Manager Procedures for COVID Incidences

University of California, Santa Cruz 

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

Effective: June 18, 2020 

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, 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, suggest that they follow up with their primary health care provider.
    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. 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. Supervisors/Managers - submit workers’ compensation claims 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, submitted Workers Compensation EFR).
      *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:
  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.