UCLA FAQ: Information for Faculty

The contents of these FAQs are subject to change and will be updated based on new University directives and public health advisories as well as other local, state, and federal advisories and orders.

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On March 19, 2020, Governor Newsom issued Executive Order N-33-20. Additional orders were issued by Los Angeles County and the City of Los Angeles-among other nearby jurisdictions-instructing all residents to stay home effective March 19 at 11:59 p.m.

On May 13, 2020, the LA City and LA County safer at home orders were extended indefinitely. Instead of providing a specific date when the order will be lifted, it provides a strategy for lifting the requirements in stages. 

City of Los Angeles stages for COVID-19 response and recovery:

  • Stage I: The implementation of the Safer at Home order (March 19, revised May 8) was crisis management mode, focused on saving as many lives as possible.
  • Stage II: On May 8, the City and County of Los Angeles began the process of slow and gradual adjustments to the Safer at Home order. Physical distancing, face coverings and other hygiene and safety measures will remain in place and will be even more important.
  • Stages III & IV: The City will transition to a state of monitoring, and aim to lift additional restrictions. In the fifth and final stage, the City will be fully reopened and turn attention to reimagining itself in a post-COVID-19 world.

Educational institutions, like UCLA, are subject to these orders but are considered essential businesses. This means that UCLA must suspend all on-campus operations with the exception of those that are essential and cannot be conducted remotely.

UCLA is following the Centers for Disease Control and Prevention (CDC) and Los Angeles County Department of Public Health (LACDPH) guidance.

If necessary, local response to an increase in COVID-19 cases or pandemic would be directed by federal, state, and local health agencies.

The University would be expected to act in accordance with all applicable public health directives. The University’s guidance, policies, and regulations cannot conflict with public health orders for the control of the COVID-19 pandemic.

 

The Centers for Disease Control and Prevention (CDC) recommends that everyone be informed of the precautionary measures they can take to stay healthy:

  • Cover your nose and mouth with a tissue when you cough or sneeze. Throw the tissue in the trash after you use it.
  • Wash your hands often with soap and water, especially after you blow your nose, cough or sneeze. If soap and water are not available, alcohol-based hand cleaners with at least 60% alcohol are also effective.
  • Avoid touching your eyes, nose or mouth. Germs spread that way.
  • Try to avoid close contact with sick people as COVID-19 is thought to spread mainly person-to-person through coughing or sneezing by infected people.
  • Cover your mouth and nose with a cloth face cover when around others.
  • If you get sick, CDC recommends that you stay home from work or school and limit contact with others to keep from infecting them
  • Clean and disinfect frequently touched surfaces daily. This includes tables, doorknobs, light switches, countertops, handles, desks, phones, keyboards, toilets, faucets and sinks.
  • For additional information concerning COVID-19, visit the CDC website COVID-19 FAQs or the Los Angeles County Department of Public Health publication Novel Coronavirus (COVID-19)

 

CDC recommends wearing cloth face coverings in public settings where other social distancing measures are difficult to maintain (e.g., grocery stores and pharmacies), especially in areas of significant community-based transmission.

CDC also advises the use of simple cloth face coverings to slow the spread of the virus and help people who may have the virus and do not know it from transmitting it to others. Cloth face coverings made at home from common materials at low cost can be used as an additional, voluntary public health measure.

Cloth face coverings should not be worn by young children under age 2 or by anyone who has trouble breathing, is unconscious, incapacitated or would be unable to remove the mask without assistance.

Per current CDC guidance, the recommended cloth face coverings do not include surgical masks or N-95 respirators, which are critical supplies that must continue to be reserved for healthcare workers and other medical first responders.

The Centers for Disease Control and Prevention (CDC) recommends you follow these steps if you are sick with COVID-19 or think that you might have it.

  • Stay home except to get medical care.
  • Separate yourself from other people in your home.
  • Call your healthcare provider and tell them that you are concerned about the possibility of COVID-19 infection before going to the doctor’s office for a medical appointment.
  • Wear a face covering when you are around other people.
  • Cover your coughs and sneezes with a tissue.
  • Clean your hands often with soap and water for at least 20 seconds or use an alcohol-based hand sanitizer that contains at least 60% alcohol.
  • Avoid sharing personal household items.
  • Clean all “high-touch” surfaces every day.
  • Seek prompt medical attention if your illness is worsening.
  • Anyone placed under active monitoring or facilitated self-monitoring should follow instructions provided by their local health department or occupational health professionals, as appropriate.
  • Consult with your healthcare provider before discontinuing home isolation.

You do not need to self-quarantine if you were in contact with someone who is sick but has not been confirmed to have COVID-19.

There may, however, be circumstances that may justify further consideration by UCLA Occupational Health.

If an individual tests positive for COVID-19, close contacts will need to self-quarantine for 14 days from the date of contact. In a non-healthcare setting, close contacts are defined as individuals who were within 6 feet of the person for more than 10 minutes when the person was symptomatic. The Los Angeles County Department of Public Health or UCLA Occupational Health will contact all individuals who are identified as close contact and provide instructions.

If an individual tests positive for COVID-19, all the people who have been in close contact with that person need to self-quarantine for 14 days from the date of contact, even if they don't have any symptoms of being ill.

If you are in self-quarantine and you become sick, call your medical provider for instructions on next steps.

If you test positive for COVID-19, be sure to tell all of your close contacts that they need to be in quarantine for 14 days after their last contact with you.

Close contacts include all household members, intimate contacts and caregivers as well as all individuals with any of the following exposures to you while you are infectious*:

  1. Presence within 6 feet of you for more than 10 minutes;
  2. Unprotected contact with your body fluids and/or secretions; for example, being coughed or sneezed on, sharing utensils or saliva, or providing care without wearing appropriate protective equipment. Appropriate protective equipment means gloves and a face mask because cloth face coverings do not provide enough protection for an individual who is caring for you.

*You are considered to be infectious from 48 hours before your symptoms first appeared (or from the date of your positive lab test if you did not have symptoms) until you are no longer required to be isolated (see “Stay home” section above)

Your close contacts should self-quarantine even if they feel well because it can take 2– 14 days for them to show symptoms. See the Home quarantine guidance for those exposed to COVID-19.

Please notify UCLA Infectious Diseases Hotline at (310) 267-3300 immediately. They will ask you for information to help them identify possible close contacts on campus who may have been exposed so they can respond appropriately. 

Follow your department's protocol and notify your supervisor, Chair or Dean as required.

 

If you are unwilling or unable to physically visit a doctor when experiencing symptoms, many UCLA medical plans offer Virtual Telemedicine.

For faculty who have medical coverage with UCLA Health, virtual telemedicine is provided through UCLA Connected Health. 

  • For more information about UCLA Connected Health and what they provide, please visit their website or call 1-800-UCLA-MD1.  
  • To schedule a virtual visit, please visit their website to activate your account.  
  • If you would like more information about UCLA Connected Health, please email [email protected].

For faculty who have medical coverage through Anthem Blue Cross, virtual telemedicine is provided through LiveHealth Online. 

  • This is a convenient way to have a live video conversation with a doctor. 
  • Please visit LiveHealth Online or call 1-844-784-8409 for more information about their services.

For staff and faculty who have medical coverage through Kaiser Permanente, virtual telemedicine is provided through your doctor’s office.  

  • Please contact your Kaiser Permanente primary physician’s office for information on how to set up a virtual care visit.

CDC recommends twice-daily monitoring for the presence of fever or respiratory symptoms for 14 days from the last exposure. It is worth noting that low-risk exposure includes prolonged close contact, even if you are wearing full personal protective equipment (PPE).

Monitoring will be triggered by exposure to or close contact with a confirmed diagnosis of COVID-19 patient. Individuals considered close contacts with a positive CovidCOVID-19 individual may be placed in self-quarantine and asked to monitor for fever or respiratory symptoms.  In cases where source patient results will be delayed, monitoring might be initiated while the source patient remains “under investigation.” Visit CDC Watch for Symptoms COVID-19 webpage for details.

Additionally, all academic, staff, and student employees performing essential duties on a UCLA owned or leased property on a regular basis(whether daily or one or more days per week) including School of Medicine and UCLA Health personnel who are not working in healthcare locations are required to self-monitor for COVID-19.  Please consult the UCLA Requirements for COVID-19 Symptom Monitoring for more information.

Yes, symptom monitoring is part of the UCLA Safe and Physical Distancing Protocol issued to comply with the Safer at Home Order issued by LACDPH on 4/10/20. Please see the UCLA Requirements for COVID-19 Symptom Monitoring for which employees are required to participate.

Counselors at the Staff & Faculty Counseling Center (SFCC) are available by phone to provide confidential counseling, assessment, and referral services to faculty and staff and their immediate family members. Contact SFCC at (310) 794-0245.

Most employees are currently working remotely; only essential personnel are permitted to report to campus.

  • Faculty are permitted to come to campus if it is necessary to facilitate remote learning.
  • Do not come to work if you are sick.
  • Do not come to work if you are on approved administrative or other approved leave.
  • Do not come to work if you have been asked to work remotely.
  • Do not come to work to engage in research, except to engage in ramp down, continuity or laboratory safety work.
  • Essential experiments and essential research personnel may continue, but only with the approval of designated leadership within the Office of the Vice Chancellor for Research (OVCR), the David Geffen School of Medicine, the Samueli School of Engineering and the UCLA College. The OVCR is issuing more specific guidelines for on-campus research, off-campus research and clinical research activities, which will be distributed separately.
  • Do not come to work to take advantage of better internet connections or fewer distractions, except for classroom or laboratory instruction for remote teaching. We understand that it may be harder for some employees to conduct work from home. UCLA has procured IT equipment and portable internet hotspots to help faculty and staff work from home. Faculty and staff can address their needs with supervisors or department chairs.
  • Do not come to work to retrieve items from your office or visit colleagues required to be on campus after Friday, March 20 at 11:59 p.m. Only come to campus if you have permission from your supervisor.

If you are an essential employee/faculty member and are required to come to work, UCLA Parking is offering complimentary parking. 

Please visit the Bruin ePermit Portal or contact parking directly at (310) 825-9843 for more information.

Yes, if you have the newer CISCO phone set. 

From your desk phone: Press the button for FORWARD ALL.  After you hear 2 beeps, dial 8 then 1 + phone number and hang up. 

When you return to the office: Press the button for FORWARD OFF. 

If you would like your voicemails sent to you via email, please send an email your request to ITS.  

Yes. If you would like your voicemails sent to you via email, please email IT Services.

On March 5, 2020, UC’s Office of the President updated their directive to the UC community (including students, faculty and staff) to temporarily avoid all non-essential travel to Level 2 or 3 countries while federal travel health warnings are in effect.

To request approval to engage in essential travel, faculty should contact their deans in writing for approval.

  • Educational conferences are not considered essential travel, even if you are a presenter.
  • Essential travel is defined as that which is required to:
    • Preserve the safety of a research subject and which is not possible to be postponed; or
    • Preserve the results of a research activity and which is not possible to be postponed.

US Department of State issued Global Level 4 Health Advisory (March 19, 2020) for US Citizens to avoid all international travel.

 

 

 

 

Please advise employees to exercise prudence and delay international travel – especially if they are ill.

The Office of Risk Services within UCOP’s Financial Management Department has arranged for employees traveling on official University business to be covered for a wide variety of accidents and incidents, including illness, while away from the campus or primary workplace.

  • This coverage is provided at no cost to the traveler.
  • Coverage is accessed through automatic ticket/travel agency booking (UCLA Travel or Connexxus) or registration through UCLA Travel Insurance. Once registered, the traveler receives a welcome email providing them with the following:
    • A trip brief with useful information about their destination
    • Current alerts for that particular destination (including COVID-19 alerts)
    • Email alerts before and during the trip and health alerts up to 30 days after a trip (including COVID-19 status of travel destination)

Those traveling on official University business should be encouraged to access this information.

If a faculty member was instructed to self-isolate or contracted the virus while traveling on university business or contracted the virus from a patient they were treating, time off will generally be covered as administrative leave or workers’ compensation because the illness arose out of and in the course of their employment.

For faculty who contracted the virus on vacation or were directed to self-isolate following a vacation or other personal travel, they should be encouraged to avail themselves of the University’s sick leave policy and other applicable leave policies and collective bargaining agreement provisions.

A faculty member who is sick may be entitled to leave under the Family and Medical Leave Act (FMLA) and California Family Rights Act (CFRA) under certain circumstances. The FMLA and CFRA entitle eligible employees to take up to 12 workweeks of unpaid, job-protected leave in a calendar year if they have a serious health condition. The COVID-19 illness may qualify as a “serious health condition” if complications arise.

Refer to UC President Napolitano's Executive Order (effective March 16, 2020) for additional details.

If certain members of an employee’s family are sick, the employee may be entitled to leave under the Family Medical Leave Act (FMLA) and California Family Rights Act (CFRA). The FMLA and CFRA entitle eligible employees to take up to 12 workweeks of unpaid, job-protected leave in a calendar year to care for certain family members with a serious health condition. At the University, this group includes the employee’s spouse or domestic partner, parents, and children. COVID-19 may qualify as a “serious health condition” if complications arise. University employees may be permitted and/or required to use paid leave in certain circumstances, depending on the applicable policy or collective bargaining agreement.

Per the Personnel Policies for Staff Members (PPSM) 2.210 regarding absence from work, policy-covered employees may take up to thirty (30) sick days in a calendar year when required to attend to or care for ill family members who are not considered family members under FMLA.

The leave provisions contained in the collective bargaining agreements may vary. Therefore, please email Employee & Labor Relations if you have questions regarding exclusively-represented employees.

If an employee has no accrued time off, the employee may be granted unpaid time off to care for an ill family member. Applicable policies and collective bargaining agreement provisions should be followed in consultation with Campus Human Resources or Health Human Resources.

Refer to UC President Napolitano's Executive Order (effective March 16, 2020) for additional details.

 

No. The Family Medical Leave Act (FMLA) and California Family Rights Act (CFRA) entitle employees to job-protected leave when they have a serious health condition or when they need leave to care for covered family members who have a serious health condition. Leave for the purpose of avoiding exposure to COVID-19 would not be protected under the FMLA or CFRA.

Yes. The University is obligated to provide a safe workplace and may take necessary and reasonable steps to minimize health risks for its employees, such as requiring that employees not come to work if they have COVID-19.

If an employee has had very close contact (for example, lives in the same household) with a person with COVID-19, the employee should be told to watch carefully for symptoms including fever, cough, or shortness of breath.

Employees should stay home if COVID-19-like illness symptoms develop or go home immediately if COVID-19-like illness symptoms occur at work.

Visit CDC Watch for Symptoms COVID-19 webpage for details.

Health officers are legally required to take whatever steps are deemed necessary for the investigation and control of the disease reported. These steps include the power to isolate and quarantine persons, inspect and disinfect property, require the examination of a person to verify the diagnosis, investigate to determine the source of the infection, determine the contacts subject to quarantine, issue appropriate instructions, and take appropriate steps to prevent or control the spread of the disease.*  Health officers may, for purposes of their investigation, disclose information contained in an individual case report, including personal information, as may be necessary to prevent the spread of the disease or occurrence of additional cases.**  If the disease requires isolation, the health officer must insure that instructions are given to the patient and members of the household that define the area within which the patient is to be isolated and state what measures should be taken to prevent the spread of the disease, including the isolation technique to be followed.***

The University will work closely with LA County Department of Public Health officers who may be authorized to take appropriate action on behalf of the University or able to provide the University with the approval and/or authority to take appropriate remedial action. Any such authority given or action taken by the local health officer should be documented.
 

*Health & Safety Code §§ 120130(c), 120145, 120175 (“Administration of Communicable Disease Prevention and Control”); and 17 C.C.R. §§ 2501, 2520 (“Investigation of a Reported Case, Unusual Disease, or Outbreak of Disease”)

**17 C.C.R. § 2502 (f)(2) (“Reports by Local Health Officer to State Department of Public Health”)

***17 C.C.R. §§ 2516 (“Strict Isolation”) and 2518 (“Modified Isolation”)