(Rev. March 28, 2023)
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
- COVID-19 Impacts on Faculty Reviews 1/25/2022
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
COVID-19 Related Leave and Pay Programs
- Employees who are seriously ill or must care for a family member with a serious medical condition may qualify for Family Medical Leave (FML) job protection (unpaid). More information is available on the Family Medical Leave webpage.
- Employees who contract COVID-19 in the workplace may be eligible for workers' compensation. Please visit Cal Poly's Workers' Compensation Program for more information.
- Staff who are able to work virtually in spite of a COVID-19 diagnosis should consult with their supervisor. Faculty who are able to work virtually in spite of a COVID-19 diagnosis should inform their department head/chair.
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 firstname.lastname@example.org) or Academic Personnel (805-756-2844 or email@example.com) with questions or to discuss options that may be available to you.