Faculty/Staff FAQ Update

Updated 03.16.20

(Reflects current guidance from public health authorities and may be updated based on changing conditions.)

Loyola Marymount University is sharing these helpful reminders with faculty and staff as we respond to the current coronavirus COVID-19 outbreak. The U.S. Centers for Disease Control and Prevention (CDC) provides a helpful COVID-19 Symptom Guide.

Should I come to work if I feel sick?

No, faculty/staff should not report to or remain at work if sick — including fever with other flu/cold-like symptoms – faculty and staff are eligible for sick pay.

What if I'm returning to the U.S from a country with a Level 3 or Level 2 Travel Health Notice from the CDC?

All students, faculty, and staff whose flights have returned or will return to the U.S. from countries with a Level 3 or Level 2 Travel Health Notice from the CDC, are not permitted to return to campus for 14 days. Currently, this includes China (Level 3), Iran (Level 3), Italy (Level 3), South Korea (Level 3), and Japan (Level 2), subject to daily changes in CDC risk assessments. We recommend checking the CDC website for an updated list of Travel Health Notices. Supervisors and employees should contact Human Resources for further guidance or information as appropriate.

All faculty/staff who choose to travel to or through countries with a Level 3 or Level 2 Travel Health Notice from the CDC are not permitted to return to campus for 14 days upon return to Los Angeles. Currently, this includes China (Level 3), Iran (Level 3), Italy (Level 3), South Korea (Level 3), and Japan (Level 2), subject to daily changes in CDC risk assessments. We recommend checking the CDC website for an updated list of Travel Health Notices.

The following applies to the 14-day incubation period:

• Faculty may work from home, but should not cancel classes;
• With management's approval exempt staff may work from home, but if not approved may use vacation or take an unpaid leave;
• For non-exempt staff, managers must consult with Human Resources about the option of working from home, but if not an option the staff member may use vacation or take an unpaid leave.

Do I have the option to work from home if I'm not sick?

• Please continue to follow additional instructions from your area’s leader or supervisor.
• Faculty and staff may visit campus briefly to collect items left in their offices that are required for their instruction or work as approved by their area’s leader or supervisor. However, visits must be staggered, one-time, and limited.
• All exempt staff that can work from home should do so as much as possible unless they are sick or otherwise unable to work. All non-exempt staff who are home should not work from home unless directed to do so by their supervisors after consultation with Human Resources.
• COVID leave is available for all staff who are unable to work or who have not received direct instructions from their supervisor. COVID leave does not impact sick or vacation leave accruals. For those who are working remotely, nothing changes as you are working, but from an alternate location.

What if I have to take care of an immediate family member who is sick?

Faculty/staff required to stay home to care for an immediate family member who has been diagnosed with COVID-19 are eligible for leave pursuant to university family medical leave policies. Before returning to campus they must be cleared through Human Resources to ensure appropriate quarantine periods have been met.

What are my options if my child's school closes because of COVID-19 and I have no alternative childcare arrangements?

Faculty/staff members whose children's school closes because of COVID-19:

• Faculty may work from home, but should not cancel classes;
• With management's approval exempt staff may work from home, but if not approved may use sick pay. If no sick pay is available, staff may use vacation or take an unpaid leave.
• For non-exempt staff, managers must consult with Human Resources about the option of working from home, but if that is not an option the staff member may use sick pay. If no sick pay is available, staff may use vacation or take an unpaid leave.

Note: Use of sick pay in this instance is an exception to policy.

I have a chronic illness and am concerned about coming to work. What should I do?

Faculty/staff members with a chronic illness concerned about remaining at work during this outbreak period should contact Human Resources for consultation.

Am I eligible for any State benefits?

Yes. If you're unable to work because of an exposure to COVID-19 (certified by a medical professional), you can file a Disability Insurance (DI) claim. DI provides short-term benefit payments to eligible workers who have a full or partial loss of wages due to a non-work-related illness, injury, or pregnancy. Benefit amounts are approximately 60-70 percent of wages (depending on income) and range from $50-$1,300 a week.

If you're unable to work because you are caring for an ill or quarantined family member with COVID-19 (certified by a medical professional), you can file a Paid Family Leave (PFL) claim. PFL provides up to six weeks of benefit payments to eligible workers who have a full or partial loss of wages because they need time off work to care for a seriously ill family member or to bond with a new child. Benefit amounts are approximately 60-70 percent of wages (depending on income) and range from $50-$1,300 a week.

Work From Home Staff Guidelines

How do I request authorization to work from home?

You must request authorization to work from home from your supervisor. Your supervisor will consider a number of factors including:

• The service needs of the community;
• The nature of the work being performed;
• Whether the staff member is exempt or nonexempt (eligible for overtime pay);
• The feasibility of using the home environment for work; and
• Whether campus health and safety or health and safety of the staff member is at risk.

Supervisors must consult with Human Resources before approving a nonexempt staff member to work from home. Some positions and departments may proactively assign people to work from home. Not all roles lend themselves to work from home so communication with your supervisor is key.

If I am approved to work from home are there best practices to consider?

Here are a few quick suggestions:

• Designate an "office" space. Create a quiet place to concentrate and spread out. Find an area in which work-related material can be stored and organized and secured.
• Establish work hours. Develop a schedule and stick to it. If at all possible, adhere to the same work schedule that is followed on campus. You need to plan to be available during this time for co-workers, etc.
• Communicate early, often, and on a schedule. Communication can often be taken for granted when working on campus since people can drop in or ask questions informally. Working from home means that communication must be more formal and intentional. Consider set times each day for calls to discuss progress, check-in, or get updates. Explore the use of technology to provide face-to-face interactions so that all of the nuances of communication can occur.
• Anticipate interruptions and manage outside demands. Establish rules or guidelines for yourself and others to make it clear that you are engaged on your job/work and not available for nonessential issues.

If I need to stay home to care for myself or a family member, can I also do work and not use my sick pay?

The priority in any instance requiring sick time is to attend to your own or family members' needs. This time should be accounted for through the utilization of sick pay. In most cases this means that working from home is not an alternative.