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COVID-19 Related Advisories and Orders Academic Personnel
The following dropdown menus contain COVID-19-related guidance.
- 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 - COVID-19 (Coronavirus)-Related Leave for Academic Appointees - updated 03/26/2020
Office of the President has issued guidance regarding COVID-19 related administrative leave use by academic employees. The guidance for supervisors is available at: https://aadocs.ucdavis.edu/your-resources/ucop_covid-19-leave-guidance-for-supervisors-of-academic-appointees.pdf. As indicated in the guidance, Paid Administrative Leave may be taken only when at least one of the following circumstances are met:
1). When an employee is unable to work due to the employee’s own COVID-19-related
illness or that of a family member; or
2). When an employee is unable to work because the employee has been directed not
to come to the worksite for COVID-19-related reasons and/or the worksite has
implemented a COVID-19-related remote-work program or is under a shelter in
place order and it is not operationally feasible for the employee to work remotely; or
3). When an employee is unable to work because a COVID-19-related school or daycare
closure requires the employee 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
If an employee themselves is ill or is caring for an ill family member, medical and sick leave under applicable APM and collective bargaining agreements is also available in addition to the administrative leave program.
Administrative leave should only be requested when the employee is unable to perform any work. Alternate duties may be assigned and reasonable flexibility should be applied given the ever-changing situation. Employees should consult with their supervisor or department chair regarding appropriate alternate duties.
President Napolitano has stated that the use of paid administrative leave must not adversely affect the delivery of essential university services. Delivery of instruction and UC Health clinical services are essential university service and thus every effort must be made to ensure its continuation. The campus is working diligently to facilitate remote instruction. Additional information is available on the Academic Senate website.
Office of the President has allowed an extension of APM and collective bargaining agreement leave policy to allow leave that is normally available only for one’s own illness to also be used to care for an ill family member or in cases where remote work is not operationally feasible and the employee is directed or is under a public order not to come to work. In other words, medical or sick leave may be available for use in circumstances beyond the stated policy. This extension of policy is in effect during the dates outlined in President Napolitano’s March 16, 2020 Executive Order.
- Process for Academic Appointees requesting emergency administrative leave during the Executive Order - updated 03/26/2020
- An Emergency Administrative Leave Form for Academics must be attached to all COVID-19 related leave requests submitted via MyInfoVault.
Requests for emergency administrative leave under #1 above due to employee’s own illness or to care for an ill family member.
Administrative leave under #1 above, for any non-student academic employee, must be submitted via the Leave Request form in MyInfoVault. The employee should select either “Personal Illness” or “Family Medical” and the department should then select “Employee’s Serious Health Condition” or “Family Serious Health Condition” as the leave type, and in the comments section indicate that the leave is being requested under the COVID-19 Administrative Leave provisions. Effective dates and other relevant information must also be included. The request will route to the appropriate parties for endorsement and approval (https://aadocs.ucdavis.edu/policies/leaves/leave-approval-chart.pdf). The employee will be contacted by the department and/or service channel leave administrator to assure FML designations are in place, if applicable, and to coordinate administrative leave and other applicable medical or personal leave as prescribed by the APM and/or collective bargaining agreement. Following approval, please review the Delegation of Authority for Leaves of Absence to determine if the leave needs to be entered into UCPath.
Requests for emergency administrative leave under #2 or #3 above
Non-instructional titles: Researcher, Project Scientist, Specialist, Academic Coordinator
Employees considering applying for administrative leave under #2 or #3 above should consult with their supervisor or department chair. If administrative leave is exhausted, the employee may be eligible to use accrued vacation or sick leave.
Instructional titles: Senate Faculty, Lecturers, Visiting or Adjunct Professors
Employees considering applying for administrative leave under #2 or #3 above should consult with their department chair. Because the President has designated the delivery of instruction and clinical services as essential university services, the faculty member and department must make every effort to accommodate the continuation of these services. Review of the Academic Senate website and the Keep Teaching website is strongly encouraged.
Leave requests must be submitted via the Leave Request form in MyInfoVault. The employee should select “Other” and the department should then select “Personal Leave” as the leave type, and in the comments section indicate that the leave is being requested under the COVID-19 Administrative Leave provisions. Effective dates and other relevant information must also be included. The request will route to the appropriate parties for endorsement and approval (https://aadocs.ucdavis.edu/policies/leaves/leave-approval-chart.pdf). Following approval, please review the Delegation of Authority for Leaves of Absence to determine if the leave needs to be entered into UCPath.
Questions may be directed to the Academic Affairs Academic Personnel teams at firstname.lastname@example.org and email@example.com, or to Director Kelly Anders at firstname.lastname@example.org.
- 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 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
- "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
- 03-31-2020 - Academic Personnel and Programs
COVID-19 Related Guidance for Unit 18
- 03-27-2020 - EVCP Hexter and VP Kass - To Academic Senate and Academic Federation
Update on Academic Personnel Issues
- 03-26-2020 (3rd Issuance) - UCOP
COVID-19 Related Leave for Academic Appointments: Guidance for Supervisors
- 03-17-2020 - EVCP Hexter and VP Kass - Advisory to Deans
Faculty Search Interviews - COVID-19
- 03-16-2020 - UCOP - President Napolitano
Executive Order Regarding Paid Administrative Leave