COVID-19: Human Resources FAQs
CSU Human Resources FAQs answer common questions for faculty, staff and student employees about the impacts of COVID-19 on leave, work arrangements and other concerns.
Fall Break Professional Development Days
State Classified, Administrative Professional, Research, Post-Doctoral Fellows, Graduate Assistants and Faculty members are eligible and encouraged to participate. Non-student Hourly and Student employees are not eligible and should work with their supervisors to determine their work schedule for the week of November 23.
Non-exempt employees should input their regularly scheduled work hours into the TimeClock Plus system on November 23, 24 and 25. For example, if your regular work day consists of an eight (8) hour schedule, please enter the full eight hours in TimeClock Plus using your assignment job code. For exempt employees, it is not necessary to input an action for these dates within the TimeClock Plus system as these are regular work days.
Essential employees who are unable to apply the time during the week of November 23rd should coordinate with their supervisor to schedule three professional development dates before the conclusion of the 2020/2021 fiscal year. These days need not be taken consecutively. These days are not eligible for payout or rollover at the end of the fiscal year.
If an employee wants to participate in the Fall Break professional development days, it is permissible to rescind their leave request.
If an AP hourly or State Classified hourly employee is regularly scheduled for work on November 23, 24 or 25, they are eligible to participate in the professional day development days. If an AP hourly or State Classified hourly employee is considered essential for business during the Fall Break and unable to take the professional development days between November 23-25 they are eligible to defer the equivalent number of professional development days hours worked (up to 24) to a later time within the fiscal year. AP hourly and State Classified hourly employees who are not scheduled to work on November 23, 24 or 25 are not eligible to participate.
Consult with your supervisor to determine if the business need requires your role to provide support on the observed days; if yes work with your supervisor to calendar days identify future dates for you to observe these days during this fiscal year. If the business need does not dictate your role is essential during this time frame, you may want to consult with your unit’s Human Resources representative to determine options.
Information for supervisors
All employees must fill out the Daily Symptom Checker if they are reporting to university grounds.
If an employee reports to you that they are not feeling well and may have COVID-19, you and the employee should follow the established leave process for your department.
Encourage your employee to call (do not go in person unless their condition requires emergency or immediate medical attention) their health care provider or seek medical advice through telemedicine services.
Supervisors should not require either evidence of a test result or diagnosis or a doctor’s note for when your employee may resume working.
Most employees are working remotely and should already be limiting their contact with others. If an employee is not feeling well, they should follow the advice of their medical provider. If the employee is assigned to essential, in-person duties that must be performed on a university campus, they should not come to work and supervisors should assign those tasks to others who can perform them.
If your employee is unable to work from home, they may be eligible for COVID-19 specific sick leave.
The state has extended the classified performance cycle timeline and final evaluations now must be completed by June 30. The same deadline will apply administrative professional staff evaluations.
Computers can be purchased through Surplus Property but this will need to be arranged through your local IT support team. Equipment from Surplus Property does NOT come with an operating system pre-installed. IT support will need to first install and configure Windows prior to these computers being used.
There are several things you can do to help guarantee a positive transition to remote work. Some key considerations include:
Prepare your workspace – both physical and virtual
Staff can find great tips for working remotely through the Central IT resource “Keep Working,” developed for the university’s COVID-19 response. This resource will help you remote into your desktop, set up virtual meetings, connect securely to the internet, and forward your phone, among other tips.
Faculty and instructors can maximize effectiveness of online course delivery with these tips on the “Keep Teaching” page.
You also will want to:
- Identify a good place to work. Fine the best space possible to support your day with good ergonomics, comfortable furniture and proper lighting
- Minimize distraction and disruption to the extent possible
- Stay connected with your team
- Communicate often to keep everyone ‘in the loop’
- Collaborate using technology – use digital events or a virtual huddle as you would in person meetings
Make certain you are clear on expectations of your leadership team, including:
- How do I know what to prioritize each day?
- How can I best convey the day’s accomplishments?
- What are timekeeping, scheduling and break expectations?
Manage your time and wellbeing
- Share your availability and note any changes to normal hours
- Don’t forget to take breaks
- Get a breath of fresh air, even if it is just stepping outside for a minute or two
- Remember to balance your personal needs with work needs – technology can make it too easy to always be connected
- Check in with yourself and others – how are you feeling day to day? Loneliness is a normal response to such a sudden change to remote work and we have resources to help.
You may be eligible for emergency paid health leave if you are unable to work from home.
Concerns about remote work during COVID-19
All employees should continue to work remotely until their return to a campus has been approved through an official process via the Pandemic Planning Team.
Wherever possible, we encourage employees to engage in work activities that can be performed remotely, such as professional development, training, policy and standard operating procedures development, etc. Talk to your supervisor about any ideas you have that are not your usual work but would still advance your work or university functions.
We have asked all supervisors to identify employees whose job duties are essential-in-person, and all those identified this way have been conditionally approved to keep working on campus while the Pandemic Planning Team reviews supervisor lists.
These faculty and staff members who do meet criteria for essential-in-person employees will be permitted to continue to report to work in person and provided with documentation to allow them to get to campus during shelter-in-place and park on campus without ticketing. We remind those of you whose job duties are identified as essential-in-person to please follow all public health best practices while you are at work. You should not come to work if you become symptomatic.
If you receive a communication that you are not considered an essential-in-person employee, please work with your supervisor to determine what work you may be able to do remotely and refer to other sections of these FAQs.
For the time being, all salaried employees will receive their full pay whether working on-site or remotely, if they are unable to work remotely, or in some combination of these circumstances. Hourly employees will be paid only for actual hours worked.
If employees are unable to work on-site or remotely, hours should be recorded in TimeClock Plus as Admin Leave Pandemic – Insufficient Work from Home. In the event we receive either federal or state resources to support CSU during this time, we need to appropriately document the costs incurred. Supervisors will record and approve time for salaried employees who are unable to work remotely.
If this situation changes, the action must be approved by the Chancellor and Board of Governors and comply with federal and state law. At this time, we do face payroll challenges for some employees funded through contracts, grants, or fee-for-service revenue sources. The University is working quickly and diligently to find solutions to these challenges. We will communicate further as soon as we have answers.
You may be eligible for COVID-19- related paid sick leave.
If you have a non- COVID-19 related health concern, your time should be recorded as sick leave. You may use annual or compensatory time if you do not have sick leave available. Those taking leave should accurately record their appropriate status via the university’s TimeClock Plus system.
Those who wish to take accrued leave may take it. Please make sure you have your supervisor’s approval to take annual or compensatory leave and follow all procedures you would generally follow in order to take accrued leave.
We know this information may be another stressor during an already stressful and confusing time. Please know that CSU is still here for you, as your university and your community. We are deeply grateful for your hard work and dedication. We also urge you to take advantage of our mental health resources in the Employee Assistance Program should you need support.
If you have more questions or concerns about how the university is handling the COVID-19 situation, please consult our safety site. If your question is not answered there, send it in here. And if you have specific questions about your employment situation, reach out to your supervisor or to HR professionals in your college or unit.
Navigating work interruptions
You may be eligible for emergency paid sick leave or to use accrued leave to care for ill family members.
Employees asked to self-isolate, and who are not able to telework, may be eligible for COVID-19 emergency sick leave.
Comply with your department’s protocols for reporting absences, typically by notifying your direct supervisor.
The university also will be monitoring absenteeism rates by reviewing leave in TimeClock Plus to help determine the impact and scope of COVID-19 impact.
If you are ill with COVID-19 or COVID-19 symptoms, filling out the Daily Symptom Checker will also alert your supervisor.
The university will follow Centers for Disease Control and Prevention recommendations.
Employees who are working remotely should avoid contact with others and seek advice from their medical provider. You should contact CSU Environmental Health Services Public Health immediately (more information about those procedures are here).
The university will not require medical documentation related to the absence from an in-person function or from remote work hours.
The Families First Coronavirus Response Act provides 80 hours of paid leave under these (and other) circumstances. More information about the act is available from Human Resources at this guide.
Return to work and access to CSU offices, workspace
If you are not someone who must report to work on a campus for and you are working remotely, you are not prohibited from coming to a campus, but you must limit your time on a campus as much as possible. It is permissible to come to a campus for brief periods of time. For example, you may come to your office or workspace to pick up a file, book or office supplies, or to record a lecture.
All employees, including student workers, who are reporting to university grounds or who are working in the field (such as on a research project) are expected and required to screen for COVID-19 symptoms each day and report them.
All employees are directed follow clear safety protocols and public health guidance while on university property:
- Do not prop open building outside doors, section or wing doors, or your office door. Because our buildings are mostly vacant at this time, there is justified concern about theft and other crimes of opportunity.
- Follow public-health-advised social distancing practices. Do not congregate with other faculty and staff who also have been granted access. Stay at least six feet way from each other.
- Avoid as much as possible touching surfaces in the building. If cleaning wipes are available, wipe down equipment before and after use.
- Wash your hands as soon as possible when you enter a building and again before you leave a building.
- Minimize as much as possible the time you spend in a building to support the university’s efforts to slow the spread of illness and exposure.
- If you have flu-like symptoms or you know you have had close contact with (you are sharing a home with, a caretaker for, etc.) someone who has COVID-19, please do not come to a campus. Instead, contact your department head for assistance in determining alternatives for accomplishing what you need to accomplish.
Any unit performing work on campus should have completed the application to return through the Pandemic Planning Team, or individuals who have been delegated by their Vice President, Dean or Department Heads (working with the Pandemic Planning Team) as those who need access to a campus to perform essential duties that cannot be performed remotely. That includes those performing critical services and functions such as essential research, services to support students still on university grounds, maintenance and cleaning, IT support and other tasks.
More on the return to campus process is available at this link.
Some employees may need to request temporary work adjustments due to COVID-19. Under state executive and public health orders, employees who are deemed “Vulnerable Individuals” (also referred to as “people at risk of severe illness from COVID-19”) are not required to work in-person. The Office of Equal Opportunity has more information and a form for requesting a temporary work adjustment.
The university made a commitment to pay student employees who are available and willing to work through the end of the academic year, specifically those who were not able to transition to remote work. This does not included students who voluntarily resigned from their job when the university’s classes moved to online instruction and no longer wanted to work for the university.
You will be paid on your regular pay schedule for weeks beginning on March 23, through the week of May 15.
You can, if your supervisor identifies tasks for you to do from home. The university is encouraging supervisors to facilitate remote work for as many employees as possible.
You are not eligible for compensation.
You will be receiving supplemental pay from your department or unit to make up for the difference in hours until May 15. For example, if you averaged 12 hours a week between January 4 and March 13, but you are now only obtaining 3 hours a week by working remote, you will receive supplemental pay for the difference. Please contact your direct supervisor for more information.
No, the same rules apply for work study students.
Students who want to work and are available to do so may also check with the Career Center to schedule a one-on-one appointment with a career educator to help find other university part-time work. You can also find all available part-time roles on Handshake through www.career.colostate.edu or through the RamWeb portal.