Guidance for Staff and Supervisors During COVID-19 Impacts

Guidance for UCSB Staff and Supervisors

On this page, Human Resources is providing information and resources for UCSB staff and supervisors to navigate through the campus impacts from COVID-19. The resources and links on this page will be regularly updated as new information is announced. [Revised 07.29.20]

Page Content:

1. News and Announcements →

2. Questions Regarding Paid Administrative Leave (PAL), Emergency Paid Sick Leave (EPSL) and Expanded Family and Medical Leave (EFML) →

3. Entering COVID-19 Related Leaves in Kronos →

4. Best Practices for Staff →

5. Best Practices for Supervisors and Managers →

News & Announcements

Questions Regarding Paid Administrative Leave (PAL), Emergency Paid Sick Leave (EPSL) and Expanded Family and Medical Leave (EFML)

Questions concerning academic appointee usage of PAL, ESPL, and EFML should be submitted to:    mailto:AP-Leave@ucsb.edu(link sends e-mail) or the appropriate analyst in (link is external) the Academic Personnel office

Entering COVID-19 Related Leaves in Kronos

For the latest update on entering leaves into Kronos for all Non-Exempt Biweekly Paid Employees and Exempt Monthly Paid Employees go to the Timekeeping website.

Best Practices for Staff

Helpful Links

Best Practices for Staff Who are Working Remotely

  • Stay in contact with your supervisor. Schedule a daily check-in preferably via a video Zoom session, or at a minimum by phone to ask questions, communicate issues, establish daily priorities and share face-to-face time.
  • Explore and use Google Chat to instant message if you are not already doing so.
  • Continue to hold and attend regular meetings with your coworkers via Zoom.
  • Access your office voicemail by dialing 805-893-8800. When prompted, dial your extension number followed by *key.  Enter your passcode when prompted.
  • Set up your office phone to send an email notification when you receive voicemail. Instructions available at http://www.commserv.ucsb.edu/mwi/
  • Establish a schedule concerning start and stop times, and rest and meal breaks.  Non-exempt employees should enter their work hours in Kronos on a daily basis.  All deadlines for entering hours worked in Kronos must be adhered to ensure pay is processed accurately.
  • Inform your supervisor if you encounter obstacles that prevent you from completing your normal work duties.

Best Practices For Staff Who Perform Essential Functions and Continue to Report to Work On-site

  • Practice social distancing measures with colleagues. Avoid direct physical contact such as hand-shaking, and use telephones or video conferencing to reduce the need for close interactions.
  • Wash your hands often.
  • Stay home if you feel sick. Contact your supervisor.

For Staff Who are Unable to Report to Work Due to COVID-19 Impacts

  • Contact your supervisor. Request paid administrative leave and explain the reason for requesting the leave.

Best Practices for Supervisors and Managers

  • Stay in contact with all of your staff members, whether they are performing essential functions on-site, working remotely, or receiving paid administrative leave and are unable to work.
  • Ensure that staff members who are not able to report to work due to the impacts of COVID-19 receive the appropriate allotment of paid administrative leave, up to 128 hours based on 100% FTE.
  • Follow instructions for reporting paid administrative leave in Kronos for COVID-19 for your staff.   Communicate the approved hours of paid administrative leave with your department Timekeeper prior to the Kronos approval deadline.
  • Ensure that non-academic student employees who are not able to report to work or have no scheduled hours due to the impacts of COVID-19, receive paid administrative leave, prorated based on their appointment percentage.  For examples of how to calculate the prorated paid administrative leave refer to the examples provided below. 
  • The Office of Financial Aid and Scholarships has provided hiring departments special instructions about paying work-study students. Please contact them for further details.
  • Ensure that work schedules are established for remote staff and those on-site with start and stop times, and rest and meal breaks.  Ensure staff are informed of deadlines for entering hours worked and leave taken in Kronos for each pay cycle.
  • Review and approve employee timecards in Kronos.
  • Establish a regular check-in process for both staff working remotely and staff working on-site to communicate issues, establish daily priorities and share face-to-face time.
  • Ensure that staff working remotely are equipped with the appropriate equipment (i.e., PC/laptop, internet connection, webcam, phone, etc.) to carry out their job duties.  Establish procedures for access to files, documents, incoming mail and/or faxes that may be necessary to carry out their job duties.
  • Set clear expectations and goals for all staff members, including achievable milestones that guide their work whether performed remotely or on-site.
  • Provide constructive feedback when a goal or deliverable has been missed, do so promptly — timely feedback assists in correcting to keep the individual on course.