Guidance for Graduate Students, Postdocs, and Other Trainees

The below guidance applies primarily to graduate students, teaching fellows, postdoctoral fellows, and post-graduate researchers.  Undergraduates may not participate in in-person, on-campus activities during research reactivation Phase 1 (Highly Restricted Access) or Phase 2 (Restricted Access). Safety regulations in Phase 1 and Phase 2 are identical.

Overarching Expectations

  • You must be authorized to obtain access to campus. If you have been authorized for Phase 1 access, you are automatically authorized for Phase 2 and 3 access. If you are not authorized for Phase 1 access, you have to be granted access through a Phase 2 authorization.

  • Trainee Accommodations Guidance - this policy  clarifies the rights of trainees during the COVID-19 crisis. Trainees may not be required by faculty advisors, principal investigators, and other supervisors to work on campus during Phases 1 and 2. Supervisors should, in these circumstances, request that trainees work from home. Trainees are expected to agree to such requests, to the extent that conditions in their homes permit.

  • For additional information pertaining to trainees, please also see the GSAS webpage.

  • Note: Undergraduates may not work in offices, laboratories, libraries, or museums on campus during Phase 1 or Phase 2. Undergraduates may also not conduct university-sponsored field research. They may work for faculty members and university departments, but must conduct this work remotely. During Phase 3 of reactivation, consistent with laboratory safety plans and individual school policies, on-campus research by undergraduates and new graduate students is permitted. 

 

Returning to Campus

PI responsibility

Trainee Responsibilities and Actions

If returning to campus only to access office spaces during Phase 2 and 3

  • Obtain information from your respective school, department, or advisor outlining local procedures and guidelines for use of office spaces. Follow all departmental safety guidelines.

  • Your advisor/PI should share specific safety plans for research as appropriate. 

  • In Phase 3, upon authorization notice, all individuals named on a research reactivation registration will also be provided read access on EHS integrator. To access and print this safety plan, follow the steps outlined below. Note also that lab members may not begin performing Phase 3 research until they have reviewed the relevant safety plans from the research registration(s).  Contact your Department’s COVID-19 Safety Officer if needed.

    • Visit https://ehsis.yale.edu/ehsintegrator/covid19 (access through Yale network or VPN only)

    • From this page, you should see the applications. Click “View” next to the relevant application.

    • Navigate to the “Report” section of the workflow. You can print out the report via the print icon at the top of the form or by using the browser’s standard print feature (file>print).

  • Every individual that accesses campus must complete the online COVID-19: Return to Yale Campus training prior to returning to campus.

  • Each person who comes to campus is required to conduct a Daily Health Check. Anyone experiencing symptoms of COVID-19 must stay at home and contact their health care provider. 

  • For everyone returning to campus as part of Phase 2 or 3, a “Return to Yale Cloth Mask Kits” will be available. Your respective school dean, department chair, or lead administrator will communicate additional details about how your unit will obtain these “Return to Yale Cloth Mask Kits”.  Individuals may alternatively use their own masks, disinfectant, and wipes.

  • Every person on campus needs to follow all mandated COVID-19 safety measures, including maintaining physical separation of at least 6-feet from others, wearing a face covering in public or office environments, dedensification, and other public health measures.

  • For information on health and safety during Phase 2 and 3, see the General Health and Safety Guidance During Phased Reactivation

  • Review the Travel Guidance and information for Navigating Campus During Reactivation.

For laboratory research, field research, and research involving in-person human subjects during Phase 1, 2 or 3

  • Your advisor needs to submit a research reactivation application with a laboratory specific safety plan via EHS Integrator (accessible only through VPN) to authorize the resumption of your laboratory, field research or human subjects research. Detailed information can be found on the Pathways to Research Reactivation pages, which include special instructions for graduate and undergraduate students conducting research, including off-campus fieldwork, archival or collections work, and in-person human subjects research in various contexts.

  • Your advisor/PI should share specific safety plans for research as appropriate. 

  • Complete the online Reactivation Training for Researchers (accessible only through VPN).

  • After submission and approval of safety plans, laboratory and facility PIs will obtain an authorization notice to return to campus through EHS Integrator. Return to campus is only permitted for those who have received authorization notification from EHS Integrator.

  • In Phase 3, upon authorization notice, all individuals named on a research reactivation registration will also be provided read access on EHS integrator. To access and print this safety plan, follow the steps outlined below. Note also that lab members may not begin performing Phase 3 research until they have reviewed the relevant safety plans from the research registration(s).  Contact your Department’s COVID-19 Safety Officer if needed.

    • Visit https://ehsis.yale.edu/ehsintegrator/covid19 (access through Yale network or VPN only)

    • From this page, you should see the applications. Click “View” next to the relevant application.

    • Navigate to the “Report” section of the workflow. You can print out the report via the print icon at the top of the form or by using the browser’s standard print feature (file>print).

  • Check with your supervisor about an initial allotment of university-supplied face masks, disinfecting wipes, hand sanitizer, and lanyards for visible presentation of Yale IDs.

  • Conduct a Daily Health Check (for symptom monitoring and attendance). This check provides laboratory PIs or facility directors with daily reports of attendance and symptom self-assessment of all members of the laboratory or facility. Anyone experiencing symptoms of COVID-19 must stay at home and contact their health care provider. For clinical/translational research conducted in standard patient care areas, symptom monitoring and attendance procedures will parallel those used for standard patient care.

  • Every person on campus must follow all mandated COVID-19 safety measures, including maintaining physical separation of at least 6-feet from others, wearing a face covering in public or office environments and a water-resistant surgical mask while in the lab, dedensification, and other public health measures.

  • Review the Health and Safety Guidance as well as the Travel Guidance and Navigating Campus During Reactivation.  Follow all the guidelines, including departmental safety guidelines, which will be shared with you by your department chair.

Reporting Violations

  • It is the responsibility of PIs and other laboratory supervisors to enforce physical and temporal distancing measures, PPE requirements, and other safety measures, as required  by the university.  Faculty, staff, trainees, and students who are concerned that safety measures are not being followed may bring a complaint in one of two ways: First, those who feel comfortable doing so may contact the Department’s COVID-19 Safety Officer.  They may also speak with their PI, another supervisor, the Department Chair, Faculty Director, Dean’s Designee, or the director of the Office for Postdoctoral Affairs.  Second, they may make anonymous or identified reports through the University Hotline.  Faculty, staff, trainees, and students who are concerned that state-mandated safety requirements are not being followed may call the state hotline at 211.  Supervisors may not retaliate against individuals for raising concerns about COVID-related safety and health conditions.

Additional Resources

FAQs

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