Human Resources Provides Staff Guidance on COVID-19

While UMass Amherst transitions to online learning after spring break, the campus will remain open and will continue to serve students, both those who depart campus and the sizable number who remain. For this reason, all staff and faculty are expected to keep regular work schedules. Individuals seeking special accommodation because they believe they are at a higher risk for contracting COVID-19 should contact the Office of Human Resources to discuss their concerns.

In a message to the community, Vice Chancellor for Human Resources William Brady outlined guidance to employees during this public health situation. The full message is below:

Dear UMass Staff:

The recent campus decision to move from in-person instruction to remote learning means that, despite this transition, the campus will remain open and will continue to serve students, both those who depart campus and the sizable number who remain. For this reason, all faculty and staff are expected to keep regular work schedules. Individuals seeking special accommodation because they believe they are at a higher risk for COVID-19 should contact the Office of Human Resources (OHR) to discuss their concerns.

With no confirmed cases of coronavirus on campus or in the surrounding community, our decision to transition to remote learning for our students was not motivated by any evidence that the campus is inherently unsafe. We made the move to remote learning in order to significantly reduce the population density of the campus as a preventive step to enable social distancing, a technique recommended by the Centers for Disease Control (CDC) and the Massachusetts Department of Public Health to mitigate the potential spread of the virus. The measures we have taken are intended to reduce the risk of infection for the students who are returning home, as well as for the faculty, students and staff who remain on campus. With the population density of campus reduced to roughly that of the surrounding community, university staff, whom we rely on to keep the campus functioning, are at no greater risk for infection here on campus than they would be anywhere else, short of home quarantine.

Staff with symptoms of acute respiratory illness should stay home and not return to work until free of all symptoms for 24 hours. Benefited staff with sufficient accrued leave should record absences caused by illness using available paid time off. If you are sick but do not have sufficient accrued leave to cover an absence, you should still stay home. The Office of Human Resources is developing a plan to keep benefited employees in pay status. Staff low on accrued leave should call 413-687-2283 or email Covid19HR@umass.edu.

During this unique period, a doctor’s note will not be required to justify absences; however, the University will track reported hours closely.

At this time, remote work options are only available to individuals at increased risk of COVID-19 or individuals in mandatory quarantine.

Individuals in mandatory quarantine, older adults, or those with medical conditions making them more susceptible to COVID-19 may request alternative work assignments through the Office of Human Resources by calling 413-687-2283 or emailing Covid19HR@umass.edu. OHR will discuss potential remote work assignments with the individual’s supervisor. If alternative work assignments are not feasible, the employee should use available accrued leave, in the following order, to stay in pay status: (1) sick leave; (2) personal leave; (3) vacation leave.

Staff working remotely must use sick or other accrued leave for any portions of the day not worked (e.g. leaving to transport a child to school or for a medical appointment).

The illness of a family member may require a staff member to stay home to care for them. Staff should contact the Office of Human Resources to discuss the situation.

Staff who are absent but not sick must use personal/vacation leave. 

Due to this unprecedented situation, non-exempt staff are potentially also eligible for remote work options. Supervisors will communicate the parameters for remote work, including tracking hours, overtime approval, and providing work direction.

Importantly, regardless of work location, staff members must ensure that University information, including personally identifiable information (PII) and student records, is secure at all times.

Thank you for your support during this time. The health and well-being of every member of our community is our paramount concern, and as this situation evolves we will provide updates. In the meantime, please continue following preventive care. The CDC has comprehensive Steps to Prevent Illness and offers specific guidance for older adults and people with certain serious chronic medical conditions.

Sincerely,

William Brady
Vice Chancellor for Human Resources

More information is available on the UMass Amherst Response to the coronavirus website.