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Spring Semester - Staff FAQs

GENERAL

All students and employees are required to be tested upon returning to campus or work. Individuals will receive a notification prior to their return to campus or work to schedule on-campus testing via the university’s in-house Surveillance Testing Program.

Once on campus, all students, faculty, and staff will be required to abide by the COVID-19 Policy, including but not limited to the following:

  • Wear a mask or face covering (e.g., cloth that covers both nose and mouth) while on university-owned property or when conducting university business or activities, including instruction and research. The university will follow its normal processes and procedures for any exceptions to this requirement.
  • Conduct a daily temperature and symptom check and self-report the results to the COVID Pass prior to entering university-owned property or conducting university business or activities, including instruction and research. As with the wearing of masks or face coverings, the university will follow its normal processes and procedures for any exceptions to this requirement. Additionally, the university will provide ADA-compliant masks/face shields upon request.
  • Immediately report symptoms that might indicate COVID-19 to Student Health Service, Employee Health or a health care provider, self-quarantine, and submit to a COVID-19 test.
  • Comply with social distancing guidelines.
  • Comply with all posted social distancing markers and navigational signs.
  • Limit gatherings based on CDC, federal, state and county guidelines with the goal of reducing risk. UW guidelines will change as CDC, federal, state and county guidelines develop.
  • Carefully consider the consequences of nonessential personal travel on the UW community. Nonessential personal travel is highly discouraged.
  • Seek approval from a vice president before embarking on institutionally sponsored travel outside of Wyoming (must be deemed mission critical). The travel policy will be updated regularly.

Compliance with these requirements is critical to the university community and will help to support UW’s goal to restart the campus for teaching, learning and working. Noncompliance with these requirements compromises that goal and increases chance of disease transmission. Incidents of noncompliance for employees will be managed through the employee handbook and “corrective action” policies and procedures.

On-campus students: For students planning to move into UW residence halls, testing will be required the morning of their move-in date. Students will be allowed to move into their residence hall but must comply with a “limited contact period” from Jan. 14 through Jan. 31.

Off-campus students: For students living off campus who plan to participate in on-campus activities, testing will be required the first week of classes, beginning Jan. 25. It is strongly recommended that students complete their first of two required tests early in the week. Students will receive a notification prior to the start of classes to schedule a testing appointment on campus.

Early-returning students: Students who return early to campus for university-sanctioned activities are required to test upon arrival. An online form to opt in to early testing is available on the Testing Resources webpage.

Returning employees: For employees who are returning to work after being away from campus, testing will be required the week prior to their return to on-campus work. Employees must ensure that their status is updated in HCM and will receive a notification prior to their return to schedule a testing appointment on campus. Individuals returning directly after Winter Closure Jan. 4 will test during that week and should self-isolate as much as possible until a negative test result has been received.

Distance learners: Students who will not be returning to campus at any time during the semester will not be required to participate in the UW testing program. However, these students will need to receive a testing exemption via Student Affairs.

Remote employees: Employees who plan to work from home and will not return to campus at any time during the semester will not be required to participate in the UW testing program. However, these employees will need to receive a testing exemption via Human Resources.

Self-isolated employees: Self-isolated employees who plan to work on campus but are able to fully self-isolate will not be required to participate in the UW testing program. Employees should contact their supervisor to determine whether they meet UW’s definition of self-isolated, which is determined in consultation with Human Resources.

Here is the schedule approved Dec. 16 by the UW Board of Trustees:

Jan. 14, 2021 -- “Limited contact period” for students begins

Jan. 21, 2021 -- First day of classes -- all classes delivered online.

Jan. 25, 2021 -- Face-to-face classes begin.

Jan. 31, 2021 -- “Limited contact period” for students ends.

Feb. 15, 2021 -- Presidents Day -- university holiday, no classes.

March 22, 2021 -- Face-to-face classes continue, but online delivery option available for all.

March 31-April 4, 2021 -- Spring Break, no classes.

April 5, 2021 -- All classes convert to online delivery.

May 7, 2021 -- Study day.

May 10-14, 2021 -- Final exams (online)

The intent is to reduce the risk inherent with students leaving campus during the semester, then returning from other locations where the coronavirus may be prevalent.

The university supports supervisors working to identify where remote work arrangements may continue to be possible based on the nature of the work and the work environment. Many employees who are working remotely have the option to continue to do so, in consultation with their supervisor.

If you are sick with COVID-19, waiting for a test result on COVID-19 or showing symptoms associated with COVID-19 (e.g., fever, cough, shortness of breath), please stay away from campus, self-isolate and contact your health care provider for care. Contact the COVID-19 Hotline by emailing COVID19@uwyo.edu or calling 307-766-2683.

Yes. Daily COVID Pass health screening will help the UW community identify signs of COVID and support students, staff and faculty in taking timely action. This daily self-reporting tool is a responsive website accessible by smartphones or computers. COVID Pass uses the current CDC symptom list to ask members of the UW community if they are experiencing symptoms and then generates a pass or fail regarding for coming onto campus that day. There is no cost to students, faculty or staff. Detailed instructions for using COVID Pass can be found on WyoWeb under the COVID Information tab.

Each day, each student, staff and faculty member will be expected to take their own temperature and, using the health monitoring tools (such as COVID Pass), and complete a brief health screening that checks for COVID-19 symptoms. Detailed instructions for using COVIDPass can be found on WyoWeb under the COVID Information tab.

Masks are mandated for all students, employees and visitors to campus. Exceptions must be approved through HR and will be aligned to federal, state and local guidelines. Face coverings may be removed in private offices when no other person is present.

You’ll face potential discipline under the UW employee handbook. These requirements are designed to limit the spread of COVID-19 so that the spring semester can be completed successfully.

If you are high-risk for severe illness from COVID-19 and would like to explore a possible exception or accommodation, please visit the Human Resources website or reach out to HR.

ENVIRONMENTAL HEALTH AND SAFETY

These will be placed strategically around campus and maintained by UW Operations so that each building will have at least one station. Each department will be given a welcome-back–to-campus package of hand sanitizer, cleaning supplies and disposable face coverings. Each student and employee will be sent a welcome package with two cloth face coverings, hand sanitizer, a thermometer and a safety guide. Areas of specific concern for a department will need to be handled by the department.

Hand sanitizer and face covering stations will be placed around campus and refilled centrally. Individual units will receive a hand sanitizer bottle to place within their work area. Each unit will also receive a spray bottle with Operations-approved cleaning spray and paper towels to do additional cleaning as needed within a unit. The welcome-back unit packages and individual student/employee packages are being provided centrally.

Operations staff will disinfect and clean all classrooms. Additionally, each classroom with an occupancy of over 10 students will have a sanitization station for additional as-needed surface sanitizing.

Operations staff will clean all offices, including the daily wiping down of high-touch surfaces such as phones, keyboards and doorknobs. Additionally, each building and department will have a sanitization station with sanitizer and paper towels.

A bulk sneeze guard order has been placed. Sneeze guards will be distributed based on responses from a campuswide survey. Departments will be responsible for assembling their guards after they are delivered. Assembly should be easy; however, if you need assistance, please contact Operations at www.uwyo.edu/uwops/request/work-order.html.

Operations is asking each department to do their best with their communal spaces. These include lobby areas, break rooms, lounge spaces, study rooms, meeting rooms, etc. Off-site furniture storage is not an option in anything other than extreme circumstances. Configure furniture to provide 6-foot physical distancing. Departments needing assistance with moving larger items can put in a work order with Operations.

Some suggestions for dealing with extra furniture are:

  • Push it to the side and place it in a way that it can’t be used.
  • Leave it in place and label it as not for use.
  • Move it to smaller conference rooms that are no longer useful given the 6’ guidelines.

Operations will determine where and when one-way traffic flow, "stay right" signs, and single entry/exit points are appropriate. Please do not change traffic flow or put up signs without talking to Operations first.

Operations staff will install COVID-related signage in each building.

Operations follows CDC guidelines for increasing outside air ventilation where forced-air equipment exists. MERV13a filtration is installed on most UW outside air systems.

Operations staff is signing each classroom and setting up seating configurations to maximize occupancy per the reopening plan.

UW will implement adaptable and responsive work schedules and plans. Each vice president and dean, in consultation with Human Resources, will create adaptable staffing plans (remote work and flexible work schedules) that are guided by university policy and state and federal employment law. Plans must be submitted to HR no later than July 15 for implementation in August. These plans will be temporary and will not constitute permanent working schedules and conditions. Plans should reduce density in the workplace, minimize exposure, and meet the needs of faculty and staff who have, or live with someone who has, a condition that places them in a high-risk category.

HR will:

  • Support UW leadership to develop and implement work schedules and methods that promote low-density environments.
  • Examine and revise policies for leave, remote work and flexible work schedules while ensuring compliance with state and federal laws, including EEOC and the Americans with Disabilities Act.
  • Ensure compliance with evolving COVID-19 federal regulations.
  • Provide guidance for new employees with no sick leave.
  • Assist managers and supervisors with adherence to the COVID-19 Policy and advise when corrective action may be required for their employees.
  • Ensure employees who return to work after COVID-19 infection or exposure are cleared to do so by a health care provider and the Wyoming Department of Health.
  • Provide managers and supervisors with the tools required to track attendance and expenses associated with COVID-19 related absenteeism.

Provide guidelines to allow remote work for individuals who are in high risk categories or who reside with, or care for, others in high-risk categories.

During Phase 1, only the following buildings / facilities will be available for use and will require a key card to access:

  • Lab school
  • ECEC
  • WY State Vet Lab (restricted access)
  • Knight hall services
  • Book store
  • Union
  • Jacoby Golf Course
  • Libraries + 1 Computer Lab
  • Washakie, Panda & Pita
  • 1 IT Computer Labs/WYO One ID Office
  • Law School for STI
  • WWAMI classrooms
  • Residence Halls
  • Chemistry Stockroom
  • Hill Hall-Third Floor
  • Student Health
  • Speech and Hearing Clinic
  • Psychology Clinic

Only students, faculty and staff included in Phase 1 will be allowed on campus. All individuals are encouraged to limit use of buildings as much as possible, and building doors should not be propped open.

A determination for which buildings need to be open in Phase 2 will be made in September.

HEALTH CONCERNS

Yes, the university has created an Emergency Leave Pay Summary Matrix (PDF).

Yes, the Emergency Leave with Pay may be used multiple times, up your allotment, and must be used prior to last day of Spring 2021 semester. The use of the Emergency Leave with Pay cannot occur beyond the end date of employment. Any unused portion of this emergency paid leave will not be paid out at time of separation (whether voluntary or involuntary termination) and will not carry over to next year unless the university takes further action to extend the dates of use.

If you are experiencing COVID-19 symptoms (coughing, fever and shortness of breath), please stay away from campus, self-isolate and contact your health care provider for care. You should go to the Covid-19 Command Care Center page and fill out the form so that the university can get in touch with you. You could also email covid19@uwyo.edu to report your status.

* If you are a full-time, benefited employee, you will use the Emergency Leave with Pay time reporting code (a new time code created specifically for this issue) for up to 80 hours consecutively. See the Emergency Leave with Pay QRG for entry details. Thereafter, you should use your paid time off (i.e., sick or vacation), if necessary. Written medical clearance will be required for return to work.

* If you are a part-time, hourly employee, you are eligible to use the Emergency Leave with Pay absence code (a new time code created specifically for this issue) prorated to your part-time schedule. To begin the process, complete the Request for Emergency Leave with Pay form. This form requires both employee and supervisor to digitally sign then submit to the HR Benefits Office.

Please stay home and seek medical attention, if necessary. In this instance, regular sick time rules apply. 

We ask that you stay away from campus, self-monitor and self-isolate for 14 days following your last exposure. Please speak with your supervisor to explore remote work, if your position lends itself to working from an alternative location. If this is not an option, then:

* If you are a full-time, benefited employee, you will use the Emergency Leave with Pay time reporting code (a new time code created specifically for this issue) for up to 80 hours consecutively. See the Emergency Leave with Pay QRG for entry details. Thereafter, you should use your paid time off (i.e., sick or vacation), if necessary.

* If you are a part-time, hourly employee, you are eligible to use the Emergency Leave with Pay absence code (a new time code created specifically for this issue) prorated to your part-time schedule. To begin the process, complete the Request for Emergency Leave with Pay form . This form requires both employee and supervisor to digitally sign then submit to payroll1@uwyo.edu.

Please speak with your supervisor to explore remote work, if your position lends itself to working from an alternative location. If remote work is not a possibility, please contact Human Resources at (307) 766-2377 to understand what additional options may be available to you.

Please speak with your supervisor to explore remote work, if your position lends itself to working from an alternative location. If your position does not lend itself to remote work, you should use your sick leave accruals. UW provides significant paid sick leave accruals for all benefits-eligible faculty and staff. In this situation, current leave policies remain in effect.

WORK ARRANGEMENTS

Please speak to your supervisor. Remote work can be helpful in urgent situations, allowing for continuity of operations. For the duration of the COVID-19 issue, if your position lends itself to working from an alternative location, faculty and staff are encouraged to explore this option. Work with your supervisor to determine and obtain your technology needs. Because of the anticipated wide use of remote work, employees and managers are not required to complete the university’s Request for Telework approval form. However, managers and employees are encouraged to put the agreement in writing (e.g., email) outlining duration and expectations. And it’s important to note that your arrangement requires vice president approval before it is implemented.

No, you will receive your normal pay. Please keep in mind that regular paid time off practices continue to apply -- for example, if you take a day off, you should use your vacation time.

Please follow your department’s normal policies and procedures for overtime.

Supervisors and employees will need to communicate well and be more involved in the daily duties and projects. Conversations will need to include creating a plan for remote work and take into account child care, elder care and possible illness. Please also consider flexibility with regard to work hours. Human Resources has put together a set of resources on LinkedIn Learning -- Remote Working: Setting Yourself and Your Teams Up for Success -- to help you manage during this unique time.

BUSINESS AND OTHER OPERATIONS

In-person pickup of paper checks is not available. If you have not set up direct deposit, a paper check will be mailed to you. You can also set up direct deposit in the Financial Management and HCM system, using the quick reference guides below:

No. Deadlines for payroll and time cards remain the same.

Procedures for reporting time remain unchanged.

As the University of Wyoming engages in proactive measures to safeguard all campus community stakeholders, faculty and staff working from home should continue to exercise caution when accessing educational records from a remote location.

Please do not generate documents that include personally identifiable information (PII).

Install Pulse Secure on your computer for VPN access. Call UWIT Help Desk at 307-766-HELP (4357) if assistance is required.

Additionally, remember to preserve the integrity of educational records by minimizing screens and locking your computer when away from your work station.

Additional resources and information from the Department of Education regarding FERPA can be found online at the FERPA Official Website.

Specific Department of Education responses regarding FERPA and PII protections related to actions impacted by COVID-19 are also available on this FERPA and Corona Virus FAQs document.

Yes. The University Counseling Center offers an Employee Assistance Program (EAP) that provides benefited employees and their household members with professional counseling, as well as legal and financial assistance. UW partners with MINES and Associates of Littleton, Colo., to provide services at no cost to UW employees. Access any of the services by visiting the MINES and Associates website or by calling 1-800-873-7138.

Please see the university’s COVID-19 web page, which includes several contact numbers. 

TRAVEL

Travel will be evaluated on an ongoing basis and any approval or denial for travel will be based on current guidance from the CDC and the Wyoming Department of Health. Currently, essential in-state travel is not restricted. However, UW employees are expected to follow UW protocols when conducting university business, research, teaching and extension activities. For institutionally sponsored travel outside of Wyoming, staff and faulty must seek approval from their respective Vice President before embarking on the travel. In addition, the travel must be deemed mission critical. It is most important for employees to carefully consider the consequences of non-essential personal travel on the UW and greater Laramie community. If you can refrain from traveling, you should.

OTHER RESOURCES

Yes, The University of Wyoming offers an Employee Assistance Program (EAP) that provides benefited employees and their household members with professional counseling, as well as legal and financial assistance. UW now partners with Deer Oaks, a nationally recognized EAP agency, to provide services at no cost to UW employees. Participation in the EAP is voluntary and strictly confidential. Employees can choose to meet face to face or access professional assistance online or by telephone, 24/7. Deer Oaks provides a network of licensed psychologists, licensed clinical social workers, licensed professional counselors, certified alcohol counselors, master's level therapists and certified employee assistance professionals. For additional information or a referral to a provider located nearest you please call EAP toll-free at 1-888-993-7650. 

Your medical insurance provider Cigna also has many resources for emotional and physical health you can use. Go to the MyCigna website for details. There are wellness topics on sleep, stress, heart health, diabetes, emotional health, smoking cessation, and respiratory health.  Your Cigna insurance also has a basic level of additional EAP resources for you to use. Emotional Health and Family Support. Learn how to manage stress, address depression and anxiety, cope with illness, and adjust to life challenges. Also, get help with marriage and relationship issues.

The Wyoming on Wellness website (part of CIGNA) has a variety of behavioral and physical wellness resources and incentives you can utilize.  Prevail is an on-demand coaching and mental health coaching program, Happify is a set of activities and games that can help with emotional, well-being and how you see the world.

Wyoming Health Fairs has a variety of services such as Health Coaching, Wellness Challenges, Biometric Screenings, and low cost screenings. Some of their services are free and others do have a fee.

LinkedIn learning has trainings that can help managers with a wide variety of supervisory techniques.

Other FAQs


In this time of uncertainty, we’re dedicated to helping answer your questions based on the latest information regarding the COVID-19 (novel coronavrius) pandemic.

 

>> COVID-19 Vaccine FAQs

>> Surveillance Testing Program FAQs

>> Quarantine and Isolation Housing FAQs

>> Student FAQs

>> Staff FAQs

>> Faculty FAQs


Additional Health Information

UW’s interdepartmental task force is diligently monitoring events worldwide to try and anticipate and prepare for potential changes. Here are some essential resources for global travel alerts and warnings to visit before you travel abroad:

Contact Info

Contact UW’s COVID-19 Response Team by calling  (307) 766-COVD (2683) or emailing  COVID19@uwyo.edu

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