Coronavirus (COVID-19) Employee Guide - Historical Frequently Asked Questions
Due to the continutally changing environment with COVID-19, the following FAQ's that were previously asked are not relevent to our current situation. Due to the constant change, the following list is a historical list of questions and answers, for a list of currently relevant FAQ's please refer to the Employee FAQ.
Campus
What areas of service are still available?
04-08-2020 TWT Response: There have been building closures, but ALL services have remained open or are available remotely. Websites and phones have been updated to ensure services available. Students may ask questions at deanofstudents@uvu.edu.
06-08-2020 Update: On June 8, all buildings on UVU’s Orem, West, Airport, and Lehi campuses will reopen and resume normal hours of operation. When Wasatch County is transitioned from Orange to a Yellow Health Risk status by the state, the Wasatch Campus will also reopen 21 days after that announcement.
Why is the bookstore open, when everything is closed?
04-08-2020 TWT Response: Campus is not closed. We have buildings that are open and need to keep essential services, support, and resources open to assist students in finishing successfully. Refer to the Campus Service FAQ for information about any specific service closures.
06-08-2020 Update: Removed as it is not relevant.
Why have we not moved to the orange level?
04-08-2020 TWT Response: At the end of March, Governor Herbert’s directive was to “Stay Home, Stay Safe”, this is not a Shelter in Place order. UVU used the directive to update its own response plans to better match the state’s plan. These changes can be found on https://www.uvu.edu/safety/coronavirus/. The main purpose to remain open is for the success of our students, many require campus services to complete their semester. We have limited access to buildings now and the others have been shut down, except for some cleaning and maintenance services. Essential service remains open to help the students be successful, most of these are completed online or by telephone. We are compliant with CDC guidelines as it relates to cleaning the buildings.
06-08-2020 Update: Removed as it is not relevant.
Why cancel Summer University? We’re delivering our course work to our students via distance means, why not Summer University classes?
04-08-2020 TWT Response: For many years, Summer University has been an excellent time for our university family to come together as coworkers to build friendships, unity, and to establish university pride through service. Unfortunately, due to the current demands placed on our staff, because of COVID-19 and the changes to our campus life, shifting Summer University online is not feasible at this time. We look forward to next year's event and the wonderful opportunity to once again be with you. We appreciate the hard work and dedication of all our employees and look forward to celebrating the return to campus when cleared to do so.
06-08-2020 Update: Removed as it is not relevant.
PBA was slated to be released this month, is that going to happen or is the University going to wait until the legislature fixes the budget?
04-08-2020 TWT Response: UVU had a very successful legislative session, and we were poised to invest new resources in support of our mission. Given the emergent economic impact of COVID-19 and potential tax fund budget cuts, the PBA process is essentially being placed on hold until we have greater clarity on our resources.
06-17-2020 Update: As previously announced, UVU’s 2019-20 PBA process was paused in early April given the economic impact of COVID-19 and the potential for tax fund reductions. Communication from legislative leaders indicates that new tax fund appropriations for 2020-21 will be pulled back. Thus, the amount of new ongoing funds available for allocation is very limited.
A detailed list of funded PBA requests is now available on the PBA website. These PBA allocations approved by President’s Council on May 28, 2020, will be integrated into UVU’s 2020-21 operating budget to be presented to the Board of Trustees later this month.
Benefits and Leave
Is there going to be any additional sick time given to those who have continued to work on campus during the "shut down"? Moving forward, will there be additional sick time provided to encourage employees to stay home when they are ill? One sick day a month is not enough when most illnesses last longer than 3 days, and we should only return once symptom free.
Despite the unprecedented circumstances of COVID-19, UVU employees have delivered exceptional care, accountability and results whether they have been working on campus or working remotely. These efforts have been and continue to be impressive!
To keep our campus open, employees should not come to campus if they have symptoms of COVID-19 or have been asked to self-isolate or self-quarantine. If you are ill, please notify your supervisor of your absence due to illness. Further, UVU employees are asked to self-report if you have been or are being tested for COVID-19. The UVU COVID-19 Self-Reporting Form for Illness or Exposure helps in ensuring a safe working environment and in tracking the spread of COVID-19. Employees who have recently been ill, should complete the Returning to Work after Illness or Exposure Form available on the Coronavirus (COVID-19) Employee Guide webpage.
UVU provides generous leave for full-time employees including the ability to accrue sick leave each month. FFCRA provides emergency paid sick leave for full and part-time employees impacted by COVID-19. Under certain conditions, Human Resources may authorize the creation of a sick leave pool to allow full-time employees to donate accrued sick leave to other full-time employees. And UVU offers regular FMLA. Employees are encouraged to communicate with their supervisor and contact Human Resources with any questions about their individual situation.
06-08-2020 Update: Removed, answer combined with similar question.
COVID-19
Phased Return to Campus
What is the plan to return to work?
05-12-2020 TWT Reponse: Employees will begin toreturn to campus in a phased approach defined by division leaders. Group A: Employees return June 8, Group B: Employees return June 22, Group C: Employees return August 3, Group D: High Risk: Consult supervisors regarding a continued remote work agreement. Please work with your supervisor or division leader to find out which group you have been assigned to return. Please read UVU’s COVID-19 Recovery Plan and the Return to Campus Website for specific details.
Welcome back to campus! You’ll notice various changes in the way our workplace looks, as well as new practices and protocols. We understand these changes may be difficult, so Human Resources is here to support you. Our goal is to collaboratively ensure you feel safe and secure, so together we can navigate the complexities of our “new normal.” Resources have been created to assist you in understanding university best practices and guidelines to ensure a safe work environment for everyone. Utah Valley University, in consultation with Emergency Management and Safety, will follow the guidance from the Centers for Disease Control and Prevention (CDC) and state and local health departments regarding phasing UVU back to traditional work on campus. If you are in doubt about a situation or how to proceed, please feel free to reach out to Human Resources at (801) 863-8207for guidance.
08-17-2020 Update: Removed, phased plan complete.
Working Conditions and Leave
When will you require all high risk (essential/nonessential) employees to stay home whether they want to or not?
04-08-2020 TWT Response: UVU is following the Governor’s directives. As explained on the Coronavirus COVID-19 Employee Guide, we understand there are case-by-case situations that need to be considered. We continue to encourage those employees who are at high-risk to do what they can to prevent their risk of exposure. If an employee's doctor recommends and provides documentation that the employee not report to work due to health risks of exposure to COVID-19, the employee may request an accommodation form from Human Resources after they communicate with their supervisor.
06-08-2020 Update: Replaced with updated question.
Will UVU accept liability if employees return to work and get sick? If an employee must get medical care due to becoming sick, will the University pay for that? For part-time and student employees not covered by insurance, will they receive any assistance if they end up needing medical care or are hospitalized from contracting COVID-19 at work?
If an employee believes they contracted COVID-19 at work, they can file a workers compensation claim and the claim will be investigated for coverage eligibility.
07-09-2020 Update: Duplicate question under COVID-19 section.
Working Remotely
I completed the Temporary Remote Work Agreement Form, but it is now outdated, how do I update the form?
05-12-2020 TWT Response: If you have already completed the Temporary Remote Work Agreement Form, the date was "through May 1, 2020 or until directed to return to normal work duties." Human Resources will automatically update all agreements to align with university direction and no new agreement will need to be signed.
06-08-2020 Update: Existing Temporary Remote Work Agreements related to COVID-19 will expire according to the group your supervisor has assigned (Group A - June 8; Group B - June 22; Group C - July 6). If your job and your supervisor/department allows for continued remote work, you request it, and your work can be done remotely and not impede university functions, your supervisor has full authority to approve further remote work through the end of the calendar year (must complete another Temporary Remote Work Agreement).
When will we be getting a solid plan for Summer and Fall semester regarding staff on campus? It would be easier for individual offices and departments to more efficiently coordinate student retention campaigns if we had a committed semester by semester plan. Living in a state of university indecisiveness is not helping our retention efforts.
05-12-2020 TWT Response: Each member of Cabinet is working with their leadership teams to carefully and thoughtfully identify unique needs in each area to support employees safe return to campus in the near term as well as craft longer term plans for how each area will operate going forward to ensure the safety and health of employees as we fulfill our various responsibilities in a dynamic environment.
06-08-2020 Update: Removed, information is in the UVU COVID-19 Recovery Plan.
What is the plan to return to work?
05-12-2020 TWT Response: As part of Utah’s recovery efforts, the Utah System of Higher Education (USHE) has organized a special USHE COVID-19 Task Force that is actively planning for future operations in a way that protects the safety of students, faculty, and staff.
The task force recognizes that “recovery is not like flipping a switch; it’s more like moving a dial.” The work of this task force will continue to be in step with the governor’s Utah Leads Together 2.0 as they develop a comprehensive plan and timeline. We expect UVU’s return to normal operating conditions to be a phased approach.
As we await specific guidance from the USHE COVID-19 Task Force, UVU will continue to operate under modified conditions. Thus, employees designated as Category 2, who are currently working remotely, will continue to do so through May 31.
06-08-2020 Update: In the coming weeks, employees will begin to return to campus in a phased approach defined by division leaders. Group A: Employees return June 8, Group B: Employees return June 22, Group C: Employees return July 6, Group D: High Risk: Consult supervisors regarding a continued remote work agreement. Please work with your supervisor or division leader to find out which group you have been assigned to return. Please read UVU’s COVID-19 Recovery Plan for specific details.
Will there be a grace period as employees return to campus for those that had to remove children from childcare to find new services?
05-12-2020 TWT Response: UVU is creating a plan for reopening campus which includes bringing employees to campus in phases in order to comply with health guidelines. This will provide time for supervisors, working with HR, to consider the many different personal situations impacting employees while ensuring the continuity of academic and administrative operations.
Additionally, UVU has implemented the various programs provided by the Federal government through the Families First Coronavirus Response Act (FFCRA) including emergency paid sick leave and emergency FMLA. The emergency FMLA is available for employees (full and part time) caring for a child whose school or place of care is closed or childcare provider is unavailable for reasons related to COVID-19. You can find more information in UVU’s Coronavirus Employee Guide or by contacting EmployeeWellness@uvu.edu.
06-08-2020 Update: Replaced first paragraph - Supervisors have the authority to approve continued remote work and/or alternative work schedules throughout the end of the calendar year (if doing so will not disrupt the essential job functions and business need).
Will staff who are capable of working from home be permitted to continue to do so throughout the summer while UVU is mostly online?
05-12-2020 TWT Response: Each day, we receive updates from Robin Ebmeyer on rate of infection for the state and Utah County. The Utah Leads Together Plan 2.0 is helpful in answering this question. Even as the State moves from Orange to Yellow, very little changes. At the Orange level, employees operate remotely as possible; at the Yellow level, employers encourage flexible working arrangements including rotating shifts and remote work. We will be returning employees to campus in phases depending on the work needing to be completed while complying with health guidelines including social distancing. For the coming few months, it is likely that many staff working remotely will continue to do so or may work some on campus and some remotely under the direction of their supervisor.
06-08-2020 Update: Supervisors have the authority to approve continued remote work and/or alternative work schedules throughout the end of the calendar year (if doing so will not disrupt the essential job functions and business need). Work at home expectations should be set between the supervisor and the employee and approved through a Temporary Remote Work Agreement Form
In my years working on campus, I’ve heard a lot of debate/conflict between faculty and staff as to who should get offices. Will the trial run-in working from home open the opportunity to free up office space, create more common space and have an option for more employees to work from home?
05-12-2020 TWT Response: Because of COVID-19, UVU is successfully embracing the model of employees working remotely. For the most part, we are pleased with the smoothness of this transition. It is difficult at this time to determine how remote options will be incorporated into the future operations of the University. Our current situation has provided many employees a chance to experience what working remotely entails, including the advantages and disadvantages of such an arrangement. This does give us a chance to consider a reset in terms of how we work in the future.
Working remotely presents our supervisors with a unique set of challenges, some of which are very new for many of us. The most important task of a supervisor with remote employees is to maintain frequent communication. Establishing time tracking methods and obtaining status updates on projects are very effective and successful management tools to assist employees in staying focused and on task through possible distractions that may arise while working remotely. First and foremost, student and employee success will guide UVU in making all future decisions regarding our work-at-home policy.
06-08-2020 Update: Removed as it is not relevant.
I am an advisor and have been working from home since the first of March. It has been working fantastic and I am able to connect with my students and other advisors easily. I am in a high-risk age group and I filled out a work at home order and it says it goes through Dec 31, 2020. I have been told that I will need to return in July. If UVU is so concerned with faculty and students, in being able to continue to work and learn remotely, then I feel that staff should be given that same accommodations. What will happen for those of us who are high-risk?
06-17-2020 TWT Reponse: HR has provided a number of resources for employees and supervisors of employees who may be high-risk. Please review information on the Return to Campus website and on the COVID-19 Employee Guide FAQ website. Supervisors have the authority to approve continued remote work and/or alternative work schedules (if doing so will not disrupt the essential job functions and business need). If supervisors are unable to approve the request, employees who may be high-risk can reach out to Human Resources to start an interactive process to review possible options.
08-13-2020 Update: Replaced with similar question during 08/13/2020 TWT
General Safety
The university is highly recommended the wearing of masks and provided a reusable mask to employees on campus. However, there has been no indication that the wearing of face masks will be enforced.
Will areas that have a lot of interpersonal communication and interaction, for example, tutoring labs and other support services, be allowed to require patrons to wear masks, use hand sanitizer, and possibly have a forehead temperature check?
06-17-2020 TWT Response: In our return-campus procedures, we've said that we expect employees to wear masks. We have a lot of different situations that are happening across campus. In fact, we have some face-to-face classes that are happening right now, and we've required those students and instructors to wear masks. Depending on the situation, environment, and the size of the room, we will have areas on campus that we will require people to wear masks to ensure the safety of our students, faculty, and staff. One of the best ways to show exception care is by wearing a mask which shows respect for one another and shows that we're trying to watch out for each other's health.
07-09-2020 Update: Face coverings (e.g., masks, scarves, gaiters, bandanas) are required inside university buildings. They are also required outside when maintaining a 6-foot physical distance is not possible. Face coverings must cover both the nose and the mouth.
Students have been surveyed, faculty have been surveyed, but staff have not. Why do staff seem to not have a voice in how we're returning to campus?
06-17-2020 TWT Response: UVU’s Fall class schedule was published and students began registering before the ongoing impact of COVID-19 on instruction was understood. Thus, Academics has been working very hard, at all levels, to reframe instruction in compliance with health guidelines. This reframing has required input from faculty and departments and an assessment of students’ expectations. There have been a number of conversations at the leadership level and within departments and with individual employees on how we are returning to campus. PACE is planning a survey of staff for later this week.
07-09-2020 Update: PACE conducted a survey and shared the results with UEC the first part of July.
08-17-2020 Update: Removed, no longer relevant.
Working Remotely
Employee Travel
If I have traveled outside of the state for personal or professional travel, what do I need to do?
The university is asking students, faculty, and staff to report personal or professional travel outside of Utah. Please fill out the Self-Reporting Travel Questionnaire to notify the university of your travel to allow the university to determine the risk of any potential spread of COVID-19. Individuals returning from high-risk areas should work with their supervisor to take precautionary measures and complete the Self-Reporting Travel Questionnaire.
08-28-2020 Update: Removed, form no longer required.
Employment and Financial Impact
Yes. All faculty and staff (FT, PT, and Student) are expected to work as scheduled — either through telecommuting or on campus — in consultation with your supervisor. For more information, please visit the UVU Human Resources Coronavirus (COVID-19) Employee Guide.
07-09-2020 Update: Removed as it is not relevant.
If on May 1st we still can't be on campus, will the category 3 employees pay get extended?
05-12-2020 TWT Response: As UVU continues to operate under modified conditions, employees designated as Category 3 will continue to receive pay through May 31, 2020, in accordance with the COVID-19 Guidance for Nonexempt Full-time and Part-time Staff and Student Employees.
Leaders are reminded to contact Human Resources regarding alternative work assignments for displaced full-time staff, part-time staff, and student employees. These efforts, on the part of Human Resources and leaders across campus, will ensure that alternative measures have been exhausted before any temporary workforce reductions are considered.
UVU has evaluated our financial position and implemented a Temporary Financial Resource Management Guidelines to address the short-term financial challenge and maximize the long-term fiscal flexibility of the University and individual departments.
06-08-2020 Update: Removed as it is not relevant.
Some are worried about the financial impact of COVID-19. How will UVU try to minimize the financial impact of COVID-19?
Given the emerging COVID-19 pandemic including its economic impact as well as the change from April 15 to July 15 for filing taxes, UVU anticipates the State Legislature will be calling several special sessions over the coming months to ensure the fiscal stability of the State. UVU is in a very good financial position with contingencies and reserves for rainy days. Further, University leadership is preparing now to respond to any financial reductions that may occur. Those preparations include the Temporary HR Guidelines and the Temporary Financial Resource Guidelines.
07-09-2020 update: Removed
We are expecting the legislature to have several special sessions to address the current year budget (ending June 30) and next year’s budget (beginning July 1). At their April special session, they reduced UVU’s carryforward from last fiscal year by $15 million but then restored it next year. That reduction and replacement of funds has no impact on UVU’s operations.
Then, two weeks ago, we received a message from legislative leadership informing us that we should not expect to receive the new tax funds appropriated during March. We had anticipated that scenario, which is why we paused PBA allocations and provided minimal compensation increases. So, at this point, legislative actions have not caused us to cut any existing budgets.
However, we recognize that the economic impact of the pandemic on state tax revenues is still unclear. The legislative fiscal analyst requested each university to provide scenarios for a 2%, 5%, or 10% tax fund reduction and we have provided that information to them. More importantly, we are preparing now for potential base budget reductions by implementing Temporary Human Resource Guidelines to delay, pause, or freeze hiring (at the discretion of each Executive) and Temporary Financial Resource Management Guidelines. By making strategic decisions in the near term on the use of our existing resources, UVU leaders will have better flexibility and more options for responding to any cuts.
07/09/2020 update: Removed and updated other questions to reflect current situtation.
Furlough
07/09/2020 Update: Furlough and Layoff FAQ removed as employees should refer to the Furlough FAQ and Layoff FAQ.
Benefit-eligible employees can access mental health services by reaching out to the Regence BlueCross BlueShield behavioral health providers via regence.com, as well as to UVU’s Employee Assistance Program (EAP) Reliant Behavioral Health at the following links:
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IBH Solutions (Reliant Behavioral Health EAP)
A free emotional health relief hotline through Intermountain Healthcare is available to anyone feeling emotional distress due to COVID-19. This hotline is available to all Utahns seven days a week, from 10 a.m. to 10 p.m. The phone number is 833-442-2211.
You may still utilize your tuition remission (waiver) benefits during the furlough period. Feel free to contact HR if you have any questions about eligibility.
The UVU Food Pantry has temporarily suspended our services to reduce strain on community food bank resources. To find community food resources closest to you, please visit bit.ly/UVUFOOD. As soon as we are able to resume our services, we will update the UVU Food Pantry website.
If you have children, all area school districts have been authorized to offer free grab-and-go breakfasts and lunches for all children ages 0–18. For a list of locations, please contact your child’s school district.
If you have a specific expense that threatens your housing, health, or safety, you can apply for the expense to be covered by the UVU emergency fund. These funds are usually given in amounts ranging from $50-$500. You are only eligible for this funding if you have already accepted all grants and/or scholarships available to you. Fill out the emergency fund application to submit your request.
You may also be interested in working with UVU’s Money Management Resource Center, which can help with managing money. Virtual appointments are now available.
Schedule a phone appointment: Financial Aid Website
Email: faresponse@uvu.edu
Live chat: Financial Aid Website
The following resources are available:
If you are in crisis, please access the SafeUT app, which will connect you to licensed counselors who are ready to respond 24/7 at no cost. You can text, call, or submit a tip anonymously.
Here are additional resources:
06-17-2020 TWT Response: My hope is that as Utah and UVU reopens using a phased approach and as we, individually and collectively, follow health guidelines, we can avoid a second wave that would require us and/or the rest of the state to shut down. Another shut down would not necessarily trigger layoffs. As a result of the last shut down, we furloughed 132 employees and laid off 13. A portion of these employees worked in areas that are not scheduled for full reopening for many months due to health guidelines (such as the Wee Care Center and the Noorda).
08-17-2020 Updated: Removed
Layoff
The UVU Food Pantry has temporarily suspended our services to reduce strain on community food bank resources. To find community food resources closest to you, please visit bit.ly/UVUFOOD. As soon as we are able to resume our services, we will update the UVU Food Pantry website.
If you have children, all area school districts have been authorized to offer free grab-and-go breakfasts and lunches for all children ages 0–18. For a list of locations, please contact your child’s school district.
If you have a specific expense that threatens your housing, health, or safety, you can apply for the expense to be covered by the UVU emergency fund. These funds are usually given in amounts ranging from $50-$500. You are only eligible for this funding if you have already accepted all grants and/or scholarships available to you. Fill out the emergency fund application to submit your request.
You may also be interested in working with UVU’s Money Management Resource Center, which can help with managing money. Virtual appointments are now available.
Schedule a phone appointment: Financial Aid Website
Email: faresponse@uvu.edu
Live chat: Financial Aid Website
Visit the Financial Aid website for more information.
The following resources are available:
If you are in crisis, please access the SafeUT app, which will connect you to licensed counselors who are ready to respond 24/7 at no cost. You can text, call, or submit a tip anonymously.
Here are additional resources:
