Manager Procedures for COVID Incidents

University of California, Santa Cruz 

Procedure Name: UCSC Standard Operating Procedure for Responding to COVID-19 Confirmed or Exposure cases

Effective: June 18, 2020, Rev. 8/19/21

Below are the required steps for supervisors and managers when responding to employees who self-report COVID-19 symptoms, exposure or confirmed cases (presumably as a result of completing the symptom checker, but it could arise at any time).


  1. When an employee self-reports COVID-19 exposure, symptoms or confirmed infection, supervisors/managers will receive and acknowledge receipt of this information.
  2. Supervisors/Managers shall then complete these steps:
    1. If the employee has not already done so, require that they follow up with their primary health care provider for clearance to return to work.  A negative test alone does not mean an employee is cleared to return to work.
      1. If an employee doesn’t have a personal health care provider, they can schedule a virtual health visit at the following County of Santa Cruz link: https://www.dignityhealth.org/socal/virtual-urgent-care-visits.
      2. The Student Health Center provides final clearance when an employee’s primary health care provider has cleared them to return to work.  The following are the basic guidelines for understanding the primary health care provider’s determination of clearance to return to work:
        1. Employee with known exposure/close contact to known positive (or strongly suspected) COVID-19 case = 10 days of quarantine regardless of test results.
        2. Employee with symptoms or a positive COVID-19 test = 10 days of isolation from date of onset of symptoms or positive test.
      3. If a supervisor is unclear or has questions about an employee’s primary health care provider’s return to work clearance, contact the Symptom Check Officer at check@ucsc.edu.
    2. Forward the employee’s name and contact information to the Symptom Check Officer at, check@ucsc.edu. Provide one of three notices. Do not expound upon symptoms or other personal information:
      1. Employee expresses they have COVID-19 symptoms.
      2. Employee was exposed to an individual confirmed to have COVID-19.
      3. Employee is or was confirmed as having COVID-19.
    3. Supervisors should expect contact from the Symptom Check Officer and must be prepared to provide the following information:
      1. Was a mask worn by the employee in the workplace?
      2. Was a 6-foot physical distance kept between the employee and all others in the workplace?
      3. Which dates in the past week did the employee work on campus and in what specific locations.
      4. The names of any co-workers that may have been in “Close Contact” with the employee in the past week. The name of the employee will not be revealed, alluded to, or confirmed per the CDC and the ADA.  “Close Contact” is defined as within 6 feet and for a cumulative total of 15 minutes or more over a 24-hour period.
        1. Per the CDC, people who are fully vaccinated; 2 weeks after their second dose in a 2-dose series, or 2 weeks after a single dose vaccine, do NOT need to quarantine after contact with someone who has COVID-19 unless they have symptoms.  Fully vaccinated people should get tested 3-5 days after their exposure, even if they don’t have symptoms and wear a mask indoors in public for 14 days following exposure.
    4. If workplace exposure is suspected:
      1. Supervisors/Managers shall notify Risk Services at Workers’ Compensation: https://risk.ucsc.edu/workers-comp/reporting-and-treatment.html, Cindy Delgado, Assistant Director, (831) 459-1787 to apprise of potential exposure.
      2. The Office of Risk Services, Workers’ Compensation – will submit a workers’ compensation claim through UCSC EFR (Employer’s First Report).
  3. When reporting possible exposure, please provide the following information:
    1. Name of exposed employee and their supervisor.
    2. Location on campus where they last worked and the date.
    3. Nature of incident (e.g. hospitalized for symptoms and under review for confirmation).
    4. Actions taken (for example: referred to Symptom Check Officer, advised not to return to work until cleared, apprised UCSC Office of Risk Services Workers’ Compensation).
      *Important: Please send all emails with individual identifiers with [confidential] written prior to subject in email. Minimize notifications to any other individuals due to privacy concerns.
  4. Determine Applicable Employee Coverage or Benefit: Supervisor/Manager shall discuss with the employee which criteria the employee believes applies to their situation (for Expanded Paid Administrative Leave (PAL) or Emergency Protected Sick Leave (EPSL), not for workers’ comp issues).
  5. Based on the above, employees will then complete the EPSL form. Instructions for completing the EPSL form can be found here. The electronically fillable EPSL form is here and this form should be sent to SHR Operations at covid-epsl-group@ucsc.edu for processing.
  6. If an employee has a serious health condition or that of an eligible family member, and they need to be absent due to the medical condition, or need a workplace accommodation, managers should refer the employee(s) to their Leave of Absence Coordinator for consultation.
  7. Leave Team - for consultation on COVID-19 matters:
    1. Sabrina Shaver - Employee Relations Assistant Manager - x1853, sashaver@ucsc.edu.
    2. Barbara Bullard - Leave Coordinator - x5463, bbullard@ucsc.edu.
    3. Sharon Clark - Leave Coordinator - x3294, shaclark@ucsc.edu.
  8. In addition to the above, if an employee has a medical condition that precludes them from conducting the full scope of their job (i.e., an accommodation request to complete their work or if they are unable to conduct work of any kind or some portion of their job due to a medical condition) or if they are absent for more than five (5) consecutive work days due to the medical condition of their own or that of an eligible family member, supervisors/managers should direct employees to consult with UCSC’s Leave of Absence Coordinators (Barbara Bullard and Sharon Clark) to determine what the circumstances are and whether or not designation of a protected leave is warranted. Employees are also encouraged to consult with their Leave of Absence Coordinators on their own if they have concerns about medical conditions that may impact their ability to come to work or perform their work. Every situation is unique and can include variables that would result in the need for formal leave paperwork.
  9. Allotting time for hourly staff to complete the Symptom Check survey.  Employees shall be allotted 15 minutes to complete the paper copy and online questionnaire (combined or individually).
  10. If an employee refuses to complete their daily Symptom Check questionnaire, their supervisor should contact their Employee Relations Analyst to discuss next steps, including but not limited to performance management actions.
  11. Additional Resources:
    1. SHR’s COVID-19 FAQ page (links to more resources on this page in navigation pane on this page as well).
    2. UCOP’s summary of COVID-19 leaves.