FAQ - COVID-19 Vaccination / Testing Reporting System (VTRS)
Obtaining a Campus Access Pass (CAP)
Please click the URL link via your SMS, it will bring you the Campus Access Pass (CAP) through your mobile's browser. It will be a good idea to keep this URL link handy, such as putting a short cut on your mobile’s home screen, or adding it to the bookmark of your browser.
If your mobile is not with you, but you need access to the campus, the Security guard at the South or North Gate of the campus will be able to verify your access right with the use of your Student ID, Staff ID, Resident ID, or mobile number.
Please look for the ”My submissions” icon on the VTRS System, retrieve the submissions made, cancel the uploaded records, and then re-upload.
Members of our subsidiaries who work on campus are provided with a University CAS account which would give you access to VTRS. Those who do not have CAS accounts will need to approach the relevant engaging units on Clear Water Bay campus for CAP application / visitor pre-registration.
Due date deferral
The due date deferral function is only required by members who are doing regular COVID tests. Members who have uploaded his/her vaccination record will be issued a CAP with a valid date.
You do not need to seek approval again from your supervisor. Please upload the relevant supporting document, e.g. a copy of the system email that indicated approval of your leave. VTRS will then route your request to your supervisor for endorsement.
You can use the “Due date deferral” function on the VTRS System to indicate the period when you will be away from campus, and then input your expected return date which will become your new record submission due date. Please be reminded to upload an updated test report before you return to the campus.
No, your CAP will not be valid during your period of absence from the campus until such time when you upload an updated test record.
Upload medical certificate for free test kits
The “Upload medical note for free test kits” function in the VTRS is only applicable to members who cannot take vaccine due to medical reasons. After uploading the relevant medical certificate, members can collect free test kits at HSE Office, Room 2005 to 2007, Lift 4, Academic Building during office hours.
Register resident family members
No. You do not need to upload your family members’ vaccination or test records. You just need to input the relevant record dates onto the VTRS.
A field is added to the VTRS for members to input the resident card number of family members. The CAPs use the photos on the resident cards if the card numbers are entered. Members may also upload photos of family members onto VTRS for showing on the CAPs. If no photos are included in the CAPs, your family members will need to show their resident cards together with the CAP at the gates.
Children under 12 years old are exempted from the vaccination or test requirements. You do not need to register them in the VTRS.
Please be reminded to timely update the vaccine/test status for your family members, failing which they may not be able to access the campus. You will receive two email reminders (4 days and 7 days before due date) if any of your family member's COVID test report is due to expire.
Managing your department
You will only see the “Manage your department” icon if you are the Head or Team Lead of your department. If you need to assist in managing the VTRS functions of your department or office, your department head or team head can assign you as a team lead or a delegate, and you will then have access to the “Manage your department” function on the VTRS.
Managing contractors or visitors
Further to the government’s recent announcements on strengthening of epidemic containment measures, starting 24 February 2022, all members (i.e. students, staff, University residents) / contractors / visitors are required to be vaccinated for accessing campus unless they are medically unsuitable for vaccination as certified by medical practitioner, or are under 12 years old.
Visitors who come for two or fewer days will continue to register through the Visitor Pre-registration Form. The inviting parties will be responsible for inputting the visitors’ information and declaring their vaccination status on the form. Visitors will be required to present vaccination record stored in their LeaveHomeSafe App or (for those who are unfit for vaccination) valid test result along with a medical exemption certificate at the gates.
Both the Vaccination and Testing Reporting System (VTRS) and the Visitor Pre-Registration Form have been updated to prompt input / declaration of vaccination status. The validity of the CAP will conform with the government “vaccine pass” requirement.
Alumni are required to be vaccinated for accessing campus unless they are medically unsuitable for vaccination under the government’s vaccine pass policy. To enter campus, security colleagues will scan/check your activated Alum eCard on the Alumni App at the campus entrances. In addition, alumni will be requested to present their vaccination record/medical certificate on their LeaveHomeSafe (LHS) App. We are sorry that guests of alumni are presently not allowed to enter the campus. Parking is also temporarily unavailable.
Long-serving retirees / leavers / emeritus professors should approach their respective departments / offices for assistance in obtaining Visitor Pre-Registration if they only access the campus for 2 days or less a week or applying for a CAP if they need to access the campus for more than 2 days a week or more than 2 consecutive days.
For emeritus professors who are employed by the University and require regular access onto campus, they should apply for CAPs via VTRS.