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COVID-19 Related Paid Leaves
What COVID-19 related paid leave options are available to eligible UC San Diego policy-covered and represented employees?
How can I review Chancellor Khosla’s Chancellor Orders regarding Chancellor Supplemental COVID-19 Leave (Supplemental Leave) and Chancellor Testing Leave (CTL)?
How do I calculate the work hour equivalent of up to 10 calendar days (for Chancellor Testing Leave)?
The work hour equivalent is calculated based on the number of hours an employee was scheduled to work in the 10 days after the positive test.
Are represented employees eligible for Chancellor Supplemental Leave?
Yes, all of the Unions have been noticed, and to date, none have asked for exclusion of their members.
Are student employees eligible for Chancellor Supplemental Leave?
Yes.
Will Ecotime have Chancellor Supplemental Leave as an option?
Yes. For additional information, see below grid, which denotes the new COVID19 Related Leave, the pay code drop-down option in Ecotime and the corresponding EARN Code(s) for UCPATH. Since this supplemental leave is specific to UC San Diego, the appropriate EARN Code(s) is align with the paid Administrative Leave (ADM for Exempt; A1N for Non-Exempt) output.

The new pay code is viewable, as an Exception option, from the Ecotime employee time sheet screen (see below).

If my physician recommends self-isolation due to COVID-19 exposure, can I use Chancellor Supplemental Leave?
Yes. The employee must obtain written documentation of the recommendation.
If a member of my immediate family has COVID-19, can I use Chancellor Supplemental Leave to provide care?
No, this is not a caregiver leave.
Am I eligible for leave based on the COVID-related Cal/OSHA regulations?
If you are excluded from the workplace due to one of the following COVID-19 reasons:
- a positive COVID-19 test, or
- a COVID-19-related order to isolate issued by a local or state health official; or
- a COVID-19 exposure as determined by a public health or medical health professional,
AND
A) You are otherwise able and available to work,
AND
B) There is not remote work available for you,
THEN:
You are eligible for UC-provided paid leave after you have used all of the following: University Expanded Paid Administrative Leave (UC-PAL), Chancellor Supplemental Leave (if applicable), Chancellor Testing Leave (if applicable), and sick leave.
If I am eligible for Cal/OSHA leave, how do I document my time?
Cal/OSHA related leave should be documented in timekeeping as Administrative Leave (in Ecotime).
How does UC San Diego Campus define “block” in the job protection guidance document for use of Emergency Paid Sick Leave (EPSL)?
As of May 4, 2020, block is defined as one work day based on normally scheduled work hours for that day. Prior to May 4, 2020, there was a requirement to use the full two-week allotment at one time.
View the job protection guidance document »
How can I review President Drake’s executive order regarding COVID-19?
General Guidelines for UC Expanded Paid Administrative Leave
Effective immediately and retroactively to March 1, 2020, employees will be eligible to receive up to 128 hours paid administrative leave in order to cope with the impact of the COVID-19 pandemic. Subject to the University’s ongoing operational needs, the paid administrative leave provided pursuant to the Emergency Declaration must be used no later than June 30, 2021 and will not be carried over.
- This paid administrative leave may only be used for the following reasons, all of which relate to COVID-19:
- When the employee is unable to work because the employee or a family member has a COVID-19 related illness and it is not operationally feasible for the employee to work remotely
- This includes Bereavement Leave due to a COVID-19 related death.
- When an employee is unable to work because the employee has been directed not to come to work for COVID-19 related reasons and it is not operationally feasible for the employee to work remotely
- An employee states they are 65 or older and/or claims to be more medically sensitive to COVID-19 or lives with someone more medically sensitive to COVID-19 and it is not operationally feasible for the employee to work remotely
- When an employee is unable to work because of a COVID-19 related school or daycare closure that requires the employee to be at home with a child or dependent and it is not operationally feasible for the employee to work remotely
- The paid administrative leave allocation for employees with less than full time appointments shall be prorated based on appointment percentage.
- The 128-hour allotment may be used in blocks or intermittently based on need.
- For non-exempt employees, approved leave may be used in any increment approved by the supervisor in consultation with their HR contact for record-keeping purposes.
- For exempt employees, consistent with normal practices and legal requirements, approved leave should be entered in full day increments.
- The use of the paid administrative leave cannot occur beyond the end date of employment.
- Any unused portion of this emergency paid administrative leave will not be paid out at time of separation (whether voluntary or involuntary termination).
- Employees may still use accrued sick, vacation or paid time off in order to address their own illness or the serious medical condition of a family member.
- The paid administrative leave may be used prior to usage of accrued leave.
Is the governor’s Stay at Home Order the same as a Quarantine or Isolation order?
- Yes. Quarantine or Isolation Orders include quarantine, isolation, containment, shelter-in-place, or stay-at-home orders issued by any Federal, State, or local government authority that cause the employee to be unable to work even though the University has work that the employee could perform but for the order.
- This also includes when a Federal, State, or local government authority has advised categories of citizens (e.g., those within certain age ranges or those with specific medical conditions) to shelter in place, stay at home, isolate, or quarantine, causing those categories of employees to be unable to work even though the University has work for them.
- If an employee is NOT 65 years of age or older and/or immunocompromised and IS deemed essential and we have in-person work at their normal worksite, within their normal work duties, and they refuse to come to work due to the Stay at Home order, the employee is not eligible for reason 1 of the FFCRA Emergency Paid Sick Leave (EPSL) qualifying reasons because they have been deemed essential.
- Therefore, if they refuse available work, this is a voluntary choice. Work with Human Resources to determine if the employee should be placed on a leave without pay.
What types of leave are student workers eligible for?
UC Expanded Paid Administrative Leave
- Student workers, including Casual Restricted employees, are eligible for paid administrative leave. For information on the eligibility of Work-Study awards for paid administrative leave, student workers should contact the Student Employment Office via email or by phone at (858) 534-3751.
FFCRA Emergency Paid Sick Leave (EPSL)
- Student workers are eligible for EPSL if they otherwise meet the criteria outlined in the UCOP Leave FAQs.
Chancellor Supplemental COVID-19 Leave (Supplemental Leave or CSL)
- Student workers, including Casual Restricted employees, are eligible for the Chancellor Supplemental Leave.
Are new employees eligible for Chancellor Supplemental Leave?
Yes.
Paid Administrative Leave and Shift Differential
Employee’s paid administrative leave hours would be eligible for shift differential pay, consistent with policy or applicable collective bargaining agreement provisions.
For example, for policy-covered employees, Section III.E.1 of PPSM 30 (Compensation) provides, “The shift differential will be included in payments for all types of paid leave, provided that the employee would have been expected to work that shift were the employee not on paid leave.”
Paid Administrative Leave and Holiday Pay
If an employee’s administrative leave takes place during a holiday, the employee would receive holiday pay instead of paid administrative leave for that day. For example, if an employee is on COVID-19 administrative leave around Cesar Chavez Day, the employee would receive administrative pay on March 26 and 30 but holiday pay on March 27, if they were eligible for the holiday pay.
- For policy-covered employees refer to Section III.H.1.a. of the AFW policy, which states that full‐time exempt employees are eligible for holiday pay if they are on pay status during the week in which the holiday occurs.
- Eligibility language for full‐time non‐exempt employees requires the employee to be on pay status on scheduled workdays immediately preceding and following the holiday.
- Part-time exempt employees will receive holiday pay for the number of hours in proportion to the percentage of their appointment.
- Part-time non-exempt employees on pay status 50 percent time or more of a month or quadri-weekly cycle (excluding holiday hours) will receive holiday pay in proportion to the percentage of time they are on pay status.
Refer to the applicable
collective bargaining agreement for represented employees.
What is the impact of Paid Administrative Leave on retirement?
Paid administrative leave (similar to sick and vacation paid leave) is treated the same as regular pay for UCRP or Savings Choice purposes. All retirement benefits (including UCRP service credit, HAPC; and employee and employer contributions to the DC Plan) are earned the same as if it were regular salary.
Approval of Use of Paid Administrative Leave
Leave use is subject to pre-approval by the employee’s supervisor or manager.
Employment Paid as Flat-rate or “By Agreement”
Employees who are paid a by-agreement flat-rate amount for their work are eligible for COVID-19-related Paid Administrative Leave under the criteria and provisions listed above with the following conditions:
- 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.
- 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 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.
- Locations should calculate an hourly or daily rate based on the dollar amount and duration of the employment agreement.
Per Diem and Variable Hour Employees Per Diem and Variable Hour Employees
On a one time and non-precedent setting basis, the University will determine the pro rata entitlement to Paid Administrative Leave for per diem and variable hour employees covered by other appointment types pursuant to a formula based on the actual time worked in accordance with the table below reflecting a two (2) month period.
Note: If the person’s lookback is less than their variable appointment percentage, they should have the benefit of the appointed percentage. This also applies to non-represented, non-Academic student employees.
Pay Cycles |
Pay Period Covering |
Bi-Weekly |
January 12, 2020 through January 25, 2020 January 26, 2020 through February 8, 2020 February 9, 2020 through February 22, 2020 February 23, 2020 through March 7, 2020
|
Monthly |
January 1, 2020 through January 31, 2020 February 1, 2020 through February 29, 2020 |
Are new employees eligible for Paid Administrative Leave?
New employees who start employment on or after March 1, 2020 until further notice, are eligible for Paid Administrative Leave.
What types of leave can I donate to the Catastrophic Leave Program?
Paid Sick Leave and Expanded Family and Medical Leave Under the Families First Coronavirus Response Act
The Families First Coronavirus Response Act (FFCRA) requires certain employers to provide their employees with paid sick leave and expanded family and medical leave for specified reasons related to COVID-19. These provisions will apply from April 1, 2020 through December 31, 2020. The University of California is a covered employer under the FFCRA.
What is the definition of a healthcare worker (as it relates to EPSL and EFML)?
Health Care Worker (for purposes of the exclusion from EPSL eligibility for Reasons 4 and 5 and the exclusion from EFML) is defined as anyone employed at any doctor’s office, hospital, health care center, clinic, post-secondary educational institution offering health care instruction, medical school, local health department or agency, nursing facility, retirement facility, nursing home, home health care provider, any facility that performs laboratory or medical testing, pharmacy, or any similar institution, employer, or entity. This includes any permanent or temporary institution, facility, location, or site where medical services are provided that are similar to such institutions.
This and other related definitions can be found in
the EPSL and EFML request form.
Does caring for someone who is 65+ and/or immunocompromised qualify for EPSL?
Yes, reason 4 likely applies. Reason 4 is when the employee is unable to work or telework because the employee is caring for an individual who is either subject to a federal, state, or local quarantine or isolation order related to COVID-19 or who has been advised by a health care provider to self-quarantine due to concerns related to COVID-19. (Health care workers and emergency responders aren’t eligible for this kind of EPSL.)
“Individual” means the employee’s immediate family member, a person who regularly resides in the employee’s home, or a similar person with whom the employee has a relationship that creates an expectation that the employee would care for the person if he or she were quarantined or self-quarantined. “Individual” does not include persons with whom the employee has no personal relationship.
Are BYA and Recreation type appointments eligible for EFML and EPSL?
Where can I find the form to request EPSL or EFML?
What are the timekeeping codes for COVID-19 related leaves?
Ecotime
- UC Expanded Paid Administrative Leave
- FFCRA Emergency Paid Sick Leave (EPSL)
- FFCRA Emergency Paid Sick Leave (EPSL) - Family
- FFCRA Expanded Family and Medical Leave (EFML) - Paid
- FFCRA Expanded Family and Medical Leave (EFML) – Unpaid
Kronos
- UC Expanded Paid Administrative Leave: Admin Leave - Excused
- FFCRA Emergency Paid Sick Leave Codes in Kronos:
- FFCRA-EPSL
- FFCRA-EPSL – Salaried
- FFCRA Expanded Family and Medical Leave Codes in Kronos:
- FMLA-FFCRA-EFML
- FMLA-FFCRA-EFML – Salaried
MyTime: Administrative - A period of exemption from work granted to employee.
TAR: Select other hours code - A - Administrative Leave with Pay.
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Employee Symptom and Exposure Screening
Why are we screening employees for COVID-19 symptoms and exposure?
The safety of our staff, students and faculty is our top priority. With this in mind and in order to comply with the
San Diego County Order and
CDC guidelines, we have instituted mandatory self-screening for employees who have been directed to report to work in-person at UC San Diego worksites. Those who work remotely in the San Diego region (i.e. within commuting distance to UC San Diego Health sites for testing) are strongly encouraged to complete the screening in case testing is needed.
How is the screening process completed?
What is my role as a supervisor in symptom and exposure screening?
Supervisors/work leads/check-in people are responsible for confirming that employees who are eligible to report to work in-person at UC San Diego worksites have completed the symptom and exposure screening protocol. We have a County and safety obligation to ensure employees are screened before reporting to work in-person.
If you are a supervisor and you have employees who are required to work on-site, you must provide directions to your employees about your preferred method for receiving the clearance email that is generated when an employee completes the screening process. For example, you might request that employees under your supervision forward the email to you.
If you have employees under your supervision who do not have access to the internet to complete the symptom and exposure screening process online prior to reporting to work, you must work with that employee to develop an alternate process. For example, you might request that these employees call you prior to their shift to verbally complete the symptom and exposure screening.
Can I put an email address other than my supervisor's email address for the notifications?
Notifications should only be sent to the supervisor. Before directing notifications to anyone other than the supervisor, make sure to consult with your HR contact on possible privacy concerns.
Why doesn’t the screening include questions about recent travel?
The primary purpose of the screening is to comply with our responsibilities as an employer, as opposed to the larger responsibilities for the County and individuals.
How can I manage symptom and exposure screening notification emails?
As of June 7, 2020, supervisors (as designated by the staff in the symptom and exposures screening registration form), will receive emails when their staff have been cleared or not cleared when filling out thedaily screening questionnaire. If supervisors wish to only receive emails in their inbox when their staff are not cleared, follow these instructions to create an inbox rule.
3 Easy Steps
- Create a new folder for “Pass” emails for your reports who passed the symptom and exposure screening.
- Set up an inbox rule for “Pass” emails
- Test your rule to verify
Create a new folder for “Pass” emails
- Log in to Outlook Web by logging in with your UC San Diego email credentials at https://outlook.office.com
- In the left-hand navigation column, right-click on “Folders” and then select “Create new folder”
-

- Name the new folder. For example, “Symptom Screening Passes”
Set up an inbox rule for “Pass” emails
- Log into Outlook Web by logging in with your UC San Diego email credentials at https://outlook.office.com
- Click the “gear” icon in the top-right, search for “rules”, and click on the link for “Inbox Rules”
-

- Click “Add new rule”
- Name the rule to help you identify it later. For example: Symptom Screening Passes
- Add these conditions:
- Message body includes: Should your symptoms change while at work please contact your supervisor immediately.
- Add these actions:
- Move to: <select the folder you created earlier>
- Make sure “stop processing more rules” is checked off.
- Click on SAVE at the bottom to save the rule
Here’s how the screen should look after everything is configured:

Test your inbox rule to verify
Now that you have the inbox rule set up to filter “Pass” emails into a folder, you should test it out to ensure it is working properly by sending yourself two emails. These two emails include unique snippets of text from both the “PASS” and “NOT CLEARED” emails
- Send yourself an email with this in the body to test the inbox rule for PASS emails:
- Should your symptoms change while at work please contact your supervisor immediately.
- This email should filter directly into your new “Symptom Screening Passes” folder.
- Send yourself a second email with this in the body:
- A clinical advisor will be available at that number to discuss your symptoms and work with you on next steps for your care.
- This email should arrive directly into your Inbox.
What if an employee doesn’t have a thermometer?
If the employee does not have a thermometer to determine if they have a fever as defined in the screening, the employee should contact their supervisor and HR contact to assist in temperature screening.
What do I do if an employee comes to work without having completed the checklist?
Prior to allowing the employee to work in-person, the supervisor/work lead/check-in person should direct the employee to complete the screening using their mobile phone.
If that’s not possible, the supervisor/work lead/check-in person should conduct the symptom and exposure screening verbally (using this checklist in English or Spanish) in advance of allowing the employee to work in-person. In conducting the screening verbally, the employee should either state “no” to all of the symptoms or “yes” to one of the symptoms without requiring a designation of which symptom.
Supervisors/work leads/check-in persons should not ask the specific symptom for which the employee has a “yes” answer.
What if I witness an employee exhibiting a prohibited symptom at the worksite?
If you are a fellow employee, report this information to your supervisor.
If you are the supervisor, direct the employee to please re-take the symptom and exposure screening and send the employee home.
What if I have underlying health conditions that qualify as one of the listed symptoms?
What if the employee fails the screening?
Who pays for me to take a COVID-19 test?
If the Center for Occupational & Environmental Medicine (COEM) recommends that you be tested for COVID-19 following a failed symptom and exposure screening, the university will cover the cost of testing done at UC San Diego Health locations only. A failed screening occurs if you indicate during the symptom screening process that you have experienced one or more of the listed COVID-19 symptoms in the past 14 days or if you indicate that you have been exposed. If you use your own provider outside of UC San Diego Health, you and/or your healthcare provider must pay for the related costs of testing.
How often should employees conduct the screening?
All employees should conduct the screening daily and should notify their supervisor/work lead/check-in person accordingly. If the employee is reporting to campus or any other physical UC San Diego location for work, even for a few minutes, they are mandated by law to conduct the symptom and exposure screening and report if they are experiencing any COVID-19 symptoms before they arrive.
In addition, if the employee has physically reported to a UC San Diego worksite, they MUST complete the daily symptom and exposure screening tool on each of the 3 days following the day they last reported to a worksite even if they are not planning to go to the worksite again. For those working remotely, daily symptom and exposure screening is strongly encouraged to assist in slowing the spread of COVID-19.
If the County Order changes, will these screening requirements change?
These screening requirements will be updated when there are updates to the County Order.
If the CDC symptom list changes, will the symptom screening change?
Yes, we check the CDC website daily for changes to keep the screening materials current.
Who is reviewing the answers to the self-screening checklist and making decisions on who is allowed to work?
Do HIPAA disclosure laws apply to the health info collected?
What happens once an employee submits the online symptom and exposure screening?
The employee will receive a cleared or not cleared email. If an employee has not cleared the symptom and exposure screening, the individual that the employee identified in the registration form as their supervisor, work lead, or check-in person will also receive an email.
In the current configuration as of June 30, 2020, UC San Diego Health employees who clear the symptom and exposure screening must affirmatively notify their supervisor, work lead or check-in person; Campus supervisors receive this notification automatically.
What if an employee doesn’t have access to complete the symptom and exposure screening online?
Employees without internet access should call the appropriate supervisor/work lead/check-in person to conduct the symptom and exposure screening prior to going to work-in person. The supervisor should share the current symptoms to screen for and allow the employee to state “no” to all of the symptoms or “yes” to one of the symptoms without requiring a designation of which symptom.
Supervisors should not ask the specific symptom for which the employee has a “yes” answer.
What do I do if an employee refuses to complete and/or submit the checklist?
If an employee refuses the lawful order requiring symptom and exposure screening prior to entering the work site, take the following steps:
- Determine the reason for the refusal.
- If the refusal is based on religious exemption or other protected reasons, consult with the HR contact and Employee Relations regarding appropriate pay status.
- If no reason is given, consult with your unit's HR contact and Employee Relations. Generally:
- Policy-covered employees will be placed on a leave of absence without pay.
- Represented employees will also be placed on a leave of absence without pay. (The unions have been noticed by Labor Relations.)
Who decides what constitutes a “protected reason” for not completing the symptom and exposure screening?
Your supervisor/work lead/check-in person will consult with your HR Contact and Human Resources to review and determine whether the stated reason constitutes a “protected reason” under the County Order or other laws.
What is the impact of COVID-19 on UC benefits programs?
What is the impact of COVID-19 on the UC Retirement Savings Program?
On May 21, 2020, the UC Board of Regents voted to implement provisions of the Coronavirus Aid, Relief, and Economic Security Act (CARES Act) designed to make it easier for participants to access funds from their retirement savings plans.
If you or a dependent are diagnosed with the virus SARS-Co-V-2 or with coronavirus disease 2019 (COVID-19), or you experience adverse financial consequences as a result of the virus or disease, the CARES Act is designed to help by extending access to loans and withdrawals from employer-sponsored retirement savings plans like UC’s.
Learn more about CARES Act withdrawals and loans from retirement savings accounts »
What is the status of Benefits Orientation?
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Manager/Supervisor Questions: Labor Relations and Employee Relations
Can I ask what my employee’s criteria is for using administrative leave?
Yes, you can inquire which of the three criteria in the executive order is met for the purposes of using administrative leave with pay.
Do I have to approve leave for everyone?
No. However, supervisors should keep at the forefront of their minds the goal of slowing the spread of the virus and affording employees the opportunity to make safe decisions.
I need to reduce services in my unit. How should I reduce services?
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.
For assistance with represented employees, contact Employee Relations.
My employee does not want to come to work, but does not meet one of the three criteria in the executive order. What do I do?
If it is operationally feasible to allow the employee to stay at home, the individual may use their personal accruals to cover their absence for the duration of the “Stay at Home” order.
I think my employee is abusing the administrative leave with pay provided. What do I do?
My employee is having trouble working from home due to equipment or internet issues. What do I do?
First, contact
https://servicedesk.ucsd.edu. If your employee cannot work from home and does not perform an essential function requiring them to come to work, your employee would qualify for administrative leave with pay.
Do I need to create a telecommute agreement for my employee to work from home?
I really want my employee to come into the office so they can be productive. What now?
If your employee can work remotely, your employee should not come to campus. Only individuals who are absolutely necessary to continued, 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, unit heads, AVCs and/or VCs to discuss in more detail.
Employee Relations is also available to assist in thinking this through.
What is happening with New Employee Orientation?
New Employee Orientation is now being conducted via Zoom. Attendees who register will receive a link to the Zoom meeting.
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General Questions: Labor Relations and Employee Relations
What is the definition of an essential service?
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 COVID-19 guidance changes frequently.
I am not sure if I’m an essential employee required to perform in-person work on campus. How do I find out?
Types of Employees (Essential vs Non-Essential)
- Essential employees who are required in-person to continue the critical operations of the University
- Essential employees who are able to conduct their essential services work remotely
- Non-essential employees who are able to conduct their work remotely
- Non-essential employees whose work cannot be conducted remotely, and whose work does not maintain the critical operations of the University. Note: this may include employees who, after management has determined the number of employees needed from category 1, do not meet category 3.
Please work with your supervisor to determine if your role is necessary to continue critical university operations.
I don’t have a computer at home and I require a computer to work from home. What now?
Work with your supervisor to determine if any equipment is available to take home temporarily to complete your work. If no equipment is available and you need a computer to work from home and do not have access to equipment, you are eligible for administrative leave with pay under the executive order.
Learn more about Home Office Support for Extended Remote Work »
Will the university be reimbursing internet expenses, providing additional computers, etc.?
Can I go back into the office to get my computer, personal items, etc.?
You should not return to your workspace on campus to retrieve items without first consulting with and receiving permission from your supervisor or manager.
Can I still work overtime?
Employees must have approval from their supervisor or manager before working overtime.
I want to work from home, but I’m running out of things to do. What next?
Please work with your supervisor to see if there are required or optional training or other opportunities to work remotely before requesting administrative leave with pay.
Do I contact my supervisor to obtain approval for paid administrative leave?
Employees should notify their supervisor if they have a request for administrative leave with pay for one of the three categories outlined above.
Supervisors will need to approve the administrative leave with pay 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 administrative leave with pay request and state the criteria met for the administrative leave.
Do I have to disclose my medical condition to my supervisor?
No, but employees need to identify the criteria they meet that qualifies them for the administrative leave.
Do I have to provide other types of documents to support my request for paid administrative leave?
No. No documentation, medical or otherwise, is required to support your request for Paid Administrative Leave at this time if you are taking Paid Administrative Leave under the COVID-19 guidelines.
Do I need medical documentation to qualify for paid administrative leave?
No, however, if you have an underlying medical condition that precludes you from working, and you are considering a formal leave of absence, please contact
Disability Counseling and Consulting regarding appropriate next steps.
How do exempt employees record their time if they are unable to work a full day?
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 administrative leave with pay.
Is UC San Diego doing health screenings for employees or other guests prior to coming on campus?
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Talent Support Services and Background Checks
How will background checks be conducted during the “Stay at Home” order?
Effective immediately, and until further notice, Talent Support Services is not providing Live Scan services for campus. Please note: we are making exceptions for processing Live Scans for essential positions.
During the time that UC San Diego’s operations are impacted by COVID-19, we will be processing background checks via HireRight consumer reports.
To request a background check, please complete the form Consumer Report Department Request Form available on the Recruitment and Onboarding page for COVID-19. Talent Support Services will obtain authorization and release for the procurement of a consumer report from applicants.
If you have questions related to the background check process, please contact Talent Support Services via email at livescan@ucsd.edu.
How are recruitment activities being impacted?
As UC San Diego continues to manage operations in these extraordinary times, in response to the significant anticipated financial impact on the university and constraints imposed by the current health pandemic, we are implementing strict position control, under the direction of the Chief Financial Officer (CFO).
Effective March 30, 2020, all campus staff hiring is paused, regardless of whether the search was already underway or only being contemplated. If there is a staff hire that a unit leader believes to be absolutely essential to the core function of their unit, a request for an exception to the staff hiring pause must be made to the EVC/VC in charge and approved by the CFO.
While every request is unique and will be treated as such, before making a request, you should consider the following questions:
- Is the position mission critical? This means, will not filling the position directly undermine our ability to carry the university mission, or can we live without it for some time?
- Is there any way to reallocate the work through an internal restructuring, even temporarily?
- If we really need the position filled now, is there any chance we could temporarily find available talent in another area where the workload is down?
Is Talent Acquisition and Data Analytics (TADA) fully operational?
Yes. Although TADA is working remotely, it is business as usual (with a few adjustments).
I have selected candidates to interview for my recruitment. How do I interview them?
All candidates should be interviewed via Zoom (until further notice).
If your candidate does not have access to a computer, you can conduct the interview by phone.
Can my selected candidate work remotely?
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.
Are background checks still required, and is the procedure the same?
Background checks are still required for critical positions for new hires, rehires and action hires. See above for Talent Support Services.
How will Action Hires (current employees transferring to a new position) sign their official paperwork?
Action Hires can complete their paperwork remotely via the ONBOARDING Solution, or later on paper, once the situation normalizes. The department HR contact will reach out to them at that time and make the necessary arrangements.