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Information for Staff

 

UofM Alumni Association staff socially distanced in front of the UofM vanWorkplace Public Health Expectations

Review guidelines set forth in the return to campus plans to ensure the health of the campus community.

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iIMPACT representatives pose in front of Bronze Tiger with award (wearing masks)Agreement to Comply with Public Health Expectations

All employees must agree to comply with the expectations and watch two training videos.

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staff member packages food for Food PantryDining on Campus

Review the new dining safety measures before visiting a dining location.

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employee wearing a mask stands in front of The Sandbox signHR Information Related to COVID-19

HR has compiled a large list of resources and FAQs related to COVID-19 and human resources information.

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Tigers Together: Staff’s Vital Role

  • Educating the Campus
    • Educate the campus community about proper social distancing and hygiene protocols.
  • Promote Social Distancing
    • Promote social distancing of at least 6 feet apart. Clearly mark unavailable areas and manage high-traffic transition periods in classrooms, offices and common spaces.
  • Limit Occupancy of Common Spaces
    • Limit elevator and restroom occupancy to maintain social distancing.
  • COVID-19 Reporting
    • If an employee tests positive for COVID-19, the employee should contact Human Resources at hr@memphis.edu and they will be provided with information on protocols and any available resources.

Frequently Asked Questions

August 19 Staff Forum: View Recorded Video Stream >

Guidelines for Being on Campus

If you are on campus, you are required to wear masks, gloves (if appropriate) and wash your hands with soap and water or use hand sanitizer frequently. Whenever you are on campus , a mask must be worn any time you are in public areas or near others, even if you are maintaining appropriate distancing. You are also asked to practice social distancing which includes staying at least 6 feet (about 2 arms’ length) from others, avoid gathering in groups, and staying out of crowded places. Maintaining space between you and others has proven to be one of the best tools to avoid being exposed to the virus. These precautions are for your own safety and the safety of others around you. A comprehensive list of guidelines is available in the Workforce & Facilities Committees Report.

To appropriately respond to the impacts of COVID-19, the University has taken several steps following CDC guidelines and directives from local authorities to include:

  • moving all academic offerings to remote instruction;
  • having all non-essential personnel work from home;
  • limiting access to campus facilities; and
  • practicing appropriate social distancing and density of essential personnel on campus.

Health

If you are displaying symptoms or believe you have been exposed to someone with the coronavirus, you must contact your healthcare provider immediately and discontinue working. After consulting your healthcare provider contact your HR Business Partner and Supervisor. Your HR Business Partner will advise you of your next steps as it relates to your work, health, leave and FMLA benefits including the Emergency Paid Sick Leave.

The University has opened a COVID-19 Testing Center for only UofM students, faculty and staff who are exhibiting symptoms. Located at the Central to the Arts Hub, formerly the Visitors Information Center at the corner of Central and Patterson, the Center will be open Monday, Wednesday and Friday from 9 a.m. - 2:30 p.m. Testing Center access details are very specific and are provided at memphis.edu/coronavirusupdates/sick/testing.php.

Leave of Absence

The Families First Coronavirus Response Act (FFCRA) benefits enacted by the Department of Labor effective April 1, 2020 expired December 31, 2020. This benefit is no longer available. Employees are welcomed to contact their HR Business Partner at hrbusinesspartners@memphis.edu with questions regarding leave needed related to the pandemic. Learn more at https://www.memphis.edu/hr/ffcra.php.

To assist employees that may not have enough leave to cover any necessary absences due to illness associated with the COVID-19, and to allow the donation of leave from one employee to another, we are temporarily adjusting the Sick Leave Bank (SLB) Policy and the Sick Leave Transfer Between Employees Policy as follows:

  • Employees do not need to have a minimum of 45 hours to be able to join the SLB provided that they have 22.5 hours of accumulated sick leave to donate to the pool upon joining.
  • The 90-day waiting period for new members of the SLB to apply for SLB hours is being reduced to a 30-day waiting period.
  • The 12-month waiting period for new members of the SLB to apply for hours due to a pre-existing condition is being waived provided the illness is related to COVID-19.
  • Employees will not have to exhaust their accumulated sick and annual leave to petition hours from the SLB. As long as all accumulated sick leave is exhausted, a SLB member may request hours from the SLB without having used their accumulated annual leave.
  • The stipulation that primary consideration for hours requested from the SLB would be given to SLB members on 100% medical leave is being waived. Equal consideration will be given to all that apply for hours from the SLB.
  • Employees may transfer some of their own sick leave hours to a Sick Leave Bank member who has exhausted their accumulated sick leave hours as well as any SLB hours and continues to experience a disability due to illness associated with COVID-19. Employees do not have to exhaust their annual leave to receive hours from the SLB or donated hours from another employee.

Any requests and allocations of leave from the SLB and any leave transferred from one employee to another due to illness associated with COVID-19 requires a physician statement indicating the prognosis and diagnosis be provided to Human Resources. All medical documentation will be kept confidential in accordance with the Health Insurance Portability and Accountability Act (HIPAA).

As a regular faculty or staff of the University, you accrue sick leave hours as well as annual leave hours, where applicable. While you are quarantined, you may continue getting paid by using first your accumulated sick leave and then your accumulated annual leave, if applicable.

  • CDC Quarantine - Employees who are quarantined by the CDC, may use their accumulated sick and annual leave to remain on pay status. If the employee does not have sick or annual leave accumulated, they will be eligible to apply for hours from the Sick Leave Bank (SLB) provided they are members of the Bank and have been diagnosed by a physician as being infected with the coronavirus. For information on how to request hours from the SLB, refer to policy HR5026. Employees who have exhausted all available leave must contact their supervisor and Human Resources to initiate a request for leave of absence without pay.
  • University Quarantine - Employees who are quarantined by the University may use their accumulated sick and annual leave to remain on pay status. Employees who are members of the Sick Leave Bank (SLB) will not be eligible to apply and receive hours from the Bank, unless the employee has been diagnosed by a physician as being infected with the coronavirus. If the employee has no accumulated leave to cover their absence, they must contact their supervisor and Human Resources to initiate a request for leave of absence without pay.
  • Self-Quarantine - Employees who self-quarantine, may use their accumulated sick and annual leave to remain on pay status. Employees who are members of the SLB will not be eligible to apply and receive hours from the Bank, unless the employee has been diagnosed by a physician as being infected with the coronavirus. If the employee has no accumulated leave to cover their absence, they must contact their supervisor and Human Resources to initiate a request for leave of absence without pay. 

Visit the Human Resources informational page related to COVID-19 that addresses leave, benefits, etc.

For any questions or additional information regarding your leave and/or benefits, you may contact your assigned Sr. HR Business Partner or Human Resources at 901.678.3573 or hr@memphis.edu. For a list of Sr. HR Business Partners, please visit:  https://www.memphis.edu/hr/staff.php.

View additional HR information related to COVID-19 >

Working from Home

Employees working remotely are considered to be on an Alternate Work Arrangement/Schedule as specified in University Policy HR5061-Alternative Work Arrangements. If it is determined that the functions of a position can be performed remotely, the employee should complete the Alternative Work Arrangement Request Form and submit to Human Resources. Also, employees seeking accommodations related to the Americans with Disabilities Act may start that process online.

Yes, any employee wishing to work on an alternative work arrangement during Spring 2021 should complete a request form. Each request must be approved to be considered valid.

Faculty and staff may email parking@memphis.edu to make any changes to current parking status.

Yes, per the CDC, your risk of getting severely ill from COVID-19 increases as you get older. In fact, 8 out of 10 COVID-19 related deaths reported in the United States have been among adults aged 65 years and older. See this link for more information: https://www.cdc.gov/coronavirus/2019-ncov/need-extra-precautions/older-adults.html.

View additional HR information related to COVID-19 >

Technical & Teaching Assistance

The University was transitioning to Zoom as our video conferencing software. Additional information (including documentation, training videos, etc.) is located on the Center for Teaching and Learning website.

If you need assistance with remote teaching technologies, please contact the ITS Service Desk at 901.678.8888, email umtech@memphis.edu or visit umhelpdesk.memphis.edu.

Business Services

  • Any unavoidable costs due to COVID-19 are allowable as University expenses on all appropriate general, auxiliary and restricted funds. These include costs such as travel and lodging cancellation fees.
  • Even if an expense is unavoidable, it may not be allowable on a sponsored project if the project doesn’t benefit from the expense. An example would be if a conference paid for on a project is cancelled. If the cost isn’t refunded or only partially refunded, then that expense will need to be moved onto a non-sponsored research fund.
  • Any avoidable costs incurred out of caution to avoid activities that might expose personnel to COVID-19 are allowable on appropriate general, auxiliary and restricted funds; however, these costs aren’t allowable on sponsored research projects without approval from the sponsor. Examples include additional travel expenses incurred to avoid layovers in countries with a higher risk of COVID-19 per the CDC or choosing to avoid conferences that haven’t been cancelled.
  • The Controller’s office is following this guidance for sponsored projects in the absence of any specific guidance from sponsors. Departments will want to check if specific sponsor guidance is available or reach out to the manager, Grants and Contracts Accounting, in order to determine what COVID-19 related expenses are allowable on their sponsored projects.
  • The Controller’s office is working on a mechanism to track expenses related to COVID-19.

The University is implementing a moratorium on all employment actions, effective April 1, 2020, until further notice. This action includes all requests to hire, reclassify or otherwise adjust staff and faculty positions. This action will allow the University to continue to monitor and assess this fluid situation and responsibly position itself to minimize the anticipated financial impact.

Recognizing there will be a need for essential or strategic hiring, an exception process has been developed to evaluate proposals. Any request for exceptions will be presented to the President through the Provost (faculty positions) and the CFO (staff positions) for consideration.

Research

The Division of Research & Innovation has developed a series of guidelines for research labs to reopen and restart their on-going research. View additional information related to research on the Division of Research & Innovation website >

Questions Related to Spring 2021 Semester

  • We will not have the traditional week-long spring break in order to reduce the likelihood of significant spread as a result of travel. Instead, we will have a two-day wellness break on Monday and Tuesday, March 8-9, and another two-day break on Thursday and Friday, April 8-9.
  • The final class day will be Tuesday, April 27, followed by two study days with exams beginning on Friday, April 30.


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