Sections

FAQ - COVID-19 Vaccination / Testing Reporting System (VTRS)

Obtaining a Campus Access Pass (CAP)

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What should I do when I receive the SMS after uploading the vaccine/test report?
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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.

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What happens if I forget to bring my mobile phone, or my phone runs out of battery, and I need to access campus?
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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.

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I have uploaded my record, but noted mistakes afterwards. What should I do?
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Please look for the ”My submissions” icon on the VTRS System, retrieve the submissions made, cancel the uploaded records, and then re-upload.

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If I am a member of a HKUST subsidiary / HKUST(GZ), how do I gain access to campus?
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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

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If I have uploaded my vaccination record, do I still need to apply for due date deferral?
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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 which will be valid all the way till 31 May 2022.

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If I am a staff, do I need to get approval from my supervisor for due date deferral if I have already applied leave through the Leave Application System?
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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.

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If I need to work outside of campus or will be away from campus for a period of time, what should I do?
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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. 

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Is my CAP still valid during my absence from campus after I apply for due date deferral?
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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

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When would it be necessary to upload medical certificate onto the VTRS?
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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 or near the University Campus Medical Clinic. 

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When the system prompts me to enter a “valid until date” after I upload my medical certificate, what should I input if my medical certificate does not have an expiry date?
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Please enter 31 May 2022 as the valid until date.

Register resident family members

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Do I need to upload my family members’ vaccination or test records onto the VTRS System?
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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.

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Do my family members need to show their resident cards together with the CAP when entering campus?
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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.

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If I have children under the age of 12, do I have to input their vaccine/test report dates onto the VTRS?
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Children under 12 years old are exempted from the vaccination or test requirements. You do not need to register them in the VTRS.

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What happens if I forget to update the COVID vaccine/test status for my family members?
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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

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Why can’t I see the “Manage your department” function in VTRS?
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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

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What should I do if I have visitors who will only be paying occasional visit to the campus?
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The Vaccine/Testing requirement is NOT applicable to contractors or visitors who only come onto the campus for one or two days; hence you do not need to register these short-term visitors in VTRS. All you need to do is to register them via the usual Visitor Pre-Registration Form starting from August 29.

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What should I do if I am an alumnus, long-serving retiree/leaver, or emeritus professor who wish to come onto campus. Do I need to apply for a CAP?
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If you are paying the campus an occasional visit for only one or two days, you do not need to apply for a CAP. You can continue to use your electronic or physical HKUST card to enter campus as usual. However, for alumni who plan to come onto the campus for more than 2 consecutive days, please approach the Development and Alumni Office for assistance in applying for a CAP; whereas our long-serving retirees / leavers / emeritus professors should approach their respective departments / offices.
For emeritus professors who are employed by the University and require regular access onto campus, they should apply for CAPs via VTRS.

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