Coronavirus Guidance for Employees

When are employees required to return to work on campus?

Over the months of June and July, UNM will be developing a comprehensive design for Bringing Back the Pack in fall 2020. Managers and Supervisors should not begin asking employees to return to campus until they receive official notice from their leadership. During the early summer phase, a limited group of individuals will be permitted to return to campus to start up critical functions and to support fall planning. Services will continue to be available remotely, buildings will largely remain locked, and campus access will remain limited. In such cases, everyone should follow COVID-Safe Practicesand take responsibility for disinfecting personal work spaces and collaborating with supervisors to ensure safe shared work spaces. Additionally, supervisors should engage in the COVID-Safe Practices outlined at this link.

Last updated: Aug. 12, 2020

What measures will be taken to ensure the work environment is safe as campus re-opens?

The Bringing Back the Pack websiteoutlines the efforts to ensure safety as individuals begin returning to campus on a limited basis. This includes requirements for routine cleaning of workspaces, physical distancing, and use of cloth masks and face coverings. The plan continues to evolve and information will be updated on this site regularly. Refer to the site and speak with your supervisor regarding specific measures applied to your work area.

Last updated: Aug. 12, 2020

How will parking be enforced as the University transitions back to normal operations?

See the Parking website for the most up-to-date information.

Last updated: Aug. 12, 2020

Why am I receiving these emails?

Consistent with the State of New Mexico’s COVID-Safe Practices for all employers, UNM faculty, staff, and students are required to complete a daily symptom screening prior to coming to campus. To comply with this directive, all UNM employees will receive a daily email asking if they plan on coming to campus that day, and if so, if they are experiencing symptoms that can be associated with COVID-19.

Last updated: June 10, 2020

I completed the screening and was instructed not to return to campus. What happens next?

Consistent with UNM’s policy on self-reporting, employees experiencing symptoms that can be associated with COVID-19 are required to contact the UNM COVID Call Center at 505-515-8212 (Faculty and Staff) or Student Health and Counseling at 505-277-3136 (Students and Student Employees) and follow the instructions provided. Through this process, employees may be cleared to return to work prior to the end of the work day. Depending on the situation, the employees may be asked to work remotely, or report leave for the time they are not able to report to work.

Last updated: July 28, 2020

I am a Tier 2 employee working remotely, do I need to respond?

Yes, all employees scheduled to work are required to respond on days they are scheduled to work. However, if you are not coming to campus, just click “No” in the daily email and no further action is required.

Last updated: Aug. 12, 2020

Are employees required to respond on days that they are not working, such as over the weekend, faculty not on contract over the summer, or staff on annual leave?

No, employees who are not working on a given day and are not coming to campus, are not required to respond.

Last updated: June 10, 2020

What happens if an employee does not respond?

Participation in the daily screening is critical, and a key element to ensure we create the culture of mutual protection necessary to successfully transition back to fuller operations. Human Resources will be actively monitoring response rates and working with departments and supervisors to ensure that employees are responding to the daily screenings as required.

Last updated: June 10, 2020

What if employees in my department do not have access to email at home to complete the daily screening?

We recognize that some members of our community may not have the technology resources available to complete the email screening. In these cases, an alternative screening process (proceso de selección alternativo) should be used. Employees should consult with their supervisor if they require use of the alternative screening process.

Last updated: June 10, 2020

Some employees in my department are using the alternative screening process and completing paper forms. What is our responsibility for maintaining these records?

Completed screening forms should be turned in consistent with confidential procedures established by your department. These forms are required to be retained for three years and should be kept confidential so only people with a “need-to-know” (i.e. supervisor) will have access.

Last updated: Aug. 12, 2020

Are my responses to the screening secure?

Yes. All submitted information is stored electronically in UNM IT’s enterprise database and appropriately secured.

Last updated: Aug. 12, 2020

Is a Spanish version of the email screening available?

No, there is a Spanish-language version of the alternative screening process (proceso de selección alternativo).

Last updated: Aug. 12, 2020

I responded “No” to the daily email, but circumstances changed and I need to come to campus, what should I do?

The screening link in your email will remain active all day, so if your plans change and you need to come to campus after responding “No,” simply open the original email, click “Yes” and follow the instructions.

Last updated: June 10, 2020

I have a candidate (non-UNM) or a vendor coming to campus to for an in-person interview or to perform work, do they have to complete the screening form?

Candidates interviewing on campus in COVID-safe environments should complete the paper alternative screening form. The form should be retained by the Search Committee Chair. Vendors or other contractors coming to campus are responsible for completing a screening attestation through their employer.

Last updated: Aug. 12, 2020

What steps should be taken if an employee on Main or a Branch Campus becomes COVID-19 symptomatic before or after arriving on campus to work?

The employee should go home and contact the UNM COVID-19 Call Center at 505-515-8212. The employee is responsible for updating their supervisor on the instructions received by the Call Center as it pertains to time away from their job. Supervisors and their employees should speak to HR Client Services (clientsv@unm.edu) regarding leave options, if needed.

Last updated: Aug. 12, 2020

Who should I contact if I don’t have symptoms but believe I may have been exposed to COVID-19 and I have been on campus or am currently working on campus?

If you do not have symptoms but believe you have been exposed to COVID-19 by 1) being around someone who has reported symptoms or 2) have been in a space where someone has reported symptoms or been diagnosed with COVID-19, call the UNM COVID-19 Call Center at 505.515.8212. They will assess your situation and provide guidance on how to proceed.

Last updated: Aug. 12, 2020

What signs and symptoms may indicate that an employee has become ill with COVID-19?

The CDC reports that people with COVID-19 have a wide range of symptoms– ranging from mild symptoms to sever illness. For the most current list of symptoms and for information on older adults and people at higher risk for severe illness, please refer to CDC guidance.

Last updated: Aug. 12, 2020

Are departments allowed to implement temperature taking procedures?

Temperature taking is not required at large on Main and Branch campuses; however, it may be done in certain areas that may have other requirements to do so, such as critical research facilities or health facilities/gymnasiums. Areas that plan to implement temperature taking as protocol must document this protocol in their return to work plan. Temperature screeners must follow the CDC guidance at cdc.gov/coronavirus/2019-ncov/community/general-business-faq.html. See Question “Should we be screening employees for COVID-19 symptoms (such as temperature checks)? What is the best way to do that?” and section titled “Protection of screeners”.

Last updated: Aug. 12, 2020

Should UNM require an employee who is sick (not due to COVID-19) to provide a health care provider’s note?

No. Supervisors should actively encourage sick employees to stay home, but should not require employees who are sick to validate their illness with a health care provider’s note at this time. Health care provider offices and medical facilities may be extremely busy and unable to provide such documentation. Additionally, an employee recovering from an illness may be exposed to new threats if required to wait in a health care facility with other patients.

Last updated: April 9, 2020

What measures are being taken to minimize the spread of COVID-19 in University facilities still in use?

Custodial crews have established procedures for cleaning and sanitizing facilities on a daily basis, including frequently used surfaces such as doorknobs, counter tops, elevators and light switches. Equipment has been deployed to all classrooms, conference rooms and other critical areas, on a rotational basis, which emits a sanitizer to disinfect surfaces such as walls, desks and furnishing. The sanitizer is safe on paper and other materials such as fabric. In acute circumstances, Facilities Management will engage in a highly intricate exercise to deep clean areas, where needed.

Last updated: April 22, 2020

What resources are available to help me maintain a healthy well-being while engaging in physical distancing?

UNM Employee Wellness offers a wealth of resources, available at this link.

Last updated: March 30, 2020

I feel extremely anxious. Is there someone I can talk to?

The University offers students, employees, and community members a wide range of mental health resources on and off campus. Currently these services are following the COVID-19 protocols, which means telehealth, physical distancing, and some limitations on services. For information regarding available resources, refer to the University’s mental health website located at this link.

Additionally, the Counseling, Assistance, and Referral Services (CARS) department will continue to provide counseling services remotely via telephone and/or teleconferencing. To schedule a remote counseling session, call the CARS office at 505-272-6868 and leave a message. After which, you will be contacted back via phone to schedule an appointment and receive additional important information with regard to how the appointment will be conducted.

Last updated: May 16, 2020

What are the different functional operating tiers during the University’s period of limited operations?

In response to the public health emergency declared by the State of New Mexico, the University limited campus operations, effective March 17. As a result, employees have been designated as either Tier 1, Tier 2 or Tier 3 level. Definitions of each tier can be found at this link.

Last updated: March 30, 2020

How will non-exempt (hourly) employees be paid if they are designated as Tier 1 or Tier 2?

Non-exempt employees must be paid for all hours worked, in accordance with the Fair Labor Standards Act (FLSA), regardless of whether their work is performed remotely. Hourly employees will be paid at their regular rate of pay for all hours worked, including overtime for hours worked in excess of 40 in a work week.

On-Call and Temporary Staff in Tier 1 and Tier 2 will be compensated for their actual hours worked or their typical work schedule, whichever is greater, through April 15, 2020. After this date, these employees will be compensated for actual hours worked.

Last updated: April 3, 2020

What are the stipulations associated with the $40 reimbursement?

Refer to the reimbursement guidance available at this link.

Last updated: March 30, 2020

How can I pick up a paper payroll check during the University’s period of limited operations?

Although the University remains open on a limited basis, the Payroll department staff are working remotely at this time. All paper payroll checks will be mailed to employees instead. Choices for receiving Direct Deposit and instructions for signing up for Direct Deposit can be found on the Payroll website at this link.

Last updated: April 22, 2020

Who do I contact if I experience technical issues while performing my work remotely?

In advance of requesting support, be sure to check IT Alerts at this link for important notices on service availability. To request technology support from UNM IT, either log a ticket online at Help.unm.edu or call 505-277-5757 to reach an IT service representative. The call-in number includes an option for requesting after-hours emergency response for critical, institution-wide issues. For HSC IT support, contact the HSC Service Desk at 505-272-1694.

Last updated: April 22, 2020

How will I be notified of system outages or updates while I am working remotely?

UNM IT’s goal is to keep critical systems up and supported, including email and necessary infrastructure for remote work. A core team is monitoring and ensuring ongoing network and system availability to ensure work can be conducted remotely wherever possible.

Current information on service availability can be found on the IT Alerts at this link. To report an outage, either log a ticket online at Help.unm.edu or call 505-277-5757 to reach an IT service representative.

Last updated: April 22, 2020

What guidance has been provided to employees working remotely? What information is available for department timekeepers?

Guidance on leave reporting while working remotely has been published at this link. Detailed information for department timekeepers is available at this link.

Last updated: March 30, 2020

Is there a leave option for an employee who is sick with COVID-19, providing care for a family member who is sick with COVID-19, or directed to self-isolate by a healthcare professional as a result of exposure to COVID-19?

Yes. Effective April 1, 2020, the United States Congress enacted the Families First Coronavirus Response Act (FFCRA), which requires certain employers to provide their employees with paid sick leave and expanded family and medical leave for specified reasons related to COVID-19. The Conditional Paid Leave program offered by UNM has been replaced by FFCRA leave. Employees should be encouraged to avail themselves of the options available under the applicable policy or collective bargaining agreement provisions. For more information regarding FFCRA, refer to the guidance available at this link.

Last updated: April 9, 2020

Does the Family Medical Leave Act cover COVID-19 illness?

The FFCRA leave described above includes the Emergency Family and Medical Leave Expansion Act. For more information, refer to the guidance available at this link.

Last updated: April 9, 2020

Does the Family and Medical Leave Act (FMLA) entitle an employee to take leave to avoid contracting COVID-19?

No. FMLA entitles employees to job-protected leave when they have a serious health condition, or when they need leave to care for covered family members who have a serious health condition. Leave for the purpose of avoiding exposure to COVID-19 is not protected under the FMLA.

Last updated: March 30, 2020

Will UNM allow employees who are caregivers time off from work to care for children during school and/or daycare closures for COVID-19?

Yes. The Families First Coronavirus Response Act (FFCRA) includes provisions for employees caring for a child whose school or place of care has closed. For more information, refer to the guidance at this link.

It is important to note that FFCRA allows for the exclusion of certain essential employees. For this reason, many Tier 1 and other essential employees will not be eligible for coverage under FFCRA’s emergency paid sick leave or extended family medical leave. The University deeply appreciates the critical work of these employees. See Guidance to Tier 1 Employees below for more information.

Last updated: Aug. 12, 2020

Do the same leave policies apply to bargaining and non-bargaining employees?

No. Leave for employees represented by a bargaining unit is generally governed by the applicable collective bargaining agreements, while leave for policy-covered employees is governed by applicable UNM Policies and Procedures or the Faculty Handbook. Managers and supervisors should, therefore, consult and comply with the collective bargaining agreement provisions regarding leave and/or UNM policies that may apply to their employees.

Last updated: March 30, 2020

Does the foregoing advice also apply to faculty leave?

Yes. The basic principles set forth above regarding steps that UNM may take to ensure a safe workplace apply to UNM’s faculty. Academic leaders, deans, chairs, directors, and similar supervisors should refer to the Faculty Handbook to determine applicable leave policies for the various categories of academic employees. Academic leaders may also contact the Main campus Office of Faculty Affairs and Services at faculty@unm.edu or (505) 277-4528; or HSC Faculty Contracts office at HSC-HSCFCO@salud.unm.edu or (505) 272-4231 for guidance.

Last updated: March 30, 2020

Will the University continue to process employment and personnel actions?

The University has suspended all hiring actions for regular and temporary staff employees that are deemed less critical to perform essential functions. When less critical vacancies occur, an alternative is to work to identify other employees in the organization that may have the capacity to assist in fulfilling responsibilities intended for the now vacant position.

In addition, staff term extensions for positions supported by unrestricted funds are being temporarily placed on hold. Requests for other personnel actions, such as Career Ladders, Reclassifications, and Counter Offers are on hold.

Exceptions are allowed with the approval of the appropriate EVP/SVP. Submit your approved exception to clientsv@unm.edu.

Last updated: March 30, 2020

What types of jobs are considered “critical” for the purposes of hiring?

Critical positions may include those pertaining to clinical operations, information technology services, facilities management, and childcare. If you have a critical vacancy, you may proceed with your requisition. HR representatives are reviewing all active requisitions in UNMJobs and will reach out to hiring departments to discuss them.

Last updated: Aug. 12, 2020

What will happen to hires or compensation actions in progress prior to the time the suspension was put in place?

Hires in progress prior to the suspension will require approval from the appropriate EVP/SVP if they do not fall within those deemed critical to operations. A department can preserve a current job posting by placing it “on hold” and re-opening once the suspension is lifted. This will preserve the current requisition and applicant pool.

Compensation actions in progress prior to the suspension may be completed. For instance, an employee who started a Career Ladder prior to the suspension will be permitted to complete it in accordance with the Career Ladder plan approved at initiation.

Last updated: March 30, 2020

Is there a specific form that needs to be submitted to obtain approvals to fill critical positions?

There is not a specific form at this time. The EVP/SVP for your area may provide specific guidance on the format and method for submitting exception requests.

Last updated: March 30, 2020

Does the University plan to implement furloughs, layoffs, or reductions in pay or benefits for staff employees?

The University is earnestly engaged in every effort to continue operations and services as usual. Although there is no guarantee that the University will be able to avoid job losses or pay reductions, significant efforts are being taken to mitigate the possibility of such consequences.

Last updated: March 30, 2020

How long can Tier 3 employees expect to receive pay?

On-call and Temporary Staff will not be compensated unless they are recategorized as Tier 1 or Tier 2, at which time they will be compensated for actual hours worked.

Regular and Term staff designated as Tier 3 employees will continue to be paid based on their normal rate and full-time equivalency (FTE) until May 31, 2020. University leadership meets regularly to evaluate the financial impact of engaging in limited operations. Any changes will be communicated as soon as possible.

Last updated: May 20, 2020

What will happen to my job as a student employee?

Student employees in all tiers will be compensated for actual hours worked. Departments may extend a student employee assignment based on departmental needs.

Last updated: May 20, 2020

Will the University continue to employ temporary and on-call employees?

Supervisors are encouraged to evaluate their workforce and departmental needs, and determine if Temporary or On-Call Staff should be separated on their previously set end date, or earlier by providing employees with a full 30-day notice.

Last updated: April 3, 2020

Will employees on term appointments be extended?

Supervisors are encouraged to evaluate their workforce and departmental needs to assess if staff on Term appointments should be extended or separated on their predetermined end date, or separated earlier by providing employees with a full 30-day notice. Note that term extensions for staff paid on unrestricted funds are included in the current pause on personnel actions (see Suspension of Employment and Personnel Actions above). Term staff separated prior to the previously set end date must follow UAP 3225: Separation of Employment, Section 5. Layoff or Reduction in Force.

Last updated: April 3, 2020

Will probationary periods be altered due to the University’s period of limited operations?

As a result of the ongoing COVID-19 disruption to UNM business operations, staff probationary periods are being temporarily paused. The pause excludes staff on a three (3) month trial period and those serving in a Tier 1 status. This will allow supervisors the opportunity to complete the probationary evaluation under normal operating conditions and reduce the need for individual requests.

Effective April 21, 2020, all staff with a probationary period ending on or after May 1, 2020 were moved to a paused status until their department’s or division’s operations return to normal. At that point, their probationary period will resume so they may complete the remainder of the probationary period under normal business operations.

Last updated: Aug. 12, 2020

See Travel Guidelines.

Will Tier 1 employees who are required to perform work on campus receive any form of additional compensation, such as hazard pay?

The University deeply appreciates the work performed by Tier 1 employees during this public health crisis. While no additional compensation will be provided to Tier 1 employees at this time, University leadership continues to evaluate opportunities to recognize and acknowledge the important work performed by Tier 1 staff.

Human Resources offers some recognition ideas here.

Last updated: March 30, 2020

What steps should be taken if a Tier 1 employee appears to be ill with COVID-19 at work?

Supervisors who become aware or suspect that a UNM main campus or branch campus faculty, staff, student or volunteer has COVID-like symptoms should immediately send the individual home and direct the individual to call the UNM COVID-19 Call Center at 505-515-8212.

Last updated: Aug. 12, 2020

Should supervisors require a Tier 1 employee who contracted COVID-19 or has been exposed to COVID-19 and directed to self-isolate to provide certification from a health care provider before returning to work?

No. Supervisors should not require a doctor’s note to validate their illness. Healthcare provider offices and medical facilities are extremely busy and unable to provide such documentation, and having employees recovering from illness wait in healthcare facilities with other patients may expose them to new illnesses.

Prior to returning to campus, any UNM main campus or branch campus faculty, staff, student or volunteer, that has tested positive for COVID-19 or has had symptoms consistent with a COVID-19 illness within 14 days of returning to campus shall be required to obtain an appropriate release from UNM Authorities prior to his or her return to campus to work. To obtain the release, faculty, staff and volunteers should call UNM Employee Occupational Health Services (EOHS) at 505-272-8043 and student employees should call Student Health and Counseling (SHAC) at 505-277-3136.

Supervisors may, at their discretion, change a Tier 2 or Tier 3 employee to Tier 1 status in order to continue critical operations for the institution.

Last updated: April 20, 2020

If a Tier 1 employee contracts COVID-19, what can a supervisor share with other employees working on site?

Supervisors should not disclose identifiable health information about any employee, as doing so violates the Health Insurance Portability and Accountability Act (HIPAA). Supervisors can indicate that exposure to COVID-19 may have occurred at the worksite and should continually emphasize the importance of physical distancing and cleanliness in the workplace.

Last updated: April 3, 2020

If a Tier 1 employee becomes ill with something other than COVID-19, will they be required to provide a health care provider’s note?

No. Refer to the section above titled, Employee Health, Wellness and Safety, for more information regarding this question.

Last updated: April 9, 2020

I was designated as a Tier 1 employee, but I have recently traveled outside the State of New Mexico. What should I do before returning to work?

We recommend you follow the guidance from the New Mexico Department of Health website at http://cv.nmhealth.org/travel-recommendations. Employees should be advised by supervisors to temporarily self-isolate while they enter their travel information into the travel site at http://www.unm.edu/coronavirus for evaluation by medical professionals prior to returning to work. Employees who are subsequently advised by medical professionals to self-isolate for 14 days must contact their supervisor immediately to let them know.

Last updated: March 30, 2020