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How do employees use the NYP COVID-19 Tracker?

NYP COVID Tracker User Guide

Overview Summary

The NYP COVID Tracker, administered by Unum, is available for use by all NYP employees, NYP Volunteers, Vizient contracted staff and a majority of those employed by Columbia and Weill Cornell Universities.  The COVID Tracker is where employees can report a COVID-like illness, symptoms, test results, or COVID-related absences through this internet based system. The COVID Tracker is an easy to use self-service tool that helps employees update their work status, upload COVID-19 related documents and test results, and will provide quarantine guidance based on the information you provide.

The NYP COVID Tracker can be found at the included hyperlink, at https://covidtracker.nyp.org/#/ or by scanning the below QR code.

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Key Features:

  • Employees can report a COVID-19 related illness/absence and update an existing record. Please note:  A COVID-19 test is required within 24 hours of reporting a COVID-like illness, to continue the use of Support Care Time (SCT) beyond two days. 
  • Employees can upload a PCR test result, quarantine orders or other supporting documentation directly to the portal.
  • Return to work clearance is required for all COVID-19 related illnesses/absences and can be done directly through the portal.

Helpful COVID Tracker key points:

The COVID Tracker is self-service, please upload your absence and keep the  following items in mind to help guide your portal use. 

  • For fast easy self-service, you can sign on  and use the tracker for almost all COVID related absences.  Please note, however, employees should contact the WHS Hotline Team to review COVID exposure cases.
  • Be sure to update your case in the Tracker as your progress through your absence. Please read the list of reasons carefully before selecting them, as it will affect the guidance you receive. You can complete this action by clicking on the "Reason" for your absence and choosing the newly accurate reason for your case.  Some examples would be to include new test results or to report you remain ill after 10 days. 
  • Updating the reason you are ill and providing timely test results is required and can impact your pay.
  • Remember that you MUST update your manager regarding your COVID related absence. The hotline does not contact employee’s managers.
  • When seeking clearance to work and your symptoms have resolved completely, or you have minimal lingering/intermittent symptoms, that is acceptable. If your symptoms continue and have not improved, you should not seek clearance to return to work.

For More Information:

The WHS hotline is available from 7am-5pm Monday through Friday and 7am-1pm Saturday and Sunday to answer questions around protocols relating to COVID-19.

 Please contact the WHS Hotline at (646) 697-9470 or sign into HRConnect to submit an inquiry via email or live chat an agent.

Registration and Log-in Instructions

Steps:

  • Using Google Chrome or Microsoft Edge, open the Unum COVID tracker via https://NYPCovidtracker.com
  • Click “Register” to sign-up as a new user, which will take you to the registration page. Every user must register before they log in for the first time.

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  1. Enter the following Information required:
    • First Name (Legal first name, as reflected in Workday)
    • Last Name (Legal last name, as reflected in Workday)
    • NYP Work Email (example: JAN9001@nyp.org. This will be the USER ID to log into the portal)
    • Preferred Email for Communication (it can be a personal email address or users can choose their work email as their preferred)
    • Employee ID (their employee ID number as reflected in Workday)
  2. You will be prompted to enter a 6 digit one time password (OTP) code. The 6 digit OTP registration code will be sent to the preferred email address. Once received, type it into the portal prompt, then click “submit”.
      • Important note: If the user prefers to use their work email address in place of another email, they can enter it into the “Preferred Email for communication” field.

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Example of the registration code email:

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3. Sign-in using your NYP email address/user ID, which will bring you to the portal Home page.

 

View/Edit User Profile/Contact Information 

When logged in click on the profile icon in top right-hand corner of the page, then select “Edit Profile” to view your user profile. Users should provide up to date contact information in order to receive work status notifications from the Unum portal.

Users can edit/change the following information:

  1. Preferred Email for communication
  2. Home Phone
  3. Old Password

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Forgot Password

If any user forgets their password, they can reset it by following these steps:

  1. Click “Forgot Password” on the log-in screen.
  2. Users will be prompted to enter the following:
    • User ID (NYP work email)
    • Employee ID
    • Preferred Email for communication
    • New Password
    • Confirm Password

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3. After clicking submit, user will be prompted to enter a 6 digit one time password (OTP) code. Once received, type it into the portal, then click “submit”.

    • Important note: The 6 digit registration code will be sent to the preferred email address. If the user prefers to use their work email address in place of another email, it can be entered into the “Preferred Email for communication” field.

4. User can then log-in with their user ID (NYP work email) and the new password.

Receive Guidance, Creating and Updating an Absence

Steps:

  • To report a new absence, select “Report COVID-19 like illness/absence” on the left menu or on the center of welcome page.
  • On the following page, select the reason that best fits your situation for interacting with the COVID Tracker. Please read and select the reason carefully, as it will affect the guidance you receive.
  • Proceed to respond to the questions that appear. Based on the information entered, you will see guidance appear on screen, and the same guidance will be emailed to you.

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Uploading and Managing Documents

  1. To upload or manage a document for an absence, click the “View/Update COVID-19 like illness/absence” tab in the menu on the left-hand side, then check the box for the absence you would like to provide documentation for. Then select the “UPLOAD/MANAGE DOCUMENT” button.
    Employees will have to submit supporting documentation for each illness or absence reported. Documents can be in either PDF or JPEG format only.

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2.  Document examples are provided on the “upload/manage document” screen.

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How to seek clearance to return to work

  1. To request a clearance to return to work from an existing COVID-19 absence click the “View/Update COVID-19 like illness/absence” tab from the left hand side menu, then check the box for the absence you would like to seek clearance for.
  2. Select the “REQUEST CLEARANCE FOR WORK” button and answer the prompts in the pop up to determine if you meet criteria to return to work. You must be cleared in the Unum portal in order to return to work from a COVID-19 like illness or absence.
  3. Based on your responses, you will be advised on your eligibility to be cleared to return to work. If you are cleared to return to work, a clearance message will appear and will also be emailed to you.

Note:

  • When seeking clearance to work and your symptoms have resolved completely, or you have minimal lingering/intermittent symptoms, that is acceptable. If your symptoms continue and have not improved, you should not seek clearance to return to work.
  • Remember that you MUST update your manager regarding your COVID related absence. The hotline does not contact employee’s managers.

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For more information

If you need further assistance with the NYP COVID Tracker or have additional absence related questions,  please contact the WHS hotline at 646-697-9470 Monday-Friday, 7am-5pm; Saturdy/Sunday, 7am-1pm.

You can also contact the WHS COVID Hotline or HR Connects through the chat function at the bottom right corner of your screen, or “Submit a request” for more information. 

 

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