Academic Division Employee HR Info Related to COVID-19

Last updated October 29, 2020 at 5:04 PM

Academic Division Employee HR Info Related to COVID-19

This page provides HR related information for employees including University announcements regarding COVID-19 and the modified status, and a range of resources to help deal with the current situation. See additional resources in the right sidebar.

Academic Employee Information on UVA Financial Mitigation Steps

UVA HR has created a single webpage for employees containing information on the current financial mitigation steps being taken such as furlough, salary reductions, leave options, and more. These resources are available in one location for your convenience on the Financial Mitigation webpage below. 

Financial Mitigation Steps Webpage


This section contains new news for employees. Please check back frequently.

  • Staff Town Hall Discusses Return to Work

    Thank you to those who participated in the Staff Town Hall on June 10, 2020. We hope that you found the information shared by UVA leaders to be helpful, and we look forward to more conversations of importance to you and our UVA community.

    The feedback and questions you provided during the meeting will directly inform ongoing work and will also help us communicate more effectively. We were not able to answer all questions during the Town Hall call, but we will share them with Staff Senate and University leaders for consideration and we will provide responses and information you requested. We will also forward the questions related to School of Medicine and UVA Health to their leadership for follow-up.

    If you were not able to join the call, we have provided a video recording here.

  • VA Executive Order Phase Two - What it means for the Academic Division

    Below is the communication sent to ACD employees on June 5 regarding Governor Northam's announcement of Phase Two of the Forward Virginia plan, and how it applies to UVA operations. 

    To Academic Division Employees,

    Governor Ralph Northam has signed Executive Order 65, which presents Phase Two of the “Forward Virginia” plan to ease public health restrictions while continuing to contain the spread of COVID-19. Most of Virginia is expected to enter Phase Two on Friday, June 5, 2020, as key statewide health metrics continue to show positive signs.

    Under Phase Two, the Commonwealth will continue with current recommendations for social distancing and teleworking and will also require individuals to wear face coverings in indoor public settings. The maximum number of individuals permitted in a social gathering will increase from 10 to 50 people.

    What does this Executive Order mean for the University?  

    Most of us will continue to work remotely until further notice. However, as the University prepares for Fall 2020 and begins to ramp up research operations over the summer, this order allows us to bring some employees back into the workplace, after a discussion with their manager. Initially, smaller numbers may return to the workplace. However, as we approach the fall term when students will return to Grounds, a greater number of employees will be allowed to return to the workplace. The University will adhere to Phase Two guidelines, including social gathering maximums and wearing face coverings, until amended or rescinded by the Governor’s office. 

    Our primary goal is to keep everyone healthy and safe. With this in mind, guidelines for returning to work on Grounds are being developed by cross-functional teams who are consulting with University departments and schools. These guidelines will be shared later this month with the UVA community, as well as with managers and department heads across Grounds. They will be used to guide the development of return-to-work plans in our schools, departments, and various units.

    You can view the full Phase Two guidelines for specific sectors.  Additionally, answers to many frequently asked questions about Executive Order 65 are available on the Forward Virginia Guidelines website.

    Thank you for all that you are doing to support the work of the University of Virginia. 

    Kelley Stuck
    Vice President and Chief Human Resources Officer


  • New UVA Face Covering Policy - Academic Division

    Please see the new UVA face covering policy for faculty, staff and students located in the Additional Resources box on the right side of the page. It explains when, where and how face coverings should be worn while on Grounds. 


    With continued uncertainty about the duration of the COVID-19 pandemic, UVA is transitioning the back-up care program to meet changing needs of employees. The Bright Horizons® Crisis Care $100 reimbursement will no longer remain in place after June 15, 2020. UVA will transition to the regular back-up care options with Bright Horizons where you can continue to request back-up care through their network at While reimbursement for Crisis Care will be ending, the supports that were put in place will not. You will still have access to Additional Family Services through Bright Horizons which provides access to care through SitterCity. Additional information can be found on the HR Back-up Care website.

  • Emergency Admin Leave no longer available as of July 1

    Pay continuity, meaning pay to employees who are unable to work (either remotely or in person), will no longer be available beginning July 1 for Academic Division employees, (EAL ended for School of Medicine on May 25). This means that Emergency Administrative Leave (EAL) is no longer available as a leave type. Please see the FAQs on the Managing Leave page regarding EAL, and information about next steps if you are currently using EAL. 

  • New Managing Leave webpage

    Several new leave types have been introduced to support employees during the coronavirus. This new page explains all leave types that apply, who they apply to, how to use them, various scenarios that might trigger access to one or more of the leave types, and how to record the absence in the various timekeeping systems.

    Please visit the Managing Leave During the Coronavirus webpage.

  • Performance Appraisal Deadline Extended - Academic Division

    Regarding Performance Management, UVA HR is extending the CY19 Academic and Darden Year-End Appraisal deadline to June 30, 2020.

  • Hoos Well Offers Free Access to Wellbeats - On-Demand Fitness and Nutrition Classes

    Hoos Well is working to compile a list of virtual resources to help you stay healthy! In the meantime, we’re excited to offer free access to Wellbeats. Wellbeats offers on-demand fitness and nutrition classes, mindfulness resources, and more.

    To sign up:

    1. Download the Wellbeats App or visit the website portal:
    2. Select "Register via Code."
    3. Enter your invitation code: e448293d.
    4. Complete the registration instructions. Leave "Facility" blank.
    5. Play a fitness class and enjoy!
    Wellbeats Flyer
  • Retirement Planning Sessions Go Virtual

    All in-person retirement planning sessions with TIAA, Fidelity, ICMA and VRS that were scheduled for UVA offices have been canceled or rescheduled to virtual meetings. This includes UPG employee meetings with TIAA. You will be contacted by the appropriate vendor retirement consultant with more information. Future appointments are still available through the signup links below and will be held virtually until further notice.


  • Find Your Designated vs. Non-Designated Status

    Academic Division employees, your emergency event status designation is visible in Workday:

    • Navigate to Workday > Personal Information > View "About Me"
    • In the "Job Details" area on the right side of the page, click on your "Position"
    • In the "Additional Information" on the right side of the page, your "Additional Job Classifications" will show your emergency event status (designated or non-designated)

    Managers can change designations in Workday by doing a "Change Job" and editing the details tab.

    Medical Center employees can find your designation status by referring to Policy 510.

  • Information Regarding Impact on Finances, Stocks, and Your Retirement

    Here is a list of information provided by our vendors and partners:

    "Five Steps to Protect Yourself Financially from the Impact of the Coronavirus"
    It is important to focus on what you can control during this time of uncertainty. This webinar will give you tangible steps to help guide yourself financially during this time of crisis. 
    Register for this pre-recorded webinar from the State Employee Financial Wellness Program




    As authorized by federal CARES Act legislation, loans and in-service withdrawals from the UVA 403(b) Tax Deferred Annuity plan will be permitted for COVID-19 related reasons. Hardship withdrawals, in-service withdrawals over age 59½,  and loans also remain available from the plan for non-COVID-19 related reasons. To initiate a loan or withdrawal, contact your account provider (TIAA and/or Fidelity Investments) directly. No UVA authorization is required. Loans and withdrawals are not available from the UVA Optional Retirement Plan, the UVA Cash Match Plan, or the Virginia Retirement System Defined Benefit Plans (VRS Plans 1 & 2, VaLORS Plans 1 & 2).For information about in-service withdrawals from the Commonwealth of Virginia 457 Deferred Compensation Plan (DCP), the Virginia 401(a) Cash Match Plan, and/or the VRS Hybrid 457, contact VRS Defined Contribution Plans customer service at 1-877-327-5261.


  • Ensure your personal information is up to date in Workday

    It is very important to make sure your personal information, especially contact information during emergencies, is current in Workday.

    In Workday, click on the Personal Information icon. For assistance, see the Contact Change job aid.

  • Sign up for Direct Deposit

    If you have not already done so, please sign up for direct deposit so you don't need to pick up your check in person. For instructions on how to manage your payroll elections in Workday, see this UVA Payroll website or the Direct Deposit and Payroll Elections Job Aid

  • Determining employee emergency event status

    Academic Division employees' emergency event status designation is visible in Workday by following the directions below. However, this is your current status, your manager may change it based on the University needs during the current COVID-19 emergency situation. 

    • Navigate to Workday > Personal Information > View "About Me"
    • In the "Job Details" area on the right side of the page, click on your "Position"
    • In the "Additional Information" on the right side of the page, your "Additional Job Classifications" will show your emergency event status (designated or non-designated)
  • Remote Onboarding Guides

    Click here for a list of pdf guides to assist with remote onboarding. 

  • Anti-Discrimination Provisions in the new Emergency Temporary Standard

    The University with UVA Health specifically endorses the anti-discrimination provisions in 16 VAC 25-220, Emergency Temporary Standard (“ETS”), Infectious Disease Prevention: SARS-CoV-2 Virus that causes COVID-19 effective July 27, 2020. As such, all employees and team members must not discharge, or in any way discriminate against, any employee who raises a reasonable concern about infection control regarding the SARS-CoV-2 virus or COVID-19 disease in the workplace with the University/UVA Health, other employees, any government agency, or to the public through any form of media.

    University: The following person has been designated to handle inquiries regarding the non-discrimination policies:
    Associate Vice President. Office for Equal Opportunity and Civil Rights
    UVA Washington Hall
    P.O. Box 400219
    Phone: 434.924.3200 or email

    UVA Health: The following person has been designated to handle inquiries regarding the non-discrimination policies:
    Patient Experience Officer
    PO Box 800704
    Charlottesville, VA 22908-0704
    Phone 434.924.8315 or email

Technology Tips and Adapting to Working From Home

Resources For If You or Your Family Needs Support

Resources to Support Your Mental and Emotional Wellbeing

  • FEAP Resources For Emotional Wellness

    FEAP has developed a COVID-19 related webpage containing a range of resources for members of our UVA community, arranged by audience and resource type, in support of your mental and emotional wellness during this uncertain time. 


    Coping with COVID-19: A Panel Discussion
    Wednesday, April 1, 3:30 - 4:30 pm
     - FEAP is offering a panel discussion featuring 3 FEAP consultants focusing on different areas of coping during these challenging times. We will look at positive strategies to help with overall resilience, eldercare giving and couples as we navigate this unprecedented time where how we live and work has been impacted dramatically. There will be opportunity to ask questions of the panel through chat and we would also love to hear your success strategies to share with other participants. 

    Communicating Effectively During Difficult Conversations
    Thursday, April 2, 12:00 - 1:00 pm and
    Tuesday, April 21, 3:30 - 4:30 pm
    Learn how to prepare yourself for challenging conversations and how to repair with others when things go awry. Want to learn helpful strategies that will allow you to recognize what is happening within you and between yourself and others in challenging interactions? In this interactive session, participants will increase their knowledge and understanding of how to lay the groundwork for productive and successful interactions with others, and strategies for engaging in and maintaining productive dialogue. 

    Pause to Rest, Ground, and Refuel
    Tuesdays, 2:00 - 2:30 pm
    Moving through your days as if you will just get what you need, is a problematic assumption. Many people are so keenly tuned into others, (or the tasks they face), their own needs are often overlooked. Just as a car won’t run without gas, we all need time to Rest and Restore in order to meet a prolonged challenge with Resilience, (CODE R). Join us, from wherever you are, for a pause to connect, rest and refresh. 

    Peer to Peer Connection for Healthcare Workers
    Wednesdays, 3:00 - 4:00 pm

    Hosted by Anna DeLong and Jonathan Bartel

  • Your Inner State of Mind