Pandemic Contact Tracing
Date:
26 May 2021
Subject:
Contact tracing methodology
References:
Pandemic Contact Tracing Team (Microsoft Teams)
Process Version:
V6
1. Context
During a requirement to contact trace due to a pandemic such as Covid-19, the University will
be required to provide initial contact tracing data when requested by Auckland Regional Public
Health (ARPHS).
The process covers requests for Staff, Student, Contractor and/or visitor cases.
2. Documents
2.1.
Documents Set
Master: https://uoa.sharepoint.com/:f:/r/sites/PandemicContactTracingTeam/Shared%20Documents/General
Uncontrolled IMT set: https://uoa.sharepoint.com/sites/COVID-
9IncidentManagementTeam/Shared%20Documents/General/Contact%20Trace%20Process%20Documents
3. Privacy of information
During a requirement to contact trace due to a pandemic such as Covid-19, detailed
privacy of data is difficult to maintain due to the speed of activity required to get names
and personal contact information for students/staff etc.
The following is expected however:
a) Documents in the Contact Tracing Team set (Microsoft Teams) will likely hold
personal contact information for staff, students or others.
b) Persons who have access to this Teams set should be aware of UoA privacy
requirements, and not distribute these documents further and redact
names/contract details wherever possible if information were sent outside the
contact trace team.
c) Persons assigned to this Team set are only required to have access for the purpose
of assisting contract tracing and the documentation of.
d) Information sent to IMT should also redact names and contact details wherever
possible (unless there are specific requests around class information, names – from
relevant groups such as campus life, HR) (Refer below for IMT template for
contact)
e) Information given to ARPHS contacts such as names, class data, phone numbers
for staff students would have the expectation of privacy (under Public Health Act)
f) Names and details for cases are not expected to be given to 3rd parties eg TEC
(They are required to be informed that a case exists however)
5. IMT notification template
In order to maintain university operations under the pandemic plan, the IMT (either an
existing IMT or newly informed) will need to know about a case where contact tracing has
been requested by ARPHS.
Information should be included in a template similar to the following, with no direct names,
genders or phone numbers
“A case of [DISEASE/VIRUS] has been reported to the HSW team by ARPHS as of
[DATE][TIME], and a request for contact tracing with a [SITUATION REQUEST].
The contact tracing process has begun.
The case involves a Staff Member/Student/Contractor/Visitor
The information we currently have is that it is limited to [FACULTY/CAMPUS], and dates of
concern are [DATE/S]
We expect to have more of an update in approx [X HOURS]”
Any other relevant information given by public health, including their immediate
recommendations, plans to attend campus etc would also be included. Refer below for
examples of situation requests eg Building Occupation Request
6. Situation requests
1. The following outlines the process to data gathering, assuming each of these
situations:
a. Single location request
Staff member name given, and request is for
‘supply a list of all places this person has
been at UoA’ within a data range.
Assumptions:
1. Timeframe would be expected as 1-2 hours to complete template from notification.
2. No phone numbers/personal data required to be gathered
3. Data Analyst can easily determine UoA ID of person(s) (if they have not been give
it) etc from access, check-in data, exchange address book or other common tools
4. Property services asset team manage the process to take records from the Access
Control system and combine them (this process is not included here currently)
Template Example:
Date
Time
Building
Floor
Access
UoA ID
Name
Department/Group
Faculty/Division
System
Card
Number
Number
Paul
15/09/2020
06:06
B315
0
3817278
Divers
CheckIn
Paul
15/09/2020
06:25
B840
1
201921
3817278
Divers
Commercial Services
Campus Life
Access
Paul
16/09/2020
08:25
B840
1
3817278
Divers
Manual
B: Building occupant request
Staff member name given, and request is for ‘supply a list of all people that have been in
locations that the infected person has been in’
Assumptions:
1. Timeframe would be expected as 1-4 hours to complete template from notification,
depending on complexity of the report
2. We equate ‘locations’ as ‘buildings’ for UoA tracing information but this may require
further consideration at the time.
3. We do not include (in first tracing template provided) any additional spaces such as
retail, open areas or other locations UoA doesn’t actively receive tracing data
(whether or not it also has NZ Covid Tracer, or other retail or 3rd party contact
trace data).
4. We are expected to provide, Name, Contact Phone Number, Time and date of
location entry for each person.
5. Property services asset team manage the process to take records from the Access
Control system and combine them (this process is not included here currently)
Template Example (for occupant request, one building):
Date
Time
Building
Floor
Access
UoA ID
Name
Department/Group Faculty/Division
System
Phone Number
Card
Number
Number
15/09/2020
06:06
B315
0
3817278
Paul Divers
CheckIn
021 35645
Commercial
15/09/2020
06:25
B315
201521
3817278
John Smith
Services
Access
021 35645
Mary
16/09/2020
08:25
B315
123456
3817278
Poppins
Campus Life
Manual
022 35645
15/09/2020
06:06
B315
0
3817278
Jay Brown
CheckIn
027 35645
15/09/2020
06:25
B315
1
232323
3817278
John Smith
FoS
Access
027 35645
Wilma
16/09/2020
08:25
B315
3817278
Flintstone
Student
CheckIn
021 35645
