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. 

    • UCOP EVP and Provost Michael Brown - Temporary Exception to APM-710 Sick Leave and Paid Medical Leave for COVID-19 - 09/10/2020 
    • Vice Provost Kass shared the following announcement with all Dean's offices upon receipt of UC Provost Brown's September 10, 2020 notice.  

      This temporary exception to policy is effective immediately through December 31, 2020, applies only to those appointees covered under APM 710, as follows:
       


      All other provisions of APM 710, including eligibility criteria, remain in effect. 

      Use of APM 710 under the above exceptions do not affect eligibility for the other leaves available for COVID-19-related reasons, including Emergency Paid Sick Leave (EPSL) or Emergency Family and Medical Leave (EFML) granted under the Families First Coronavirus Relief Act (FFCRA), or Expanded Paid Administrative Leave (EPAL) provided by University policy. These leaves may be taken before or after any accrued sick leave or paid medical leave. Information about these leaves is available here.

      Requests to use these exceptions should be processed similarly to our other leave requests through MIV; however, the leave request must specifically delineate one of the two exceptional reasons listed above and must be accompanied by a completed APM 710 Temporary Exception Request Form available here. Additionally, although a leave form needs to be submitted for these exception requests, these are not true leaves. These leave forms will reflect the amount the faculty member’s leave bank is being assessed for the course release. Faculty who are approved for this exception are still required to fulfill their remaining faculty duties, i.e., other teaching (if teaching more than one course), advising students, research, service, etc. NOTE: These exceptions are not for the appointee’s own health needs, so no medical documentation is required. Both the dean’s offices and Academic Affairs will need to carefully track APM 710 usage for these purposes so faculty using these provisions are aware of their remaining APM 710 balance beginning January 2021, which will also be outlined in the final approved Request Form.

      In addition, the temporary exceptions to APM 710-20 and APM 710-11 do not extend to faculty covered by the Health Sciences Compensation Plan (HSCP), as APM 710-20 and APM 710-11 specifically excludes HSCP faculty.  At this time, no exception has been made to APM-670 (HSCP), which describes the paid medical leave available to HSCP faculty. 

      Please contact Academic Affairs for any questions. 

    • EVCP Croughan and Academic Senate Chair Lagattuta - Instructional Plans for Fall - 07/17/2020
    • A letter was emailed to all Academic Senate members, Academic Federation members, and graduate students by Provost and Executive Vice Chancellor Mary Crougan and Academic Senate Chair Kristin Lagatutta, titled Instructional plans for Fall; updates on Academic Senate policies and faculty personnel processes

      The following guidance has been outlined in the letter: 
      • All classes with enrollments greater than or equal to 50 students will be remote.
      • For classes with fewer than 50 students, in-person instruction may be possible. The decision to hold an in-person class will be decided by the Instructor of Record in coordination with department chairs and deans, followed by committee review and approval by the Provost. When feasible, this in-person instruction will take place outdoors under tents, with necessary AV and audio equipment, physical distancing of six feet, and all participants required to wear masks. Of course, this outside classroom approach is neither practical nor feasible for some courses, so it will not be the only option for in-person course delivery. We hope to have other options available for offering laboratory-based, studio-based, and equipment-based instruction to meet both safety and educational needs.
      • We are currently working with the schools and colleges to determine which courses will, for pedagogical or other reasons, be offered in person, the appropriate location, and the necessary resources. Finalizing the list of specific courses that will be taught in person will enable us to provide essential information to students and augment our preparations.
      • We are also in the process of determining what resources faculty need to be most successful in both in-person and remote teaching. For example, some faculty may require improved Wi-Fi, specialized equipment, or additional Teaching Assistants. We have analyzed initial data submitted by department chairs in June and will be soliciting further input.

      Ensuring equitable opportunity and promoting success for all students
      • For remote courses, we request that faculty be mindful of the varied circumstances that your students will be facing and make reasonable adjustments to your syllabi and teaching methodologies to address them. For example, students may be in very different time zones, lack quiet study space, have to support family members financially or in other ways, or lack sufficient internet or technological access. You can gain insight into the student perspective by viewing preliminary results from UC Davis Know Your Students as well as a summary of key findings from UC systemwide surveys assessing faculty and student views on remote learning during Winter/Spring 2020.
      • We hope that in your roles as teachers and mentors, you remain especially mindful of UC Davis’ Principles of Community and our responsibility to give all of our students every opportunity to succeed, excel, and thrive. We encourage you to implement, as appropriate, such measures as recording lectures and discussion sections (to permit students to view these materials, if needed, at a different time), flexible testing and assessment modalities, and practices that promote an inclusive learning environment. Information on these and other tools to facilitate effective remote instruction are available here.
      • During Spring and Summer, the Academic Senate implemented many emergency policies intended to mitigate the impact of this extraordinary moment on student learning and academic progress and will be considering which flexibilities and policy exemptions to extend into Fall. Additional information can be found here. Adjustments to academic personnel processes As previously reported, UC Davis adjusted academic personnel processes, including “stop the clock” tenure/security of employment extensions, in response to the significant disruptions the pandemic has had on teaching, research, and service. Information on these adjustments for Academic Senate members is available here and for Federation members here (see also previous letter from the Academic Senate Committee on Academic Personnel as well as the systemwide Academic Council letter on Mitigating Negative COVID-19 Impacts). In addition, in May 2020 UC Provost and Executive Vice President for Academic Affairs Brown announced that he would review favorably any exceptional requests for a third, one-year extension of the tenure clock. Please do not hesitate to contact either if you have questions, suggestions, or concerns. 
    • Mandatory COVID-19 Reporting Protocol - updated 05/20/2020
    • 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 Kimberly DeLaughder (kdelaughder@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 team at vpaa_apteam@ucdavis.edu, or to Interim Director Kimberly DeLaughder at kdelaughder@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