We realize that these are very stressful and unsettled times for all of our valued staff and your families. Know that we are grateful for your patience and flexibility and our top priority is the health and safety of our Santa Clara community. As Fr. O’Brien said in his email: “We are in this together, and in this conviction, we find our strength. Clear-headed, calm, and generous in spirit, we will get through this, with God’s help and the help of one another.”
We are providing the information below as guidance, based on currently available information. In this fluid environment, we will closely monitor changes on the state and national level and provide additional resources and updates as soon as possible.
Are staff expected to return to work on campus?
Based on the Santa Clara County public health orders, only employees performing mission-critical functions should be coming into campus. The President’s Cabinet, in consultation with senior leaders and managers, will determine which positions are conducive to temporary remote work in their respective areas.
Will my schedule remain the same while I work remotely?
Each department of the University establishes the normal work days and work shifts for positions within the department based on business need. As many employees temporarily perform their duties remotely, managers and employees are asked to be flexible and creative in scheduling the workday. Managers ultimately determine scheduling, but are encouraged to be sensitive to an employee’s personal situation.
What if I need access to my office or work location?
We recognize that some individuals may need to access campus for a one-time “grab and go” of materials from their office to allow them to perform their mission-critical duties remotely. We ask that you make one trip and keep it short if at all possible. Please maintain social distancing, minimize activities in your building, and avoid social gatherings during your time on campus. A “grab and go” visit does not require your registration on the critical services list. Coordination of the "grab and go" should take place between you and your manager.
I am temporarily working remotely, when will I be expected to come back to work on campus?
The university will provide information and guidance dependent on the existing public health orders at that time. Once guidance is provided by the University, employees and managers should communicate with one another to determine next steps as they transition back to working on campus
While working remotely, how do I report my time in Workday?
There will be no change to submission and approval deadlines or to reporting time in Workday. Employees approved to work remotely will continue to abide by all wage and hour policies, including but not limited to, if the employee is a non-exempt employee, completing a daily time sheet, getting pre-approval before working overtime, and taking all required meal and rest breaks.
Timesheet Special Instructions for Hourly Benefit Eligible Staff Employees:
Starting with the pay period ending on March 31 and until further notice, all active benefits eligible non-exempt employees who are either not working or working reduced hours should record on their timesheet their regular scheduled hours. If their hours worked exceed their normal scheduled hours, they should report the actual hours worked. Similarly, non-exempt employees who are working their normal scheduled hours should report the hours as normal.
What equipment can I borrow from my office to use at home during the shelter in place order?
If using your existing SCU ergonomic office equipment to assist with your work from home, please obtain your manager’s approval before removing it. Examples could include chairs, computer monitors, ergonomic keyboards and mice, headsets, monitor risers, etc. Office task chairs or equipment attached to the building, however, should not be removed. Please plan on returning all equipment to your campus work location when the current crisis has abated. Coordination of the "grab and go" should take place between you and your manager.
What resources are available for employees and managers working remotely?
We acknowledge the magnitude of change everyone is dealing with, as they work from home and take care of family and loved ones. Please see the Tips for Managing Remote Workers. Managers and supervisors are encouraged to utilize these suggestions as they manage staff working from home.
Additional resources for employees working remotely may be found on our COVID-19 HR Resources page.
Who should I contact if I need technical support at home?
Technology resources can be found here or you may contact the IT Help Desk at (408) 554-5700 for assistance.
If an employee cannot work remotely or has a reduction in workload, can a manager temporarily reassign the employee to assist with other duties?
Yes, employees may be temporarily reassigned by their department leadership. Our goal is to have all employees be productive and contributing to the mission of Santa Clara University, so please work with your manager to identify skill sets to assist with other duties.
Health and Safety
Am I eligible for the COVID vaccine as an SCU employee?
Individuals who are eligible to be vaccinated are encouraged to contact their healthcare system to make an appointment. However, eligible individuals do not have to obtain the vaccine through their healthcare system, as under the County’s “no wrong door” policy, all providers listed at sccfreevax.org (with the exception of the VA) are able to vaccinate eligible patients regardless of your healthcare provider or insurance. See scheduling options by provider. Check back regularly, new appointments are being added daily.
According to the county website, Santa Clara University Employees that have become eligible under the Education and Childcare tier, will need to bring evidence of eligibility to the vaccination appointment such as a work badge (ACCESS Card) or a paystub which is available in Workday. Other forms of documentation may be acceptable to prove eligibility.
If I test positive for COVID-19, should I inform the University?
Employees should report positive COVID-19 test results to the University at 408-554-5100, if the test was administered at an off-campus facility. Employees are also encouraged to inform their managers and contact HR to obtain related information and resources.
If I am not able to work due to COVID-19 related circumstances, will I get paid?
If you are unable to work because you are caring for an ill or quarantined family member with COVID-19 (certified by a medical professional), you can file a Paid Family Leave claim. Please contact Indu Ahluwalia at firstname.lastname@example.org for more information on Paid Family Leave.
If you are unable to work due to having or being exposed to COVID-19 (certified by a medical professional), you may be eligible to receive short-term disability benefits. Please contact Indu Ahluwalia at email@example.com for more information on short-term disability benefits.
What resources are available to employees who are experiencing increased levels of anxiety and stress during this difficult time?
Please visit the SCU Employee Assistance Program website to obtain resources and information related to anxiety and stress management during this time.
As an employee, what COVID-19 testing options are available to me?
Beginning in January 2021, the university will provide free on-site weekly testing, which is required for all employees that are working on campus.
For testing information provided by healthcare benefit providers, employees are encouraged to contact their health care insurance provider to confirm coverage and applicable co-payment levels. https://www.blueshieldca.com/ or www.kp.org
The County of Santa Clara also provides free testing. Please visit their website for more information.
Do I need to report time off, i.e. sick leave, vacation, etc. while I am working remotely?
Yes, employees must report time off in alignment with the applicable time off policy and payroll practices.
What are the guidelines for staff who get sick but have run out of sick leave accrued hours?
As with our normal practice, staff employees in this case should contact Indu Ahluwalia, Senior Leave Specialist. Depending on the circumstances, the staff employee may be eligible for short-term disability benefits.
Will performance evaluations still be conducted for the 2020-2021 review period?
Yes, the performance evaluations will be conducted for this performance year. We would like to ensure that managers are able to communicate with team members the importance of their work and their contributions to Santa Clara in a meaningful way. This may be a challenge during this period of significant disruption. We encourage managers to continue to reach out to staff regularly and find creative ways to stay engaged with one another.
How can I contribute to an inclusive environment during the COVID-19 outbreak?
At Santa Clara University we deeply value the diversity of our community. We are committed to fostering a community that values diversity and also models the principles of inclusive excellence. It is important we equip ourselves with facts and take on the responsibility of dismantling myths and stigmas. It is essential that we share accurate information during this time of heightened concern. Commitment to our Jesuit values of inclusion, respect, and care for the whole person has never been more critical.
Important facts to know:
- COVID-19 does not recognize race, nationality or ethnicity.
- Wearing a mask does not mean a person is ill.
- You can interrupt stigma by sharing accurate information.
- Speak up if you hear, see or read misinformation or witness or experience harassment or discrimination.
As always, you may report concerns of discrimination to the SCU EEO/Title IX Office.
Will employees whose work schedules have been affected by the current public health guidelines, continued to get paid?
Employees who are currently working their normal schedule, either remotely or on-site as essential employees, will continue to receive pay as normal based on their salary (exempt employees) or hours reported (hourly employees).
Benefits-eligible employees who are unable to work, because the nature of their work is not conducive to remote work and/or they have a reduced work schedule due to the current public health guidelines, will continue to be paid their full base salary. The university will review and update employees with any subsequent adjustments that may need to be made based on a very fluid situation.
Are there any exceptions to the hiring freeze?
The University instituted a hiring freeze on all open positions and temporary workers hired through staffing agencies until further notice. This will apply to all open positions with certain mission-critical exceptions approved by the associate vice president of human resources, the vice president for finance and administration, or the provost.
Will staff fixed-term positions be affected by the hiring freeze?
Renewals for current fixed term positions will be reviewed based on business need and funding as the end date of the assignment approaches. New fixed-term positions are included in the hiring freeze.
What if my child’s school or daycare center has been closed due to COVID-19?
Bright Horizons Care Advantage provides access to back-up care at a subsidized rate. To Register and Receive Care: www.careadvantage.com/SCU Back-up New User Access: Back-Up Username: SantaClara Back-Up Password: backup12 OR CALL: 877-BH-CARES (242-2737)
Note: the benefit is limited to up to ten days per year of care and dependent on child care provider availability.
How do faculty, staff and students continue to make requests regarding assistance with harassment or discrimination complaints with EEO/Title IX?
The Office of Equal Opportunity and Title IX operations, will continue its work remotely for the health and safety of our community. Anyone impacted by discrimination, harassment and/or sexual misconduct is encouraged to contact the Office of Equal Opportunity and Title IX office immediately to make a report [https://www.scu.edu/title-ix/reporting/] and/or to inquire about resources available both on- and off-campus. Staff are available to provide information, guidance, and other resources to address concerns during normal business hours for remote or telephone meetings and consultations.
Investigations and hearings will be conducted remotely, and remedies provided, to assure that any discrimination, harassment, sexual harassment, sexual violence, intimate partner violence, stalking, retaliation, or other sexually discriminatory behaviors are addressed promptly. Please note: University policies (www.scu.edu/title-ix/policies-reports/) on discrimination, harassment and sexual misconduct apply to behaviors that occur in person between members of the university community, but also apply to online and virtual misconduct. Any behavior that is prohibited by policy is also prohibited in cyber-forms, including cyber-harassment, cyber-bullying that is sex-based, and cyber-stalking. Members of the community are expected to maintain a tone of civility and respect under remote conditions just as they would if they were at work or in class physically.
For more information please go to: https://www.scu.edu/title-ix/
For information about remote support services, please see www.scu.edu/title-ix/resources/covid-19/covid-19
Can staff employees donate vacation hours to the COVID-19 Faculty/Staff Emergency Relief Fund?
Per the Staff Vacation Policy, vacation hours cannot be converted to cash; therefore, staff employees are not able to donate vacation hours to the emergency relief fund.
Staff employees can donate vacation hours to the staff vacation general pool. Additional information regarding the vacation pool and donation of vacation hours can be found in the Donation of Vacation to Other Staff section of the Vacation Pay Policy and the Donation of Vacation Hours Form.
Are student employees allowed to work remotely?
No, student employees are not allowed to work remotely, except for a small number of exceptions which must be approved by John Ottoboni, Michael Crowley, and Lisa Kloppenberg.
Can student employees use accrued and unused sick leave hours to be paid during this time?
Sick time cannot be used by student employees who are not presently working. We continue to monitor legislation which may affect this policy.
Will employees be provided with financial reimbursement for expenses incurred due to temporary remote work?
Eligible employees will receive a $25 per pay period reimbursement for expenses they may have incurred due to working from home as of April 2020. The reimbursement will be retroactive to April 2020 and will continue until further notice. No action is required by employees or supervisors in order for eligible employees to receive the reimbursement. The reimbursement will be first reflected on the December 7, 2020 paycheck, including retro pay. Questions related to the reimbursement should be directed to the Department of Human Resources.
Will work-study student employees receive payment if they are not working?
Work -study students will not receive payment if they are not working. The Financial Aid Office is monitoring available resources. Questions related to work-study should be directed to the Financial Aid Office.
As a manager, how can I provide support to my student employees?
We recommend that supervisors maintain contact with their student employees to provide relevant updates.
Student workers are valued and critical to our University mission. It is important to regularly check in with your student workers to make sure they are doing well. Should they need financial assistance or emergency funding, please direct them to the Financial Aid office (which is administering the SCU Emergency Assistance Fund). Please also offer our Food Insecurity resources.
Are student employees eligible for state unemployment benefits?
The California Employment Development Department (EDD) sets and maintains the unemployment eligibility rules. Student employees should submit their unemployment benefit inquiries to the EDD.
In general, however, student employees are not subject to unemployment insurance based on their Employee Type as established by the EDD (see page 15).