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COVID-19 Staff FAQ

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. 


Working Remotely

At the moment because of the California Shelter in Place executive order, 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.

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 begin to 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.

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.

The university will provide information and guidance dependent on the existing orders at that time. Once guidance is provided, employees and managers should communicate with one another to determine next steps.

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 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.

 

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.

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.

Technology resources can be found here or you may contact the IT Help Desk at (408) 554-5700 for assistance.

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

Employees are encouraged to inform their managers and contact HR to obtain related information and resources.

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 iahluwalia@scu.edu  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 iahluwalia@scu.edu  for more information on short-term disability benefits.

Please visit the SCU Employee Assistance Program website to obtain resources and information related to anxiety and stress management during this time.

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

 

Employment

Yes, employees must report time off in alignment with the applicable time off policy and payroll practices.

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.

In recognition of the continuance of the stay-in-place order and the responsibilities we are all facing, the deadline for the completion of Performance Evaluations has been extended to June 1, 2020. 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.

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.

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).

To ease concerns and provide more certainty, 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 shelter-in-place environment, will continue to be paid their full base salary through June 30, 2020. The university will review and update employees with any subsequent adjustments that may need to be made based on a very fluid situation.

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.

The renewal of fixed-term positions is under review and no decision has been made at this time. New fixed-term positions are included in the hiring freeze.

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.

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

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.

 

Student Employees

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.

Sick time cannot be used by student employees who are not presently working. We continue to monitor legislation which may affect this policy.

Per current Federal Work-Study Program guidance, eligible work-study student employees who are not working will continue to receive payment(s) until they exhaust their FWS award or through the Spring quarter, whichever comes first. The Financial Aid Office has contacted eligible students and provided them with eligibility confirmation and information on steps needed to receive the payment(s).

No, non-work-study student employees will not receive payment if they are not working.

We recommend that supervisors reach out immediately to student employees, advising them that with SCU moving to remote learning for the rest of the academic year and with the current shelter in place order, there is no work for students at the moment (with very limited exceptions that need to be approved by John Ottoboni, Michael Crowley, and Lisa Kloppenberg).

Student workers are valued and critical to our University mission. It is important to regularly check in with your student workers throughout the remainder of Spring Quarter 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.

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).