Info for All Employees

Resuming On-Campus Operations

UNLV’s reopening strategy is designed to promote the safety and well-being of faculty, staff, and students. Protocols are based on recommendations set forth by the Centers for Disease Control and Prevention (CDC), the Southern Nevada Health District (SNHD), the State of Nevada, and other agencies.

Self-Assessment

Prior to leaving home each day, all employees must take their temperature and complete the COVID-19 assessment through the RebelSAFE App or the CDC’s Self Checker.

COVID-19 Response Policy and Guidelines

All UNLV employees are responsible for reading and adhering to the UNLV COVID-19 Response Policy and its accompanying guidelines. These documents explain the expectations of managers / supervisors, employees, and the university as we resume on-campus operations during the COVID-19 pandemic.

UNLV requires all employees to wear face coverings in public places and settings where social distancing is difficult to maintain.

UNLV COVID-19 Response Policy Employee Guidelines Manager Guidelines 

Request for Accommodation During COVID-19

Administrative faculty, letter of appointment (LOA) employees, librarians-academic faculty, classified staff, temporary employees, graduate assistants, and student employees who meet the below criteria should complete this Request for Accommodation During COVID-19 Form to continue working remotely or extend their administrative leave. Temporary employees, graduate assistants, and student employees are not eligible for administrative leave.

Criteria:
  • Employee is a person who needs to take extra precautions, as defined by the Centers for Disease Control and Prevention (CDC)
  • Employee is caring for a family member who is a person who needs to take extra precautions, as defined by the CDC
  • Employee is experiencing child / adult care challenges due to COVID-19

If you do not meet the criteria outlined in the form and wish to continue remote work, speak with your manager/supervisor to discuss your options.

More Info About Requesting an Accommodation Request for Accommodation During COVID-19 Form

COVID-19 Response

The university continues to monitor local, national, and worldwide news related to the coronavirus (COVID-19) pandemic. We encourage employees to reference the following information and resources regularly. This content is frequently updated to align with the most recent guidance issued by Governor Sisolak and Chancellor Reilly.

Frequently Asked Questions

Last updated July 2, 2020

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?

At this time, 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.

Administrative faculty, letter of appointment (LOA) employees, librarians-academic faculty, classified staff, temporary employees, graduate assistants, and student employees who meet the below criteria should complete thisRequest for Accommodation During COVID-19 Form to continue working remotely or extend their administrative leave. Temporary employees, graduate assistants, and student employees are not eligible for administrative leave.

Criteria:

  • Employee is a person who needs to take extra precautions, as defined by the Centers for Disease Control and Prevention (CDC)
  • Employee is caring for a family member who is a person who needs to take extra precautions, as defined by the CDC
  • Employee is experiencing child / adult care challenges due to COVID-19

If employees do not meet the criteria outlined in the form and wish to continue remote work, they would need to speak with their manager/supervisor to discuss their options.

How long are employees being asked to work remotely?

Employees will continue to work remotely until it is required by UNLV and/or their supervisor that they return to work on campus. Please see steps 1 & 2 of the UNLV return to work plan in Resuming On-Campus Operations.

If an employee is in a CDC high risk group, they, more than likely, will not be asked to return to work on campus until Governor Sisolak has lifted the shelter-in-place order for those who are in a high-risk category.

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?

No. As a supervisor, consider having a conversation with this employee about all of the precautions being taken at UNLV to protect all on campus to see if that helps them feel safer about returning to work on campus. You may also consider allowing that employee to continue to work remotely if they can continue to be productive and have your permission.

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

If an employee is in a CDC high risk group, they, more than likely, will not be asked to return to work on campus until Governor Sisolak has lifted the shelter-in-place order for those who are in a high-risk category.

When will the presidential search resume?

The UNLV Presidential search has resumed. Finalists will be interviewed in July.

Working and Managing During COVID-19

Where can I get further guidance on managing during COVID-19?

COVID-19 has led to additional workload or changing priorities/projects making me feel anxiety and stress. What should I do?

During this time of crisis, it is understandable to feel pressured or overwhelmed. If you believe additional workload is impacting your well-being, please reach out to your supervisor to have an honest conversation. Discuss the challenges you are facing and ask for feedback on how your supervisor can partner with you in alleviating some of the pressure. Ask questions if he/she can assist you in determining what items should be prioritized or what projects need further collaboration.

Health and Wellness are extremely important in our lives. Human Resources has shared helpful virtual resources for managing stress and mindfulness while working remotely: You and Working Remotely: HR Resources.

I’m having trouble managing my job duties while working remotely at home. What should I do?

Having a work/life balance is important to our well-being.  Adjustments may be necessary and pre-planning your daily activities may be of great benefit. Each employee has unique circumstances and must find an ideal balance that only can be self-imposed. Refer to Human Resources “Work/Life Balance” resources for helpful tips.

My responsibilities have drastically reduced. What should I do?

Please consult with your supervisor, there may be special projects your department may need assistance with.

How do I keep my employee’s productive while working remotely?

As many of the University’s employees are working remotely, maintaining high levels of engagement and productivity can be challenging.  Learn more regarding keeping employees engaged and productive through the crisis by referring to this helpful video resource.

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.

Please also see the UNLV COVID-19 Response Policy and related Manager Guidelines and Employee Guidelines for more information about campus response to keep us all safe.

Do I have to complete the training "Returning Safely to Campus"?

Before returning to on-campus work, all employees and volunteers are required to complete the Returning Safely to Campus Training and five-question quiz. The training includes face covering requirements, cleaning and hygiene practices, visitor guidelines, and what to do if you are sick.

To take the training:

  • Log into WebCampus with your ACE ID and password. 
  • After viewing the training slideshow, answer all questions correctly on the five-question quiz. You can retake the quiz if needed. 
  • Employees may complete the training as soon as they are able. They do not have to wait until just before they return to campus. 
  • Employees who have already returned to on-campus work must complete this training within three (3) business days.

Do I have to self-monitor for COVID-19?

Faculty and staff who will be on campus are required to self-monitor for symptoms of COVID-19 prior to coming to work. Before coming to campus, employees must take their temperature and self-screen through answering a series of questions as recommended by the Southern Nevada Health District.

You may utilize the RebelSAFE Mobile App COVID-19 Assessment Tool to assist with self-monitoring. If you do not currently have the RebelSAFE mobile app, click on the instructions to download. If you already have the app, you will need to refresh the settings in order to access the tool.

If you respond yes to one or more of the screening questions or exhibit other symptoms noted by the CDC, inform your supervisor that you need to work remotely or record COVID-19-related administrative leave. Do not return to work until either a healthcare professional has approved your return to work or you have followed the proper CDC protocols under How to discontinue home isolation. For additional guidance, see the What to Do If I Am Sick section of these guidelines.

If someone in your household has COVID-19 symptoms, inform your supervisor that you may need to work remotely or record COVID-19-related administrative leave, and refer to the CDC guidance regarding what to do if someone in your house is sick.

Do I have to wear a face covering upon returning to work?

UNLV requires the use of cloth face coverings as recommended by the CDC in settings where social distancing measures are difficult to maintain. The CDC also provides guidance on how to properly wear a cloth face covering.

Employees are required to wear face coverings even if they do not have symptoms to help slow the spread of COVID-19. Individuals may have been exposed to and could transmit COVID-19 to others even if they do not feel sick. UNLV will supply two cloth face coverings to all employees.

The cloth face coverings recommended by the CDC are not surgical masks or N-95 respirators. Those are critical supplies that must continue to be reserved for healthcare workers and other medical first responders. Note that face coverings are not a substitute for social distancing.

Time Off Benefits

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.

What do I do if I am sick?

If you are sick with COVID-19 or think you may have COVID-19, please follow the CDC's guidelines.

You may return to work only after you have met the CDC’s guidelines on How to Discontinue Home Isolation.

What do I do if a household member has COVID-19 symptoms?

If someone in your household has COVID-19 symptoms, inform your supervisor that you may need to work remotely or record COVID-19-related administrative leave, and refer to the CDC guidance regarding what to do if someone in your house is sick.

Will I continue to receive pay if I need to quarantine or self-isolate myself or to care for a household member who is in quarantine or self-isolation?

Yes. Inform your supervisor that you need to work remotely or submit administrative leave with pay related to COVID-19. Do not return to work until either a health care professional has approved your return to work or you have followed the proper CDC protocols under How to discontinue home isolation. For your household member, refer to the CDC guidance regarding what to do if someone in your house is sick.

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

No. This employee should complete the Request for Accommodations due to COVID-19 Form in order to be able to continue to work remotely or continue on administrative leave with pay.

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

No. 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.

Recruitment/Hiring Freeze

When will campus interviews resume?

Timeframe to resume campus interviews has not yet been established. All travel has been suspended. Virtual interviews will continue to replace campus interviews until further notice. Approval for virtual interviews is still required, please contact your Primary Recruiter for more information.

Must I use Webex for phone or finalist interviews?

No, you may use whatever tool you prefer however the Office of Information Technology (OIT) provides user guides and technical support when using Webex.

When will the hiring freeze be lifted?

It is unknown when the hiring freeze will be lifted.

Is there any guidance on how to conduct virtual interviews?

The Office of Human Resources has developed a Guide to Virtual Interviews to assist in conducting virtual interviews.

How do we expose candidates to campus culture virtually?

Since campus interviews/tours are currently suspended, the following links can be shared with candidates who would like to learn about the culture at UNLV.

Is approval required for final round or virtual interviews even though candidates are not coming to campus?

Yes, approvals are required for final round of virtual interviews with the pool of finalists.

What is meant by virtual interviews?

Virtual interviews are conducted through a web conferencing tool, such as Zoom or Webex.

Do I need approval to conduct phone interviews?

No, approval is not needed for initial round of interviews.

What are the initial round of interviews?

The initial interviews with the selected candidate pool conducted either by phone or virtually.

Compensation & Classification

Given budget cuts and the hiring freeze, how are budget issues impacting compensation related requests?

Given current budget constraints, managers will need to be judicious in handling all fiscal expenses including those associated with additional compensation for employees. Requests will need to include explanation and how request is critical/essential to business operations.

My supervisor has assigned me additional responsibilities, am I eligible to receive additional compensation?

It depends on the nature of the assignment(s). Given these unprecedented times, COVID has changed many business operations at the University. To meet such fluctuating changes, supervisors and managers may ask employees to assume additional responsibilities to meet business operational needs. If an employee has assumed additional higher level responsibilities outside the scope of their regular duties, while continuing to carry out the full scope of their current responsibilities, the employee may be eligible for a stipend for a limited duration.

LOB/LOA Employees

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?

Approval to hire a new Letter of Appointment would need to be requested through the process implemented by Academic Resources, either through your Dean/Director to the VP of your area to the President and the Chancellor.  Currently a Letter of Appointment can be initiated for former Graduate Assistants for the summer without additional approvals.

Graduate Assistants can receive a Letter of Appointments for the summer without special approval.

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.

Classified Employee

I am working extra hours. Am I eligible to receive extra compensation?

As a state classified employee, you are considered overtime eligible (non-exempt). Therefore, you are eligible for overtime pay for any hours worked in excess of 40 hours in a week. However, all overtime MUST be pre-approved or requested by your supervisor. Additionally, some classified employees may have agreed to earn compensatory time off, up to 120 hours, in lieu of cash payment. Please consult with your supervisor.

I worked more than 40 hours in a week while working remotely. Am I eligible to receive overtime pay?

Any request for working overtime must be pre-approved or requested by your supervisor. In the event that you work an excess of 40 hrs. in a week, either remotely or in your normal workspace or setting, you are eligible to receive overtime. Please consult with your supervisor on your schedule arrangement.

I currently have an on-going shift differential; however, I’m working remotely and/or my department is closing early. Am I eligible to continue receiving shift differential pay?

Currently, classified employees will continue to receive shift differential.

I’ve assigned higher level responsibilities to a Classified employee on a permanent basis? Is it possible to request a reclassification?

There must be a significant change in job duties and responsibilities which alters the basic purpose of the position to the degree that the significant changes no longer meets the class to which it is assigned, per Nevada Administrative Code (NAC) 284.126. Given current budgetary constraints, managers should be judicious in assigning duties outside the scope of an employee’s current classification. Consider absorbing those duties or assigning to other employees.

How do I report overtime in Workday during COVID-19?

Please follow the “Time Tracking for Coronavirus” job aid (page 2) to enter time in Workday. You will need to enter time according to your pay period as “overtime-daily” with an “AC” worktag.

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.

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.

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.

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?

As of 5/16/2020, students who cannot work remotely should not be paid.

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.

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

As of 5/16/2020, students who cannot work remotely should not be paid.

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?

If the student is working remotely, they can enter their time directly into Workday.

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.

Unless the student is able to work remotely, time should no longer be entered for pay.