Spring 2021 - HR Guidance Academic Division

Spring 2021 Guidance - Academic Faculty & Staff, HR Ops

As we consider our work needs in spring 2021 and returning to Grounds, UVA Human Resources’ guiding principle is to help put the necessary measures in place to safeguard the health of UVA employees, and to help you work effectively. To accomplish this, we have engaged expertise from across UVA to modify practices, policies, and workspaces. Our work-life on and off-Grounds may look and feel a little different, so we will need to work together and be flexible as we embark on this uncharted territory.

Below you will find human resources related information in the form of FAQs and support resources to assist Academic Division employees. This page will be updated continually as new information becomes available so please check back frequently.

COVID Prevention Training Course – Complete by May 1

The Virginia Department of Labor and Industry (DOLI) passed a new permanent standard in 2021 that requires all members of the University community to complete an updated COVID prevention training course. This course addresses COVID-19 risk awareness and prevention best practices to reduce exposure to SARS-CoV2, including physical distancing, self-care, and workspace self-cleaning. It also explains the regulatory role that DOLI plays in UVA’s response to COVID-19, and UVA policies and programs designed to reduce COVID-19 transmission. For additional details and link to the course, please visit the COVID Prevention Training Course webpage (this page is behind NetBadge).

Symptomatic COVID-19 Testing & Notification Procedures for ACD

Testing procedures and notifications have been developed for when an Academic Division (including SOM and SON) faculty or staff member is suspected of having COVID-19 or self-reports as having COVID-19. It outlines the necessary action steps for the supervisor and the employee when the test results come back as either positive or negative.

Please see this webpage for the symptomatic ACD COVID-19 Testing Process (this page is behind NetBadge).

FAQs - Safety & Operations

  • What are the University’s COVID-19 testing policy be for faculty and staff?

    We have created, in concert with the Virginia Department of Health, a comprehensive COVID-19 testing plan for UVA faculty, staff.  

    • Faculty and staff who are on Grounds are required to track their symptoms daily using an app.
    • We will continue to offer testing to anyone who exhibits symptoms.
    • In addition, we will make available voluntary testing for faculty, staff, contract employees who are concerned and may not exhibit symptoms.  These tests will be available through an online schedule.
    • In partnership with the Virginia Department of Health (VDH), UVA will help support voluntary testing of community members.
    • We are working closely with the Virginia Department of Health to effectively trace contacts of anyone who contracts the virus.
    • Once classes start, we will perform testing and other monitoring to assess the prevalence of viral infections; we will be monitoring Grounds closely and respond with increased testing to detect any asymptomatic or pre-symptomatic cases anywhere where our examinations suggest there might be a cluster of cases.


  • What is UVA face mask policy for employees while on Grounds?

    See new UPDATED Policy SEC-045 https://uvapolicy.virginia.edu/policy/SEC-045  which governs face coverings on Grounds during the declared emergency.

  • How are the face covering rules under Policy SEC-045 be enforced?

    Compliance for these policies will be difficult to enforce and will rely heavily on social norms campaigns, active bystander engagement, and University community ownership. While informal compliance will be the primary method of enforcement and is vitally important to the University’s success in maintaining a safe working and learning environment, a more formal reporting and response process is available to managers.

  • What is the procedure when an employee is feeling sick in the workplace?

    If an employee is feeling sick or experiencing COVID-19 related symptoms, they should focus on taking care of yourselves immediately. UVA is committed to maintaining a safe and healthy workplace for all. Academic Division employees should first speak with their manager, and then should go home immediately and seek appropriate medical attention, per CDC guidelines. Once their medical status is determined (infected or not with COVID-19), see the UVA HR website for leave policy guidance.

    If an employees does not have a primary care physician (PCP) they should contact UVA Employee Health at 434-924-2013. Employee Health will triage, screen, and contact the COVID Clinic to set up an evaluation if needed. Employees who work outside of the immediate Charlottesville/Albemarle area should contact their PCP rather than Employee Health.

  • Where can Employees find more information on changes to Parking and Transportation?

    Due to social distancing requirements, University Transit System capacity is reduced. In addition, some parking designations and prices will be modified to create more flexible options. Detailed information is available on the Parking & Transportation website.


Remote Work and Leave Considerations

  • What types of leave may I take regarding COVID-19 - Using PHEL?

    Please see the HR Managing Leave During the Coronavirus webpage. for the latest information on available COVID-19 leave types. 

  • What are the current plans for faculty and staff to return to work on grounds?

    • Faculty and staff are encouraged to continue telecommuting (remote work).
    • Managers will determine which functions and roles should be performed on Grounds and may consider a phased approach for return to in-person work. Managers will develop plans to meet the business needs of the University for the fall term.
    • Managers may consider Alternative Work Schedules to stagger schedules and maintain appropriate social distancing.

    Telecommuting will continue to be supported in areas where work can be performed remotely. Remote work is a key component to reduce density and limit the spread of COVID-19, and managers are strongly encouraged to continue remote work if it is appropriate for the position in accordance with the University’s remote work policy

  • What Approvals are necessary for remote or alternate work schedules?

    • Any arrangement for remote work must have manager approval and may be done on a full or partial day/week schedule as appropriate.
    • Staffing plans require alignment and approval of local leadership. Managers will coordinate with the respective dean/vice president/vice provost to ensure a coordinated effort.
  • How will the University handle faculty and staff requests for accommodation or modifications in light of COVD-19?

    We will make every effort to grant requests from faculty, graduate teaching assistants, and staff requests to work or teach remotely or for other reasonable accommodations or modifications in light of COVID-19. We are mindful that individual circumstances make some individuals more vulnerable than others to the effects of this disease. As always, employees entitled to reasonable accommodations under the Americans with Disabilities Act will receive them. Beyond that, we will prioritize requests for modifications from faculty and staff who are at higher risk for severe illness, as well as anyone with a household member at higher risk. Outside of those categories, we will make every effort to grant reasonable modification requests. As deans, department chairs, and managers plan for the fall, they will work with Employee Relations and Business Partners to honor faculty and staff requests while considering the impact on and constraints of research, curricular, student, and workplace needs. We are keenly aware that each individual and unit of the University is as unique in our needs, constraints, and opportunities for flexibility as we are united in the common goal of excellence in teaching, research, and patient care.

    Just as faculty and staff may currently request modifications directly from their dean, department chair, or supervisor, those comfortable making COVID-19-related requests through those channels are free to do so. Anyone concerned about privacy may instead submit this Request for Workplace Modification Form to Employee Relations. Schools and units will follow up with additional details about implementation and timing.

  • What options will staff have if K-12 schools do not go back full-time in the spring?

    Schedule accommodations and remote work agreements are primarily addressed at the school or unit level. Managers will determine which jobs cannot be performed remotely. For those positions, managers can work with employees and UVA HR to assess the option of temporary modification and available leave options.

    For any job that can be performed remotely managers are encouraged to work with employees to assess potential options.  

    Additional information may be provided as the school year draws closer and more is known about school schedules. 

FAQs - ACD Manager Specific

Support Resources