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Return to Workplace Matrix

Screening Mask Alternate Work Location Vulnerable Populations Religious Children Previous COVID-19 Test Personal Objection

Screening

Scenario Guidance Contact Information Related Policy
Refuse/Fail to complete COVID-19 Health Screening Questionnaire as part of the COVID-19 return to work process Employees who refuse to be screened for COVID-19 or fail to complete the health screening  may not return to campus. Supervisors should immediately instruct essential employees who are performing work on campus and refuse to be screened, fail to complete the screening, or are screened but not cleared, to leave campus immediately. The supervisor should immediately contact their HR Liaison, who will consult with Employee Relations. If any employee does not comply with a directive to leave their campus work location, the supervisor should contact their HR Liaison, Employee Relations and, if necessary, the University of Florida Police Department to escort the employee from their work location. If, for any reason, an employee refuses to complete the COVID-19 Screening Questionnaire, the supervisor will issue a formal letter of counsel to the employee, and the employee will have 2 calendar days to participate in screening. After being counseled, employees who fail to comply with screening requirements are subject to unauthorized leave without pay and are subject to /disciplinary action, up to and including dismissal. UF Human Resources Employee Relations should be consulted if an employee refuses to, or fails to participate in the required screening questionnaire. https://hr.ufl.edu/manager-resources/employee-relations/contact-us/ A list of HR Liaisons for each college and major business unit may be found at https://hr.ufl.edu/about/hr-liaisons Institutional Recovery and COVID-19 Return to Workplace
Decline COVID-19 Swab Test as part of the COVID-19 return to work process Employees who have declined the swab test but have successfully completed the COVID-19 Screening Questionnaire will be allowed/required to return to campus as directed by their supervisor with no repercussions for declining the swab test. The department will not be informed that the supervisor declined the nasal swab test. UF Human Resources Employee Relations should be contacted if there are any questions regarding the Screening Questionnaire  or the subsequent of the Nasal Swab Test.  https://hr.ufl.edu/manager-resources/employee-relations/contact-us/ Institutional Recovery and COVID-19 Return to Workplace
Accept COVID-19 Swab Test as part of the COVID-19 return to work process Employees who complete the COVID-19 Screening Questionnaire satisfactorily within 48 hours of request and agree to submit to a COVID-19 Swab test will be prompted to schedule their appointment in the one.uf portal. UF Human Resources Employee Relations should be contacted if there are any questions regarding the Swab Test, or the process to initiate the Swab Test. https://hr.ufl.edu/manager-resources/employee-relations/contact-us/ Institutional Recovery and COVID-19 Return to Workplace
Cleared Screening Employees who are cleared through the COVID-19 Screening Questionnaire will be authorized/expected to return to campus as directed by their supervisor. UF Human Resources Employee Relations should be contacted with questions regarding the COVID-19 return to work process https://hr.ufl.edu/manager-resources/employee-relations/contact-us/ Institutional Recovery and COVID-19 Return to Workplace
Failed Screening Employees who are withheld from work due to their responses to the screening and/or a positive result from the Swab Test process will follow guidance from the Screen, Test & Protect unit. The employee and supervisor should contact STP to discuss the situation and anticipated process moving forward. Being withheld from campus does not necessarily indicate the employee tested positive for the COVID-19 virus. HR Liaisons will receive communication from UF Human Resources Employee Relations indicating that the employee is “Withheld from Campus” at which time the employee should be sent home if they are at work, or informed by the supervisor that they are not to return to campus. The employee may work remotely if able/appropriate.  UF Human Resources Employee Relations will subsequently notify the HR Liaison when the employee is cleared to Return to Work/campus. STP will remain in contact with the employee to advise on medical recommendations during the period of withheld from campus. Institutional Recovery and COVID-19 Return to Workplace
Refuse to Return to Work Employees are expected to return to work as instructed after completion of the health screening process.  If an employee refuses to return to work, the supervisor should contact the HR Liaison, who will consult with Employee Relations. The supervisor, dean or director will issue a formal letter of counsel to the employee, and the employee will have 2 calendar days to return to work. After being counseled, employees who fail to comply with the expectation of returning to work are subject to unauthorized leave without pay and are subject to disciplinary action, up to and including dismissal. UF Human Resources Employee Relations should be contacted by the HR Liaison and/or the supervisor if an employee refuses to return to a UF work location. https://hr.ufl.edu/manager-resources/employee-relations/contact-us/ A list of HR Liaisons for each college and major business unit may be found at https://hr.ufl.edu/about/hr-liaisons/ Institutional Recovery and COVID-19 Return to Workplace

Mask

Scenario Guidance Contact Information Related Policy
Refuse to Wear a Mask in Required Settings If an employee does not comply with UF Policy or a directive for wearing an appropriate face covering on UF campus or in their work location as directed, or otherwise does not comply with requirements for working safely, the supervisor should direct the employee to comply with the stated directive which they have violated.  If they refuse to comply, the supervisor is to direct the person to leave the work location immediately, and contact the HR Liaison, who will consult with Employee Relations. The employee’s behavior may be considered disruptive under University Regulation 1.008. If the employee refuses to comply or leave the work location, the supervisor should contact their HR Liaison, Employee Relations and, if necessary, the University of Florida Police Department to escort the employee from their work location. Employees who fail to comply with mask or face covering requirements and physical distancing requirements are subject to counseling or disciplinary action, up to and including dismissal. UF Human Resources Employee Relations should be consulted if an employee declines to comply with the requirements for working safely. https://hr.ufl.edu/manager-resources/employee-relations/contact-us/ A list of HR Liaisons for each college and major business unit may be found at https://hr.ufl.edu/about/hr-liaisons/ Institutional Recovery and COVID-19 Return to Workplace

Alternate Work Location

Scenario Guidance Contact Information Related Policy
Request to Work from Remote Location/Flexibility The practice of working at an approved alternate location instead of physically traveling to a central workplace is a work alternative that University of Florida supervisors may consider for employees when such requests meets the eligibility criteria established by the University of Florida’s Alternative Work Location (AWL) Policy.  Supervisors should consider several factors when considering such working arrangements. These factors would include:

  • Would the remote work location benefit both the organization and employee
  • Can existing resources accommodate the requests

Supervisory discretion allows for the employees to work at alternate locations. University of Florida supervisors are not obligated to provide this arrangement, and the University of Florida has the right to refuse to make working at an alternate location available to any employee and/or to terminate the arrangement at any time—regardless of whether the request meets the established criteria.

UF Human Resources Classification and Compensation may be consulted with questions regarding the appropriateness of an alternate work location agreement UF Alternate Work Location Policy

Vulnerable Populations

Scenario Guidance Contact Information Related Policy
Persons 65 years and older Employees who request a remote work assignment due to personal health concerns will need to engage in the university’s normal ADA accommodation process, which requires justification and medical documentation of the underlying health condition that is the basis for the personal safety concerns. While age is not a disability, University of Florida – Office of ADA Compliance and UF Human Resources Employee Relations should be consulted if an employee declines to return to a UF work location for a health related reason. https://ada.ufl.edu/ Americans with Disabilities Act, UF Alternate Work Location Policy
Person residing with person(s) 65 years and older Employees who request a remote work assignment due to health concerns of persons residing with them who are 65 years of age or older  should engage the UF Human Resources Leave Department to discuss potential options related to FMLA. Alternate Work Location Agreement is possible if appropriate. While this situation does not involve an employee’s disability, University of Florida – Human Resources Employee Relations and Leave Departments  should be consulted if an employee is concerned about a co-inhabitant and declines to return to a UF work location. FMLA Leave Condition, UF Alternate Work Location Policy
Person with underlying health condition Employees who request a remote work assignment or other accommodations related to screening or workplace safety requirements due to personal health concerns will need to engage in the university’s normal ADA accommodation process, which requires justification and medical documentation of the underlying health condition that is the basis for the personal safety concerns. University of Florida – Office of ADA Compliance and UF Human Resources Employee Relations should be consulted if an employee declines to return to a UF work location for a documentable health related reason. https://ada.ufl.edu/ Americans with Disabilities Act, UF Alternate Work Location Policy
Person residing with person(s) with underlying health conditions Employees who request a remote work assignment due to concerns of persons residing with them who have an underlying health condition need to engage the UF Human Resources Leave Department to discuss potential options relatedto FMLA. This review requires justification and medical documentation of the underlying health condition of the individual residing with the employee that is the basis for the personal safety concerns. Alternate Work Location Agreement is possible if appropriate. University of Florida – Human Resources Employee Relations and Leave Departments should be consulted if an employee declines to return to a UF work location due to residing with person(s) with underlying health conditions. Americans with Disabilities Act, UF Alternate Work Location Policy

Religious

Scenario Guidance Contact Information Related Policy
Person with religious objections to specific screening/testing regimes/safety requirements If an employee has a sincere religious objection to a health screening, wearing a mask, etc., the employee should submit, in writing, an explanation for why a screening questionnaire violates that employees sincerely held religious beliefs to employeerelations@hr.ufl.edu. Employee Relations will consult with the HR Liaison for the college/unit. A list of HR Liaisons for each college and major business unit may be found at https://hr.ufl.edu/about/hr-liaisons/ Title VII of the Civil Rights Act

Children

Scenario Guidance Contact Information Related Policy
Person with children under the age of 18 and schools/daycares/summer camps are closed Supervisors may determine if approving an AWLA, or extending an existing AWLA is appropriate. All employees who meet the eligibility criteria are entitled to up to twelve (12) workweeks of protected leave under the Emergency Family Medical Leave Expansion Act (EFMLEA), which can be used either on a continuous or intermittent basis. The EFMLEA protections are currently set to expire on 12-31-20. If schools and daycares subsequently close again, the EFMLEA protections will apply until the end of December. Employees should contact the UF Human Resources Leave Department to inquire about their potential eligibility and proper application of the EFMLEA.

Guidance on EFMLEA
Guidance on AWLA

Guidance on EFMLEA
Guidance on AWLA

Previous COVID-19 Test

Scenario Guidance Contact Information Related Policy
Person previously had a COVID-19 test Employees are provided one COVID-19 test through the Screen, Test & Protect process for return to work screening. If they have been cleared previously and believe they have a situation that may require additional testing, they must contact STP at 352-273-9790 to consult on any additional concerns occurring after the initial test. The chart found at https://hr.ufl.edu/covid-19/additional-information-for-leaders/ufhr-guidance-to-hr-liaisons-on-covid-19-response-for-employees/ should be consulted if an employee had a previous test for COVID-19 and has since developed symptoms or been in close contact with a person who has a confirmed case of COVID-19. STP should be consulted if there are any additional concerns after the initial test.  https://hr.ufl.edu/manager-resources/employee-relations/contact-us/ Institutional Recovery and COVID-19 Return to Workplace
Person previously had COVID-19 Employees that have been withheld from campus due to a COVID-19 issue will be monitored and consulted with by the Screen, Test & Protect unit through the course of a positive confirmation of COVID-19.  Once the employee is Cleared to Return to Campus they are free to return to campus for work or may also request an alternate work location approval from their supervisor. If an employee has a COVID-19 related concern in the future, they should contact STP. UF Human Resources Employee Relations should be consulted if any questions arise regarding an employee’s ability to return to campus. https://hr.ufl.edu/manager-resources/employee-relations/contact-us/ Institutional Recovery and COVID-19 Return to Workplace

Personal Objection

Scenario Guidance Contact Information Related Policy
Person with children under the age of 18 that don’t want to send them to school/daycare/summer camp even if they are open Employees with childcare issues/concerns should report these to their HR Liaison.  Management may consider strategies to deal with these childcare needs through AWLA or through EFMLEA if appropriate for the job/role/eligibility. Please note that EFMLEA is only available if schools remain closed, or if a child care provider is not providing child care, or up until the EFMLEA program expires on December 31, 2020. HR Liaisons should consult HR Employee Relations for general questions; contact HR Classification & Compensation for AWLA questions, or HR Leave Department for questions surrounding EFMLEA.  A list of HR Liaisons for each college and major business unit may be found at https://hr.ufl.edu/about/hr-liaisons/
Guidance on EFMLEA
Guidance on AWLA
Guidance on EFMLEA
Guidance on AWLA