Academic Division Employee HR Info for COVID-19 & Monkeypox

Academic Division employees, and their managers, should follow important instructions according to the COVID Procedures webpage when exhibiting COVID symptoms, or tests positive for COVID themselves.

All Academic Division employees who follow SEC-045 (faculty and staff, wage and temp workers, part-time and full-time), including those working remotely, are not required, but are strongly encouraged to receive their primary series of COVID-19 vaccine and a booster dose when eligible per CDC recommendation. We also ask that you update your vaccination and booster status in Workday by following the instructions below. 

Update COVID-19 Vaccination & Booster Status

• Enter Add My Vaccination in the Workday search bar. 
• Use the prompt to choose a Vaccine Type, and Status.
• If you selected ‘I prefer to not disclose,’ click the Submit button.
• If you selected ‘I have NOT received my COVID-9 Vaccine,’ select the Confirm checkbox, and click the Submit button.
• If you selected ‘I have received my COVID-19 vaccine’ continue to step 6.
• Use the prompt in the fields Vaccine, Vaccination Event Type, and Vaccination Event date to enter your information.
• For the Attestation, click the Confirm checkbox.
• Upload your COVID-19 Vaccination card under Attachments.
•  Enter a Description, and Category.
• Click Submit.

Employees with COVID-related illness should use existing leave types currently available for any illness including PTO and disability benefits, when appropriate.

Please see the Paid Leave page for leave options. As well as the Disability Benefits page for disability options. 

If you have additional questions, please contact AskHR@virginia.edu.

See the UVA Face Covering Policy SEC-045 Academic Division for the latest information on how face coverings should be worn while on Grounds. 

See the PTO Cash-out webpage for the latest information.

There is no specific UVA policy or procedure regarding Monkeypox for Academic Division employees who follow SEC-045 (faculty and staff, wage and temp workers, part-time and full-time). If you have symptoms, we strongly encourage you to contact your medical provider. For those who have a positive diagnosis, please follow your medical provider’s instructions. You are not required to notify Employee Health or your manager. Managers made aware of a Monkeypox diagnosis should not share this medical information with others. 

UVA Health team members who are governed by OCH-002: Occupational Health Screen and Maintenance must follow UVA Health’s normal ill-health procedures. Please see the Employee Health website for information on infectious disease absences.    

For more information on Monkeypox, you may visit the Virginia Department of Health website or the CDC website.  

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 emergency event status 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.

Academic Division employees' emergency event status designation is visible in Workday by following the directions below. However, even though 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)
• See this Emergency Event Status job aid for managers.

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.

Please see the Dependent Care webpage for the latest information on child and elder care. This includes full-time, short-term back-up, and school and tutoring support. 

Visit the Onboarding & Orientation webpage for a list of pdf guides to assist with remote onboarding.

The University with UVA Health specifically endorses the anti-discrimination provisions in 16VAC25--220-90 Virginia Standard for Infectious Disease Prevention: SARS-CoV-2 Virus that causes COVID-19 effective January 27, 2021. 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 UVAEOCR@virginia.edu.

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

Working Remotely

• How to Actually Work When Working From Home - YouTube video by Paige Cohen, Harvard Business Review
• Article by Sean Jackson about working remotely
• Telework Resources on the VA DHRM Coronavirus Information Webpage
• Tips from UVA Information Technology
• Working from Home Tips from Experienced Remote Employees
• Guidance for Individual Contributors of Virtual Teams
• Helping Remote Leaders Succeed in a Virtual Workplace - a collection of YouTube videos for leaders by the Virtual Leadership Institute
• LinkedIn Learning has new courses to help us work in the remote environment. Access these sessions via your UVA email address and NetBadge (instructions below):
  • Click the link above. At the top of the LinkedIn browser window that appears, you will see a “Sign in” button to the right of the search box. Click that and sign in using your UVA email address. Click the "Single Sign In" button on the next screen, which will take you to NetBadge. Sign in through NetBadge and proceed.
  • These courses will help you optimize working remotely, whether you’re new to remote work or not, and whether you’re leading a team or part of a team involving distributed team members:
    • Learn how to effectively work remotely.
    • Gain tips for adjusting to changes in your work environment.
    • Explore virtual communication tools for staying connected. This includes a session on learning Zoom (how to schedule, moderate, and participate in meetings).

Working from Home with Kids

• How to Get Your Kids To Do Their Schoolwork While Getting Your Own Work Done - UVA Today article with Education professor Gail Lovette

• Zoom Tips by Tanya Rahman, UVA HR Governance, Updates and Testing
• Basic Zoom Setup is on the ITS page for video and audio conferencing
• How to Call-Forward Your Work Phone to either mobile phone or email
• How to Set Up Voicemail Messages Remotely

UVA offers a variety of resources and options for interviewing to include both on site and virtual video interviewing via Zoom and Modern Hire.

View the COVID-19 Recruitment Updates webpage or more information on conducting virtual interviews. 

Additional Virtual Meetings Resources:

• Virtual Liberating Structures: An Introduction to Online Interactions - 2-hour online practice session, offered over multiple dates
• Zoom Tips - Instructions for attending Zoom meetings and setting up a Zoom "Signature" in Outlook for quick  reference, by Tanya Rahman, UVA HR Governance, Updates & Testing

The Employee Community Resource Service helps members of the UVA community connect with local organizations who can assist with basic needs such as housing, clothing, utilities, and food, as well as assistance with personal budgeting and finance strategies.

This UVA service is led by Stuart Munson, Community Resource Specialist. Reach out to him if you need assistance in any of these areas. All appointments and consultations will remain confidential.

Charlottesville Area Community Foundation Community Emergency Response Fund

• FEAP has collected a number of tips and resources for parenting during this time. Please see their new virtual library of resources, counseling page on parenting, and offered resources for children.
•  Ways to Promote Children's Resilience to the COVID-19 Pandemic - Jessica Dym Bartlett and Rebecca Vivrette
• Back-up Care - UVA is providing a range of dependent care options to meet the increasing needs of employees and team members including school and tutoring support, back-up and short-term care, and ongoing care. 
• Teladoc - Teladoc is new service available to UVA employees offering quick access to primary care physicians who can diagnose health care concerns over the phone.

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. 

• Chuck Dinerstein, MD: 4 Points on Handling Everything Going on With Coronavirus
• Contemplative Sciences Yoga and Meditation classes have gone online! Keep an eye on their schedule as they plan out future offerings.
• Wellbeats by Hoos Well - see announcement above!
• Not Losing Our Minds and Hearts When We Most Need Them: Mindfulness, Healing, & Wisdom in a Time of COVID-19
  With Jon Kabat-Zinn, PhD, professor of medicine emeritus at the University of Massachusetts Medical School, founder of the Center for Mindfulness in Medicine, Health Care, and Society and its world-renowned Mindfulness-Based Stress Reduction (MBSR) Clinic. Watch the recorded session:
  • YouTube
  • Facebook