Back on March 6th, Yale College students left campus for their spring break, believing they would be returning to resume classes on March 23rd. Much changed soon after their departure due to the COVID-19 pandemic and the need for social distancing, resulting in the University being unable to allow students back on campus.
Once the State of Connecticut issued guidance to safely reopen the state in May, Yale began putting into motion all the necessary elements to safely welcome students back on campus to reclaim their belongings. Our students had already gone through so much during this pandemic, especially the seniors, so we wanted to do everything we could to lessen the impact of this difficult situation on them. YC&E was honored to take the lead in this unprecedented undertaking to support the University. Read more about this historic project below in an interview with YC&E’s Executive Director, Suzanne Shaw.
How did YC&E become involved in the student move-out project?
It made sense for YC&E to be involved given that we have the operations, technology, and customer service expertise, along with the knowledge of campus buildings and relationships with stakeholders. Also, we had already opened a 7-day-a-week housing and services office on campus to support first responder housing efforts, so that office was already set up to safely check-in guests coming to campus during the pandemic. Instead of summer programs this year, our clients are now students and first responders. YC&E is proud to be helping with these projects and to be the go-to team for special University projects when needed.
What is YC&E’s main role in the student move-out project?
YC&E’s main role is to organize and execute the project, from registration and customer service, to on-site management of entry in the colleges, logistics management, volunteers and staffing, and communications to all stakeholders. All while safeguarding everyone’s health and safety.
Who are YC&E’s partners during this project?
We are fortunate to be working on this project with various talented campus partners. They include Facilities, Yale College, Environmental Health & Safety, Risk Management, Office of Emergency Management, Security and Police, Yale Hospitality (Dining), Parking, Yale Printing and Publishing, and many more! We are taking direction from Don Filer, Associate Vice President for Global Strategy, and working with a committee to keep us all connected and on track with timelines.
What has been the most:
- challenging aspect? Acquiring on-site staffing and volunteers, as well as identifying where students specifically lived within suites. Also, managing which students are coming back, when they are coming back, where they are coming from (given travel restrictions) and all the various types of special requests. There are many challenging phases (timing and data management with packing, storing, and/or shipping) that must be carefully orchestrated all while adhering to social distancing guidelines. There is no blueprint for this type of project as it’s never been attempted before, so we are constantly adjusting plans as we go!
- the biggest learning lesson so far? Keep rolling with it! There are so many unknown variables. We inherited a situation that nobody could have planned for and we must make the best of it and make it better! Always keep an eye out for silver linings.
- rewarding part? Helping students reunite with their belongings and welcoming them back to their colleges and Yale. They have been so appreciative. The same goes for staff volunteers who want to come back to Yale to help with these special projects.
Why is this project important to Yale?
It’s all about the students. We are very fortunate to be in a position where we can help the students retrieve their belongings during this very challenging time.
