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DIVISION OF BUSINESS & FINANCIAL AFFAIRS COVID-19 BRIEFING (California State University Channel Islands)

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DIVISION OF BUSINESS & FINANCIAL AFFAIRS
COVID-19 BRIEFING - UPDATE
April 7, 2020
Unit: Human Resources
Prepared by: Nathan Bowden
______________________________________________________
INFORMATION: On March 20, 2020, CSU issued a new administrative leave policy that will
provide 128 hours of administrative leave to employees unable to work for COVID-19 related
reasons. CSU has since updated the policy to allow for 256 hours of leave.
BACKGROUND AND POLICY ISSUE(S):
As we continue to address the new reality of remote work and social distancing, we must
collectively work to limit the gathering of students, faculty and staff as much as possible, while
fulfilling our academic mission.
The Chancellor originally granted use of paid administrative leave up to 128 hours effective
March 23 through December 31, 2020, for employees unable to work for COVID-19 related
reasons. See “Current Update” section for updates to hours granted. For employees who work
less than full-time, the number of hours will be prorated according to the percent of the
appointment. All benefits-eligible employees, academic student employees, and
non-represented student assistants are eligible for this allotment, which can only be used if an
employee is unable to work, on campus or remotely, for certain COVID-19 related reasons.
Those reasons include:
● When an employee is unable to work due to the employee’s own COVID-19-related illness
or the COVID-19-related illness of a family member whom the employee would normally
be allowed to use sick leave for;
● When an employee is unable to work because the employee has been directed by their
healthcare provider or supervisor not to come to the worksite for COVID-19-related
reasons;
● When it is not operationally feasible for the employee to work remotely;
● When an employee is unable to work due to a COVID-19-related school or daycare
closure, and the employee is required to be at home with a child or dependent, and it is
not operationally feasible for the employee to work remotely or in conjunction with the
childcare commitment.
Further details on the use of the leave are included in the policy document linked to below.
1
Subsequent to receiving a technical letter from the CSU Human Resources Office, CSUCI
Human Resources sent a communication on April 1, 2020, to all managers on campus that
summarized the guidance and included a Request for Paid Administrative Leave Form for use by
employees requesting such leave. Employees are required in the form to self-certify that the
request and need for leave is valid.
CURRENT UPDATE: On April 1, 2020, the CSU Human Resources Office issued a new
technical letter announcing the increase of available temporary paid administrative leave hours
from 128 to 256 hours. All other parameters and provisions applicable to the paid administrative
leave remain the same.
CSUCI HR has worked with ITS to develop an electronic form to be used by employees who are
eligible to receive temporary paid administrative leave for COVID-19-related absences. A link to the form
can be found here: https://www.csuci.edu/hr/cpal.htm. Employees will use the “Organ Donor” pay
code to record time in Absence Management until a CPAL code is created by the Chancellor’s
Office.
For those employees who have a chronic medical condition and are medically vulnerable, or 65 years of
age and older, AND are not working remotely, the employees will need to complete an affidavit for special
consideration paid administrative leave that will be sent individually by Human Resources. This form is
attached below.
CSUCI HR has drafted a communication for distribution to all managers on campus that summarizes the
update to the temporary paid administrative leave program, provides a link to the online form to be
completed for administrative leave, and the affidavit needed for special consideration leave. The
communication to managers will be distributed after this update is provided to Cabinet.
SUPPORTING DOCUMENTATION:
● https://csyou.calstate.edu/Policies/HRPolicies/HR2020-04.pdf
● Request For Special Consideration - Temporary Paid Leave Form
2
Employee Name:
Employee ID:
Job Title:
Division/Department:
Classification:
Full-Time: Part-Time:
Exempt: Non-Exempt:
Supervisor Name:
Supervisor’s Email:
Date of Requested Extension (if applicable):
In accordance with Chancellor White’s March 17, 2020 message to employees of the need to telecommute as a safeguard
against the coronavirus, he acknowledged special considerations are to be given to employees age 65 or older and/or who
have a chronic medical condition(s). This form should be completed by employees who are unable to telecommute and who
are age 65 or older and/or who have a chronic medical disease/condition.
PERMISSIBLE USE OF LEAVE
I am unable to work because I have been directed by my appropriate administrator not to come to the worksite and it is not
operationally feasible for me to work remotely and I meet the following Special Consideration(s):
I AM AGE 65 OR OLDER
I
HAVE A CHRONIC MEDICAL CONDITION. [A CHRONIC MEDICAL DISEASE/CONDITION IS BROADLY DEFINED BY THE
CENTER FOR DISEASE CONTROL AND PREVENTION (CDC) AS ONE THAT IS EXPECTED TO LAST 1 YEAR OR MORE,
REQUIRES ONGOING MEDICAL ATTENTION, AND LIMITS THE ACTIVITIES OF DAILY LIVING.]
Request for Dates of Coronavirus Pandemic (COVID-19) Special Consideration - Temporary Paid Leave
Month
Dates Requested
Total Number of Hours Requested
Total Hours:
SIGNED AND AGREED BY:
To the best of my knowledge and belief, I certify that the facts stated are accurate and in full compliance with the intended
use of the Special Consideration –Temporary Paid Leave granted by the Chancellor.
Employee Name: _______________________________ Signature: _______________________________ Date: ________
I
approve the use of Special Consideration – Temporary Paid Leave as indicated above.
Appropriate Administrator Name: ________________________ Signature: ________________________ Date: ________
HR/Academic Personnel Designee Name: ______________________ Signature:_____________________ Date: ________
R
EQUEST FOR
S
PECIAL
C
ONSIDERATION
-
T
EMPORARY
P
AID
L
EAVE
F
ORM
Coronavirus Pandemic (COVID-19)
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Completed 15 August 2020

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