(Rev. October 18, 2021)
To help mitigate the spread of COVID-19, and to ensure Cal Poly provides support and resources to faculty and staff, the University requests that employees (or a designee) complete the confidential COVID-19 Online Reporting Form if they tested positive for COVID-19 or are experiencing COVID-19 symptoms and have been on campus.
Below are links to Memoranda, Forms, and MOUs related to COVID-19 and specific to faculty.
- Sample VRTB Request Form for 2021-22 7/22/2021
- Coronavirus Tenure Extension and Student Evaluations Memo 4/1/2020
- UAW & CSU MOU on Expanded COVID-19 Related Leave (ECRL) 4/27/2021
- Coronavirus Tenure Extension Memo 5/24/2021
- CFA & CSU MOU on Impacts Related to COVID-19 on Operations 6/5/2020
- CFA & CSU MOU on Impacts Related to COVID-19 on Operations 6/1/2021
- CFA & CSU MOU on Impacts Related to COVID-19 on Coach Evaluations 8/4/2020
- CFA & CSU MOU on COVID Testing for Unit 3 Coaches 6/9/2021
- CFA & Cal Poly MOU on Repopulation 8/17/2021
- CFA & Cal Poly MOU on Telecommuting 8/17/2021
- CFA & CSU MOU on Expanded COVID-19 Related Leave (ECRL) 8/31/2021
- CFA & Cal Poly MOU on COVID-19 Employee Testing 10/2/2021
Cal Poly recognizes that many faculty and staff face enduring, complex challenges balancing work and personal responsibilities while the pandemic continues. Please be aware of the options available below in the event that you:
- become sick or are required to quarantine or isolate
- have a medical condition/disability that renders you unable to be vaccinated for the novel coronavirus and require a medical accommodation to complete the essential functions of your job
- need to care for a family member who becomes sick or disabled
- have a child or children with special needs or a serious medical condition
- have other COVID-19-related family care needs
Paid Leave Programs
On August 31, 2021, CFA signed an MOU with the CSU providing faculty with up to 128 hours (16 days) of CSU Expanded COVID-19 Related Leave (ECRL). Teaching Associates, Graduate Assistants, and Instructional Student Assistants are also entitled to ECRL. ECRL is paid leave that encompasses and supersedes California’s Supplemental Paid Sick Leave (“SPSL”) or “SB 95 Leave.”
ECRL may be taken for the following reasons:
- Employee is subject to a quarantine or isolation period related to COVID-19 as defined by federal, state, or local orders or guidelines.
- Employee has been advised by a health care provider to self-quarantine due to concerns related to COVID-19.
- Employee is attending an appointment to receive a vaccine for protection against contracting COVID-19.
- Employee is experiencing symptoms related to a COVID-19 vaccine that prevent them from being able to work or telework.
- Employee is experiencing symptoms of COVID-19 and seeking a medical diagnosis.
- Employee is caring for a family member who is subject to a quarantine or isolation order or guideline or who has been advised to self-quarantine by a health care provider due to concerns related to COVID-19.
- Employee is caring for a child whose school or place of care is closed or otherwise unavailable for reasons related to COVID-19.
- ECRL is available between January 1, 2021 and December 31, 2021.
- Unused ECRL has no value if an employee separates from CSU employment.
- ECRL hours are pro-rated for part-time employees.
- Employees who took leave under SPSL would have that leave deducted from their ECRL eligibility.
- FLSA exempt employees may only use ECRL in full-day increments.
- Non-exempt employees may use ECRL in less than full-day increments.
- Employees may only utilize ECRL for a time period in which they are scheduled to work and unable to work on site or to telework, thus making time off necessary. ECRL cannot be used to extend a temporary appointment or to receive pay during periods in which an employee is not scheduled to work.
- Employees who have been formally notified by the campus of potential exposure of COVID-19 on campus and are required to quarantine but are unable to telework are eligible to receive exclusion pay. Employees exposed outside of the worksite who are required to quarantine and unable to telework would use ECRL.
- Retired annuitants are not eligible for ECRL.
How to Request ECRL
To request ECRL, Unit 3 and Unit 11 employees shall complete, sign and submit this form, which will route to their appropriate administrator. Employees should provide as much advance notice as possible; however, employees may verbally request the use of ECRL and follow up with a completed form.
Employees must self-certify that the facts stated on the ECRL Request form and reasons for requesting ECRL are accurate and in full compliance with CSU policies for ECRL requirements. Employees requesting ECRL may be asked by Human Resources or Academic Personnel to substantiate the reason for the leave in accordance with current Bargaining Unit MOU and/or CSU Policies.
Reporting the Use of ECRL to Payroll
The CSU ECRL Request form is to be used only to request the use of ECRL. Actual time used must also be submitted through Absence Management Self Service (AMSS). ECRL hours are to be entered in AMSS under “PAL/FFCRA” with “ECRL” included in Comments.
Disability Accommodation and Medical Leave
If you have a disability or become disabled, and you need an accommodation in the workplace in order to complete the essential functions of your position, submit a Request for Accommodation and Medical Certification at the Cal Poly HR Disability Accommodation webpage.
If you become sick due to COVID-19 or develop any other serious medical condition requiring medical leave, please contact Human Resources.
COVID Vaccines and Testing
For the most current information about Cal Poly's COVID Vaccine Mandate and where to get vaccinated against the novel coronavirus, check here.
For up-to-date information about COVID-19 testing on campus, check here.
Once the CSU COVID-19 vaccine requirement goes into effect, we anticipate that employees who have a medical or religious exemption to being vaccinated will be required to submit to regular COVID-19 testing.
Voluntary Reduction in Time Base (VRTB)
The option to take a Voluntary Reduction in Time Base (VRTB) has been extended through AY 2021-22 and is available to full-time faculty per the CFA-CSU MOU dated June 1, 2021. The University, at the sole discretion of the appropriate administrator, may grant a request from a Tenure Track faculty or temporary faculty (lecturer, librarian, or counselor) with a 3-year appointment for a temporary reduction in time base for the 2021-2022 academic year. Full-time faculty may reduce a maximum of 8 WTUs each quarter and full-time counselors and librarians may request work hours reduced by up to 16 hours per week; salaries and CalPERS service credit accrual are adjusted accordingly. (A request for time base reduction must be for the entire term and may not be rescinded.) For more information, see CFA-CSU MOU dated June 1, 2021. To initiate a request for Voluntary Reduction in Time Base (VRTB), inform your college administrator and department head/chair of your interest. The college administrator will initiate the form and route it to you and the dean or appropriate administrator for approval. Please preview a sample form here. According to the MOU, requests for VRTB were due August 1, 2021.
- Whenever possible (e.g., except in the case of onset of illness), request leave and receive approval from appropriate administrator in advance, similar to when using planned sick leave or vacation.
- If you elect to take a Voluntary Reduction in Time Base, be sure that you understand the CalPERS implications.
- Be sure that you understand in advance how to record/input your leave, if necessary.
Leave for Employees with Children with Special Needs or a Serious Medical Condition
This year, the Chancellor’s Office has indicated that unpaid FMLA/CFRA leave may be taken by employees with children who have special needs or a serious medical condition and require additional assistance with remote learning. If employees have children with special needs or a serious medical condition and on campus instruction for the child is not an option or the condition requires the employee to oversee remote learning of the child during COVID-19, the employee may be able to use unpaid FMLA/CFRA leave (full or partial day). In such cases, the employee would need to provide documentation to Human Resources, signed by a doctor, testifying to the child’s medical needs because of a developmental disability or other FMLA/CFRA-qualifying serious health condition. Unpaid FMLA/CFRA leave may be paid through use of sick leave, vacation or CTO.
Care of a Sick or Disabled Family Member
In addition, employees unable to work because they must care for a sick or disabled family member, related or not related to COVID, may be able to use unpaid FMLA/CFRA leave (full or partial day). Employees must provide medical certification to Human Resources, signed by a doctor, testifying to the family member’s medical needs because of a disability or other FMLA/CFRA-qualifying serious health condition. Unpaid FMLA/CFRA leave may be paid through use of sick leave, vacation or CTO.
Employees who have Exhausted FMLA
Employees who have already taken FMLA-related FFCRA leave may still be eligible for unpaid leave, related to the circumstances stated above, under the California Family Rights Act (CFRA). Unpaid CFRA leave may be paid through the use of sick leave, vacation or CTO.
University Directed Quarantine or Isolation
Employees who work on campus and are directed by the university to stay off campus and isolate or quarantine due to COVID-19 exposure or illness will remain in paid status and will be advised by Human Resources regarding appropriate use of leave credits as applicable. (Cal OSHA General Industry Safety Orders, Section 3205 (c) (10) provides that employees shall, at the discretion of the employer, be provided either telework or placed on sick leave. Telework shall be offered if operationally feasible and available. If sick leave is not available, the employee shall be placed on leave and will receive exclusion pay.)
Please contact Human Resources (805-756-2236 or email@example.com) or Academic Personnel (805-756-2844 or firstname.lastname@example.org) with questions or to discuss options that may be available to you.