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Q&As: Communicable Disease Emergencies & All-Hazards Disaster Response
If there is a communicable disease, such as a pandemic flu, what will likely be done to limit the spread of the disease?
How would UCSF implement CDC or SF DPH recommendations for Social Distancing, e.g. cancel all public gatherings including classroom activities and child care?
As manager or supervisor, can I make a temporary change to employees' job assignments so that my department/unit can continue our primary (essential) functions during a disaster or communicable disease outbreak?
Does it follow that I can temporarily change an employees' assigned shift and/or assigned work schedule during a disaster or communicable disease outbreak?
If I have to postpone our departmental business because of a disaster or communicable disease outbreak, can I send employees home?
How can I make sure my business operations continue during a disaster or communicable disease outbreak?
Can I allow employees to telecommute or work alternate work schedules in order to continue operations?
What right does a supervisor have to require that an employee report to work during a public health emergency or disaster?
The employees who are directed to report to work might have extraordinary circumstances relating to childcare placement or extra expenses. Can UC assist them?
What financial resources does UC offer to employees facing severe financial hardship?
The following financial resources are available through UC sponsored programs:
- UCSF Emergency Loan Program: The University has established an emergency loan policy in order to assist career employees who have an immediate need for funds as the result of an emergency and are unable to obtain a loan from a credit union or comparable lending institution.
- 403(b) Loan: Participants are eligible to borrow their 403(b) Plan accumulations if they are active UC employees with at least $1,000 in the Plan. Loans are generally granted for a term of five years or less (general-purpose loans). Loans taken to purchase a principal residence can extend for a term of up to 15 years (principal-residence loans). (See '403(b) Summary Plan Description' for more information and contacts.)
- 403(b) Hardship Distribution: Employees may be able to take a hardship distribution on account of an immediate and heavy financial need. To be eligible for a hardship distribution, an employee must have exhausted all other financial resources, including a loan from the 403(b) Plan or any other lending program maintained by UC Retirement Savings Program and a distribution of any money in the DC Plan After-Tax Account. (See '403(b) Summary Plan Description' for more information and contacts.)
- Basic Life and Supplemental Life Living Benefit Option: Under the Living Benefits Option, a terminally ill employee may elect to have a portion of his/her Life Insurance paid out prior to death. This benefit may be used for any purpose. The benefit you receive is 75 percent of Basic Life coverage and if enrolled, 75 percent of Supplement Life coverage for a combined total of up to $250,000 (less a discount fee) and paid to you in a lump sum or in 12 equal monthly installments. The amount that would otherwise be paid to your beneficiaries at death is reduced by this amount. (See 'Life Insurance Plan Booklet' for more information and contacts.)
- If a layoff occurs, UC employees may be entitled to unemployment benefits.
If my department closes for the duration of an emergency, and the employees are sent home, what is their pay status?
Should I tell employees about our emergency response plans?
Do we have the obligation to notice the unions prior to implementing the unit's contingency plan?
One of my employees has a disability -- what should I do to ensure the safety of that person during a disaster or communicable disease outbreak emergency?
What if I or my children are sick or have been exposed to a communicable disease?
What is the leave and employment status of staff that is required to care for sick or injured family members?
Does the FMLA or CFRA entitle an employee to take leave to avoid getting the H1N1 flu?
As a manager, what should I do if a large number of employees in my department are not able to work because they are ill, taking care of family members who are ill, in quarantine, or not otherwise able to get to work?
When can the institution screen employees for symptoms of infectious diseases and who can be screened?
What should I do to support my employees if they are working overseas when a communicable disease outbreak or disaster occurs in their region?
Will UCSF need to report the results of positive screening to public health?
Can UCSF require that employees who were injured, sick, or exposed to communicable disease provide proof of their ability to return to work without risk to others?
Will my health benefits continue if my department closes during a disaster or communicable disease outbreak?
- Paid Leave Benefits Checklist: Paid leave also includes vacation/sick leave and administrative leave approved by the Chancellor.
- Leave Without Pay Benefits Checklist: Non FMLA covered leave without pay.
- Temporary Layoff Benefits Checklist
Will I be eligible for disability benefits during a disaster or communicable disease outbreak?
- What the Disability Plans Cover
- Disability Benefits Claims Procedures
- Disability Factsheet
- Disability Benefits Information for Faculty
If my department is closed during a disaster, could I continue to work?
"Social Distancing" measures will be implemented to minimize the potential for communicable disease exposure. The local authorities could limit large public gatherings, and there could be restrictions placed on use of public transportation. Depending on the extent of the outbreak, and the recommendations of the federal and local authorities, the University might need to curtail non-essential operations.
The Center for Disease Control and Department of Public Health can issue both recommendations and legally-binding requirements. The type of directive may depend on the state of the emergency outbreak. In the event that either is issued during a pandemic flu event, these directions will be evaluated by the UCSF Emergency Operations Center Policy group and a statement will be issued.
Yes. Both Personnel Policy for Staff Members (PPSM) and all of the collective bargaining agreements recognize the University's management right to reassign employees to tasks appropriate for their classification and skill level.
Further, all contracts (except librarians) and PPSM provide for the temporary assignment of duties from a higher or lower level classification. If the assignment is for all or most of the duties of a higher level classification, the threshold for obligatory additional compensation ranges from 14 to 20 consecutive days, depending upon the specific contract.
Please see the appropriate policy section or contract for the classification(s) with which you are working. View policies and collective bargaining agreements for UCSF.
Yes. Both PPSM and all of the collective bargaining agreements recognize the University's management right to temporarily adjust employees' work schedules to meet operational demands. Note: This adjustment may be made on a case-by-case basis depending upon operational considerations. Check with your Labor and Employee Relations Analyst as advance notice of schedule change to the employee may be required.
Yes. If your Department Head, in consultation with University leadership, determines to close all or part of the department's operations based on an emergency, then you have the authority to send employees home. PPSM and most of the collective bargaining agreements recognize that the workplace may be closed due to the "occurrence of emergency situations that adversely affect normal University operations." You should check the appropriate collective bargaining agreement. (See Question #11 regarding pay issues.)
A disaster or communicable disease outbreak will likely result is significant disruption to business operations. In a flu pandemic, for example, up to 50 percent of employees could be absent for two to four weeks at a time. Begin planning now to identify essential business operations that will need to be maintained during an emergency, and establish priorities. Identify and document the processes and functions needed to keep essential business operations functioning, and cross train staff as needed. (See Question #17 regarding business resumption planning.)
Yes. Providing alternative work arrangements, including telecommuting, may be a viable option during this critical period. Please refer to the information and forms about telecommuting.
Management retains the right to schedule work and assign duties to employees that are consistent with the employee's job description. If an employee is unable to report to work as scheduled due to illness or injury, the supervisor may require medical documentation authorizing an absence, consistent with the established departmental practice. Please consult with your Labor and Employee Relations Analyst should you require further clarification.
In a disaster or communicable disease outbreak, it is possible that UCSF childcare operations could be unavailable. A pandemic flu, for example, could easily spread in childcare centers. Currently, there is not a provision for financial assistance for these circumstances. The UCSF Childcare Referral Program provides information and referrals to UC San Francisco staff and faculty regarding family care services. Managers should direct their employees to this unit for assistance: (415) 476-2692.
An employee may be granted administrative leave with pay due to natural or other emergencies for the period of time authorized by the Chancellor or designee. Such authorization will normally be published as a directive to the UCSF Community and made available on the UCSF Human Resources website.
When department operations are curtailed in other circumstances whereby the Chancellor or designee has not authorized administrative leave with pay, employees must use the applicable accrued leave or leave without pay in accordance with curtailment leave as described in policy or contained in provisions of the Collective Bargaining Agreements. To exercise this option, PPSM and the collective bargaining agreements permit employees to choose to use existing balances in vacation, CTO, and PTO credits, or take leave without pay in the event of a curtailment of operations. If an employee does not make a choice, you can place them on leave without pay status.
As a last resort, an Emergency or Temporary Layoff may take place. PPSM and the collective bargaining agreements vary as to procedure. Please contact the Labor and Employee Relations Analyst assigned to your department before taking this step.
Yes. Employees should know what to expect before a public health emergency occurs. In those departments that provide essential services and expect to remain operational, employees will need to know what role they will play and what will be expected of them in such an emergency. Therefore it is prudent planning to include your employees in the development of contingency plans and inform them of the communications plan.
Read more about emergency preparation resources.The majority of the decisions you will make are well within UC's right to manage the workplace under a collective bargaining agreement. We recommend that you do not delay implementation thereby not impeding continued operations. However, we do suggest that you include your Labor and Employee Relations Analyst as these changes are implemented to determine if notice to the union is necessary.
People with disabilities are not generally at increased risk during a disaster or communicable disease outbreak than those without disabilities. Should you believe that there may be a relationship between the pandemic and that employee's inability to perform his/her job duties, you should discuss your concerns with the employee. Engaging in the "interactive process" gives you the opportunity to explore any possible accommodations or available alternatives to allow him/her to perform the essential functions of the position. This process ensures compliance with the American Disabilities Act (ADA). For assistance, you can contact Disability Management Services at the following numbers: Campus: 415-476-2721 and Medical Center: 415-353-4640. Read more about tools and resources.
In a communicable disease outbreak, such as a flu pandemic, it will be important for employees who are sick or who have been exposed, to take precautions to avoid exposing others. Keep emergency supplies and water available at home. The federal government has prepared a checklist for individuals and families to prepare for pandemic flu.
The PPSM and collective bargaining agreements in accordance with federal and state law provide for Family Medical Leave for employees to care for certain family members with a serious illness. Check the applicable contract/policy for eligibility requirements and the use of paid accruals during a family medical leave. In addition to FMLA, the PPSM and collective bargaining agreements also provide for the use of accrued sick leave to care for family members.
No. The FMLA and CFRA entitle 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 the flu would not be protected under the FMLA or CFRA.
It will be important for you to prioritize the work in your area and take care of the high priority work first with the staff you have available, using alternative work arrangements such as telecommuting as needed and using temporary employees to assist with the work. Normal policies regarding sick leave usage, vacation leave usage, and leave of absence will apply.
In protecting the health and safety of all employees, the University has the management discretion to require employees to be screened and provide documentation that they are physically fit to work. Usually this will occur when there has been an indication that some or all of a workgroup has shown symptoms or there has been knowledge of exposure. If the University requires such a screening, the collective bargaining agreements require that the University provide the screening at no cost to the employee.
In a pandemic flu, a screening process would be developed and implemented to screen employees for risk of spreading the flu. UCSF Occupational Health Services would be responsible for faculty and staff screening. Student Health would be responsible for screening students. Employees who are ill or at risk of further spreading disease can be sent home from work. In the event that SF DPH mandates isolation and quarantine processes, the UCSF Emergency Operations Center Policy committee will determine how to apply the mandate at UCSF.
Employees of the UCSF Medical Center should follow existing medical center policy regarding exposure to communicable disease.
Before leaving the US, each employee, faculty, or student working overseas should file an emergency contact plan with their department administrator for use in such circumstances. The manager should contact those working in the affected area and keep them apprised of the latest CDC information and provide instruction regarding the conditions under which they should return. In a pandemic flu, the Center for Disease Control will issue policies and procedures governing travel into and out of areas impacted by pandemic flu - the link for the CDC site is available on the UCSF Risk Management and Insurance Services website (https://www.rmis.ucsf.edu/). All existing policies and benefits will continue to apply to employees working oversees. The Business Travel Accident Insurance (BTA) policy provides medical emergency and evacuation services and other benefits to employees traveling overseas and domestically. The international contact number for this program is 01-713-267-2525. For more information about BTA insurance, please contact UCSF Risk Management Services at (415) 476-2498. Upon returning to the US, staff, faculty, and students who have been in areas affected by pandemic outbreaks should contact the UCSF Occupational Health Services for clearance before returning to work.
The Department of Public Health will determine if reporting requirements are instituted. Positive screening results are reportable by law to the San Francisco Department of Public Health.
Yes, in order to ensure the health and safety of all employees, management has the right to require documentation confirming that the employee is not a risk to others prior to returning to the workplace.
Certain benefits will continue for a specified time frame. Which benefits will continue and the monthly cost you will be required to pay is dependent on the type of leave you take during this interim. Please review the following checklists:
If you are covered by UC's Supplemental and/or Short Term disability benefits, and are under a doctor's direct and continuous care for a condition that prevents you from working for an extended period of time, you should apply for your disability benefits. If approved, you will receive a benefit based on your respective plan's design after completing your waiting period and/or using the required sick leave. Please review the following for additional information:
It is possible that some employees will be reassigned to perform other functions depending on the needs of the University and the qualifications of available staff.