COVID-19 FAQ

As guidance continues to evolve in response to COVID–19 and the ongoing public health crisis impacting our community, this document was developed to assist staff members, from front line workers to management, navigate the complexities of different leaves and benefits through the University.

Instructions for Navigating the Document and Additional Questions

Before reviewing the campus-specific guidance below, all supervisors, managers, and staff should read the University of California summary of COVID–19 related leaves and job protection. If you have additional questions beyond those posed in the UCOP guidance document, please review the supplemental frequently asked questions below.


  1. What is UC Expanded Paid Administrative Leave?
  2. I am a new employee. Am I eligible for UC expanded paid administrative leave?
  3. I’m over 65 and/or am immunocompromised and it is recommended that I stay home from work. Am I eligible for the UC expanded paid administrative?
  4. What are the effective dates of the UC expanded paid administrative leave?
  5. How are the allocated hours calculated for variable and per diem appointments?
  6. Does this formula apply to student employees?
  7. How do I apply the bank of UC expanded paid administrative leave to student or limited variable employees?
  8. Are employees paid as a flat rate By Agreement eligible for the UC expanded paid administrative leave?
  9. If I ask my employee, who holds a variable appointment, to work significantly more hours in the coming months, which differ than from the hours they worked during the lookback time, how much UC expanded paid administrative leave hours are they eligible for?
  10. How many hours is a part-time employee entitled to?

  1. What is UC Expanded Paid Administrative Leave?
    1. Under the University’s Executive Order dated March 16, 2020, all staff, academic and student employees are eligible for up to 128 hours of UC expanded paid administrative leave with pay, effective March 1, 2020 (for part-time employees who hold positions with a fixed percentage of time, the number of hours available are prorated in proportion to their percent of appointment, employees who hold positions with a variable percentage of time, are subject to a lookback calculation); however, eligibility for the UC expanded paid administrative leave with pay does not mean that all employees will be granted the leave. Individual employees need to meet one of the three (3) criteria listed below in order to be eligible to use the UC expanded paid administrative leave and must work with their supervisor to determine which criteria they meet:
      1. When an employee is unable to work due to the employee’s own COVID–19- related illness or that of a family member;
      2. When an 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; or
      3. When an 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.

      In addition to meeting one of the three criteria above, supervisors must approve the UC expanded paid administrative leave after determining approval will not impact delivery of essential university services.

  2. I am a new employee. Am I eligible for UC expanded paid administrative leave?
    1. Yes. New employees are eligible for UC expanded paid administrative leave commensurate with their base appointment percentage. Therefore, if you were hired at 100% time, you would receive a 128-hour bank for COVID–19 related UC expanded paid administrative.
  3. I’m over 65 and/or am immunocompromised and it is recommended that I stay home from work. Am I eligible for the UC expanded paid administrative?
    1. Yes, employees 65 or older or those that are immunocompromised are eligible to use UC expanded paid administrative leave if they are not able to work remotely. If individuals in this group want to come to work and are performing essential functions to critical operations, individuals may come to work as long as they are asymptomatic.
  4. What are the effective dates of the UC expanded paid administrative leave?
    1. The dates that the UC expanded paid administrative leave can be used are between March 1, 2020 and December 31, 2020. The allotment will expire on December 31, 2020.
  5. How are the allocated hours calculated for variable and per diem appointments?
    1. The university will use a manual lookback calculation to determine the number of UC expanded paid administrative leave hours available to these employees. The calculation uses the total full-time hours over the last two monthly or 4 bi-weekly pay periods divided by full-time hours in those pay periods. This will yield a percentage, which is applied to the 128 hour bank.

      For example, Jane is a non-exempt, biweekly employee who has a variable appointment and works between 10 and 30 hours per week. To establish the number of UC expanded paid administrative leave hours Jane is entitled to, SHR would use the following equation:

      1. Add up all the hours worked during the lookback period. For biweekly employees, that includes January 12, 2020 through January 25, 2020, January 26, 2020 through February 8, 2020, February 9, 2020 through February 22, 2020, and February 23, 2020 through March 7, 2020.
      2. Jane worked a total of 165 hour during the lookback period.
      3. There were 320 working hours in the 4 bi-weekly pay periods.
      4. Divide 165/320 = .51.56 or 52%
      5. 52% multiplied by 128 = 66.56 (rounded to nearest quarter hour= 66.50)
      6. Jane is entitled to 66.50 hours of UC expanded paid administrative leave for COVID–19 related work issues under the Executive Order.
  6. Does this formula apply to student employees?
    1. Yes, this formula would apply to student employees with variable appointments.
  7. How do I apply the bank of UC expanded paid administrative leave to student or limited variable employees?
    1. There is a difference between how many hours an individual is eligible for and how to apply those hours. In the case of a non-academic student or limited employee who has a variable appointment, but usually works on Mondays and Thursdays, first SHR would determine the number of hours the employee is eligible to use by applying the above formula. Once the number of hours is established, those hours should be used to cover the employee’s typical Monday and Thursday schedule if they are unable to work due to COVID–19 related criteria being met under President Napolitano’s Executive Order.
  8. Are employees paid as a flat rate By Agreement eligible for the UC expanded paid administrative leave?
    1. Yes, employees who are paid a by-agreement flat-rate amount for their work are eligible provided they meet the criteria and provisions outlined in the executive order, are eligible for UC expanded paid administrative leave with the following conditions:
      1. Any terms of an employment agreement that address the contingent nature of pay shall remain intact. This includes stipulations regarding cancellation of agreements, such as for lack of enrollment.
      2. If pay is contingent on work to be rendered and the appointee is unable to provide that work due to COVID–19-related criteria covered under President Napolitano’s Executive Order, then the UC expanded paid administrative Leave may be provided for work not finished based on a daily or hourly rate not to exceed 128 hours (16 days) and not to exceed the pay amount established in the terms of the employment agreement. An hourly or daily rate will be calculated based on the dollar amount and duration of the employment agreement.
  9. If I ask my employee, who holds a variable appointment, to work significantly more hours in the coming months, which differ than from the hours they worked during the lookback time, how much UC expanded paid administrative leave hours are they eligible for?
    1. It is important that we remain consistent with the direction that we received from UCOP and have employees record hours based on the lookback period and remain within the amount of hours that are allocated to them based on the lookback period. Therefore, variable employees paid administrative leave hours are determined based upon the lookback period of time and not any other period of time.
  10. How many hours is a part-time employee entitled to?
    1. Individuals with a fixed part-time schedule are eligible for UC expanded paid administrative leave based upon a prorated amount which is associated with their appointment percentage. For example, a 50% employee will be eligible for 64 hours (half of 128).

      Individuals with a variable part-time schedule are eligible for UC expanded paid administrative leave based upon the established lookback period to determine an average number of working hours. For example, an employee appointed at 30% variable, who worked an average of 50% during the lookback period, would be eligible for 64 hours (half of 128).

  1. What is Emergency Paid Sick Leave (EPSL)?
  2. How do I know if I am eligible for the Emergency Paid Sick Leave (EPSL)?
  3. UPDATED: Can I use EPSL if I am a Student Health Center employee?
  4. Is documentation required to use Emergency Paid Sick Leave (EPSL)?
  5. If I have already started my EPSL leave do I still need to complete the required form?
  6. Will the EPSL form be placed in my personnel file?
  7. Do I have to apply for a leave of absence to use my Emergency Paid Sick Leave (EPSL?)
  8. How do I use and record EPSL in CruzPay?
  9. Is EPSL considered taxable income?
  10. Will I continue to accrue vacation, sick time, and service credit while I am using EPSL?
  11. UPDATED: Can I use EPSL in hourly increments?
  12. If my work is shut down due to COVID–19 related reasons, such as the Seymour Marine Discovery Center, am I eligible for EPSL?
  13. I was hired by the University on April 1, 2020. Am I eligible for EPSL?
  14. Is EPSL pro-rated for less than full-time employees?
  15. If I can work from home, but I am the individual responsible for childcare and therefore unable to work, can I use EPSL?
  16. I am a newly hired, part-time, variable employee. How many hours of EPSL am I eligible for?
  17. How will I know how many hours I have to use?
  18. Can I save my Emergency Paid Sick Leave (EPSL) and use them in the future?

  1. What is Emergency Paid Sick Leave (EPSL)?
    1. The new federal law, effective April 1, 2020, provides eligible employees up to eighty (80) hours of paid sick leave and applies to all employee types; career, partial-year career, contract, limited, by agreement (BYA), per diem and student employees.
  2. How do I know if I am eligible for the Emergency Paid Sick Leave (EPSL)?
    1. You are unable to work or telecommute because you are subject to an isolation order, government quarantines, or shelter-in-place order;
    2. You have been advised by a health care provider to self-quarantine due to concerns related to COVID–19;
    3. You are unable to work or telecommute because you are experiencing COVID–19 symptoms; An employee may not take EPSL for this reason if the employee does not actually seek a medical diagnosis.
    4. You are unable to work or telecommute because you are caring for an individual who is self-quarantined or experiencing COVID–19 symptoms;
      1. An individual can include an immediate family member, someone they live with, but it cannot be for taking time off to care for someone you do not know.
      2. Health care workers and emergency responders are not eligible to take EPSL for this purpose.
      3. The employee will need to identify the individual for whom care is being provided and their relationship to that individual.
    5. The employee is unable to work or telework because the employee is caring for their child whose school or place of care has closed (or whose child care provider is unavailable) due to COVID–19 precautions
      1. Health care workers and emergency responders are not eligible to take EPSL for this purpose.
      2. The employee will need to confirm that there is no other suitable person to care for the employee’s child during the period for which the employee is requesting EPSL.
      3. If the child is older than 14 and the employee will be caring for the child during daylight hours, the employee will need to explain the special circumstances that make it necessary for the employee to provide care to that child during that period.
      4. If the child is 18 years or older, the child must be incapable of self-care due to a mental or physical disability.
      5. If you are taking EPSL for this reason, your EPSL will run concurrently with your first 2 workweeks of EFML (which would otherwise be unpaid), provided you are eligible for EFML and have EFML entitlement remaining.
    6. You are unable to work or telecommute or are experiencing anything related to COVID–19.
  3. UPDATED 9/15/2020: Am I eligible for Emergency Paid Sick Leave (EPSL) if I work for the Student Health Center?
    1. Yes.  On September 9, 2020, new FFCRA entitlements became effective for “emergency responder” and “health care provider” employees who have been exempted from FFCRA’s EPSL paid sick leave benefits to instead receive COVID-19 Supplemental Paid Sick Leave if the employee is unable to work for any of the following three (3) reasons that are generally modeled after the EPSL:
      1. The employee is subject to a federal, state, or local quarantine or isolation order related to COVID-19;
      2. The employee is advised by a health care provider to self-quarantine or self-isolate due to concerns related to COVID-19; or
      3. The employee is prohibited from working by the employer due to concerns related to the potential transmission of COVID-19.
  • Is documentation required to use Emergency Paid Sick Leave (EPSL)?
    1. Yes. Employees should fill out the EPSL request form and submit it to their supervisor to discuss eligibility requirements as well as whether an eligible employee may use EPSL given operational considerations. Once EPSL has been approved, supervisors must send the signed EPSL form to covid-epsl-group@ucsc.edu. This form will need to be downloaded using Adobe Acrobat Pro. Tips for Using PDF Forms, saved to your desktop, completed electronically and saved again before sending it to SHR.  If you are having trouble with Adobe or are unable to complete the form electronically, please print, sign and scan the document to your supervisor who will need to review, approve and send to covid-epsl-group@ucsc.edu
  • If I have already started my EPSL leave do I still need to complete the required form?
    1. Yes. Even if you have started using your EPSL hours, please work with your supervisor to complete the form.
  • Will the EPSL form be placed in my personnel file?
    1. No. The forms will be kept by Staff Human Resources for record-keeping and audit purposes; however, they will not be placed in individual personnel files.
  • Do I have to apply for a leave of absence to use my Emergency Paid Sick Leave (EPSL?)
    1. No. After discussing use of EPSL with your supervisor, your supervisor will submit the signed form to your timekeeper for record-keeping purposes. No formal leave of absence process is necessary. Once approved, you will record your EPSL time in CruzPay and should work with your supervisor to designate your absence under EPSL.
  • How do I use and record EPSL in CruzPay?
    1. To report your time in CruzPay for the EPSL leave entitlements, CruzPay is updated to include two new paycodes:
      1. COVID-EPSL-SELF (for employee’s own illness) – eligibility reasons 1-3
      2. COVID-EPSL-FAMILY (for employee caring for family members) – eligibility reasons 4 or 6
  • Is EPSL considered taxable income?
    1. Yes, EPSL is considered taxable wages.
  • Will I continue to accrue vacation, sick time, and service credit while I am using EPSL?
    1. Yes. While you are on pay status with EPSL you will continue to accrue vacation, sick time, and service credit at your regular accrual rate.
  • UPDATED: Can I use EPSL in hourly increments?
    1. Yes, EPSL can be used in full-day increments for exempt staff and hourly for non-exempt staff. EPSL can be used intermittently for all reasons except when the employee is unable to work or telework because the employee is caring for their child whose school or place of care has closed (or whose child care provider is unavailable) due to COVID-19 precautions (reason #5), then EPSL must be taken in blocks of a minimum of two weeks.
  • If my work is shut down due to COVID–19 related reasons, such as the Seymour Marine Discovery Center, am I eligible for EPSL?
    1. Maybe. If your work site or facility has been closed due to COVID–19 and there is no other University work available for you to do, you are not eligible for EPSL. If your work site or facility has been closed and there is additional work for you to do, but you cannot complete the work for one of the six (6) EPSL-qualifying reasons, you are eligible for EPSL.

      An employee may not take EPSL if the University does not have work for the employee to do as a result of the quarantine or isolation order or other circumstances.

  • I was hired by the University on April 1, 2020. Am I eligible for EPSL?
    1. Yes, all employees who are hired prior to or after April 1, 2020 are eligible for EPSL.
  • Is EPSL pro-rated for less than full-time employees?
    1. Yes, employees who have a fixed, part-time schedule will have the 80 hours prorated to their base appointment percentage. Employees with a variable schedule will qualify for a portion of the 80 hours by using a six-month lookback period to determine their average work schedule.
  • If I can work from home, but I am the individual responsible for childcare and therefore unable to work, can I use EPSL?
    1. Yes. If you are the individual responsible for childcare for your children/dependent during COVID-related school or daycare closures, you are eligible for EPSL even if you could work from home.
  • I am a newly hired, part-time, variable employee. How many hours of EPSL am I eligible for?
    1. Newly hired, part-time, variable employees are eligible for EPSL based on a lookback period of six months to determine their average workweek schedule across a biweekly pay period. If you have worked less than six-months, then the University will use a lookback calculation using your hours on pay status to determine the appropriate amount of EPSL. If you are hired on or after April 1, 2020, the University will use your base appointment percentage to determine your available EPSL hours.
  • How will I know how many hours I have to use?
    1. CruzPay has been programmed to include the Emergency Paid Sick Leave (EPSL) hours that employees are eligible to use. The number of hours you have available is visible at the bottom of your time record in the "Time-Off Balances tab."
  • Can I save my Emergency Paid Sick Leave (EPSL) and use them in the future?
    1. EPSL is specific to COVID–19 related issues and is only available through December 31, 2020.
  1. What is Expanded Family Medical Leave (EFML)?
  2. How do I know if I am eligible for EFML?
  3. I work at the student health center or the UCSC police department. Am I eligible for EFML?
  4. What is the process to request EFML?
  5. UPDATED Do I need to provide any documentation to request leave under EFML?
  6. Am I eligible for EFML to care for a child who is not my legal dependent, but for whom I am the primary caregiver?
  7. Does EFML apply for elder care?
  8. My dependent child has a disability and is over 18 years of age. Do I qualify for EFML?
  9. If I have already started my EFML leave do I still need to complete the required form?
  10. Can I use EFML intermittently?
  11. UPDATED: What if I have exhausted my EFML entitlement and still have childcare needs due to COVID-19 related reasons?
  12. UPDATED: Can I use my sick leave for childcare needs due to COVID-19 related reasons?
  13. I have questions about EFML. Who do I contact?

    1. What is Expanded Family Medical Leave (EFML)?
      1. New federal leave entitlement under FMLA for eligible employees who are unable to work or telecommute because a COVID–19 related school or daycare closure which 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.

        Eligible employees who have a qualifying EFML event are entitled up to twelve (12) weeks of job protected paid leave.

        EFML is available only if you have FMLA entitlement remaining (you haven’t used it all) in the current calendar year; if an employee has already taken any FMLA this year, they would only be eligible to use the remaining time of their twelve (12) week entitlement.

        For example, if an employee had surgery in January 2020 and was absent under FMLA for four (4) weeks, they would have eight (8) weeks of FMLA entitlement remaining in the current calendar year. If they have a qualifying event due to a COVID–19 related school or daycare closure, they would have eight (8) weeks of leave entitlement under EFML.

    2. How do I know if I am eligible for EFML?
      1. You are eligible if you meet both of these requirements:
        1. You have a child who is under 18 years of age whose childcare or school has been closed due to COVID–19 related issues, and you are unable to work or telecommute due to childcare; and
        2. You have been on payroll with the University for a minimum of thirty (30) calendar days.

        If your child is between the ages of 14 and 18, you will need to demonstrate on the EFML Request form (discussed below) why you need to stay home and provide for childcare.

    3. I work at the student health center or the UCSC police department. Am I eligible for EFML?
      1. No. Health care workers and first responders are not eligible for EFML.
    4. What is the process to request EFML?
      1. Eligible employees who have a qualifying event regarding childcare or school closure COVID–19 related reasons will need to request a leave of absence under EFML by completing an EFML Request form and submitting this to their Leave of Absence Coordinator.
    5. Do I need to provide any documentation to request leave under EFML?
      1. Yes, an EFML Request form will need to be completed and submitted to your Leave of Absence Coordinator to request leave under EFML. Once eligibility is confirmed, a formal notification will be sent to the employee and supervisor informing them of approved leave under EFML. The form, which is available on UC Santa Cruz’s Staff HR website, will be used to process your leave. This form will need to be downloaded using Adobe Acrobat Pro. Tips for Using PDF Forms, saved to your desktop, completed electronically and saved again before sending it to SHR.  If you are having trouble with Adobe or are unable to complete the form electronically, please print, sign and scan the document to your supervisor who will need to review, approve and send to your Leave of Absence Coordinator.
    6. Am I eligible for EFML to care for a child who is not my legal dependent, but for whom I am the primary caregiver?
      1. No, EFML may only be used to care for your child or legal dependent.
    7. Does EFML apply for elder care?
      1. No, EFML cannot be used for elder care.
    8. My dependent child has a disability and is over 18 years of age. Do I qualify for EFML?
      1. Yes. If the child is 18 years or older, the child’s normal care facility is closed, and the child is incapable of self-care due to a mental or physical disability, an employee is eligible for EFML.
    9. If I have already started my EFML leave do I still need to complete the required form?
      1. Yes. Even if you have started using your EFML hours, please work with your supervisor to complete the form.
    10. Can I use EFML intermittently?
      1. UPDATED as of 5/29/20: No, EFML must be taken in blocks of a minimum of two weeks.
    11. UPDATED: What if I have exhausted my EFML entitlement and still have childcare needs due to COVID-19 related reasons?
      1. Employees who have exhausted their EFML entitlement and still have a need for childcare because their daycare or school is not available for in person care must work with their supervisors to discuss what options may be available for flexible work schedules or to request a personal leave of absence. Managers and supervisors are encouraged to be as flexible as possible when reviewing requests such requests while assessing operational needs and that of employees.
    12. UPDATED: Can I use my sick leave for childcare needs due to COVID-19 related reasons?
      1. Yes, Extension of Sick Leave for Child Care Usage - applies to rep and non-rep staff
    13. I have questions about EFML. Who do I contact?
      1. Please contact your Leave of Absence Coordinator for more information.
  1. What is the definition of an essential service?
  2. My employee doesn’t have a computer at home but I would like them to work remotely. What now?
  3. Will the university be reimbursing internet expenses, providing additional computers, etc.?
  4. Do I need to create a telecommute agreement for my employee to work from home?
  5. Can my employee go back into the office to get a computer, personal items, etc.?
  6. What do I do if my employee reports possible exposure to COVID-19?
  7. Can I still approve overtime for my employees?
  8. My employee wants to work from home, but I’m running out of things for them to do. What next?
  9. Can I ask what my employee’s criteria is for using administrative leave with pay?
  10. Do I have to approve leave for everyone?
  11. I need to reduce services in my unit. How should I reduce services?
  12. My employee does not want to come to work, but does not meet any criteria to use a leave entitlement (EPSL, EFML, or Administrative Leave with Pay). What do I do?
  13. I think my employee is abusing the administrative leave with pay provided. What do I do?
  14. I really want my employee to come into the office so they can be productive. What now?
  15. Are employees in their probationary period eligible for administrative leave, EPSL, and/or EFML?
  16. If a probationary employee uses administrative leave or other types of federal entitlements, does that automatically extend their probationary period?
  17. How do I find more information about the timeline to return to work?
  18. My employee does not have any paid leave entitlements (including vacation or sick leave) left and is unable to work because of child care issues. What do I do?
  19. How long will position management be in place?

  1. What is the definition of an essential service?
    1. Managers are responsible for determining what positions and the amount of workers needed to maintain necessary campus operations. This will be different from unit to unit and may evolve over time as shelter in place orders and/or COVID–19 guidance changes frequently.

      At this time, UC Systemwide is not paying “hazard pay” to employees deemed to provide essential services needed to maintain campus operations.

  2. My employee doesn’t have a computer at home but I would like them to work remotely. What now?
    1. If your employee requires a computer to work from home and your unit cannot provide one, your employee would be eligible for UC expanded paid administrative leave under the executive order.
  3. Will the university be reimbursing internet expenses, providing additional computers, etc.?
    1. At this time, the University will not be reimbursing for internet services or purchasing additional equipment to allow employees to work from home. Please see the above question regarding equipment limitations for at-home work. Currently, the University created a leveraging opportunities workgroup to determine how these types of expenses may be reimbursed in the future depending on the length of the state and county’s shelter in place order and other factors.
  4. Do I need to create a telecommute agreement for my employee to work from home?
    1. No, at this time we are not advising individuals to use temporary telecommute agreements. However, if your employee has university equipment at their home, supervisors and managers should track the equipment used.
  5. Can my employee go back into the office to get a computer, personal items, etc.?
    1. Supervisors are encouraged to work with their employees to determine if a single office trip to obtain equipment or expiring personal items can be removed. Returning to the office or campus is not recommended at this time. However, if an employee needs to return to a university building, the employee must complete the University’s symptom check protocol and be cleared to return on site.
  6. What do I do if my employee reports possible exposure to COVID-19?
    1. Managers should review the Manager Procedures for COVID Incidences website to determine appropriate next steps.
  7. Can I still approve overtime for my employees?
    1. Yes. Work with your employee to determine the need to work overtime and provide approval beforehand.
  8. My employee wants to work from home, but I’m running out of things for them to do. What next?
    1. Please contact your Employee Relations Analyst to discuss these concerns.
  9. Can I ask what my employee’s criteria is for using administrative leave with pay?
    1. Yes, you can inquire which of the criteria is met for the purposes of using the appropriate leave with pay entitlement.
  10. Do I have to approve leave for everyone?
    1. No. Supervisors and managers are tasked with assessing whether certain employees or functions are necessary to continue critical university operations and the number of individuals needed to continue these operations. This may mean that certain individuals are directed to come to work.
  11. I need to reduce services in my unit. How should I reduce services?
    1. Managers and supervisors are encouraged to use maximum flexibility when working with employees to assess individual needs and ensure continuity of critical university functions. Creating voluntary sign-up sheets to work through scheduling issues may help outline where there are gaps for critical services in the coming weeks. Where there are service gaps that cannot be filled through self-selection, rotating shifts can be assigned through reverse seniority. Please contact your Employee Relations Analyst to discuss these options in more detail.
  12. My employee does not want to come to work, but does not meet any criteria to use a leave entitlement (EPSL, EFML, or Administrative Leave with Pay). What do I do?
    1. There may be employees who feel anxious about returning to the workplace. Supervisors and managers need to balance employee anxiety with operational necessity to determine the best path forward for continuing critical university operations. Supervisors and managers are encouraged to be as flexible as possible, which may include schedule modifications, extended work product deadlines, and providing employee support and resources through the Employee Assistance Program. Please contact your Employee Relations Analyst to discuss these concerns.
  13. I think my employee is abusing the administrative leave with pay provided. What do I do?
    1. Please contact your Employee Relations Analyst to discuss these concerns.
  14. I really want my employee to come into the office so they can be productive. What now?
    1. If your employee can work remotely, your employee should not come to campus. Only individuals who are absolutely necessary to continue, critical university operations and cannot work remotely may come to campus. If you have further questions about whether your employee falls into this category, supervisors are encouraged to speak with their managers or unit heads to discuss in more detail.
  15. Are employees in their probationary period eligible for administrative leave, EPSL, and/or EFML?
    1. Yes. As long as the individual employee meets the requirements for the different types of entitlements, the employee can be eligible.
  16. If a probationary employee uses administrative leave or other types of federal entitlements, does that automatically extend their probationary period?
    1. No. An employee’s use of administrative leave, EPSL, or EFML does not automatically extend the probationary period. However, if the employee has not taken on the full scope of their job duties or has not worked during their probationary period, because of COVID–19 issues, you may want to extend the probationary period. Please contact your Employee Relations Analyst to discuss.
  17. How do I find more information about the timeline to return to work?
    1. The University has a website describing the resumption of on-site operations as well as the campus’ resiliency roadmap. This website is updated regularly with the most recent information obtained from higher education best practices during COVID-19 as well as state and county restrictions.
  18. My employee does not have any paid leave entitlements (including vacation or sick leave) left and is unable to work because of child care issues. What do I do?
    1. Supervisors and managers have a significant amount of flexibility based upon operational need and whether your employee is exempt or non-exempt. Policy-covered employees and most represented staff can explore whether the Employee Reduction in Time program may assist with balancing work and child care responsibilities. Employees can also request a personal leave of absence without pay if no other options are available. Upon approval from the supervisor or manager, employees should contact their Leave of Absence Coordinator.
    2. For exempt employees, supervisors and managers have discretion in determining the normal working hours and may adjust schedules to accommodate employees. Because exempt employees are paid at a fixed rate, supervisors and managers need to monitor the quality of the work product versus the quantity of time worked to ensure that operational needs are met.
    3. For non-exempt employees, supervisors and managers can work with individual employees to adjust schedules outside of normal working hours to accommodate child care and workload. If your non-exempt employee is represented, please contact your Employee Relations Analyst to determine the best path forward to create flexible or alternative schedules in compliance with the appropriate collective bargaining agreement.
  19. How long will position management be in place?
    1. Position Management means that each vice chancellor, dean, and vice provost will need to review current and proposed recruitments if they will seek approval to proceed with the recruitment. Position Management will remain in place until further notice. Please see the campus’ website for frequently asked questions about this process.
  1. I am a full-time career employee and I am subject to a shelter in place order. I am not eligible for EFML. What are my options?
  2. I am a part-time career employee and I am subject to a shelter in place order. I am not eligible for EFML. What are my options?
  3. I am an essential employee subject to a shelter in place order and am afraid to come to work. What are my options?
  4. I am an employee who is immunocompromised. There is work available for me to do through my current job or a reassignment, but I am fearful about coming to work. What are my options?
  5. As a career employee, I’d like to donate some of my EPSL or EFML to other employees who need additional time off. Can I do that through the Catastrophic Leave Program?
  6. If I am furloughed or fully laid off after June 30, 2020, will I be able to use any of my leave (administrative leave with pay, EPSL, or EFML)?
  7. Will there be retirement incentives for career staff to retire this year?
  8. Can I use any type of leave (administrative leave with pay, EPSL, or EFML) to take a “mental health day”?
  9. Santa Cruz county’s shelter in place order is still in effect during fall 2020 and I do not want to return to work on-site. What are my options?
  10. My childcare or child’s school is closed and I continue to have childcare responsibilities during fall 2020. I have exhausted my paid leave options (administrative leave with pay, EFML, and EPSL). What are my options?

  1. I am a full-time career employee and I am subject to a shelter in place order. I am not eligible for EFML. What are my options?
    1. As a career employee, you are eligible to use 128-hours of administrative leave and 80-hours of EPSL. Once you have exhausted those leave options, you can use your sick accruals or take leave without pay. Employees must obtain approval from their supervisor for any time off requests.
  2. I am a part-time career employee and I am subject to a shelter in place order. I am not eligible for EFML. What are my options?
    1. Similar to above, you are eligible to use prorated amounts of the 128-hours of administrative leave with pay and prorated amounts of EPSL. Once you have exhausted those leave options, you can use your sick accruals or take leave without pay. Employees must obtain approval from their supervisor for any time off requests.
  3. I am an essential employee subject to a shelter in place order and am afraid to come to work. What are my options?
    1. As an essential employee, you may be required to come back to work to perform critical functions necessary for continued University operations. While being subject to a shelter in place meets the qualifications for EPSL, that does not guarantee your ability to use EPSL, which is determined by the University’s operational need. Each individual’s case should be reviewed with their supervisor.
  4. I am an employee who is immunocompromised. There is work available for me to do through my current job or a reassignment, but I am fearful about coming to work. What are my options?
    1. You can exhaust the 128-hours of administrative leave with pay and, if you are subject to a shelter in place order, the additional 80 hours of EPSL. After that time, absent medical certification which precludes you from performing any work for the University, if there is work for you to do, you need to complete the work, whether remote or on site. The University has established safety protocols to ensure that its employees’ working conditions are safe and that appropriate personal protective equipment (PPE) is provided, if needed, based on the duties the employee has been assigned to perform. Employees who provide medical documentation precluding them from performing their assigned job duties may contact their Leave of Absence Coordinator, and/or engage in an Interactive Process with the Disability Management Office.
  5. As a career employee, I’d like to donate some of my EPSL or EFML to other employees who need additional time off. Can I do that through the Catastrophic Leave Program?
    1. No. The catastrophic leave program is a very specific program designed to assist employees in very specific circumstances. At this time, the campus is not expanding the catastrophic leave program to include distribution or donation of unused federal entitlements (EPSL, EFML) or administrative leave.
  6. If I am furloughed or fully laid off after June 30, 2020, will I be able to use any of my leave (administrative leave with pay, EPSL, or EFML)?
    1. No. Employees who are furloughed or laid off do not meet the requirements to use either administrative leave with pay, EPSL, or EFML, which otherwise require that there is work for an employee to do prior to taking leave.
  7. Will there be retirement incentives for career staff to retire this year?
    1. At this time, we do not know whether the University of California will provide any retirement incentives for this calendar year.
  8. Can I use any type of leave (administrative leave with pay, EPSL, or EFML) to take a “mental health day”?
    1. Working through COVID-19 can be extremely stressful and anxiety inducing, particularly when staff are juggling their job duties, concerns about health and safety, and returns to the workplace. If an individual needs to take a day off to manage and relieve COVID-19-related stress or anxiety, employees can use their block of administrative leave with pay to take a “mental health day.”
  9. Santa Cruz county’s shelter in place order is still in effect during fall 2020 and I do not want to return to work on-site. What are my options?
    1. As an essential employee, you may be required to come back to work to perform critical functions necessary for continued University operations. While being subject to a shelter in place meets the qualifications for EPSL, that does not guarantee your ability to use EPSL, which is determined by the University’s operational need. Each individual’s case should be reviewed with their supervisor.
  10. My childcare or child’s school is closed and I continue to have childcare responsibilities during fall 2020. I have exhausted my paid leave options (administrative leave with pay, EFML, and EPSL). What are my options?
    1. Employees may use their sick leave accruals effective July 27, 2020 to cover any work absences related to childcare responsibilities. Once all of your accruals are exhausted, you should explore with your manager whether you can use an alternative or modified schedule outside of typical working hours to accomplish your work. You can also review whether the Employee Reduction in Time program may help balance your home and work responsibilities. You can also request a personal leave of absence without pay if no other options are available. Once you have received approval from your supervisor to take a personal leave, you should contact your Leave of Absence Coordinator.
  1. Am I guaranteed the ability to use the UC Paid Administrative Leave, Emergency Paid Sick Leave (EPSL) or Expanded Family Medical Leave (EFML)?
  2. I am a recently hired student, with no hours worked in the lookback period for the 128 hours of UC expanded paid administrative leave. How will the University calculate the number of UC expanded paid administrative leave hours I am eligible for?
  3. I am a non-academic student employee. Am I eligible for Emergency Paid Sick Leave (EPSL)?
  4. How many hours of EPSL am I eligible for?
  5. How is EPSL applied if I do not know my schedule?
  6. If I am released from my student position, am I eligible to apply for Unemployment Insurance Benefits?

  1. Am I guaranteed the ability to use the UC Paid Administrative Leave, Emergency Paid Sick Leave (EPSL) or Expanded Family Medical Leave (EFML)?
    1. No. Although you may be eligible for UC Paid Administrative Leave or the federal leave entitlements (EPSL and EFML), your appointment may also be ended by your supervisor at their sole discretion. If your supervisor allows your appointment to continue through part or all of the spring quarter, you may use your leave entitlements if you are 1) scheduled to work and can not work remotely, 2) meet the eligibility criteria for such paid leaves and 3) have continuation of employment with your department.
  2. I am a recently hired student, with no hours worked in the lookback period for the 128 hours of UC expanded paid administrative leave. How will the University calculate the number of UC expanded paid administrative leave hours I am eligible for?
    1. The University would use the student’s appointment percentage to determine the number of prorated UC expanded paid administrative leave hours the employee is allotted.
  3. I am a non-academic student employee. Am I eligible for Emergency Paid Sick Leave (EPSL)?
    1. Yes, you are eligible for EPSL.
  4. How many hours of EPSL am I eligible for?
    1. The number of hours you are eligible for will be determined using a six month lookback period to determine your average hours over a typical biweekly pay period. The number of hours you have available is visible at the bottom of your time record in the Time-Off Balances tab.
  5. How is EPSL applied if I do not know my schedule?
    1. Once the number of EPSL hours are determined, it can be applied based on your normal work schedule to supplement the hours you would have worked or were scheduled to work.
  6. If I am released from my student position, am I eligible to apply for Unemployment Insurance Benefits?
    1. Yes.  Please visit the Employment Development Department site for comprehensive information on how to file a claim.

General

The guidelines specify that the “The 128 hours may be used consecutively in one block or incrementally.” So I am wondering about the “consecutively in one block” guideline. We know our variable employees have prorated hours, but how would they take it all in one block if they choose that option? Do they enter 8.00 on each day, and if so, do that for each day (and whatever partial hours) up to their particular total.

      1. The guidelines are meant to inform employees that if they need to use an hour or two a day based on the number of hours they can work and what they are supplementing, then that is allowed.
        1. Example: An employee is a 100% hourly paid employee, they can work remotely but only for 4 hours a day due to daycare issues (or one of the other criteria outlined in the executive order). They can report 4 hours of work per day and 4 hours of COVID–19 UC expanded paid administrative leave.
        2. Example: An employee is 75% time and works 6 hours per day. They cannot work due to daycare issues for two weeks. They are eligible for 96 hours of COVID–19 UC expanded paid administrative leave. They use 80 in the first two weeks and have 16 hours remaining to use at a later date.

Employees

      1. If I meet the criteria for UC expanded paid administrative leave, how do I report this in CruzPay?
        1. CruzPay has been updated to include a paycode called COVID-ADMIN, which should be used to report UC expanded paid administrative leave.
      2. If I meet the criteria for Emergency Paid Sick Leave (EPSL), how do I report this in CruzPay?
        1. CruzPay has been updated to include paycodes called COVID-EPSL-SELF and COVID-EPSL-FAMILY, which should be used to report time for EPSL leave entitlements. COVID-EPSL-SELF should be used for eligibility reasons 1-3. COVID-EPSL-FAMILY should be used for eligibility reasons 4 or 6.
      3. Do employees need to contact their supervisor to obtain approval for paid admin leave?
        1. Employees should notify their supervisor if they have a request for UC expanded paid administrative leave for one of the three categories outlined above. Supervisors will need to approve the paid administrative leave after evaluating essential operational functions. Employees should follow regular and established call out procedures (if your unit has them) to notify individual supervisors about the UC expanded paid administrative leave request and state the criteria met for the administrative leave.

Managers/Supervisors

    1. If my student employee was not expecting to work beyond Winter Quarter, can they continue to claim the UC expanded paid administrative leave into Spring Quarter, until their bank runs out?
      1. If an employee has already (previous to the COVID 19 situation) communicated to you that they would not be working effectively on a certain date, please work with your timekeeper to end the student appointment. Individuals who are not working because they ended or will end their spring appointment should not claim UC expanded paid administrative leave on any time records in CruzPay.
    2. What happens if an employee has already claimed more than they qualify for in UC expanded paid administrative leave?
      1. We would ask that the employee does not claim any further hours but we do not know yet if we will have to reclaim the hours as an overpayment or they may have additional leave eligibility through EPSL.
    3. Can I see my employees leave bank totals?
      1. CruzPay has been programmed to include the UC Expanded Paid Administrative Leave hours and the Emergency Paid Sick Leave (EPSL) hours that employees are eligible to use.  The number of hours employees have available for UC Expanded Paid Administrative Leave can be seen at the bottom of the employee's time record in the Exceptions tab.  The number of hours employees have available for EPSL is visible at the bottom of the employee's time record in the Time-Off Balances tab.
    4. How do exempt employees record their time if they are unable to work a full day?
      1. Exempt employees continue to record their time in full day absences only. If an exempt employee is able to work for a portion of the day, they do not need to record UC expanded paid administrative leave with pay or EPSL.
    5. If I am an employee with a fixed percent of time, and I have a temporary change in my percent time, how is my UC expanded paid administrative leave allotment and EPSL calculated?
      1. Your hours would be calculated based upon your fixed percent at the time you begin using your UC expanded paid administrative leave and EPSL. If your temporary percent of time changes during the period in which you are using your paid leave entitlements, your hours may be adjusted.
    6. If my employee submits a time record with COVID-Admin Leave selected, what do I need to review?
      1. You need to ensure that your employee has met one of the three criteria outlined in the executive order.

        Make sure the hours reported as UC expanded paid administrative leave are a reflection of the employee’s work schedule.

        If the employee (staff or student) is less than full time, holds a variable, per diem or By Agreement (BYA) position, you must use the calculation method outlined above to determine the average hours the employee is eligible to report as UC expanded paid administrative leave.

    7. Can I ask what my employee’s criteria is for using UC expanded paid administrative leave or EPSL?
      1. Yes, you can inquire which of the criteria is met for the purposes of using the appropriate leave with pay entitlement.
    8. Do I have to approve leave for everyone?
      1. No. Supervisors and managers are tasked with assessing whether certain employees or functions are necessary to continue critical university operations and the amount of individuals needed to continue these operations. This may mean that certain individuals are directed to come to work.
    9. How will I track how many UC expanded paid administrative leave or EPSL hours I have used?
      1. Your administrative leave with pay hours can be tracked in CruzPay using the COVID-Admin paycode.  Your EPSL hours can be tracked by using the COVID-EPSL-Self and COVID-EPS-Family paycodes in CruzPay.  The number of UC Expanded Paid Administrative Leave hours employees are eligible to use and still have available can be seen at the bottom of the employee's time record in the Exceptions tab.  The number of EPSL hours employees are eligible to use and still have available is visible at the bottom of the employee's time record in the Time-Off Balances tab.
    10. Some of my employees have compensatory time off (CTO). Can I encourage staff to use their CTO in addition to the other types of leaves provided for by the University?
      1. Supervisors and managers can encourage employees to use their CTO time between now and June 30, 2020 beyond the leave entitlements provided by the University as long as CTO use does not interfere with continued University operations.
  1. I want to make changes to my health plan because of COVID-19 related issues. What are my options?
  2. I need to take a distribution from my retirement savings plan to due COVID-19 related issues. What are my options?
  3. How is my health insurance plan responding to COVID-19
  4. How can I access non-urgent health care services
  5. How can I access urgent health care services?
  6. How can I refill my prescription?
  7. During the coronavirus epidemic, can you go to the emergency room?
  8. Where can I go to access behavioral health services, for example: counseling, psychological services, substance abuse services.
  9. I am feeling stressed by these events. Where can I find help?
  10. I am on Paid Administrative Leave.  What effect does this have on my UC health coverage?
  11. I am on Unpaid Leave. What effect does this have on my UC health coverage?
  12. I have been Hospitalized due to COVID-19 and I have the UC Plus Hospital Indemnity Plan.  How do I start a claim with UC Plus Group Hospital Indemnity Plan? What do I need to do?
  13. How do I reach the staff of the Benefits Office
  14. What should I do if I think I have coronavirus?
  15. I need to file for disability, what do I do?
  16. I have been diagnosed with COVID-19. What do I do?.
  17. What changes can I make to my flexible spending account?
  18. Are there any additional resource pages I can use?
  19. What is the status of my University of California Retirement Plan?
  20. What information on my UCPath dashboard should I be aware of, as it relates to my Benefits?

  1. I want to make changes to my health plan because of COVID-19 related issues. What are my options?
    1. If you or your family members are experiencing a COVID-19 hardship you might have the option of switching your health insurance plan. To learn more about this, see this news item at UCNet.
    2. Instructions for requesting COVID-19 life events in UCPath. Available until October 28th, 2020.
    3. Instrucciones para solicitar eventos de vida COVID-19 en UCPath. Disponible hasta el 28 de octubre de 2020.
  2. I need to take a distribution from my retirement savings plan to due COVID-19 related issues. What are my options?
    1. If you or your family members are experiencing a COVID-19 hardship you might have the option of requesting a distribution from your retirement savings plan. To learn more about this, see this news item at UCNet.
  3. How is my health insurance plan responding to COVID-19?
    1. Please find updated health insurance plan information here.
  4. How can I access non-urgent health care services?
    1. It is recommended to call your doctor before accessing care and to stay away from Urgent Care service centers. UC health plans are offering Telemedicine options which can be helpful in many events.
      NOTE: Remote care requires a smart device (computer, laptop, tablet or phone connected to internet/wi-fi) and registration.
  5. How can I access urgent health care services?
    1. It is recommended to call your doctor before accessing care and to stay away from Urgent Care service centers unless/until directed.  UC health plans are offering Telemedicine options which can be helpful in many events.
      NOTE: Remote care requires a smart device (computer, laptop, tablet or phone connected to internet/wi-fi) and registration
  6. How can I refill my prescription?
    1. Contact your pharmacy first. Pharmacies are remaining open as essential service providers.  Many pharmacies are offering home delivery services, mail order options or store pick-up options.
  7. During the coronavirus epidemic, can you go to the emergency room?
    1. Yes, when experiencing a life-threatening emergency, proceed to the nearest Emergency Room for treatment.
  8. Where can I go to access behavioral health services, for example: counseling, psychological services, substance abuse services.
    1. UCSC Employee Assistance Program  (EAP) offers confidential virtual visit options.
    2. Your UC medical plan offers Behavioral Health benefits bundled with your medical plan coverage and remote care options are available.
      NOTE: Remote care requires a smart device (computer, laptop, tablet or phone connected to internet/wi-fi) and registration.
    3. Visit the COVID-19 Employee assistance FAQ page.
    4. Visit Live and Work Well and use company code UCSC to browse virtual therapists.
    5. Enhanced EAP Benefits Webinars August 6th and 27th
  9. I am feeling stressed by these events. Where can I find help?
    1. Social and emotional counseling is available.  Many tools for coping with COVID-19 event are available.
  10. I am on Paid Administrative Leave.  What effect does this have on my UC health coverage?
    1. UC health and welfare benefits continue while on active pay status.  See more information .
  11. I am on Unpaid Leave. What effect does this have on my UC health coverage?
    1. The UC Leave Without Pay factsheet can help describe effects for each health and welfare plan.
  12. I have been Hospitalized due to COVID-19 and I have the UC Plus Hospital Indemnity Plan.  How do I start a claim with UC Plus Group Hospital Indemnity Plan? What do I need to do?
    1. Have your doctor fill out a Physician's Statement form and submit a claim online.
  13. How do I reach the staff of the Benefits Office?
    1. E-mail is the best way to reach Benefits Office staff. See individual links at the Benefits site OR  email to a distribution email to all staff members: benefits@ucsc.edu.
  14. What should I do if I think I have coronavirus?
    1. Faculty and staff members should contact their provider for additional instructions about seeking care.
    2. Students should call Student Health Services, or their primary health care provider, prior to arriving at the medical office. This will allow for provision of information regarding your illness and to plan for your visit to the clinic, if necessary. Additional Student Health Services information devoted to COVID-19.
  15. I need to file for disability, what do I do?
    1. Contact your supervisor and your Leave of Absence Coordinator  and follow these steps.
  16. I have been diagnosed with COVID-19. What do I do?
    1. Students: please call Student Health Services at 831-459-2591 so that we can be aware and coordinate care if needed.This should be referred to the EOc website. This should be referred to the EOc website.
    2. Faculty and Staff: If you worked on campus following an exposure to someone who tested positive for COVID-19 or have tested positive yourself, please let the campus know by emailing oes@ucsc.edu.
  17. What changes can I make to my flexible spending account?
    1. Visit the updated COVID-19 FSA page.
  18. Are there any additional resource pages I can use?
    1. Visit the COVID-19 Risk management page.
  19. What is the status of my University of California Retirement Plan?
    1. To learn about the long-term stability of the Retirement plan please go here.
    2. Please watch a recent webinar presentation, "Navigating Market Volatility" from UCOP and Fidelity.
  20. What information on my UCPath dashboard should I be aware of, as it relates to my Benefits?
    1. Please use the following link: Take charge of your benefits on UCPath.
  1. What is the latest information regarding leave and the Families First Coronavirus Response Act (FFCRA)?
  2. How will background checks be conducted during the shelter-in-place order?

  1. What is the latest information regarding leave and the Families First Coronavirus Response Act (FFCRA)?
    1. The U.S. Department of Labor (DOL) just released a poster outlining the FFCRA's paid leave requirements. This information is posted on our Required Labor Law Notices page.
  2. How will background checks be conducted during the shelter-in-place order?
    1. Effective immediately, and until further notice, Campus Mail Services is not providing LiveScan services for campus.  

      Instead, all background checks will be conducted via HireRight. HireRight is used only for candidates who currently reside outside of California, who cannot undergo a CA DOJ LiveScan. However, due to operational changes resulting from COVID-19, we will extend the use of HireRight to all background checks. This includes job candidates, student employees, volunteers, and compensation actions for current staff. 

      Individuals who are cleared to work using HireRight during this temporary suspension of fingerprinting services due to COVID-19 will need to be LiveScanned when fingerprinting is available again on campus. 

      The process for initiating a HireRight background check is different from LiveScan.

      Hiring managers will receive instructions on how to proceed with the HireRight process from SHR when they are notified that their candidate has accepted their conditional offer of employment. TA will be the SHR unit in touch for staff hires, Compensation for employee action requests, and Operations for student hires. 

      The process involves the hiring manager 1) opening a PO in the amount of $75 and 2) forwarding information to backgrnd@ucsc.edu: PO#, name of hire, personal email address of hire, and RMS job#, and the hiring manager’s name. Staff HR (BAPPR) will initiate the background check in the HireRight system, and HireRight will notify the candidate via email with instructions on how to proceed. 

      Hiring managers will be notified of updates on the status of the background check via email. 

      For this temporary period, Staff HR (BAPPR) will track which new employees will need to be LiveScanned when fingerprinting services become available again, and will notify hiring managers and employees when appropriate. 

      If you have any questions about this temporary change in the background check process, please email backgrnd@ucsc.edu.

  1. Will instructor-led trainings continue while we are working remotely?
  2. Will training be live or recorded?
  3. Can I complete my compliance training during this time?
  4. What topic areas are popular at this time?
  5. Are customized trainings still available to meet my department’s needs?
  6. How can I arrange a training for my group?
  7. What other online resources are available?

In these difficult and rapidly changing times, we invite your questions and look forward to supporting you. Here is a list of most frequently asked questions:

  1. Will instructor-led trainings continue while we are working remotely?
    1. Yes. Learning & Development at UC Santa Cruz actively supports PPSM 50. "Non-probationary career employees are eligible for up to 80 hours (non-exempt) or 10 workdays (exempt) release time (prorated based on appointment) per calendar year for professional development, which should be career-ladder related."

      During this time of Social Distancing and remote work, we feel that professional development and personal growth are more important than ever in maintaining the excellence of our staff, growing our skills and meeting the mission of our campus.

      Our upcoming classes will be published by the end of March. You can register online at the UC Learning Center, and the Zoom link will then be shared with registered participants just prior to the class.
  2. Will training be live or recorded?
    1. Both. There will be a variety of formats, all accessible through our UCSC learning center and Zoom. 
  3. Can I complete my compliance training during this time?
    1. Yes. As always, your compliance training will be available through the UC Learning Center. Log into the UC Learning Center and click on “Required Training”. If you change the filter to “Required” you will be able to see if you have trainings waiting. Remember, by law, we all need to be current in the three UC mandated areas: Sexual Violence / Sexual Harassment Prevention, Cyber Security, and Ethical Values and Conduct. If you have additional questions about compliance training please direct them to LearningCenter@ucsc.edu.
  4. What topic areas are popular at this time?
    1. You can request trainings related to resilience, developing remote work skills, supporting business continuity and personal growth, to name a few. Here are some current options for you to choose from:
      • Power of Positivity
      • Resilience: Navigating the Unexpected With Grace
      • Maintaining Teams in a Time of Social Distance
      • How to Understand and Develop Emotional Intelligence
      • Avoiding Burnout
      • Excel Series
    2. You’ll also find numerous scheduled courses available to you. Our next offerings flyer will be posted by the end of March, and will have the times and descriptions for all of our spring courses.
    3. In addition, Learning & Development’s hosted trainings bring outside expertise to our UC learners. Descriptions, dates and registration links will be provided on our web site by the end of March. A sample of these offerings includes:
      • Managing Conflict in the Workplace
      • Understanding and Speaking Up to Bias
      • Leading Change with Cultural Humility at Work
      • Embodying Personal Leadership in Challenging Times
      • Mental Health First Aid
    4. Visit learn.ucsc.edu for dates and topics.
  5. Are customized trainings still available to meet my department’s needs?
    1. Yes. If your team has needs not covered by our scheduled offerings, we will develop them for you.  To inquire about the process, contact us. We will work with you to assess your needs and facilitate training.
  6. How can I arrange a training for my group?
    1. Please contact us to provide us with your training requests and preferred time frames.
  7. What other online resources are available?
    1. Academic Impressions provides a series of hosted live and recorded webcasts.  Watch for information on viewing party dates for relevant topics, and take the opportunity to connect as a team.
    2. UC offers access to Gartner Research and their writing on Pandemic PreparationBusiness Continuity, best practices for Remote Work, and more. Use your UCSC email to register.
    3. My UC Career is an online development portal available to all UC employees seeking to advance their career. 

If you still have unanswered questions, let us know!

  1. Is Talent Acquisition (TA) fully operational?
  2. New - How has Position Management been impacted by the Covid-19 crisis?
  3. I have selected candidates to interview for my recruitment. How do I interview them?
  4. One of my candidates does not have a computer. How do I interview them?
  5. During the Covid-19 crisis, will new employees be attending Onboarding in Scotts Valley?
  6. Will the bi-monthly Benefits Orientation be suspended?
  7. Can my selected candidate work remotely?
  8. Are background checks still required, and is the procedure the same?
  9. How will Action Hires (current employees transferring to a new position) sign their official paperwork?
  10. Will TAM still be implemented?
  11. When will hiring managers be trained on TAM?
  12. With the implementation of TAM, will we still be using RMS worksheets?
  13. How can the campus keep up-to-date with the latest Covid-19 Staff HR related news?

  1. Is Talent Acquisition (TA) fully operational?
    1. Yes. Although TA is working remotely, it is business as usual (with a few adjustments).
  2. New - How has Position Management been impacted by the Covid-19 crisis?
    1. Please see our COVID-19 FAQ: Position Management & Recruitment Approvals in TA Resources.
  3. I have selected candidates to interview for my recruitment. How do I interview them?
    1. All candidates (until further notice) should be interviewed via Zoom.
  4. One of my candidates does not have a computer. How do I interview them?
    1. Via phone works just fine.
  5. During the Covid-19 crisis, will new employees be attending Onboarding in Scotts Valley?
    1. No, not in Scotts Valley. TA implemented a fully remote process beginning 03/23/2020. Onboarding takes place on Mondays during the hours of 8:00 and 11:00 am. Our TA Admins will notify selected candidates with instructions for the onboarding process.
  6. Will the bi-monthly Benefits Orientation be suspended?
    1. Yes. However, someone from the Benefits Office will be in touch with each new hire to personally offer their expertise.
  7. Can my selected candidate work remotely?
    1. That is up to the hiring managers in conjunction with their departments/units. If it is possible for the candidate to work remotely and they can be trained remotely, then it is recommended the candidate work remotely. If it is not possible, the candidate can work onsite in alignment with current location guidelines. Check with your unit on this.
  8. Are background checks still required, and is the procedure the same?
    1. Background checks are still required for critical positions for new hires, rehires and action hires. Live Scan is currently on hold. We will be using HireRight instead. HireRight requires a PO and costs $75/candidate. If a candidate clears the HireRight background check, they can be hired, BUT they will need to get fingerprinted through Live Scan once the crisis is over.
  9. How will Action Hires (current employees transferring to a new position) sign their official paperwork?
    1. Action Hires will not have to sign their paperwork until sometime after the crisis. TA will reach out to them at that time and make the necessary arrangements. 
  10. Will TAM still be implemented?
    1. New - TAM is scheduled to launch June 1. For more information refer to this link.
  11. When will hiring managers be trained on TAM?
    1. Hiring managers will be trained on TAM in May, dates will be announced soon.
  12. With the implementation of TAM, will we still be using RMS worksheets?
    1. No. All RMS worksheets will be replaced with ServiceNow forms. More info is and training on this process will be announced.
  13. How can the campus keep up-to-date with the latest Covid-19 Staff HR related news?
    1. Refer to the following link: Information on Covid-19
  1. Who pays for the UC expanded paid administrative leave, emergency paid sick leave, and emergency family medical leave provided to employees?
  2. If I have been released from my job because I hold a casual/restricted student, limited, contract, per diem or by agreement appointment or my hours have been reduced, and I have exhausted all of the paid leave entitlements available to me, am I eligible to apply for Unemployment Insurance Benefits?
  3. I have more questions, who do I contact?

  1. Who pays for the UC expanded paid administrative leave, emergency paid sick leave, and emergency family medical leave provided to employees?
    1. There are no additional funds being provided to the campus to pay for these leaves. Therefore, the campus is responsible to cover all costs related to these leaves.
  2. If I have been released from my job because I hold a casual/restricted student, limited, contract, per diem or by agreement appointment or my hours have been reduced, and I have exhausted all of the paid leave entitlements available to me, am I eligible to apply for Unemployment Insurance Benefits?
    1. Yes. Please visit the Employment Development Department site for comprehensive information on how to file a claim.
  3. I have more questions, who do I contact?
    1. If you have employee-specific questions, please contact your Employee Relations Analyst. If you have general questions, please email your question to covid–19-questions-group@ucsc.edu.

Definitions and types of leaves referenced in this FAQ

  1. UC Executive Order (EO), March 16, 2020: Grants up to 128 hours of UC Expanded Paid Administrative Leave for all employees due to COVID–19 related reasons as defined in executive order.
    1. Executive order in English
    2. Aquí está la Orden Ejecutiva en español
  2. The Families First Coronavirus Response Act (FFCRA) effective April 1, 2020, includes two new legislative federal entitlements 1) Emergency Paid Sick Leave (EPSL) and 2) Expanded Family Medical Leave Act (EFMLA).
  3. President and Chancellors’ message, April 2, 2020: Assures continuity of employment and pay for career employees who have exhausted all eligible entitlements and for whom work is not available, through June 30, 2020.
  4. UCOP FAQ Guidance document April 6, 2020, revised on April 13, 2020, further revised on April 27, 2020, and further revised on May 4, 2020.