University of California President Janet Napolitano and the ten UC chancellors sent a letter to the UC community on April 2, assuring UC employees that there will be no COVID-10 related layoffs through June 30. View the letter »
The letter is also available in Spanish.
This guidance relates only to UC San Diego campus staff personnel. Separate guidance will be issued by Academic Personnel and UC San Diego Health Systems and Health Sciences.
The University has modified the emergency temporary leave policies issued on March 9 in accordance with the Emergency Declaration (Executive Order) issued by President Napolitano on March 16 authorizing the grant of up to 128 hours of paid administrative leave in certain circumstances. View the Executive Order translated for Spanish speakers »
Please review the following guidance and Frequently Asked Questions and Leave Related Guidance page related to UC San Diego staff employees for supervisors, managers and HR personnel regarding the March 16 Executive Order:
- 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.
- 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.
- Leave use is subject to pre-approval by the employee’s supervisor or manager.
- In making the determination as to whether to grant the leave, supervisors must take into account the operational needs of the University with special consideration given to the critical importance of maintaining the continuity of medical center operations and other core services.
- 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.
- Subject to the University’s ongoing operational needs, the paid administrative leave provided pursuant to the Emergency Declaration must be used no later than December 31, 2020 and will not be carried over.
- If supervisors have questions regarding the application of this emergency leave provision, they should contact their local human resources office.
Updated: April 3, 2020, 5:30 p.m.
Scenario 1
Employee exhibits symptoms of COVID-19.
Call Occupational Health2/Healthcare provider for assessment and determination if in-person visit or referral to personal health care provider:
- If Occupational Health/Healthcare provider says COVID-19:
- Offer remote work, if appropriate.
- Employee may use Admin Leave, sick leave, vacation leave or other accruals.
- If Occupational Health/Healthcare provider says no COVID-19 and employee is well, employee may return to work without note
- If Occupational Health/Healthcare provider says no COVID-19, but employee is otherwise ill, employee may use Admin Leave, sick leave, vacation leave or other accruals, if not ok to work remotely
Scenario 2
Employee has in the past 14 days been to a Level 3 country1 (and is therefore excluded from in-person work activities) or is unable to come to work due to public health or University-required quarantine or self-isolation measures.
- Offer remote work, if appropriate.
- Employee may use Admin Leave, sick leave, vacation leave or other accruals.
Scenario 3
Employee “A” is worried that Employee “B” may be infected with COVID-19.
Absent Scenario 1 or 2, advise Employee “A” of resources to support concerns or anxiety and reiterate the guidance from the Office of the President. View guidance for UC locations concerning COVID-19 »
Scenario 4
Employee “A” 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
- Offer remote work, if appropriate.
- Employee may use Admin Leave, sick leave, vacation leave or other accruals.
If employee seeks other accommodations and/or cites non-COVID-19 related needs, contact Disability Counseling and Consulting immediately regarding appropriate next steps.
Scenario 5:
Employee is unable to come to work due to a COVID-19 day care or school closure that requires them to be home with their child and/or employee’s work does not lend to working remotely
- Offer remote work, if appropriate.
- Employee may use paid Admin Leave, sick leave, vacation leave or other accruals.
Admin Leave may be used in advance of exhausting other accruals. View the Executive Order regarding paid Admin Leave issued March 16, 2020 »
If you are seeking guidance and support in navigating conversations with Campus staff about COVID-19, please contact Employee Relations for further questions.
For Health and Health Sciences employees, please consult Health Human Resources for guidance.
For questions regarding impacts to non-represented/non-Academic student employees, please contact the Student Employment Office via email at studentemployment@ucsd.edu or by phone at (858) 534-3751.
View a one-page, printable version of Human Resources Guidance for Staff Regarding COVID-19 »
Updated: March 19, 2020, 2:30 p.m.
1 See A5-A8 of guidance for UC locations concerning COVID-19 and view up-to-date travel information from the Centers for Disease Control (CDC).
2 View locations and contact information for Occupational Health »
Faculty and Staff Assistance Program
We understand that members of the campus community are worried about the virus and may be experiencing heightened feelings of anxiety. If you are a campus staff employee and would like access to counseling services, contact the Faculty and Staff Assistance Program (FSAP) at (858) 543-5523 or via the links below.
*UC San Diego Heath employees: Please contact your Employee Assistance Program (EAP) provider aligned with your medical coverage. For additional information and questions about UC San Diego Health, please contact the Health Sciences Human Resources Services team at the protected employee portal or call (619) 543-3200.
Articles and Resources
UC San Diego is a proud community of international scholars, staff and students. We should not make assumptions about others’ perceived symptoms (a cough or fever is not uniquely associated with COVID-19) or any characteristics of their identity (the virus is now impacting diverse nations and populations around the world). We thrive when we respect one another and stay committed to each other’s well-being. Your continuing compassion and empathy make a tangible difference on our campus.
View guidance from the UC Council of Chief Diversity Officers on fostering a supportive, positive and inclusive campus climate during the COVID-19 crisis »