Reporting Resources and Tools for a Safe Return to Yale

Last updated: July 13, 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.

Using and Protecting Report Data

Those who oversee individuals 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. Some of these also include an option to setup 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.

Reports for Deans and Heads of Colleges

REPORT DESCRIPTION FORMAT AUDIENCE
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 in residence 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. Real-Time Email Notification Deans (Graduate and Undergraduate), and Heads of College
New Haven Undergraduate Student Testing Summary Aggregated report with filters showing undergraduate students residing in Greater New Haven Area with sum of tests and unique individuals tested by week. On-Demand Deans
Quarantine & Isolation Report Digest of students currently in quarantine or isolation. Report is sent from Yale Health. Emailed daily at 5:00 p.m. Deans (Graduate and Undergraduate), and Heads of College

Reports for Academic Health and Safety Leaders and Compliance Trackers

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 status for enrolled students containing whether they are fully vaccinated, the date which they became or will become fully vaccinated. It also contains percent fully vaccinated by Summer and Fall 2021 terms for the specific school. On-Demand Academic HSLs, Compliance Trackers
Health Check Exception Report for Students Exception report of employees and trainees who have accessed campus three or more consecutive times without completing a Daily Health Check. Emailed Monday – Friday 8:30 a.m. 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. Emailed daily at 1:00pm and 7:00pm 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. Emailed daily at 5:00 p.m. Academic HSLs
Routine Testing Not Started Exception Report for Students Exception report of those 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 January 2021. Emailed daily 8:30 a.m. Academic HSLs, Compliance Trackers
Routine Testing Overdue Exception Report for Employees and Trainees Exception report of those who are required to participate in routine testing, have had at least one COVID-19 test since January 2021, and are overdue for their routine testing (8 or more days since last COVID-19 test if testing weekly). Emailed daily 8:30 a.m. Academic HSLs, Compliance Trackers
Training and Yale Community Compact Compliance Report Exception report of students who have not completed the required student Return to Campus Training on Canvas and/or have not agreed to the Yale Community Compact. Emailed Monday – Friday 8:30 a.m. Academic HSLs, Compliance Trackers

Reports for Administrative Health and Safety Leaders

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

REPORT DESCRIPTION FORMAT AUDIENCE
COVID-19 Vaccination Detail Report contains individual vaccination status for employees and trainees containing whether they are fully vaccinated, the date which they became or will become fully vaccinated, and aggregate percent fully vaccinated for the group overseen by HSL. On-Demand Administrative HSLs
Health Check Exception Report for Employees and Trainees Exception report of employees and trainees who have accessed campus three or more consecutive times without completing a Daily Health Check. On-Demand Administrative HSLs
Health Check Positive Symptom Report for Employees and Trainees List of employees and trainees who reported experiencing COVID-19 symptoms on the Daily Health Check today. On-Demand Administrative HSLs
Health Check Previous Day Summary for Employees and Trainees Summary of Daily Health Check activity and symptoms reported for the previous day for employees and trainees. On-Demand Administrative HSLs
Isolation Email Notification Email notification when an employee begins or ends isolation. Real-Time Email Notification Administrative HSLs
Routine Testing Not Started Exception Report for Employees and Trainees Exception report of those 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 January 2021. On-Demand Administrative HSLs
Routine Testing Overdue Exception Report for Employees and Trainees Exception report of those who are required to participate in routine testing, have had at least one COVID-19 test since January 2021, and are overdue for their routine testing (8 or more days since last COVID-19 test if testing weekly). On-Demand Administrative HSLs
Quarantine & Isolation Report Digest of employees currently in quarantine or isolation. Report is sent from Yale Health. Emailed daily at 5:00 p.m. Administrative HSLs

Reports for Research Health and Safety Leaders

These reports are available to the Research Health and Safety Leaders (HSLs) who are assigned at the department level and to principal investigators (PIs) defined as leading authorized research teams in EHS Integrator. Each report contains only the employees and students overseen by that specific HSL.

REPORT DESCRIPTION FORMAT AUDIENCE
Lab Team Vaccination Status for Research Space Identifies aggregate research lab team vaccination status at the principal investigator (PI) level, defined by all lab members linked to a specific principal per safety plans submitted through the EHS Integrator. The report includes the individuals and rooms associated with a particular PI. Emailed daily at 9:00 am Research HSLs

Reports for Human Resource Generalists

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 permanent and temporary employees containing whether they are fully vaccinated, the date which they became or will become fully vaccinated, their office location, job category, and supervisory organization. Lookup is available by last name or netid. 
Aggregate information is available for percent fully vaccinated for the group overseen by the HRG, time trends of fully vaccinated dates, and filters for planning unit and office location.
On-Demand HRGs
Gateway Testing Exception Report for Faculty and Staff Exception report of faculty and staff who are required to participate in routine-testing and who have not taken their required first routine test. Emailed Monday – Friday 8:30 a.m. HRGs
Routine Testing Compliance Report for Faculty and Staff Exception report of faculty and staff who are required to participate in routine-testing and who have gone 8 or more days without a test. Review Yale’s Health and Safety Guidelines. Emailed Monday – Friday 9:00 a.m. HRGs

Reports for Lead Administrators

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 Report contains individual vaccination status for regular and temporary employees containing whether they are fully vaccinated, the date which they became or will become fully vaccinated, their office location, job category, and supervisory organization. Lookup is available by last name or netid. Aggregate information is available for percent fully vaccinated for the group overseen by the lead administrator, time trends of fully vaccinated dates, and filters for planning unit and office location. On-Demand Lead Administrator

Reports for Supervisors

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. Real-Time Email Notification Supervisors
Training Summary Report Completion status of required employee training “COVID-19: Return to Campus” in TMS. On Demand (VPN Required) Supervisors

Reports for Committees

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 COVID-19 vaccinations done by or voluntarily reported to student and employee health. Includes running total of those fully vaccinated by date. Filters include views for employees and trainees by planning unit, department, job category, bargaining unit, employee type, affiliation; for students by school, college, and term. On-Demand Vaccine Advisory Committee
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 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 training operations. On-Demand Testing and Tracing Committee
New Haven Undergraduate Student Testing Summary Aggregated report with filters showing undergraduate students residing in Greater New Haven Area with sum of tests and unique individuals tested by week. On-Demand Public Health Committee, 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