COVID Clearance Status Walk-Through for Faculty and Staff

How does Western’s clearance status tracking system work?

This tool in MyWesternHealth tracks if a student is current on their daily health screen and confirms if a student is getting their required COVID-19 surveillance test every two weeks.

For those that have an “Overdue” yellow COVID clearance status, it means that the daily health screen and/or testing requirements are not current.  If these two requirements are met, the COVID clearance status will turn green “Cleared”.

What do each of the colors mean?

  • Blue “NA” - The tracking function of this tool is turned off.  It means that WWU is unaware that a student has a need for an on-campus presence.  If you have a student who needs to be on campus and has a blue COVID clearance status you need to submit the W-number, name, and reason for enrollment to
  • Green “Cleared” - The tracking function is on.  The student is participating in the surveillance testing program and completing the daily health screen.
  • Yellow “Overdue” - The tracking function is on is on and testing and/or daily health screens are not current.  Note: the COVID clearance status turns to green as soon as the daily health screen is completed or as soon as the lab test sample is collected, not when we get the result.
  • Orange “Quarantine” – The student has been in contact with a COVID positive individual.
  • Red “Isolation” – The student has tested positive, has been part of a positive batch, or has symptoms consistent with COVID.

A sample of the colored badges a user may receive, green, blue, yellow, orange, and red

How can students keep the daily health screen survey up to date?

Surveys are automatically issued by the system at 11:00pm nightly and are available to the student in their MyWesternHealth portal under “Pending Surveys”. After completing a survey, the COVID clearance status will stay green until 10:59pm – at which point the clearance status will flip back to “overdue” and a new survey will be issued.

A student can fill out a survey at any time to update their clearance status to the green / cleared status.

How can students keep the COVID-19 lab test requirement up to date?

Surveillance testing is available at Fraser hall Monday through Thursday.  Students can make an appointment through their MyWesternHealth portal.

Testing must be done at Fraser Hall. We will not be accepting external test results for clearance status system clearance.

Why does the COVID clearance status turn green when the student is tested and not when the result is back?

Western’s COVID testing program is different than typical COVID tests performed at other sites.  Western utilizes a surveillance testing program which is designed to scan the on-campus community as a whole for possible hot spots of infection rather than identify specific individuals who may be infected.  This model has been effectively used at other colleges and universities around the country for the past year.  A green COVID clearance status confirms that a student is meeting the requirements of attestation and surveillance testing.  When a hot spot is identified, the Student Health Center staff intervene to begin confirmatory retesting, self-isolation, contact tracing and quarantine as needed.  It is also important to note that test results are not a guarantee of whether an individual is infected or not.  For this reason, ongoing mitigation strategies including use of face masks, strict hand washing and social distancing are still needed.

What if a student has previously tested positive?

Anyone who has tested positive for COVID-19 may continue to test positive for three months or more without being contagious to others.  For this reason, the student will have their testing frequency changed to 90 days from the positive result.  After the 90 day period has passed, their testing requirement will return to every two weeks.  The COVID clearance status tracking system will also work for students who have previously tested positive.  If the positive result was obtained outside the Student Health Center, the student must make sure to submit their positive result to  This will allow the lab testing portion of the COVID clearance status to stay cleared while continuing to track the daily health screen.

More lab testing details:

Who is automatically enrolled in the COVID clearance status system?

  • Students enrolled in a class designated as “face-to-face” in class finder
  • Students living in university housing
  • Student employees entered into the WACOM system with a schedule

These groups will be automatically entered in Western’s COVID clearance status tracking system.  New additions to these groups will be added into the COVID clearance status system within 48 business hours.

Note: Hybrid class students are no longer automatically enrolled in the COVID clearance status system.  If you have a hybrid class that you want added to the clearance status system you must submit the list of W-numbers and names to

How do I enroll a group of students into the COVID clearance status system?

To enroll a group of students, submit a list of W-numbers and names to  Additionally, make sure your students know what is expected of them.  There is a student COVID clearance status walk-through available on our COVID-19 Clearance status Tracking System page and on the Western COVID-19 Information page. Please allow 24-48 business hours for the student to be fully enrolled in the clearance status system.

Note: any student enrolled will be required to keep the lab testing portion of their COVID clearance status up to date at all times.  Failure to get tested could eventually result in a conduct officer meeting and may impact employment and access to campus resources.  Please consider this when choosing to enroll a group of students.

Who needs to be enrolled?

Only students with a regular significant on-campus presence (once a week or more) need to be enrolled in the COVID clearance status system.  Examples of this are:

  • Hybrid or experiential classes meeting on a regular basis
  • Research being performed on campus or face to face with other researchers
  • Students needing regular access to Western labs
  • Student employees working on campus
  • Teaching assistants working on campus
  • Students needing access to Western practice rooms or recording studios
  • Students participating in clubs with a regular in-person component
  • Athletes

What if I have a hybrid class meeting regularly with an optional in-person component?

Submit the list of students who will be meeting in-person but not the students who will be remote only.  Any student enrolled will need to keep the lab testing portion of their COVID clearance status up to date at all times.

What if I have a hybrid class that meets only a few times for a lab or field trip?

These students do not need to be enrolled in the COVID clearance status system.  Instead use the Western visitor attestation form to bring students onto campus.

What if a student has a blue clearance status and thinks it should be green?

Students can reach out to and indicate their need to be enrolled in the COVID clearance status system.  They should include their W-number and the reason why they need to be enrolled.

How do I remove a student from the COVID clearance status system?

If a student needs to unenroll from the COVID clearance status tracking system because they no longer have a significant on-campus presence, please ask them to submit their request to We will confirm that the student longer has an on-campus presence and will deactivate their COVID clearance status.  We will not accept unenrollment requests from supervisors or professors.  It must come from the student directly.

If you have more questions please email