Info for All Employees

COVID-19 Response FAQs

Last updated March 27, 2020

This guide provides information for supervisors and managers regarding the coronavirus pandemic and how it might impact their employees, and what resources are available to help.

This information is based on the current direction from Governor Sisolak and Chancellor Reilly and will be updated as this situation continues to evolve. Please visit the Human Resources webpage for updated information.

While campus continues to operate, UNLV is delivering instruction and many other services remotely and has limited on campus activities to only the essential functions that must be performed on campus. These essential functions include continuing to support students that remain in housing as well as research and other mission critical activities.

Employees whose work cannot be performed remotely and are at-risk, as defined by current CDC guidelines, will be temporarily placed on paid administrative leave. The same guidance applies to employees who do not feel safe coming to campus, who cannot do so because of caretaking responsibilities, or whose roles have been temporarily suspended due to current business operations.

General Guidance

Which employees are being asked to work remotely and why?

The governor has directed employees to work remotely where possible to reduce the spread of COVID-19 by minimizing personal contact while maintaining business continuity.

Managers are expected to transition all academic, administrative faculty, and classified staff who have the ability to perform all essential functions of their job remotely to telecommuting.

The Office of Information Technology (OIT) has resources available to assist employees with remote work. This includes access, equipment or other related needs.

What if the employee’s job duties cannot be performed through telecommuting?

Employees whose job duties cannot be performed remotely and whose functions are considered essential for university operations during this time of limited on campus operations are expected to report to campus to perform their duties if they are able to do so.

How long are employees being asked to work remotely?

The circumstances surrounding COVID-19 are changing rapidly. As a result, UNLV cannot provide information on how long employees will be asked to work remotely.

Should supervisors require that an employee who is requesting sick leave provide a health care provider’s note?

While the practice of requiring documentation from a health care provided is generally required by supervisors in some areas, the CDC recommends that supervisors not require employees who are sick to obtain a note from a health care provider to validate their illness at this time because health care provider offices and medical facilities are extremely busy responding to the pandemic.

If a supervisor suspects abuse of sick leave, he or she should contact Employee Relations to discuss what steps, including requesting a note, may be appropriate.

Which employees will be placed on paid administrative leave?

Employees who are unable to perform their duties remotely and whose responsibilities are not designated as critical for campus operations during this time will be placed on administrative leave.

How do employees that have been placed on paid administrative leave report their time?

A unique leave code has been created to report administrative leave associated with the coronavirus pandemic.

Can employees who do not feel safe coming to campus because of COVID-19 stay at home?

Yes. On March 17, the university received a message from the president indicating employees whose work cannot be performed remotely and who are at-risk, as defined by current CDC guidelines, will be placed on temporary paid administrative leave.

This guidance also applies to employees who do not feel safe coming to campus, who cannot do so because of caretaking responsibilities, or whose roles have been temporarily suspended due to current business operations.

Employees and supervisors should discuss and clarify the appropriate leave status.

Should an employee use sick leave/annual leave to care for their child if their child care center or school has been closed?

No. The current direction from the president is that employees whose work cannot be performed remotely and who are at-risk will be placed on temporary paid administrative leave. The same applies to employees who do not feel safe coming to campus, who cannot do so because of caretaking responsibilities, or whose roles have been temporarily suspended due to current business operations.

Will presidential candidates be on campus next week?

The UNLV President search, the Chancellor search, and the UNR President search have all been postponed and will be rescheduled by the Nevada System of Higher Education. When rescheduled, the new dates will be announced to campus.

Student Employees

Can student employees work remotely?

Yes, students can be assigned to work remotely if they have duties that can be performed through telecommuting.

What if the student job duties cannot be performed through telecommuting?

The current guidance is that students will continue to be paid at their current rate, even if their volume or scope of work may differ from their traditional office work. If the functions cannot be performed remotely, supervisors are encouraged to explore temporary remote work assignments for students at this time.

Does/can Fed work study be applied to students "working from home?

Yes, Federal Work Study students should continue to be paid their wages based on their normal working schedule even if they are working remotely or unable to perform their normal tasks due to the nature of their work.

Protecting Employees and the Workplace

What is the university doing to protect employees?

The university has directed all employees that are able to perform their functions remotely to do so. The campus remains open but only essential onsite services are being provided.

In-person gatherings have been canceled and areas that typically have high traffic are currently closed or have limited access to ensure that social distancing protocols can be managed.

As an additional precautionary measure, heightened cleaning and disinfection practices are being implemented in the limited areas that are in use. Everyone is urged to follow the recommended precautions such as thorough hand washing to prevent the spread of disease, including influenza and coronavirus.

One of my employees appears to be sick but refuses to leave work. What can I do?

Managers should encourage employees to contact the FAST Center or their personal doctor for evaluation.

If there is objective evidence of illness, and a staff employee refuses to leave, a manager or supervisor should seek assistance from Employee Relations to take appropriate action to ensure the employee does not remain in the workplace.

Employees who cannot work remotely but whose functions are not considered essential in the current circumstances should be placed on administrative leave.

Recruitment/Hiring Freeze

Is the offer stage guidance different for internal or grant-funded candidates?

No, all recruitments are on hold unless you previously received approval from Academic Resources to make a verbal offer for units that report to the Provost’s Office by March 16. For all other units, the recruitment must have reached the stage within Workday to have extended a verbal offer by March 16.

Does the recruiting hold apply to the accepted offer letter stage?

Recruitments will not be placed on hold if the finalist accepted an offer in Workday.

Does the hiring hold also apply to Police Officers?

You may proceed with recruitments for police officers without requesting an exception. The Chancellor waived the exemption process for public safety and health positions.

What do we do with classified staff that have accepted the offer to start?

You may proceed with the hire if a verbal offer was made by March 16. Please consult with your senior recruitment specialist.

Classified Employee

Will a Classified staff member with an on-going shift differential be paid the differential even if their shift does not meet the shift differential criteria because the library is temporarily closing early?

Classified employees will continue to receive their shift differential.

During this unprecedented time can a Classified employee perform work not in their class specification and/or can they perform work in the same classification but at a higher level?

LT 2 performs AA work, or LT 2 performs LT 3, or LT performs administrative faculty level work.

Yes, you may submit a request for a reclassification. However, these requests should be only for positions that are essential functions to the university working in a safe and effective manner. These positions will be reviewed at a higher level of scrutiny to ensure compliance with the state of Nevada and well as NSHE.

When Classified employees working remotely run out of work to do because we're now in week 2 or 3. What happens? Do they move to paid administrative leave?

If the supervisor does not have additional work to assign to a classified employee, , the classified employee should be placed on paid administrative leave due to inability to work remotely. Note that supervisors can consider assigning online training sessions – there are many no-cost programs available through various university resources.

Is justification required to move to administrative leave, if our AA runs out of work?

At this time, no justification is needed to move from active to administrative leave as long as the employee meets one of the required specifications listed in the president’s letter, dated March 16, 2020.

What happens if a Classified evaluation is due during this time and we are not able to conduct the evaluation and submit it on time to UNLV HR?

Classified evaluations should still continue as the State has not afforded any extensions and per the Nevada Administrative Code (NAC), classified employees are entitled to an evaluation. Below are steps to assist you in completing evaluations in a timely manner:

  • Initiate a communication with your classified employee, by phone preferably, where you are notifying them that you are going to send a draft of their evaluation for review.
  • Follow up with a phone call or video call to discuss further. If the employee has technological limitations, mail them the documents and then follow up via phone call.
  • Once the phone or video meeting has occurred, send the employee a signed copy from the supervisor. The employee can either:
    • print the evaluation, sign it, scan it, and email it back to the supervisor.
    • print the evaluation, sign it, take a cell phone photo of the evaluation (as long as all of the pages are visible), and text or email it back to the supervisor.
    • send an email or text message, indicating that by way of their communication they are signing the evaluation.
      • If this option is selected, the supervisor will need to save the email to PDF, and append to the appraisal document.
    • mail the employee evaluation, schedule a phone call/meeting to discuss, have the employee mail it back (note, if this option is chosen, please send the mail certified, return receipt requested).

If supervisors or employees have questions or need assistance, they can reach out to their Employee Relations Specialist.

We have few LOB/LOA hires and contract extensions that are needed even with work via telecommute; are these hires & rehires halted till further notice?

You may extend the contract for your LOA appointment. Currently, if the extension was planned and budgeted for this fiscal year, you may extend the contract for Letter of Appointments. The process for requesting LOA extensions must still be followed as noted in Title 4, Chapter 3, Sec. 41.

Can I extend the contract for my Letter of Appointment (LOA)?

Yes, you may extend the contract for your LOA appointment. Currently, if the extension was planned and budgeted for this fiscal year, you may extend the contract for Letter of Appointments. The process for requesting LOA extensions must still be followed as noted in Title 4, Chapter 3, Sec. 41.

Does administrative leave only apply to full time employees?

No, this applies to all hourly and salaried employees who are not able to work remotely.

Compensation & Classification

Is the HR class and comp team still evaluating compensation change increases/promotions that were submitted in the last few weeks in Workday? Or has that been halted as well w/ the freeze?

Equity and promotions for administrative and academic faculty may continue if the costs were planned and budgeted in advance. Please note, that there will be a higher level of review on requests to ensure that the requests are essential to the university operating in a safe and effective manner.

Are we paying all student employees their regular schedule shift even if we don't have any work for them to perform remotely?

Yes, if your student was hired with a set schedule, you should continue entering their time until further notice.

Should the student supervisor be responsible for entering the student employees shifts in Workday or do we expect the student employee to enter the time in Workday and submit the hours to their supervisor?

Supervisors should enter the time based on the number of hours the student has been assigned or the average number of hours they generally worked.

Students should continue to be paid at this time. Additional guidance will be provided in the near future.

Similar to a look back period, use the number of hours worked since January 1 to determine the average number of hours for those students that did not have set schedules.