FAQs FOR EMPLOYEES: RETURN TO ON-CAMPUS WORK
As of July 8, 2021
Note: This information is expected to be updated as the state and UNC System continue to assess COVID-19 and its impact to the state and its agencies.
ECU employees can consult the Office of State Human Resources FAQ page regarding COVID-19. The page is continuously updated.
Visit ECU’s Faculty/Staff Resources page for information on changes affecting academic affairs, continuity guidance, recent messages from campus leadership, resources and more. Visit HR Update — Extension of COVID-19 Administrative Leave Provisions for the latest guidance.
ON THIS PAGE
PERMANENT SHRA/CSS/EHRA EMPLOYEES
When do employees need to plan to return to on-campus work for fall 2021?
All campus departments that do not currently have a fully open and operational on-campus presence should prepare to be fully open and operational with adequate in-person on-campus staffing beginning Monday, July 12, 2021, and no later than Monday, July 26, 2021.
Can my department and/or supervisor require me to return to on-campus work prior to Monday, July 12, 2021?
Yes. Many units will need to be fully operational on campus prior to then, and departments should continue to designate those employees as Required On-Site Employees (ROSE). A ROSE designation is appropriate when the position is required to perform on-site work for a documented, nondiscriminatory and legitimate business need.
Will my department and/or supervisor notify me in advance of the date I need to return to on-campus work?
Yes. All units must have a return plan designed and approved by the appropriate vice chancellor no later than Monday, May 24, 2021, in order to communicate their plans to employees no later than June 14, 2021.
I am faculty who will be teaching on campus in the fall. When should I be back on campus?
For the fall semester, faculty teaching on campus should be back on-site no later than Convocation day, Friday, Aug. 20, 2021.
I have a medical condition that is impacting my ability to return to on-site work. What should I do?
Employees who have been notified of their return-to-on-campus work date from their department and/or supervisor and who have a medical condition that is impacting their ability to work on-site must contact the interim ADA coordinator at ada-coordinator@ecu.edu to request an accommodation. Accommodations may include work-from-home arrangements, adjustments of work schedules, or adjustments of work locations. As required by the ADA interactive process, employees will be required to provide medical documentation of their medical condition.
Will there be flexible work options such as telework or flexible work schedules available?
Flexible work options, such as hybrid schedules that include a combination of on-site and remote work, may be available depending upon the nature of the position and work performed, at the discretion of departmental leadership and as long as the university’s operational needs can be met during the transitional period of July 12 to Aug. 20. Supervisors are encouraged to continue to exercise flexibility where they can during the coming weeks as we approach the fall semester, as we recognize employees may need time to make preparations or arrangements in their personal lives to return to on-site work.
Any on-going flexible work arrangements that may be implemented after August 20th should follow the Interim Flexible Work Arrangements and Remote Work Regulation.
Will there be flexible work options such as telework or flexible work schedules available?
Flexible work options, such as hybrid schedules that include a combination of on-site and remote work, may be available depending upon the nature of the position and work performed, at the discretion of departmental leadership and as long as the university’s operational needs can be met during the transitional period of July 12 to Aug. 20. Supervisors are encouraged to continue to exercise flexibility where they can during the coming weeks as we approach the fall semester, as we recognize employees may need time to make preparations or arrangements in their personal lives to return to on-site work.
What should I do to prepare for a return to on-campus work?
Employees should review the Employee Return to Work checklist and complete the Returning to Work During the COVID-19 Pandemic training in Cornerstone.
COVID-19 VACCINE
Do I have to get the COVID-19 vaccine before I return to on-campus work?
ECU does not currently require the COVID-19 vaccine. While we encourage every member of Pirate Nation™ to be vaccinated, we respect an individual’s right to choose not to do so. Employees should consult with their primary health care provider concerning their receipt of the COVID-19 vaccine. However, not receiving the vaccination will not exempt employees from the expectation of returning to on-site work.
I would like to receive the COVID-19 vaccine. Do I have to take leave time to go get it?
Permanent and temporary employees may use paid work time to receive the COVID-19 vaccine during work hours, with supervisor approval, not to exceed eight hours in a single day. This paid work time is also provided for a second dose of the vaccine, if required, also not to exceed eight hours in a single day. Supervisors may request employees to provide proof the vaccine was received to have the use of work time approved. Supervisors should consult with Employee Relations on what would be appropriate to request from employees.
Since this leave may be applied retroactively to Jan. 1, 2021, any employee who used personal leave to receive their vaccine since Jan. 1, 2021, will need to work with their supervisor and Kronos SuperAdmin to have a Team Dynamix ticket submitted to edit their leave record to reflect work time and credit their sick or vacation leave balance.
If I have a reaction to the COVID-19 vaccine, do I have to take leave time?
COVID-19 Paid Administrative Leave is available if an employee experiences a reaction to their COVID-19 vaccination that prevents them from returning to work, either on the day of the vaccination or on the following day. To request this leave, complete the Request for COVID-19 Administrative Paid Leave form and return it, along with confirmation of the date the vaccine was received, to adminleaverequests@ecu.edu.
Employees must use their own accrued personal leave for continuing reactions experienced beyond the day after vaccination.
This leave may be applied retroactively to Jan. 1, 2021, for any employees who have received the COVID-19 vaccine and experienced a reaction. Employees who received their vaccine since Jan. 1, 2021, and used personal leave (sick or vacation) due to a reaction from the vaccine will need to complete the Request for COVID-19 Administrative Paid Leave form and return it, along with confirmation of the date the vaccine was received, to adminleaverequests@ecu.edu. If the leave is determined to be eligible for COVID-19 Paid Administrative Leave, employees’ personal leave will be credited back to their leave balances.
Why does ECU want proof of my vaccination in myPIRATEchart?
The university will use the accumulated data from vaccination card uploads to determine a percent vaccinated. This percent vaccinated will help guide and inform fall planning for a traditional semester as will be critical in our ability to maintain that status by limiting and controlling case surges in the fall.
Will my vaccination card be treated as confidential?
Yes, your vaccination card will be treated as a confidential medical record. The university will only analyze the accumulated data to determine a percent vaccinated, not individual records or information. Your vaccination card will only be maintained in your myPIRATEchart and will not be shared beyond there.
Will my vaccination status/information be shared?
No, your vaccination status/information will be handled as confidential medical information. The university will only analyze the accumulated data to determine a percent vaccinated, which will assist the university leadership in making decisions about necessary COVID-19 mitigation measures. Proof of vaccination may also allow individuals to opt-out of certain COVID-19 testing requirements.
If I do not provide proof of vaccination in myPIRATEchart, will I be required to undergo surveillance testing?
It is expected that students, faculty and staff with an on-campus presence in the fall will be required to participate in reentry and/or surveillance testing to closely monitor the potential spread of the virus on campus. Employees and students who have provided proof of vaccination may be exempt from certain testing requirements.
If I must be tested, will I be charged for the test?
No, employees will not be charged for testing done as a part of the surveillance testing program at the university.
Will I have to use leave time to get tested?
No, employees will not need to take leave time when required to have testing done as a part of the surveillance testing program at the university. Employees will be allotted a reasonable amount of work time to get tested on campus.
If I am not vaccinated, will I be allowed to telework?
An employee’s decision to not receive the vaccination will not exempt them from the expectation of returning to on-site work. Flexible work options, such as hybrid schedules that include a combination of on-site and remote work, may be available depending upon the nature of the position and work performed, at the discretion of departmental leadership and as long as the university’s operational needs can be met.
COVID-19 SYMPTOMS
I am exhibiting symptoms of COVID-19. What should I do?
Employees who are exhibiting symptoms of COVID-19 should seek medical care immediately and refer to the University Regulation on Employee Mitigation of COVID-19. Employees who are exhibiting symptoms of COVID-19 should not report to work, and if they are working on campus when these symptoms begin, they should leave the campus immediately.
Employees are expected to abide by the University Community Standards that have been established to promote the health of our students, faculty, staff and visitors. We fully expect that everyone on campus will understand and appreciate the critical impact of the COVID-19 pandemic and follow these standards. Our first and preferred approach to assure compliance with these standards will be through public health education and communication. If necessary, however, the university will institute applicable enforcement measures (including disciplinary, legal or other appropriate actions) to address certain violations.
I’m not feeling well, and I think I may have been exposed to COVID-19 while doing my job. Will I be covered by workers’ compensation?
If an employee becomes ill and it is determined to be work‐related in accordance with the Workers’ Compensation Act, then the workers’ compensation policy applies. Employees are required to notify their supervisor immediately of any job-related injury or illness. Supervisors should complete the forms and submit those forms to the Office of Environmental Health and Safety (EH&S). For more information about the university’s workers’ compensation program, please visit the EH&S workers’ compensation website.
If the illness is deemed to be due to an off‐the‐job exposure, then the sick leave policy will be applied. Family and medical leave, including eligibility for COVID-19 paid administrative leave and other applicable leave policies, may also apply.
COVID-19 LEAVE PROVISIONS
What can COVID-19 paid administrative leave be used for?
COVID-19 paid administrative leave continues to be available when:
- an employee is subject to a quarantine order; OR
- has been advised to self-quarantine by a health care provider or public health official;
Absences due to isolation orders, non-quarantine possible exposures, or for COVID-19 related symptoms are no longer eligible for COVID-19 Paid Administrative leave and employees must use their own leave in these situations.
Under these conditions, COVID-19 paid administrative leave will be allocated as follows:
- Employees may receive up to 80 hours of COVID-19 paid administrative leave for absences prior to using any accrued personal leave.
- After these 80 hours have been exhausted, the employee must use their accrued personal leave for the absences.
- Once the employee has exhausted their accrued personal leave, then the employee may receive an additional 80 hours of COVID-19 paid administrative leave for qualifying absences.
Please note: Employees who have taken COVID-19 paid administrative leave or emergency paid sick leave under the FFCRA since March 2020 will have those hours taken deducted from any remaining paid administrative leave that may be available to them.
My child’s school or day care facility is closed. Can I work from home to care for them?
When the university is open but an employee who is a parent (or guardian) is required to stay home with a child (as defined in the FMLA) because of the closure of a day care facility, public school or private school, employees should explore options for alternative scheduling and/or telework with their supervisors.
Supervisors may discuss telework during alternative scheduled hours that may better accommodate the employee’s needs. If more than one person in the household is a state or university employee, then the employees are expected to work with their supervisors to determine how to align schedules for child care needs.
Employees who cannot work because they have child care needs due to COVID-19-related facility closings may use accrued sick leave, vacation leave and bonus leave interchangeably for the hours they cannot work through Dec. 31, 2021. Leave will still require supervisor approval.
I am responsible for elder care for an individual whose elder care facility has been closed due to the COVID-19 outbreak. What leave options are available to me?
Employees who cannot work because they have elder care needs due to COVID-19-related facility closings may use accrued sick leave, vacation leave and bonus leave interchangeably for the hours they cannot work through Dec. 31, 2021. Leave will still require supervisor approval.
COVID-19 RESOURCES
Are there any resources available for employees to help deal or cope with the uncertainty surrounding COVID-19?
ECU’s Faculty and Staff Assistance Program provided by ComPsych GuidanceResources™ has a coronavirus resource center that can be accessed online in the Alerts section.
Employees can reach out to ComPsych via the following:
Call: 833-743-8183
TTY: 800-697-0353
Online: guidanceresources.com
App: GuidanceNow™
Web ID: ECUFASAP
The UNC System Human Resources office has curated a COVID-19 resilience website for faculty and staff that includes resources related to mental health and well-being, resilience and equity, and stress management.
TEMPORARY EMPLOYEES
I am exhibiting symptoms of COVID-19. What should I do?
Employees who are exhibiting symptoms of COVID-19 should seek medical care immediately and refer to the University Regulation on Employee Mitigation of COVID-19. Employees who are exhibiting symptoms of COVID-19 should not report to work, and if they are working on campus when these symptoms begin, they should leave the campus immediately.
Am I eligible for COVID-19 paid administrative leave?
Yes. COVID-19 paid administrative leave continues to be available when:
- an employee is subject to a quarantine order; OR
- has been advised to self-quarantine by a health care provider or public health official;
Absences due to isolation orders, non-quarantine possible exposures, or for COVID-19 related symptoms are no longer eligible for COVID-19 Paid Administrative leave and employees must use their own leave in these situations.
Under these conditions, COVID-19 paid administrative leave will be allocated as follows:
- Employees may receive up to 80 hours of COVID-19 paid administrative leave for absences prior to using any accrued personal leave.
- After these 80 hours have been exhausted, the employee must use their accrued personal leave for the absences.
- Once the employee has exhausted their accrued personal leave, then the employee may receive an additional 80 hours of COVID-19 paid administrative leave for qualifying absences.
Please note: Employees who have taken COVID-19 paid administrative leave or emergency paid sick leave under the FFCRA since March 2020 will have those hours taken deducted from any remaining paid administrative leave that may be available to them.
Is the 31-day break in service for temporary employees officially listed and for how long?
This was approved by OSHR, effective March 10, 2020, separately from the COVID-19 work and leave provisions. The 31-day rule has been suspended until further notice. However, it is expected to be re-instated with the end of the public health state of emergency currently scheduled to end July 30, 2021.
Is the 31-day break in service for temporary employees going to be reinstated?
Based upon guidance from UNC System Office, the 31-day break in service will be reinstated with the end of the public health state of emergency currently scheduled to end July 30, 2021. At that time, it will be expected that any current SHRA or CSS temporary employee that has worked at least 11 consecutive months should take a 31-day break in service.
Will there be flexible work options such as telework or flexible work schedules available for temporary employees?
Flexible work options, such as hybrid schedules that include a combination of on-site and remote work, may be available depending upon the nature of the position and work performed, at the discretion of departmental leadership and as long as the university’s operational needs can be met during the transitional period of July 12 to Aug. 20. Supervisors are encouraged to continue to exercise flexibility where they can during the coming weeks as we approach the fall semester, as we recognize employees may need time to make preparations or arrangements in their personal lives to return to on-site work.
Any on-going flexible work arrangements that may be implemented after August 20th should follow the Interim Flexible Work Arrangements and Remote Work Regulation. Please note that temporary employees are not eligible for full-time remote work.
MANAGERS AND SUPERVISORS
I have an employee who wants to get the COVID-19 vaccine. Do they have to take leave time to go get it?
Permanent and temporary employees may use paid work time to receive the COVID-19 vaccine during work hours, with supervisor approval, not to exceed eight hours in a single day. This paid work time is also provided for a second dose of the vaccine, if required, also not to exceed eight hours in a single day. Supervisors may request employees to provide proof the vaccine was received to have the use of work time approved. Supervisors should consult with Employee Relations on what would be appropriate to request from employees.
Since this leave may be applied retroactively to Jan. 1, 2021, any employee who used personal leave to receive their vaccine since Jan. 1, 2021, will need to work with their supervisor and Kronos SuperAdmin to have a Team Dynamix ticket submitted to edit their leave record to reflect work time and credit their sick or vacation leave balance.
I have an employee who is not feeling well and appears to have symptoms that may be related to the COVID-19 outbreak. What should I tell them?
You should advise employees who are exhibiting symptoms of COVID-19 that they should not report to work and should seek medical care immediately. You can refer to the University Regulation on Employee Mitigation of COVID-19 for further guidance. If your employee is working on campus when they begin to exhibit COVID-19 symptoms, you should send them home immediately.
You should provide your employee with the Request for COVID-19 Administrative Paid Leave form.
What requirements are there for managing remote employees?
Supervisors of employees working remotely should provide guidance to employees as to their duties and responsibilities. Supervisors may require employees to provide items such as proof of work product, daily status reports, and/or logging of daily contacts to demonstrate continued execution of job duties and responsibilities that would not normally be a part of on-site operations. Helpful training for supervisors who are managing remote employees can be found through ECU’s employee training portal, Cornerstone.