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COVID-19 FAQs - Staff Section

Updated on April 4, 2020 | 8:45 a.m.

 

GENERAL QUESTIONS 

Are there any confirmed cases of COVID-19 (Novel Coronavirus) on the University of Wyoming campus?
Four cases have been reported in Albany County as of April 3, but there are no known connections with UW.

 

What is UW doing to help support students, staff and faculty?
In response to Gov. Mark Gordon’s declaration of a statewide emergency on March 13, and in preparation for the likely arrival of COVID-19 in our community, UW has established an incident command structure. This will allow us to respond to the situation most effectively and efficiently. Our primary objective remains keeping faculty, staff and students as healthy, safe and informed as possible and addressing the public health needs of the broader community. Pertinent communication for UW staff, faculty and students will be sent via the official UW communication email system, and any new information will be updated on  www.uwyo.edu/coronavirus.

 

How are classes being handled after spring break?
Beginning March 30, all classes are being delivered remotely, primarily by using WyoCourses, the university online student management system. Faculty have emailed or are emailing students enrolled in their courses with plans for course continuation.

 

When does the semester end?
The spring semester will end as scheduled. The last day of classes is May 8, 2020. Finals week ends May 15, 2020.

 

I’m an hourly non-benefitted employee (nonstudent). How does COVID-19 affect me?
Please continue to work your normal schedule. Work with your supervisor to arrange remote work, if your job lends itself to doing so. And explore the possibility of picking up other duties to provide additional opportunities to continue working.

 

I am not a student, and my hours have been reduced or eliminated from my part-time, non-benefited job. Can I apply for unemployment?
Yes, you can apply for unemployment compensation. You can find more information on how to file your initial unemployment claim here: www.wyomingworkforce.org/workers/ui/.

 


WORK ARRANGEMENTS

How can I arrange to work from home?
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.

 

I’m a salaried employee who is periodically working remotely. Will my pay be any different?
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.

 

I’m a temporary lecturer who will be transitioning to an online classroom. How will my pay change?
Your pay will not change after moving to an online classroom environment.

 

Can I earn overtime if I am working remotely?
Please follow your department’s normal policies and procedures for overtime.

 

What are some resources I can use as a supervisor and/or as an employee to help be successful in a new working-from-home situation?
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.

Note: The federal government has passed new legislation regarding leave and the coronavirus. These frequently asked questions are being updated to reflect the new law. Please continue to check back for updates.


STUDENT EMPLOYEES

I’m an hourly student employee (not federal work-study) who is very excited to hear that the university is going to pay me for the rest of the semester. How is this going to work?
First and foremost, decide whether you want to continue working. If this is the case, and your job lends itself to working remotely, make arrangements with your supervisor to do so. Your hours will be paid at their regular rate. If you decide not to continue working, the process is simple. You’re eligible to be paid for the rest of the semester if all four of the following elements apply to you: 1) you are a full-time student; 2) you are not federal work-study; 3) you were on an active assignment on March 19; and 4) you were scheduled to work through the rest of the semester. If these four conditions are met, the university will work with your supervisor to determine your normal schedule over a typical two-week period, and you will be paid for the rest of the semester for that schedule, at your established rate of pay. You will not have to enter any hours; this will all be done automatically. Your supervisor will approve your normal schedule in the system every two weeks, and you will receive a paycheck on April 15, April 29, May 15 and May 27.

 

I’m an hourly, non-benefited student employee (not federal work-study). My hours have NOT been reduced due to COVID-19, and I continue to work. Based on Acting President Theobald’s April 1 announcement, do I have to continue working?
No. However, we encourage you to continue working, if you can do so remotely. Whether you decide to continue working or not, please notify your supervisor of your decision. If you don’t continue to work, you will be paid for the rest of the semester at your established rate of pay for your normal two-week schedule.

 

I’m an hourly, non-benefitted student employee (not federal work-study), and my hours HAVE been reduced. Based on Acting President Theobald’s April 1 announcement, what are my options?
Please continue to work your reduced schedule if you want to work. Also, work with your supervisor to arrange remote work, if your job lends itself to doing so. And, don’t forget to explore the possibility of picking up other duties to provide additional opportunities to continue working. However, if you decide to stop working altogether, please notify your supervisor of your decision. If you stop working altogether, you will paid for the rest of the semester at your established rate of pay for your normal two-week schedule.

 

I’m an hourly student employee (not federal work-study) who has left Laramie to return home for the rest of the semester. I was scheduled to work after spring break, but I’m no longer in town. What should I do?
If you’d like to continue working, discuss the possibility of remote work, if your job lends itself to doing so. If you don’t continue to work, please notify your supervisor of your decision, and you will paid for the rest of the semester at your established rate of pay for your normal two-week schedule.

 

I’m an hourly student employee (federal work-study) who has left Laramie to return home for the rest of the semester. I was scheduled to work after spring break, but I’m no longer in town. What should I do?
Per guidance issued by the federal government, UW can pay students Federal Work Study (FWS) wages for hours that students were scheduled to work but were unable to complete as a result of the coronavirus threat. The Student Financial Aid Office will communicate to FWS supervisors and students.

 

I am a work-study employee, and I’m worried about supporting myself during COVID-19. How will the university help me? 
Per guidance issued by the federal government, UW can pay students Federal Work Study (FWS) wages for hours that students were scheduled to work but were unable to complete as a result of the coronavirus threat. The Student Financial Aid Office will communicate to FWS supervisors and students.


HEALTH CONCERNS

If I am not feeling well, what should I do?
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. 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. You should also go to this site -- https://cm.maxient.com/reportingform.php?UnivofWyoming&layout_id=2 -- 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.

 

What if I am not feeling well (e.g., stomach bug) but don’t demonstrate any symptoms of COVID?
Please stay home and seek medical attention, if necessary. In this instance, regular sick time rules apply. 

 

A member of my household has been diagnosed with COVID-19. What should I do? 
If a member of your household is 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-monitor and self-isolate until your household member receives medical clearance that the virus is no longer contagious. While you are out of work, and you are a full-time benefited employee, please use the Emergency Leave with Pay time reporting code (a new time code created specifically for this issue) for up to 80 hours consecutively for your self-isolation period. 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 your position lends itself to working from an alternative location, please speak with your supervisor to explore remote work.

 

What if I have come in contact with someone who was diagnosed with COVID-19? What should I do?
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 and you are a full-time benefited employee, then use the Emergency Leave With Pay time reporting code for up to 80 hours consecutively (a new time code created specifically for this issue) to cover your time during the self-isolation period. 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.

 

Per CDC guidelines, I am considered “high risk.” What options are available to me?
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 to understand what additional options may be available to you. 

 

Per CDC guidelines, a member of my immediate household is considered “high risk.” What options are available to me?
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 to understand what additional options may be available to you. 

 

I recently returned from a Level 3 country, as designated by the CDC. What should I do?

We ask that you stay away from campus, self-monitor and self-isolate for 14 days following your return. 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 and you are a full-time benefited employee, then use the Emergency Leave With Pay time reporting code for up to 80 hours consecutively (a new time code created specifically for this issue) to cover your time during the self-isolation period. 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.

 

A member of my household recently returned from a Level 3 country, as designated by the CDC. What should I do?
We ask that you stay away from campus, self-monitor and self-isolate for 14 days following your return. 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 and you are a full-time benefited employee, then use the Emergency Leave With Pay time reporting code for up to 80 hours consecutively (a new time code created specifically for this issue) to cover your time during the self-isolation period. 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.

 

I recently attended a large event and subsequently learned that one of the attendees tested positive for COVID-19. What should I do?
We ask that you stay away from campus, self-monitor and self-isolate for 14 days following the date of the event. 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 and you are full-time benefited employee, then use the Emergency Leave With Pay time reporting code for up to 80 hours consecutively (a new time code created specifically for this issue) to cover your time during the self-isolation period. 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.

 

I am uncomfortable going into work, but I’m not currently ill, I haven’t been directly exposed to COVID-19, I have not recently returned from a Level 3 country, I am not considered to be a member of a high-risk group, and I do not have any household members who are high risk. What are my options?
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.

 

What are recommendations for those who will continue to work on campus?
Follow  the CDC guidelines for prevention and spread of disease


BUSINESS AND OTHER OPERATIONS

I am a hiring manager in the middle of filling an open position. How does the COVID-19 issue affect my ability to fill my opening?
The university has suspended all institutionally sponsored travel; this includes candidate travel. Out of an abundance of caution, the university is also prohibiting on-campus interviews until further notice.  Therefore, you should utilize teleconferencing and other technology tools (e.g., Zoom meetings) to evaluate candidates to fill your open roles so that the search can proceed. Your Human Resources recruiting partner can assist you.

 

What if my manager communicates a schedule that is less than my standard working hours, due to limited operations?
There is no plan to reduce working hours for current employees. Alternative work will be arranged where needed.

 

How should managers and employees prepare for working remotely?
Managers and employees should discuss plan for completing work remotely. For additional guidance, please see  www.uwyo.edu/workteachremote/.

 

How will I know my responsibilities during this time?
Employees should consult with their supervisors.

 

What if I leave something on campus that I need later?
The university will remain open, and you are welcome to return to your workplace for necessary items, unless you are ill.

 

How to I pick up my paper check (for a reimbursement and paycheck)?
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:

 

Are there any changes to the deadlines for payroll or time cards?
No. Deadlines for payroll and time cards remain the same.

 

If I am working remotely, how should I report my time?
Procedures for reporting time remain unchanged.

 

Are all campus resources using the same standard hours, or are some allowed to make that call on their own?
The university continues to operate with its regular business hours. The  Coe Library and the  Wyoming Union may be subject to special hours. Half Acre Recreation and Wellness Center will be closed until further notice. Campus units will seek guidance from their division vice presidents before modifying operations and hours.

 

Will the Lab School be subjected to the same hours/closures as UW?
The UW Lab School is part of  Albany County School District 1 and will follow the schedule directed by the school district.

 

Are there any areas of FERPA that we need to be aware of as we work remotely?
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:  www.uwyo.edu/workteachremote/. 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 www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html.

Specific Department of Education responses regarding FERPA and PII protections related to actions impacted by COVID-19 are also  available at this web page.

 

Are mental health resources still available for students or employees who are experiencing a crisis?
Yes. The University Counseling Center offers student counseling services including crisis intervention free of charge to currently enrolled University of Wyoming students. Clinic hours: Monday-Friday, 8 a.m.-5 p.m. After-hours crisis hotline: (307) 766-8989. The University will also offer remote counseling support.  For questions, call (307) 766-2187.

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 partners with MINES and Associates of Littleton, Colo., to provide services at no cost to UW employees. Access any of the services by visiting  www.MINESandAssociates.com, or by calling 1-800-873-7138. 

 

If I have additional questions about the university’s actions regarding COVID-19, whom can I contact?
Please see the university’s COVID-19 web page, which includes several contact numbers.  


TRAVEL

What travel restrictions are in place at UW?

  1. The university is immediately suspending all institutionally sponsored travel through May 15, unless mission critical and approved by the division vice president.
  2. The university is discouraging booking of travel between May 16 and June 30; if you do have travel planned for this time, you do not have to cancel. The university will reassess in early May whether travel will be allowed or need to be canceled.
  3. Individuals returning from a country currently at a CDC Warning Level 3 status should stay away from campus and self-monitor and self-isolate for 14 days following their return. Employees should coordinate with their vice president to facilitate working remotely if appropriate.

 

Should I consider travel domestically or internationally?
See previous answer above.

 

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.

 

>> 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:

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