms.

Hybrid and/or virtual meetings should be considered when conference spaces cannot accommodate six-foot distances or when meetings are planned for a duration of more than 90 minutes.

Meals/snacks (which require unmasking) should be eaten in designated spaces (outdoors, in private offices with doors closed, or rooms identified for meal use). Meals should be eaten quickly and masks should be put on immediately afterward.

Elevators/Stairs/Restrooms

Given the need to distance in elevators, the use of stairs is a healthy option. Staggered shifts may also help with marked elevator capacity constraints for arrivals/departures. Restrooms have posted capacity limits that should be observed.

Outdoor Space

Outdoor space may be used for physically distanced meetings of small groups and activities such as lunches and breaks.

Transportation to/from Office

Biking, walking, and driving/riding in a personal car with family members are safer commuting options. Employees using other forms of transportation should be aware of CDC guidance and Connecticut Department of Public Health rules that require mask-wearing inside or outside waiting areas at transportation hubs or when using transport services including:

  • Buses and bus stations and stops (this includes the Yale shuttle and while waiting at shuttle stops);
  • Trains and train stations;
  • Airports;
  • Taxi stands, rideshare vehicles, or any privately hired transportation vehicles (such as Uber, Lyft, taxis, livery); and
  • Ferries and ferry slips.

Key COVID Policies

  1. Visitors External to Yale
    Yale’s visitor policy remains in place (Visitors Policy | COVID-19 Information). Visitors to campus for time-sensitive and non-deferrable reasons must be exception-approved by the Health and Safety Leader (insert link) or with escalation to the COVID Review Team (COVIDReviewTeam@yale.edu).
  2. Events and Gatherings
    Yale-sponsored events and gatherings policy (Events & Gatherings | COVID-19 Information) remains in effect. Please note that gathering sizes are limited by physical distancing capacity to a maximum of 20 indoors and 50 outdoors, and no food or drink is permitted.
  3. Yale Sponsored Travel
    The university will now allow university-sponsored travel for fully vaccinated faculty, staff, and students subject to obtaining approvals required under existing university policies and processes. For more information, view Travel Guidelines | COVID-19 Information.

Other Resources

Requests for accommodation and other accessibility concerns should be directed to Yale’s Office of Institutional Equity and Access.