Reporting Resources and Tools for a Safe Return to Yale

Last updated: November 8, 2021

All members of the Yale community with responsibility for oversight of individuals who are returning to campus are expected to ensure University compliance by reviewing and acting on the information in the report from the following list that is applicable to their university role.

Those who oversee students or employees who have returned to campus will receive real-time notifications, scheduled reports, and on-demand reports related to compliance requirements applicable to their role. The data includes training, compact, daily health checks, testing, vaccination, and, seasonally, flu requirements, as well as isolation of COVID-19 positive individuals and quarantine of their close contacts. This data is shared in multiple formats, depending on the requirement:

  • Real-time notifications: Emailed only if a person you oversee is asked to enter or leave isolation.
  • Emailed reports: Frequency varies as noted, with information provided in email body or attachment.
  • On-demand reports: Available through web browser via the Power BI with interactive filters and ability to export to Excel. These include an option to self-subscribe to email subscriptions.

This data is used to enforce compliance and encourage appropriate behavior as outlined in the Community Compact or Statement of Expectations. For those in academic units, it may also be used to facilitate academic accommodation, assist with access to isolation housing, and ensure adequate public health response. For those in administrative units, it may also be used to facilitate work accommodation.

Faculty, co-workers, peers, and others will be notified by contact tracing if there is a need for further action by individuals who may have been exposed. In all cases, data may only be shared for legitimate educational and business needs in support of campus health and safety. Watch and learn more about privacy requirements for Health and Safety Reports. Additionally, learn more about Privacy Practices for the Yale COVID-19 Campus Health and Safety Program.

REPORT DESCRIPTION FORMAT AUDIENCE
COVID-19 Vaccination Trends Aggregated report with trends vaccination status for employees and trainees, including whether they are in progress or completed vaccinations or exemptions. On-Demand Deans
Faculty and Staff Testing Summary Aggregated report with filters showing for employees with sum of tests and unique individuals tested by week by planning unit and job category. On-Demand Deans
Graduate and Professional Student Testing Summary Aggregated report with filters showing students enrolled with sum of tests and unique individuals tested by week by graduate or professional school and learning location. On-Demand Deans
Isolation Email Notification Email notification when a student enters or leaves isolation. No email will be sent if list is empty. Real-Time Email Notification Deans (Graduate and Undergraduate), and Heads of College
Quarantine & Isolation Report Digest of students currently in quarantine or isolation. Report is sent from Yale Health. No email will be sent if list is empty. Emailed digest daily at 5:00 p.m. Deans (Graduate and Undergraduate), and Heads of College
Testing Summary Undergraduate Students Aggregated report with filters showing undergraduate students enrolled in residence with sum of tests and unique individuals tested by week by residential college and learning location. On-Demand Deans

These student reports are available to the Academic Health and Safety Leaders (HSLs) who are assigned at the school or program level and the Compliance Trackers who assist them. Each report contains only the students assigned to that specific HSL or Compliance Tracker.

REPORT DESCRIPTION FORMAT AUDIENCE
COVID-19 Vaccination Detail Report Report contains individual vaccination program status for enrolled students, including whether they are in progress or completed vaccinations or exemptions. On-Demand Academic HSLs, Compliance Trackers
Flu Compliance Report contains individual flu shot program status for enrolled students, including whether the individual received a flu shot, has an approved exemption or a pause, or has not fulfilled the requirement. On-Demand Academic HSLs, Compliance Trackers
Health Check Positive Symptom Report for Students List of students who reported experiencing COVID-19 symptoms on the Daily Health Check today. No email will be sent if list is empty. Emailed daily at 1:00 p.m. and 7:00 p.m. Academic HSLs
Isolation Email Notification Email notification when a student enters or leaves isolation. Real-Time Email Notification Academic HSLs
Quarantine & Isolation Report Digest of students currently in quarantine or isolation. Report is sent from Yale Health. No email will be sent if list is empty. Emailed digest daily at 5:00 p.m. Academic HSLs
Routine Testing Not Started Exception Report for Students Exception report with individual details of students who are required to participate in routine testing who have not started their routine testing and have not had any COVID-19 tests through Yale Health since August 1, 2021. No email will be sent if list is empty. Emailed daily 8:30 a.m. Academic HSLs, Compliance Trackers
Routine Testing Overdue Exception Report for Students Exception report with individual details of students who are required to participate in routine testing, have had at least one COVID-19 test since August 1, 2021, and are overdue for their routine testing (4 or more days since last COVID-19 test if testing twice weekly, 8 or more days since if testing weekly). No email will be sent if list is empty. Emailed daily 8:30 a.m. Academic HSLs, Compliance Trackers
Training and Yale Community Compact Compliance Report Exception report with individual details of students who have not completed the required student Return to Campus Training, in Canvas (help guide) and/or have not agreed to the Yale Community Compact. No email will be sent if list is empty. Emailed Monday – Friday 8:30 a.m. Academic HSLs, Compliance Trackers

These employee reports are available to the Administrative Health and Safety Leaders (HSLs) who are assigned at the planning unit only unless otherwise noted. Each report contains only the faculty, staff, other employees, and trainees assigned to that specific HSL.

REPORT DESCRIPTION FORMAT AUDIENCE
COVID-19 Vaccination Detail - (Planning Unit) Report contains individual vaccination program status for employees and trainees within a planning unit, including whether they are in progress or completed vaccinations or exemptions. It does not include exemption type. On-Demand Administrative HSLs (Planning Unit)
COVID-19 Vaccination Detail -  (School of Medicine Departments) Report contains individual vaccination status for employees and trainees within a school of medicine department, including whether they are in progress or completed vaccinations or exemptions. On-Demand Administrative HSLs (School of Medicine Departments)
COVID-19 Vaccination Detail – Bargaining Units Report contains list of individuals at the university who are members of bargaining units and are noncompliant with vaccination and exemption mandate. On-Demand Administrative HSL for Employee and Labor Relations
COVID-19 Vaccination Detail – Faculty (All Planning Units) Report contains individual vaccination status for all faculty the university, including whether they are in progress or completed vaccinations or exemptions. On-Demand Faculty HSL (All Planning Units)
COVID-19 Vaccination Detail – Postdoctoral Fellows and Postdoctoral Associates Report contains individual vaccination status for postdoctoral fellows and associates at the university, including whether they are in progress or completed vaccinations or exemptions. On-Demand Administrative HSL Who Oversees All  Postdoctoral Fellows and Associates
Flu Compliance (Planning Unit level) Report contains individual flu shot program status for all employees and trainees considered health care workers in Yale School of Medicine and Yale Health, including whether the individual received a flu shot, has an approved exemption or a pause, or has not fulfilled the requirement. On-Demand Administrative HSLs (Planning Unit level for School of Medicine and Yale Health)
Flu Compliance (Medical School Departments) Report contains individual flu shot program status for enrolled students, including whether the individual received a flu shot, has an approved exemption or a pause, or has not fulfilled the requirement On-Demand Administrative HSLs (School of Medicine Departments)
Health Check Positive Symptom Report for Employees and Trainees List of individual employees and trainees who reported experiencing COVID-19 symptoms on the Daily Health Check today. On-Demand Administrative HSLs (Planning Unit)
Isolation Email Notification Email notification when an employee begins or ends isolation. Real-Time Email Notification Administrative HSLs (Planning Unit)
Routine Testing Overdue Exception Report for Employees and Trainees (Planning Unit) Exception report with details of individual employees and trainees who are required to participate in routine testing, have had at least one COVID-19 test since August 1, 2021, and are overdue for their routine testing (4 or more days since last COVID-19 test if testing twice weekly, 8 or more days since if testing weekly). On-Demand Administrative HSLs (Planning Unit)
Routine Testing Overdue Exception Report for Employees and Trainees (School of Medicine Department) Exception report with details of individual employees and trainees who are required to participate in routine testing, have had at least one COVID-19 test since August 1, 2021, and are overdue for their routine testing (4 or more days since last COVID-19 test if testing twice weekly, 8 or more days since if testing weekly). On-Demand Administrative HSLs (School of Medicine Department)
Routine Testing Overdue Exception Report Faculty (All Planning Units) Exception report with details of individual faculty across the universtiy who are required to participate in routine testing, have had at least one COVID-19 test since August 1, 2021, and are overdue for their routine testing (4 or more days since last COVID-19 test if testing twice weekly, 8 or more days since if testing weekly). On-Demand Faculty HSL who Oversees All Planning Units
Quarantine & Isolation Report Digest of employees currently in quarantine or isolation. Report is sent from Yale Health. No email will be sent if list is empty. Emailed digest daily at 5:00 p.m. Administrative HSLs (Planning Unit)

These employee reports are available to the Human Resource Generalists (HRGs) who are assigned at the planning unit or department level. Each report contains only the employees assigned to that specific HRG.

REPORT DESCRIPTION FORMAT AUDIENCE
COVID-19 Vaccination Summary Report contains individual vaccination status for employees and trainees, including whether they are in progress or completed vaccinations or exemptions. On-Demand HRGs
COVID-19 Vaccination Summary – All HRGs Individual detail report with individual vaccination status for employees and trainees, including whether they are in progress or completed vaccinations or exemptions with filters to view by HRG. On-Demand HR Leadership
Routine Testing Not Started Exception Report for Employees and Trainees Exception report with details of individuals who are required to participate in routine testing who have not started their routine testing and have not had any COVID-19 tests through Yale Health since August 1, 2021. No email will be sent if list is empty. Emailed Monday – Friday 9:00 a.m. HRGs
Routine Testing Overdue Exception Report for Employees and Trainees Exception report with details of individuals who are required to participate in routine testing, have had at least one COVID-19 test since August 1, 2021, and are overdue for their routine testing (4 or more days since last COVID-19 test if testing twice weekly, 8 or more days since if testing weekly). No email will be sent if list is empty. Emailed Monday – Friday 9:00 a.m. HRGs

These employee reports are available to the Lead Administrators (aka Strategic Business Partners) who are assigned at the planning unit or department level. Each report contains only the employees assigned to that specific Lead Administrator.

REPORT DESCRIPTION FORMAT AUDIENCE
COVID-19 Vaccination Summary Individual detail report of vaccination status for employees and trainees, including whether they are in progress or completed vaccinations or exemptions. On-Demand Lead Administrators

These employee reports are available to the supervisors who are assigned at the supervisory organization level. Each report contains only the employees assigned to that specific supervisor.

REPORT DESCRIPTION FORMAT AUDIENCE
Isolation Email Notification Email notification when an employee begins or ends isolation. No email will be sent if list is empty. Real-Time Email Notification Supervisors
Routine Testing Summary Report for Employees and Trainees Individual detail report of those who require release time for routine testing, and compliance information for those who have not had their first routine test or are overdue for their routine testing (4 or more days since last COVID-19 test if testing twice weekly, 8 or more days since if testing weekly) On Demand Supervisors
Training Summary Report Completion status of required employee training “COVID-19: Return to Campus” in TMS. On Demand (VPN Required) Supervisors
REPORT DESCRIPTION FORMAT AUDIENCE
Compliance Notifications and Badge Restrictions Aggregated report with daily and weekly counts for notifications and badge restrictions for the compliance restrictions for student compact, student training, testing, flu vaccine, and daily health check. On-Demand Testing and Tracing Committee
COVID-19 Vaccination Trends Aggregated report with trends for  vaccination status for students, employees, and trainees, including whether they are in progress or completed vaccinations or exemptions. On-Demand Vaccine Advisory Committee
Fall 2021 Arrival Test Positivity Aggregate report on enrolled students for Fall 2021, their first COVID-19 test on or after 8/15/21, and the daily count and percentage of tests that returned positive. This currently includes all tests processed through the general pathway (Broad) and symptomatic tests (through Yale Pathology and other test referrals) On-Demand Testing and Tracing Committee
Flu Trends - University Aggregated report with trends for flu compliance for students, Yale Health employees, and School of Medicine employees and trainees considered health care workers. Report includes whether they completed flu shot, have an approved exemption or a pause, or are not yet compliant. On-Demand Flu Compliance Committee
Flu Trends – School of Medicine Aggregated report with trends for flu compliance for School of Medicine employees and trainees considered health care workers. Report includes whether they completed flu shot, have an approved exemption or a pause, or are not yet compliant. On-Demand Yale Medicine Leadership
Faculty and Staff Testing Summary Aggregated report with filters showing for employees and trainees with sum of tests and unique individuals tested by week by planning unit and job category. On-Demand Public Health Committee, Testing and Tracing Committee
Graduate and Professional Student Testing Summary Aggregated report with filters showing students enrolled in residence with sum of tests and unique individuals tested by week by graduate or professional school and learning location. On-Demand Public Health Committee, Testing and Tracing Committee
Key Performance Indicators Aggregated report with filters showing weekly trends for approximately twenty metrics related to testing and tracing operations. On-Demand Testing and Tracing Committee
Testing Appointments Today By Site By Time Aggregated report with filters for test sites showing the hours of operation for today and the count of appointments at each scheduled time per site. On-Demand Testing and Tracing Committee
Test Volume and Positivity Daily by Lab Aggregated report with daily view of number of COVID-19 tests, number of positives, and positivity rate segmented by general pathway (Broad lab) compared to symptomatic pathway (Yale Pathology lab). On-Demand Testing and Tracing Committee
Testing Volume By Population Aggregated report of past six months of daily of COVID-19 tests based on summary tables of general pathway and symptomatic pathway by population type: student, faculty, staff, retiree, dependent, unknown, and other. On-Demand Testing and Tracing Committee
Testing Summary Undergraduate Students Aggregated report with filters showing undergraduate students enrolled in residence with sum of tests and unique individuals tested by week by residential college and learning location. On-Demand Public Health Committee, Testing and Tracing Committee