Your role as a manager in supporting the vaccination program

January 17, 2022

As managers, you have an important role to play in maintaining the momentum of Yale’s Vaccination Program.

It is your responsibility to confirm that your direct staff have registered their vaccination status or applied for an exemption. Additionally, as announced on January 13, the university is instituting a booster requirement, which the CDC now designates as part of remaining up to date on vaccinations. This requirement applies to all faculty, managerial and professional staff, postdoctoral associates, and postdoctoral fellows, other than those with approved exemptions. Please review the details of this announcement for additional information, including deadlines to receive the booster.

Any newly hired faculty, managerial and professional staff and postdoctoral/postgraduate trainees must be fully vaccinated and also be boosted (if eligible based on completion date of initial series), or obtain a medical or religious exemption, as of their first day of work. Newly hired staff in the university’s unions must be fully vaccinated, or obtain a medical or religious exemption, as of their first day of work. 

You are also responsible for ensuring your staff follow the University’s testing protocols if they have an approved exemption, have not registered their initial series or booster vaccination status, or have not applied for an exemption. Additionally, you should follow the disciplinary process if your staff fail to comply with the protocols.

The following points will help clarify roles and responsibilities.

Managing Vaccination/Exemption Status

Your Health and Safety Leader (HSL) will:

  • Identify staff who have not registered their initial series or booster vaccination status or applied for an exemption. 
  • Inform managers if their staff are not in compliance.

As a manager, you will need to take action if an HSL has notified you of direct staff who have not registered their vaccination status or applied for an exemption.

  • If you receive such a notification, you should meet with the staff member to understand why they are not complying. These meetings should be considered high priority, private, and confidential.
  • Your Human Resources Generalist (HRG) will also be informed of noncompliant staff and are available to support you throughout the process; provide materials, timelines, templates, and guidance related to the disciplinary process; and if appropriate attend the meetings with noncompliant staff members.

Managing Staff with Approved Exemptions

As a manager, on an ongoing basis you will:

  • Monitor release time for ongoing twice weekly testing for employees who come to campus and are not fully vaccinated and collaborate with HRGs and HSLs to support compliance with testing requirements. An approximate time needed for testing, including travel to and from, would be one (1) hour; may vary depending on distance to nearest test site. We recommend that managers identify testing windows for your staff members that will not disrupt operations and ask them to schedule within that window.
  • Meet with your HRG to discuss specific employee challenges you may be experiencing with individuals not following the University’s testing protocol. 

Additional Information for Managers

  • It is an individual’s responsibility to comply with the university’s public health and safety guidelines. If you observe significant and consistent failure to comply with those guidelines you should escalate the violation(s) to your HRG to determine how to address the situation.
  • Managers should not request that their vaccinated and unvaccinated employees sit separately at meetings, in breakrooms/lunchrooms, or other locations. Again, it is an individual’s responsibility to comply with the university’s public health and safety guidelines.
  • While managers will be informed if employees are unvaccinated to provide release time for twice weekly asymptomatic testing, managers should not ask, nor will they be informed, why their employees were granted an exemption or share their vaccination status with others. 

Resources

Reports

Health and Safety Leaders receive reports related to all of the health and safety guidelines. They will forward reports related to fully vaccinated or boosted status as appropriate to managers for compliance.

Resources Details
Routine Testing Summary Report for Employees and Trainees - Supervisors

Individual detail report for supervisors 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). 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.

 

Communications

Resources Details
Talking points for conversations with staff
  • All faculty, staff, and postdoctoral and postgraduate trainees are required to be fully vaccinated against COVID-19.
  • As of January 13, all faculty, managerial and professional staff, postdoctoral associates, and postdoctoral fellows, other than those with approved exemptions are required to receive boosters. Employees should upload or confirm documentation of their booster through the Employee COVID-19 Vaccination Portal by the deadlines outlined in the January 13 announcement
  • Please visit Yale’s Workplace Guidance page for information about Yale’s COVID-19 Screening Program, which includes information about testing locations and hours, as well as Yale’s Employee Vaccine Portal, FAQs, and more.
Support network contact information
Testing locations and hours

Visit Yale’s COVID-19 Screening Program page for information on testing locations, and more.

Yale Employee Vaccine Portal

Visit Yale Health’s Submit or Confirm Your COVID-19 Vaccination page for information on how to check vaccination status, request an exemption, and more.

FAQ’s and additional guidance

Visit the Workplace Guidance page and review Workplace FAQs for information that will help you support your employees. Other websites that may be helpful include the EHS website and the Facilities website.