Coronavirus Guidance for Employees & Supervisors

Supervisors and managers should become informed about coronavirus, how it might impact their employees and what resources are available to help. 

Revised Mar. 26


Top FAQs
 

  • What are the details around Paid Administrative Leave?
  • UC Davis is committed to supporting employees and their families during the COVID-19 emergency.

    Effective immediately, employees are eligible to receive up to 128 hours of paid administrative leave in order to cope with the impact of the COVID-19 pandemic.

    Read more about Paid Administrative Leave
  • Are employees required to disclose whether or not they feel ill to management?
  • Yes. Employees experiencing symptoms that could potentially be associated with COVID-19 are directed to disclose.

    The University is committed to maintaining a safe and healthy work environment.

    Given concerns about COVID-19, students, staff, and academics have been advised to stay at home if they are feeling ill, to avoid placing their students, patients and coworkers at risk.

    Employees who feel ill should disclose it to their supervisor and go home immediately.
  • Can a healthy employee use Paid Sick Leave due to potential exposure to COVID-19?
  • Yes. Preventative care may include self-quarantine as a result of potential exposure to COVID-19, if quarantine is recommended by civil authorities.

    In addition, even if civil authorities do not recommend quarantine, a non-healthcare worker employee may exercise their right to take paid sick leave in other situations (e.g., where there has been exposure to COVID-19 or the worker has traveled to a high-risk area).

    Employees involved in healthcare that are not experiencing symptoms, are able to return to work during the 14-day monitoring period after travel or possible exposure, but are required to wear a mask.

  • What about employees who are undergraduate students?
  • Supervisors are encouraged to explore work assignments for students to perform remotely.

    Undergraduate student employees are eligible for paid administrative leave, prorated according to their appointment percentage, when:

    -  The
     employee is unable to work due to the employee’s own COVID-19-related illness or that of a family member;
    -  The employee is unable to work because the employee has been directed not to come to the worksite for COVID-19-related reasons and/or the work site has implemented a COVID-19-related remote-work program or is under a shelter in place order and it is not operationally feasible for the employee to work remotely;
    -  The employee is unable to work because a COVID-19-related school or daycare closure requires the employee to be at home with a child or dependent, and it is not operationally feasible for the employee to work remotely or in conjunction with the childcare commitment.

    The administrative leave days do not need to be consecutive.
  • Should an employee who is out sick provide a health care provider’s note?
  • It is critical that you do not come to work if you are sick or displaying any symptoms relating to COVID-19.

         >  Davis Campus - employees in critical positions may be required to provide a medical certification to utilize Emergency Administrative Leave (EAL).

         >  UC Davis Health - supervisors are to work with their employees on Emergency Administrative Leave (EAL) requested for a COVID-19 related illness in the same fashion they process and approve regular sick leave, so as to remain consistent with local current practices.

  • How Can I Help the UC Davis Medical Center?
  • Donate blood and personal protective equipment (PPE). 

    See what UC Davis Health needs and how you can donate at health.ucdavis.edu/coronavirus/donate.html
  • Are there special considerations for older adults and those who have elevated risk?
  • Employees should follow the advice of their healthcare provider and consider the California Department of Public Health Guidance (.pdf).

    Employees unable to come to work due to public health or University-required quarantine or self-isolation measures may work remotely if operationally feasible. If remote work is not operationally feasible, employees may use their one-time allotment of up to 128 hours of paid administrative leave, either before or after, exhausting other available leave balances.

More FAQ Topics Below...

Protecting Employees and the Workplace

  • What is the university doing to protect employees?
  • Employees shall be eligible to receive a one-time allotment of up to 128 hours of paid administrative leave, either before or after the use of any accrued leave or other paid leave, provided that such use shall not adversely affect the delivery of essential services, including healthcare services.
    Students and e
    xempt employees who do not accrue sick or vacation leave are eligible for the one-time allotment of the paid administrative leave. The paid administrative leave hours may only be used when:
    -  The
     employee is unable to work due to the employee’s own COVID-19-related illness or that of a family member;
    -  The employee is unable to work because the employee has been directed not to come to the worksite for COVID-19-related reasons and/or the work site has implemented a COVID-19-related remote-work program or is under a shelter in place order and it is not operationally feasible for the employee to work remotely;
    -  The employee is unable to work because a COVID-19-related school or daycare closure requires the employee to be at home with a child or dependent, and it is not operationally feasible for the employee to work remotely or in conjunction with the childcare commitment.

    As an additional precautionary measure, daily disinfection practices are being implemented within all high-traffic common areas. We urge everyone to follow simple precautions such as thorough handwashing to prevent the spread of disease, including influenza and coronavirus. Read how UC Davis custodial and dining services teams are keeping UC Davis Stocked and Disinfected
  • Who should an employee notify if they test positive for COVID-19?
  • If the employee has tested positive for COVID-19, immediately notify the Campus Privacy Office at privacy@ucdavis.edu, and

    >  Employees - Occupational Health occupationalhealth@ucdavis.edu  or 530-752-6051
    >  Students - Mary Macias at Student Health at memacias@ucdavis.edu or 530-752-6559 

  • Are there special considerations for older adults and those who have elevated risk?
  • Employees should follow the advice of their healthcare provider and consider the California Department of Public Health Guidance (.pdf).

    Employees unable to come to work due to public health or University-required quarantine or self-isolation measures may work remotely if operationally feasible. If remote work is not operationally feasible, employees may use their one-time allotment of up to 128 hours of paid administrative leave, either before or after, exhausting other available leave balances.

  • Is there anything I can do to ‘disinfect’ the workstation of a co-worker who is staying home sick?
  • No. You should not do anything to coworker workstations while they are out of the office. If the University becomes aware of a COVID-19 risk to our community, it will take all appropriate deep-cleaning actions to address the issue. 

    If you remain concerned about your own workstation, review CDC’s guidance for cleaning and disinfecting.
  • When can an employee return to work after feeling any symptoms of COVID-19 (e.g., dry cough, fever, shortness of breath, fatigue)?
  • The employee must remain home a minimum of 7 days from onset of first symptoms.

    Additionally, the employee must be:
    >>  Fever free for at least 3 days (72 hours), without the use of fever-reducing medications
    AND
    >>  
    Experiencing an improvement in any respiratory symptoms (e.g., cough, shortness of breath)

    In certain circumstances, such as a confirmed COVID-19 case, the employee may be required to provide a medical certification from their treating physician or Occupational Health releasing them to return to work.

  • Can I go home if I feel my workplace is unsafe?
  • The University is committed to maintaining a safe and healthy work environment. If you do not feel safe, speak with your supervisor about your specific concerns.

    Supervisors should listen to employee concerns and implement a remote working arrangement if operationally feasible (remote working arrangements are not appropriate for healthcare workers). Supervisors may also allow employees to use accrued vacation leave or PTO if it is operationally feasible to do so.
  • One of my employees appears to be sick but refuses to leave work. What can I do?
  • Employees who are sick should follow CDC guidance and stay home and not go into crowded public places or visit people in hospitals. All employees should stay home if they are sick until at least 24 hours after their fever (temperature of 100 degrees Fahrenheit or 37.8 degrees Celsius or higher) and symptoms have resolved without the aid of cough suppressant, fever reducers, or other symptom-reducing medications.

    In cases where there is uncertainty, the campus occupational health clinic may be able to provide a fitness-for-duty evaluation in cases.  Or, if the employee is a student, the student health clinic will assist. Please contact the clinic before sending an employee:

    Davis Campus – Occupational Health Medical Clinic
    UC Davis Health – Employee Health Services
    Student Employees – Student Health and Wellness Center

    If occupational health is not available, managers can encourage employees to see their personal doctor for evaluation.

    If there is objective evidence of illness, and a staff employee refuses to take leave, a manager or supervisor should seek assistance from Employee & Labor Relations to take appropriate action to ensure the employee does not remain in the workplace. 

    Employees unable to come to work due to public health or University-required quarantine or self-isolation measures may work remotely if operationally feasible. If remote work is not operationally feasible, employees may use their one-time allotment of up to 128 hours of paid administrative leave, either before or after, exhausting other available leave balances.

  • An employee may have had indirect contact with an infected person, what should I do?
  • As COVID-19 becomes more widespread in the U.S., the university is preparing for the possibility that students, employees and instructors will come into direct or indirect contact with someone infected. For employees who may have had tertiary contact (i.e., contact with someone who came into contact with an infected person), we are following CDC guidelines which consider this a low-risk scenario, not requiring any restrictions or self-isolation. We understand this can feel very scary and encourage managers and supervisors to help employees become informed and take precautions. 

  • What should I do if I suspect that one of my coworkers is feeling ill?
  • Inform your supervisor. The supervisor will speak with the employee and send that employee home if they are ill.
  • My employee has received a quarantine notice from a state or federal entity, what do I tell them?
  • Employees unable to come to work due to a COVID-19 quarantine from a state or federal entity, such as the CDC, that require them to be home or isolated, may work remotely. 

    Employees unable to come to work due to public health or University-required quarantine or self-isolation measures may work remotely if operationally feasible. If remote work is not operationally feasible, employees may use their one-time allotment of up to 128 hours of paid administrative leave, either before or after, exhausting other available leave balances.

    The employee should make arrangements with their supervisor in advance of taking time off, and submit their application for Emergency Administrative Leave (.pdf), with documentation, to the Employee and Labor Relations department.
  • What personal protective equipment is required in clinical and non-clinical settings?
  • The CDC has developed Frequently Asked Questions (FAQs) about PPE

    Patients: The role of facemasks is for patient source control, to prevent contamination of the surrounding area when a person coughs or sneezes. Patients with confirmed or suspected coronavirus should wear a facemask until they are isolated in a hospital or at home. We are asking patients to cooperate with these masking requirements.

    Employees in clinical areas: As with any type of PPE, the key to proper selection and use of protective clothing is to understand the hazards and the risk of exposure. Some of the factors important to assessing the risk of exposure in health facilities include source, modes of transmission, pressures and types of contact, and duration and type of tasks to be performed by the user of the PPE. When working in a clinical area with a patient with suspected coronavirus, employees should use eye, nose and mouth protection. UC Davis Health has produced a short educational video HERE with the Infection Prevention team about donning, doffing and reusing PAPRs. 

    Employees in non-clinical areas: Spread of respiratory viruses from person-to-person happens most often among close contact (within 6 feet). CDC recommends everyday preventive actions to prevent the spread of respiratory viruses, such as avoiding people who are sick, avoiding touching your eyes or nose, and covering your cough or sneeze with a tissue. The routine use of masks in non-clinical areas is not recommended by the CDC, and does not comply with UC Davis Health Policies and Procedures.

Employee Leave (sick, vacation, PTO)

  • Can a healthy employee use Paid Sick Leave due to potential exposure to COVID-19?
  • Yes. Preventative care may include self-quarantine as a result of potential exposure to COVID-19, if quarantine is recommended by civil authorities.

    In addition, even if civil authorities do not recommend quarantine, a non-healthcare worker employee may exercise their right to take paid sick leave in other situations (e.g., where there has been exposure to COVID-19 or the worker has traveled to a high-risk area).

    Employees involved in healthcare that are not experiencing symptoms, are able to return to work during the 14-day monitoring period after travel or possible exposure, but are required to wear a mask.

  • May an employee use sick leave/PTO/extended sick time to care for an ill family member?
  • Yes, but there are additional resources.

    To start, the employee should make arrangements with their supervisor in advance of taking time off. 

    Employees are eligible to receive a one-time allotment of up to 128 hours of paid administrative leave, either before or after the use of any accrued leave or other paid leave, provided that such use shall not adversely affect the delivery of essential services, including healthcare services.
  • Can I go home if I feel my workplace is unsafe?
  • The University is committed to maintaining a safe and healthy work environment. If you do not feel safe, speak with your supervisor about your specific concerns.

    Supervisors should listen to employee concerns and implement a remote working arrangement if operationally feasible (remote working arrangements are not appropriate for healthcare workers). Supervisors may also allow employees to use accrued vacation leave or PTO if it is operationally feasible to do so.
  • May an employee use sick leave/PTO/extended sick leave to care for their child if their child care center or school has been closed?
  • Employees unable to come to work due to a COVID-19 daycare 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 are eligible to receive a one-time allotment of up to 128 hours of paid administrative leave, either before or after the use of any accrued leave or other paid leave, provided that such use shall not adversely affect the delivery of essential services, including healthcare services. The employee should make arrangements with their supervisor in advance of taking time off. 

    Additionally, if a child is sick, UC Davis-affiliated child care centers may refuse services to that child. UC Davis operates centers to care for children of employees and students. California Child Care Center general licensing requirements require that these centers inspect all arriving children for signs of sickness and that centers must not accept into their care any children exhibiting obvious symptoms of illness, including, but not limited to, fever or vomiting.  Centers are following recommendations of the Yolo County Health Department regarding possible closure.
  • Does the Family and Medical Leave Act (FMLA) or California Family Rights Act (CFRA) entitle an employee to take leave to avoid contracting coronavirus?
  • No. The FMLA and CFRA entitle employees to job-protected leave when they have a serious health condition or when they need leave to care for covered family members who have a serious health condition. Leave for the purpose of avoiding exposure to the coronavirus is not protected under the FMLA or CFRA.
  • Are there special considerations for older adults and those who have elevated risk?
  • Employees should follow the advice of their healthcare provider and consider the California Department of Public Health Guidance (.pdf).

    Employees unable to come to work due to public health or University-required quarantine or self-isolation measures may work remotely if operationally feasible. If remote work is not operationally feasible, employees may use their one-time allotment of up to 128 hours of paid administrative leave, either before or after, exhausting other available leave balances.

Support Your Employees

  • What do I tell my staff who think they have been exposed by another coworker to COVID-19?
  • The University will make every effort to inform you and your manager if we know you’ve been exposed to a person with confirmed COVID-19.

    The notification will include:
    -  Guidance for employees on what they should do.
    -  Steps taken by the University to protect the health of potentially exposed employees.
    -  Steps taken by the University to ensure that their workplace is thoroughly cleaned.

  • Should an employee who is out sick provide a health care provider’s note? 
  • It is critical that you do not come to work if you are sick or displaying any symptoms relating to COVID-19.

         >  Davis Campus - employees in critical positions may be required to provide a medical certification to utilize Emergency Administrative Leave (EAL).

         >  UC Davis Health - supervisors are to work with their employees on Emergency Administrative Leave (EAL) requested for a COVID-19 related illness in the same fashion they process and approve regular sick leave, so as to remain consistent with local current practices.

  • What documentation is available to provide proof of essential employment if pulled over by law enforcement?
  • We recommend the employee produce their UC Davis identification to verify their employment. Section 10.f.xii of the Yolo County shelter in place order defines educational institutions as “essential businesses” and provides for employees to travel to the University to perform essential functions.

  • My employees are showing signs of anxiety about possible exposure, what should I do?
  • The news, and especially the uncertainty, can feel very scary. We want to make sure you are aware the campus website has a dedicated coronavirus webpage. UC Davis Health also has a very detailed webpage that includes information on how you can protect yourself and your family. Additionally, the Academic and Staff Assistance Program offers confidential, cost-free assessment, intervention, consultation and referral services to all UC Davis and UC Davis Health academics, staff and their immediate families.

    If employees are experiencing extreme anxiety impacting productivity, supervisors should provide flexible work options, such as teleworking, understanding that telework arrangements at UC Davis Health require review and approval by managers, divisional leaders and Employee & Labor Relations.

  • If an employee wants to work from home, what resources are available to them?
  • Talk to your local IT professionals about making accommodations for employees to work from home. This could include access, equipment or other related needs. 

    Additionally, consult the telework resources on the HR website, and note that telework arrangements at UC Davis Health require review and approval by managers, divisional leaders and Employee & Labor Relations.

Remote and Telework Arrangements

Talk to your local IT professionals about making accommodations for employees to work from home. This could include access, equipment or other related needs. 

Additionally, consult the telework resources on the HR website, and note that telework arrangements at UC Davis Health require review and approval by managers, divisional leaders and Employee & Labor Relations.

Employee Travel

  • My employee has work travel scheduled, what should I do?
  • University-related travel should be limited as much as feasible, and employees are asked to take precautions to protect themselves. Since the situation with coronavirus remains dynamic, UC Davis academics and staff travelers are reminded to check international travel advisory updates from Global Affairs, and to register their trips, which is required per UC Davis policy and provides customized, real-time travel updates and alerts. Failure to register international travel may result in: delays or forfeiture of reimbursement of travel expenses; and delays in the ability of the university to provide support in the event of an emergency.

    Further, individuals on our campuses with a recent travel history from a CDC Level 3 country must self-isolate for 14 days from the time they left the Level 3 country and practice social distancing. CDC travel guidance for Level 3 countries applies to all travelers returning from a Level 3 country for any purpose, including personal travel. The UC Davis Travel Office provides information for travelers seeking reimbursement for travel impacted as a result of COVID-19.

  • My employee has personal travel scheduled, what should I do?
  • UC employees traveling to countries designated CDC Level 2 (sustained community transmission) or CDC Level 3 (widespread sustained transmission) should be strongly encouraged to follow CDC advice and avoid their trip. Please encourage employees to register personal trips, which provides them with information about health and travel restrictions that may arise before, during or after their trip. 

    Further, individuals on our campuses with a recent travel history from a CDC Level 3 country must self-isolate for 14 days from the time they left the Level 3 country, and practice social distancing. CDC travel guidance for Level 3 countries applies to all travelers returning from a Level 3 country for any purpose, including personal travel.