Working during this unusual time in response to the COVID–19 emergency requires flexibility and modifications to our normal practices. This message addresses several temporary changes we are making to our regular human resources policies to ensure we are maximizing the safety of our community members while continuing to deliver on our educational and research mission.
Principal officers have been asked to provide guidance to their teams that is in alignment with the functions of their respective divisions. Our campus is also following system-wide guidance from the Office of the President (OP) (Guidance from OP) that is described below.
We need to maintain many regular operations while much of our instruction is being transitioned to an online format. Your support is critical to providing increased “social distancing” and other healthy practices. Modifications to an employee’s regular work location, assignments, and schedule should be considered on a case by case basis by the responsible manager.
These five (5) important temporary system-wide emergency provisions now apply at our campus until further notice:
- Employees unable to work due to their own or a family member’s COVID–19 illness should use available leave balances (e.g. sick leave, vacation, PTO-sick, or other accrued leave), and if all available leave balances have been exhausted, the University will provide up to fourteen (14) days paid administrative leave to cover the absence. Supervisors/managers are required to submit a Request for Paid Administrative Leave for each employee who needs paid administrative leave.
- Employees unable to come to work due to public health or University-required quarantine or self-isolation measures may work remotely if operationally feasible, as determined by the supervisor. If remote work is not operationally feasible, employees should use available leave balances (e.g. sick leave, vacation, PTO-sick, or other accrued leave), and if all available leave balances have been exhausted, the University will provide up to fourteen (14) days paid administrative leave to cover the absence. Supervisors/managers are required to submit a Request for Paid Administrative Leave for each employee who needs paid administrative leave.
- Employees unable to come to work due to a COVID–19 day care or school closure that requires them to be home with their child may work remotely if operationally feasible; if remote work is not operationally feasible, employees may use available leave balances (e.g. sick leave, vacation, PTO-sick, or other accrued leave), and if all available leave balances have been exhausted, the University will provide up to fourteen (14) days paid administrative leave to cover the absence. Supervisors/managers are required to submit a Request for Paid Administrative Leave for each employee who needs paid administrative leave.
- Managers may designate certain employees to work from home. If employees are designated to work from home, it will be considered paid work status. Employees in positions who are directed not to come to work by the University and are unable to work from home due to the nature of their work (as determined by the manager) should use available leave balances (e.g. sick leave, vacation, PTO-sick, or other accrued leave), and if all available leave balances have been exhausted, the University will provide up to fourteen (14) days paid administrative leave to cover the absence. Supervisors/managers are required to submit a Request for Paid Administrative Leave for each employee who needs paid administrative leave. Managers may determine which positions to designate, provided that all healthcare workers are considered exempt from this category of designation.
- Academic appointees who do not accrue sick leave but who are eligible for paid medical leave under APM 710–11 or a collective bargaining agreement may request medical leave for their own illness. For other COVID–19 related absences and for those who have exhausted medical leave options, appointees will receive up to fourteen (14) days paid administrative leave. Requests for medical leave and administrative leave should be directed to the Divisional Academic Personnel Coordinator.
Implementing these five (5) provisions requires managerial judgment, discretion and flexibility depending on the unit’s functional priorities and often based on factors present in a specific case.
We encourage all managers and supervisors to think creatively about how to support all employees, including student employees, in caring for their health – and reducing their risk of exposure to COVID–19 – while enabling them to continue performing their important work. Our employees have different jobs and responsibilities and the modifications we can make to their work will vary based on those differences. There will not be one solution that works for or is right for everyone, and some individuals, due to the nature of their work, will be asked to continue to work on site.
In situations where work can temporarily be performed from home or an alternate location, we encourage managers and employees to work together to identify opportunities to allow employees to work remotely. For all employees, especially those whose work cannot easily be done remotely (including hourly, represented, and student workers), managers and employees should work together to develop a remote work plan to complete special assignments, projects, job-related reading or training. In developing a remote work plan, managers should be mindful of employees who may need alternate work stations set up.
Student employees are not eligible for FMLA. However, student employees are eligible for the fourteen (14) days of administrative leave if they cannot work remotely, self isolate or are exhibiting symptoms of the COVID–19.
Regarding travel, please be conservative in determining travel that is required. It is better to avoid travel than it is to travel. Many UC systemwide meetings are now being canceled or changed to Zoom in order to decrease the need for business travel. Please do not let concerns about non-refundable deposits, etc. lead to travel decisions that put people in more susceptible situations.
Please continue to provide the empathy and patience needed to deal with staff who express concerns. Also, find ways to thank those who have roles requiring them to work onsite. The campus is not closed. We still have people who live on campus, need to deal with facility issues, need to maintain labs and conduct research, and a variety of other duties.
Subject to the needs of the University, managers should consider flexible work arrangements such as having employees work on-site with reduced shifts (fewer hours or fewer days). This can be coupled with remote work assignments for the time not spent on-site.
We appreciate the consideration that has been demonstrated by our community as we continue to work through this unpredictable situation. Campus and UC leaders are continuing to meet daily to think through these issues and are preparing to take the necessary measures to protect the health of our employees. Please contact your Employee Relations Analyst in SHR or your Divisional Academic Personnel Coordinator for guidance or questions about these topics.
