The university remains open to faculty and staff, and staff can still access their offices.
For those on a campus, we will practice social distancing by eliminating nonessential face-to-face meetings and using video- and tele-conferencing, and increasing opportunities for individuals to work remotely.
Telecommuting is allowed and encouraged for employees who are capable of conducting their job duties remotely without interruption. These decisions will be made by immediate supervisors in consultation with the appropriate vice president or dean. You can find resources and instruction for working remotely here: gsu.edu/keepworking.
Staff who need access to additional technology to work remotely should work through their immediate supervisor.
Employees who are subject to high risk of illness or exposure to COVID-19 or who may be caring for an ill member of their household should notify their supervisors if assistance is needed. We will allow for flexible use of leave to the extent possible.
If an employee needs to be absent due to illness, the employee should contact his or her immediate supervisor. If supervisors have questions regarding employees’ absences the supervisor should contact the College/Division HR or Employee Relations at firstname.lastname@example.org.
Supervisors should not require a healthcare provider’s note for employees who are sick with acute respiratory illness at this time because medical facilities may not be able to provide this documentation.
Specific requests or concerns about absences or accommodations may be raised with Human Resources.
The common symptoms of COVID-19 are also the symptoms of other respiratory illnesses. Your healthcare provider will determine if treatment is needed.
If you develop a fever, cough or shortness of breath:
- Stay at home. Do not go to work, and stay away from other people. If you must be around other people, wear a mask.
- Call your healthcare provider. Explain your symptoms and tell the provider if you have recently traveled outside the U.S. Follow his or her instructions. Your provider will work with the Georgia Department of Public Health and Centers for Disease Control and Prevention to determine if you need treatment.
- Follow the normal protocol for notifying your department.
What is the Non-Closure Emergency Leave with Pay?
The Non-Closure Emergency Leave with Pay is emergency leave where the institution remains open but with reduced operations. The leave provides compensation to employees for hours not worked up to the equivalent of their regularly scheduled hours per week when there is no work for those employees to perform.
For example, if an employee’s regularly scheduled hours are 40 hours per week, the employee is eligible to receive up to 40 hours of Non-Closure Emergency Leave pay for hours not worked. If an employee’s regularly scheduled hours are 25 hours per week, the employee is eligible to receive up to 25 hours of Non-Closure Emergency Leave pay. Regularly scheduled hours will be based on the standard hours for the employee in the OneUSG Connect HR payroll system.
Unit heads are directed to continue teleworking, remote work assignments and flexible working arrangements in order for employees to perform their regular duties to the fullest extent possible.
Who is eligible for the Non-Closure Emergency Leave with Pay?
Regular full-time and regular part-time employees who:
- are not able to perform their regular duties through telework or other remote and flexible work arrangements, and
- are not working as essential employees in enabling the university to sustain essential on-campus services and operations.
**While temporary student workers, rehired retirees and other temporary employees are not eligible for Non-Closure Emergency Leave under the USG policy, they are permitted and encouraged to perform their regular duties through telework or other remote and flexible work arrangements.
Who is NOT eligible for the Non-Closure Emergency Leave with Pay?
Temporary workers, student workers* and rehired retirees are not eligible. These groups are still permitted and encouraged to telework or use flexible work arrangements but are not eligible for Non-Closure Emergency Leave.
*Federal work-study students are not eligible for Emergency Non-Closure Leave, but federal work-study students will continue to receive their applicable financial aid for student employment during an emergency in accordance with Department of Education guidance.
Does the Non-Closure Emergency Leave apply to Federal Work-Study students?
Federal work-study students will continue to receive their applicable financial aid for student employment during an emergency in accordance with U.S. Department of Education guidance.
What hours are eligible to be paid under the Non-Closure Emergency Leave?
Employees can be compensated for hours not worked up to the equivalent of their regularly scheduled hours per week when there is not work for those employees to perform.
For example, if an employee’s regularly scheduled hours are 40 hours per week, the employee is eligible to receive up to 40 hours of Non-Closure Emergency Leave pay for hours not worked. If an employee’s regularly scheduled hours are 25 hours per week, the employee is eligible to receive up to 25 hours of Non-Closure Emergency Leave pay. Regularly scheduled hours will be based on the standard hours for the employee in the OneUSG Connect HCM/HR payroll system.
Should employees still be encouraged to telework?
Yes. Supervisors and managers are directed to continue teleworking, remote work assignments and flexible working arrangements in order for employees to perform their regular duties to the fullest extent possible.
Supervisors and managers are to be as flexible as possible with these arrangements for all employees, including assignments to employees outside of their regular duties, to ensure employees are continuing to work their regularly scheduled hours per week.
Temporary student workers, rehired retirees and other temporary employees are permitted and encouraged to perform their regular duties through telework or other remote and flexible work arrangements.
How long is the Non-Closure Emergency Leave with Pay available?
The leave can be used beginning March 23. The leave can be used for up to 120 days, or until the declaration of Georgia’s state of emergency ends, whichever is earlier.
How should we address essential employees who are required to come to campus?
Use of rotation schedules: If appropriate, managers and supervisors are strongly encouraged to use rotation schedules for employees designated as essential to allow employees to work on campus part of a work day and be home the rest of the normally assigned hours of their work day or shift. Rotational schedules should be based on operational needs and requirements.
Social distancing: Managers and supervisors should ensure social distancing occurs while they are working on-site.
In addition to using rotational scheduling for employees who are required to work on campus to sustain essential services and operations, supervisors and managers can now use the Non-Closure Emergency Leave with Pay—in combination with or in lieu of remote work assignments—to ensure employees are compensated for hours they do not work on campus.
For example: Essential work on campus requires the equivalent of five employees each day. If 10 employees are qualified for the job, five employees could be assigned to work in the morning and five employees could work in the afternoon. Each employee would receive four hours of regular pay and four hours of Non-Closure Emergency Leave pay. Another example might be to rotate the days employees work. If it is a seven-day-a-week job, employees might work four days on, three days off and vice versa the next week. Managers and supervisors should implement this in an equitable manner.
How should Non-Closure Emergency Leave be reported?
Additional guidance on reporting emergency leave will be provided by the USG soon. Until the guidance is issued, all work should continue to be reported as REG (00REG) TWH (00TWH) code.
If an employee continues to perform his or her regular job, how should they be compensated?
Employees working their regular job, whether on campus or telecommuting, should be compensated as normal. For now, all work will be entered as REG (00REG) or TWH (00TWH) code.
Is the Non-Closure Emergency Leave to be used instead of vacation or sick leave? Should vacation and sick time still be used?
No. Non-Closure Emergency Leave may not be used in place of vacation leave or sick leave.
Employees should use vacation or sick leave when:
- The employee had already planned or plans to participate in a non-work activity that one would normally request the use of vacation leave.
- The employee is ill, caring for an ill family member or dependent or bereavement for which one would normally request the use of sick leave.
- If the employee is ill or caring for an ill family member due to the coronavirus, he or she may be eligible for the Family and Medical Leave Act.
How will employees know if they should use the Non-Closure Emergency Leave or if they should telework?
Individual employees should work with their manager or supervisor to determine which option applies to them. Employees not designated as essential by their unit head or employees who have not been provided a telework and/or work-from-home assignment, should be placed on Non-Closure Emergency Leave.
Is there a formal process that employees, supervisors or managers should follow?
No, there is no need to seek prior approval from HR before using the Non-Closure Emergency Leave process. Supervisors and managers have the flexibility and authority to work with their employees to implement this as needed.
Whom do I contact if I have additional questions about Non-Closure Emergency Leave?
Additional questions may be directed to Human Resources at this dedicated email box: email@example.com.