Coronavirus (COVID-19) Academic Personnel Information

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We will keep updating this page to ensure the latest guidance is being provided. 

Highlighted on the left are essential resources available during this public health crisis. 


    COVID-19 Related Advisories and Orders Academic Personnel 

    The following dropdown menus contain COVID-19-related guidance. 

    • Mandatory COVID-19 Reporting Protocol - updated 05/20/20
    • In an effort to maintain a healthy working environment for faculty, staff and students, UC Davis has established a mandatory reporting process regarding COVID-19. You must use the reporting process if: 

      a COVID-19 test has been administered to you, an immediate family member or a UC Davis colleague, or
      a positive COVID-19 diagnosis has been returned to you, an immediate family member, or UC Davis colleague.

      For additional details, including limited exceptions, please go to the Safety Services website on Reporting COVID-19 Tests, Concerns & Confirmed Cases
    • EVCP Hexter and VP Kass - Update on Academic Personnel Issues - updated 03/27/2020
    • On March 27, 2020, Executive Vice Chancellor and Provost Hexter and Vice Provost Kass shared an announcement with Academic Senate regarding Updates on Academic Personnel Issues

      The letter above addresses the following: 
           1. Paid administrative leave
           2. Sabbatical leaves in Spring 2020
           3. Faculty searches in Spring 2020
           4. Advancement (merit, promotion) actions in 2019-2020
           5. Instructional evaluations in Winter and Spring 2020
           6. Research/creative activity/scholarship productivity
           7. Extension of the promotion “clock”
       
    • UCOP - Guidance Regarding COVID-19 Related Leaves and Job Protections - updated 04/27/2020
    •  

      Office of the President has issued guidance regarding COVID-19 related leaves of absence by academic employees, which includes information on the University’s Paid Administrative Leave as well as the Federal Family First Coronavirus Response Act (Emergency Paid Sick Leave Act and the Emergency Family & Medical Leave Expansion Act). The guidance can be found here: https://aadocs.ucdavis.edu/your-resources/academic-personnel-guidance-regarding-covid-19-leaves-and-job-protections.pdf.

      Updated guidance for supervisors regarding the University’s Paid Administrative Leave is available at: https://aadocs.ucdavis.edu/your-resources/ucop_covid-19-leave-guidance-for-supervisors-of-academic-appointees.pdf. Please review these documents carefully and direct any questions to Kelly Anders (kanders@ucdavis.edu), James DiCaprio (jjdicaprio@ucdavis.edu) and Binnie Singh (binsingh@ucdavis.edu). Additional guidance regarding a form and process will be coming soon.

    • Process for Academic Appointees requesting COVID-related Leave updated 04/27/2020
    • An Emergency Paid Administrative Leave Form (EPAL) for Academics or an Emergency Paid Sick Leave (EPSL) and/or Expanded Family & Medical Leave (EFML) form must be attached to all COVID-19 related leave requests submitted via MyInfoVault for documentation purposes and reporting. Please note: The COVID-related leave form will be available in MIV very soon. Until it is ready, the leave of absence may proceed since it is supervisor's authority; however, departments should retain all completed forms until the forms can be routed through MyInfoVault.

      Questions may be directed to the Academic Affairs Academic Personnel teams at apanalysts_blue@ucdavis.edu and apanalysts_gold@ucdavis.edu, or to Director Kelly Anders at kanders@ucdavis.edu.
    • UCOP - COVID-19 Related Guidance for Unit 18 updated 04/02/2020
    • Office of the President has issued COVID-19 related guidance for Unit 18. The guidance is available at: https://aadocs.ucdavis.edu/your-resources/covid-19-related-guidance-for-unit-18.pdf. 
    • UCOP - Charging grants and contracts costs to Federal sponsored awards during COVID-19 updated 03/24/2020
    • On March 24, 2020, from UCOP Interim EVP-CFO Paul Jenny regarding charging grants and contracts costs to Federal sponsored awards during COVID-19. This letter provides the current UC guidance regarding sponsored awards as we wait for federal agencies to issue guidance during this COVID-19 crisis. As stated, 

      OMB
            - "OMB has issued two Memos to the federal agencies: First Memo M-20-11 directing
             federal agencies to implement flexibilities initially for COVID-related activities; and a
             follow up Memo M20-17, directing agencies to provide additional flexibility to
             recipients affected by the loss of operational capacity and increased costs due to the
             COVID-19 crisis.
           - "These two OMB Memorandums in general provide short term relief for administrative,
             financial management, and audit requirements under 2 CFR Part 200, Uniform
             Administrative Requirements, Cost principles and Audit Requirements for Federal
             Awards, without compromising​​ Federal financial assistance accountability requirements.
             It also reminds agencies of their existing flexibility to issue exceptions on a case-by-case
             basis in accordance with 2 CFR § 200.102, Exceptions.

      NIH and NSF
           - "NIH and NSF have issued their guidance implementing the expanded flexibilities in the
             area of proposal submissions, travel costs and salary expenses authorized by OMB. 
           - NIH – https://grants.nih.gov/grants/guide/notice-files/NOT-OD-20-086.html
           - NSF – https://www.nsf.gov/bfa/dias/policy/covid19/covid19_nsfombimplementation.pdf 

      "We expect all federal awarding agencies adopt policies and release guidance that are uniform and consistent in providing additional administrative flexibility in light of the COVID-19 pandemic.

      "At this time, campuses should continue to charge salaries, stipends, and benefits to currently active awards consistent with the UC policy of paying salaries from all funding sources, federal and nonfederal. Likewise costs related to the cancellation of events, travel, or other authorized activities due to the COVID-19 crisis, may charge these costs to their award if they would have otherwise been allowable. Please ensure appropriate records and cost documentation are maintained to substantiate the charging of any cancellation or other fees related to interruption of operations or services.

      "Recently President Napolitano announced all employees are eligible to receive a one-time allotment of up to 128 hours of paid administrative leave in recognition of the extraordinary demands staff and their family members are facing as a result of the impacts of the coronavirus on the UC community. This employee benefit is an allowable cost could be charged to federal grants and contracts consistent with other employee benefits." 

      Please be sure to connect with your sponsor regarding any flexibility afforded in grants and contracts. 

     

    Advisories and Orders