Workplace Guidance FAQs

Last Updated January 13, 2022

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.

Guidance for Instructors

Faculty members with teaching responsibilities are expected to return to the classroom and teach in person. If you have further questions, please reach out to the dean of your school. For more information, please review FAQs on Guidance for Instructors.

Please refer to the Childcare Resources page as well as the Wellness, Eldercare, Disabilities, and Other Resources page for information on available resources.

For additional questions, visit the  WorkLife Office website  or email  worklife@yale.edu.  

Faculty, instructors, and lecturers (including graduate student instructors of record) have several mask wearing options for in-person teaching in an indoor classroom. Please visit the EHS website to review these options.

Instructors who believe they are at exceptionally high risk for severe COVID-19 infection due to an underlying medical condition may feel that, even with the health and safety measures the university has in place, they need additional accommodations for their on-campus activities.    

In such cases, the instructor should complete and submit an application for accommodation to the Office for Institutional Equity and Accessibility (OIEA). OIEA will review the request and associated medical documentation and information that is provided. If OIEA concludes that the medical condition qualifies as a disability, OIEA will consult with the relevant dean, chair, or supervisor to determine if a workplace accommodation (such as remote work) is possible. 

Faculty with severely immunocompromised household members face additional challenges due to the risks and uncertainties of the pandemic. These individuals may receive medical advice not to travel outside of their homes. In such cases, the faculty member may make a request for work condition modifications to the dean or dean’s designee. The faculty member will be informed of how to provide documentation from their household member’s medical provider to the Yale Health Medical Review Committee, chaired by Dr. Jenna McCarthy. If the Medical Review Committee concludes that the faculty member must remain in the home and not come to campus, the dean or chair will decide if a work condition modification (such as remote work) is possible. If your school or unit has announced a separate procedure for household member-based requests, please follow the process outlined by your dean.

In cases when it is temporarily impossible for a faculty member to teach in person (for instance, due to a COVID-related quarantine, short-term caregiving duties, or a delay in receiving a visa), short-term remote teaching may be necessary. While changes that affect less than a single week of class do not require special approvals, those teaching classes remotely for longer than a week should seek approval in accordance with their school’s or unit’s policy.

If you experience cold or flu-like symptoms this semester, please do not come to campus. You should reach out to a health care provider for guidance and seek a symptomatic COVID-19 test. Please employ alternative short-term solutions for your course such as rescheduling your class or temporarily transitioning to hybrid teaching.   

Instructors are encouraged to be as accommodating as possible—to the extent pedagogically and practically feasible—with students who are required to miss class because they are experiencing cold symptoms or are in isolation. While instructors may make short-term individual arrangements for remote instruction for students who are in temporary quarantine or isolation, they may not approve such arrangements for a period of more than two weeks. Longer term absences must be approved by the student’s dean or the dean’s designee. Deans or their designees have the agency to determine reasonable school- or unit-specific arrangements. 

Yale continues to follow current CDC guidance for COVID-19 exposures. Vaccinated individuals who are exposed to someone with COVID-19 do not need to quarantine if they are asymptomatic. Close contacts of a person who tested positive for COVID-19 will be required to schedule asymptomatic tests, monitor symptoms, and wear a mask in all public spaces. It is not necessary to alter your instructional plans unless otherwise directed by your health care provider.

Faculty meetings and departmental gatherings for academic purposes may be conducted virtually, in person, or in a hybrid setting without seeking formal permission from the Health and Safety Leader. The setting should be determined by the business to be conducted in the meeting. Meetings held in person should follow the guidelines for in-person course instruction: they should be held in classroom or conference room settings on campus, all participants should be wearing a mask, food and drink are not permitted, and vaccine-exempted participants may attend in person only if they maintain social distance from others and are compliant with required testing. All other gatherings (including on- or off-campus social gatherings) must comply with the university’s events, gatherings, and meetings policy.

When a faculty member requests a medical accommodation to work remotely, the Office of Institutional Equity & Accessibility (OIEA) first determines whether the faculty member has a disability as defined by the Americans with Disabilities Act (ADA). If so, OIEA assesses what reasonable accommodations might be provided, in consultation with medical experts. Remote teaching requests ordinarily will not be considered a reasonable accommodation unless a faculty member has moderate to severe immunosuppressant conditions which require that they not leave their house for any reason. OIEA notifies the dean of its assessment of disability. The ultimate decision whether to approve remote work for faculty members rests with the dean. OIEA may work with the dean or a designate to explore whether other accommodations may be reasonable in a given situation. These may include, for example, classroom reassignment to a larger or better-ventilated space or other reasonable accommodations. The ADA does not require accommodation that would fundamentally alter the faculty member’s role or place an undue burden on the school.

Campus Services

No. The University does not pay for home phone and internet access (also see Policy 1109 Internet Access from Home).

Every effort should be made to utilize existing resources such as Zoom, Microsoft Teams, or Skype, all of which can be used on your computer for calls. Newer phone plans offer unlimited calls and may be less money than your older monthly plan.

Per newly updated University Purchasing Card Processes, all new and replacement Purchasing Cards (lost, stolen, fraudulent expenses) will be sent directly from JP Morgan Chase to the cardholder’s Department Business Office. It is the responsibility of the Operations Manager/Lead Administrator to distribute all cards to the cardholders.

For all renewal cards (expired) JP Morgan will continue to send these cards to the Department Business Offices. It is the responsibility of the Operations Manager/Lead Administrator to distribute the cards to the cardholders.

JP Morgan will not send renewal cards to the cardholders’ home addresses.

Cardholders are not allowed to purchase tablets, iPads, or other laptop equipment with the University Purchasing Card. Cardholders may use their PCard to purchase essential supplies and books from Amazon or other similar websites. Each University Purchasing Card purchase requires an expense report to be submitted through Workday.

All in-person Treasury Services transactions are available currently. Hours are as follows:

  • 2 Whitney Avenue: Monday – Friday 8:30 a.m. to 4 p.m.
  • 333 Cedar Street: Monday – Thursday 7:30 p.m. to 3:30 p.m. 

There are also two drop boxes available for departments to place cash sales. On the Grove Street side of the 2 Whitney Avenue building there is an exterior drop box to the left of the glass doors. You may need to pull the handle a couple of times for the slot to open. Please insert one regular size envelope at a time. Additionally, 333 Cedar Street has an interior drop box. At the reception desk take a left and the drop box will be on the wall to the left. For questions, contact Treasury Services at agnes.siniscalchi@yale.edu.

Yes. Yale has arranged for students, faculty, and staff to be able to order discounted technology accessories and collaboration hardware through Connection. A personal credit card must be used to purchase these items and are not eligible for reimbursement by Yale. For more information, visit the Personal Purchases with an Authorized Reseller page. 

Campus Mail services has resumed daily deliveries now that departments and colleges are back to regular business operations. Mail and package delivery schedules may be modified based on capacity and specific unit needs. For additional guidance, refer to Procurement Supplier Guidelines. Additionally, please note:

  • Departments that remain closed can continue to have their mail held until they fully return to campus. 
  • Departments that have placed a hold on their mail should contact Campus Mail (203-436-5324 or campus.mail@yale.edu) to reinstate delivery.
  • Mail that has been held is also available for pickup by appointment at 344 Winchester Ave. Monday through Friday from 8:00 a.m.–2:30 p.m.

No. Lab supplies should only be purchased for use directly in the lab or research space on campus. Please continue to order lab supplies through the standard buying process using SciQuest/Workday punchout and purchase orders. Please contact your sourcing leader for any exceptions.

Visit the ID Center website for additional information.

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

Yale Shuttle is operating at normal capacity and all routes are being supported. However, the number of shuttles remains constrained by driver shortages.

Riders are required to be masked, according to state and federal health guidelines. Please review updated Safe Riding Protocols before utilizing our available routes. Learn more on the Parking and Transportation Options page.

Visit the Technology Purchases with an Authorized Reseller page for information about university-sponsored purchases.

To order discounted IT accessories and collaboration hardware for personal use, including while working remotely, visit the Personal Purchases with an Authorized Reseller page. These items may only be charged to a personal credit card and are not reimbursable from Yale. 

For Returning to Yale technology support and other resources, visit the Hybrid Technology Resources page.

Manager Guidance

Managers are encouraged to review What to Expect When You Return to Campus, to understand what is required of their staff prior to returning. 

COVID testing conducted as part of Yale’s mandatory testing program for unvaccinated staff is treated as hours worked/paid time. 

Personal Resources

Please refer to the Childcare Resources page for guidance on childcare resources. Also, visit the Wellness, Eldercare, Disabilities, and Other Resources page for additional information.

Yale’s Personal Wellness Signature Benefits provide eligible staff, faculty, post-doctoral associates, and their household members up to six free confidential counseling sessions—24 hours a day, 7 days a week. Additional resources, including the Sanvello appTalkspace, and more are also available. Visit Yale’s Signature Benefits page for more information.

Additionally, Being Well at Yale is the university’s wellness program for all faculty and staff and offers a variety of resources to support the health and well-being of the Yale community. Visit Being Well at Yale for more information. 

Public Health & Safety

Please refer to Yale’s Health Guidelines for information about Testing Requirements.

Yes. Yale’s public health experts are constantly reviewing scientific literature, evaluating conditions on campus and in the broader New Haven and state communities, and tracking guidance from national and international public health agencies. The university modifies policies to reflect changes in the public health landscape. Some of these modifications ease or increase restrictions; others may extend restrictions that were originally time limited.

Visit Yale’s COVID-19 data webpage for information about staff, faculty, and student vaccination rates.

If a staff member believes they have been exposed to someone with COVID-19, they should contact their healthcare provider for further guidance on recommendations to isolate or quarantine. If their healthcare provider deems it necessary for them to isolate, refer to additional guidance on the Yale Heath website related to When to End Self-Isolation or Quarantine.

If a staff member or their dependent is experiencing COVID-19 symptoms, they should call the Campus COVID Resource Line (CCRL) to receive medical guidance. If a staff member or their dependent is asymptomatic and has questions about a potential COVID-19 exposure, they should call their healthcare provider. If their healthcare provider deems it necessary for them to isolate, please refer to guidance on the Yale Health website related to When to End Self-Isolation and Quarantine.

Visit the Screening Program for Testing and Contact Tracing page for information about free testing. For additional information, including answers to frequently asked questions, visit the COVID-19 Testing FAQs page.

Employees should discuss with their manager whether the option of working remotely during this period of time is operationally feasible. If time off is needed to care for a household member who needs to quarantine or isolate, staff are encouraged to utilize Worklife and Childcare resources or take sick or paid time off (PTO).

If a staff member is directed by a healthcare provider to isolate or quarantine, and they are well enough to work, they should ask their manager if they may work remotely.

If a staff member is directed by a healthcare provider to isolate or quarantine, and they are not well enough to work and/or they are unable to perform their work remotely, the University will provide up to 5 consecutive paid days off, in addition to one day for a reaction to the vaccine or booster, provided that they are compliant with the University’s COVID vaccination program and the University’s travel policy. If a staff member is unable to work for more than 5 workdays, they will be required to use their accrued paid time off. Following such absences, staff members will be returned to their pre-quarantine/isolation work arrangements. Please note that the 5 paid days off may only be used once between July 1, 2021 and June 30, 2022. Staff members may also apply for leaves of absence with The Standard (call 203-432-5552, press option #4).

For guidance on quarantine after travel for vaccinated and unvaccinated individuals, visit the Yale Travel Policy page. If you are required to quarantine after personal travel, according to the Yale Travel Policy, you must consult with your manager who will determine if you will be allowed to work remotely during the period of quarantine. If remote work is not an option, you will be required to use paid time off (i.e. vacation, PTO).

Yale has established a plan to ensure that all students, faculty, researchers, and staff are equipped with the necessary masks/face coverings, hand sanitizers, and disinfectant wipes while working on campus. Visit the EHS Mask Guidance page for additional information on masks, including how to acquire appropriate masks through the YPPS ordering site. Please work with your Lead Administrator who will place an order for masks and other PPE supplies.

Resuming On-Campus Operations

University Buildings

There is no longer a requirement for employees to apply for authorization to be on campus. However, when on campus, employees must swipe their badge to enter assigned campus buildings.

Information about building modifications, including HVAC systems, may be found on the Facilities website, within the FAQs.

Visit the Office of Facilities website for the latest information on the use of elevators.

For more information, review Office of Facilities Returning to Yale Information. For specific questions about your building, contact your building’s Facilities Area Manager/Superintendent.

Vaccination

Vaccination information gathered by the university in support of the health and safety program is not considered Protected Health Information (PHI) and is not subject to HIPAA.

University Management, including supervisors, will be informed if employees are unvaccinated because they will require release time for weekly asymptomatic testing and must refrain from university-sponsored travel. Managers will not know and should not ask why their employees are exempt from the vaccination requirement. Managers should not share an individual’s vaccination status with others. 

View all requirements for unvaccinated individuals on Yale’s COVID-19 website.

While there is no policy that restricts you from asking your colleagues whether they are vaccinated, you should respect the choice each individual may make as to whether or not to share this information.

The university currently requires vaccination of campus visitors, as outlined on the Visitor Policy page on Yale’s COVID-19 website.

Yale will distinguish between vaccinated and unvaccinated members of the community only in ways necessary to support the university’s health and safety program. 

The university will continue to rely on the guidance of state and national agencies, as well as its public health experts, to assess COVID-19 risk and to determine whether to change campus alert levels and/or health and safety measures.

Individuals who exhibit COVID-19 symptoms or who test positive for COVID-19, whether vaccinated or not, should isolate, contact their health care provider, follow their health care provider’s instructions, and notify their supervisor. Visit the Yale Health website for information on When to End Self-Isolation or Quarantine.

Individuals will not be informed by the university of their colleagues’ or co-workers’ vaccination status. The university has put in place health and safety protections to allow vaccinated and exempt unvaccinated Yale community members to work and study together on campus. 

All faculty, staff, students, and postdoctoral and postgraduate trainees are required to be fully vaccinated or have an exemption before returning to campus. Visit Yale’s Vaccination Program page for further guidance. 

Also, as mentioned in an announcement on January 13, the university is instituting a booster requirement, which the CDC now designates as part of remaining up to date on vaccinations. The booster requirement applies to all faculty, managerial and professional staff, postdoctoral associates, and postdoctoral fellows, other than those with approved exemptions. Upload or confirm documentation of your booster through the Employee COVID-19 Vaccination Portal by the date outlined in the January 13 announcement.

Staff members who experience an adverse reaction to the COVID-19 vaccine or booster and are unable to work may receive one day paid day off, per dose, provided that they are compliant with the University’s COVID vaccination program and the University’s travel policy. Any additional absences may be covered by sick leave benefits or other benefits that would otherwise apply to instances of employee illness. Staff who experience symptoms beyond those considered to be common side effects from the COVID-19 vaccine should contact their healthcare provider for medical advice.

Yes. All faculty members, staff members, and postdoctoral and postgraduate trainees who have not yet submitted their vaccination documentation or requested an exemption must fulfill this requirement immediately. Visit the Yale Vaccine Portal to submit or confirm your COVID-19 vaccination status. Unvaccinated staff and faculty who have not received a vaccination exemption will face progressive disciplinary action.

As mentioned in an announcement on January 13, the university is also instituting a booster requirement, which the CDC now designates as part of remaining up to date on vaccinations. The booster requirement applies to all faculty, managerial and professional staff, postdoctoral associates, and postdoctoral fellows, other than those with approved exemptions. Upload or confirm documentation of your booster through the Employee COVID-19 Vaccination Portal by the date outlined in the January 13 announcement.

Unvaccinated students, faculty, staff, and postdoctoral/postgraduate trainees who have an approved exemption must abide by Yale’s health and safety requirements. Visit Yale’s COVID-19 website to learn more about Yale’s Vaccination Policy and associated requirements.

The university will take disciplinary action beginning with notice of noncompliance and proceeding up to and including termination following continued noncompliance.

Vaccination status is stored in the COVID-19 Health and Safety Database. The information will be treated as confidential and accessed by or provided to management only on a need-to-know basis to support the university’s health and safety program.

Faculty, staff, students, and postdoctoral and postgraduate trainees are required to be vaccinated or have an exemption at all campus locations.

Also, as mentioned in an announcement on January 13, the university is instituting a booster requirement, which the CDC now designates as part of remaining up to date on vaccinations. The booster requirement applies to all faculty, managerial and professional staff, postdoctoral associates, and postdoctoral fellows, other than those with approved exemptions. 

Work Flexibility

If there is any circumstance in which you believe that you are at high risk if exposed to COVID-19, you should consult with your physician and, if you are seeking workplace accommodations, the Office for Equal Opportunity Programs (OEOP) Accommodation Program for Faculty and Staff within the Office for Institutional Equity and Access. For instructors who are at exceptionally high risk in the face of COVID-19, please review FAQs on Guidance for Instructors.

Employees are encouraged to use existing technology equipment while working a hybrid schedule. If additional technology equipment is needed, employees are encouraged to speak with their managers. Due to global supply chain issues, the purchase of additional computers is discouraged. However, it may be possible to procure a second monitor, depending on individual needs, after returning to the office. Lead Administrators and Unit Leaders should refer to the Technology Purchases with an Authorized Reseller page for guidance on how to place these purchases.

If a staff member is experiencing symptoms that could be perceived as COVID-related, the staff member should promptly contact their healthcare provider for further guidance. If the staff member anticipates that they will be late to or absent from work, they must notify their supervisor as soon as possible. The suitability of remote work under these circumstances is work unit- and job-dependent and falls within the discretion of the manager. If the option of remote work is not possible, employees may use their sick time.