Loyola University Maryland

Coronavirus Updates

Employee & Supervisor FAQs

FAQ for Employees

What if I have symptoms of acute respiratory illness?

  • Employees who have symptoms of acute respiratory illness are recommended to stay home and not return to work until they are fever-free (100.4° F or greater) for at least 24 hours, without the use of fever-reducing medications (i.e. Tylenol or Advil). Employees must notify their supervisors and stay home if they are sick and remain home for the extent of their illness.
  • Contact your health care provider and follow their instructions. Employees enrolled in Loyola’s Cigna Health Care Plan may also contact the Cigna Telehealth Connection: Cigna provides access to two telehealth services as part of our medical plan –AmWell and MDLIVE. Connect with a board-certified doctor via secure video chat or phone, without leaving your home or office 24/7/365. Register at the websites AmWellforCigna.com or MDLIVEforCigna.com; or call AmWell: 1-855-667-9722 or MDLIVE: 1-888-726-317.

What if I have recently traveled to an area experiencing sustained community transmission?

Contact your health care provider and notify your supervisor. If you have traveled to such an area, you will likely be advised to remain off-campus for 14 days. This is due to the incubation period (how soon the symptoms appear from your time of exposure), which can be as long as 14 days for this type of virus. If you remain free of symptoms, most importantly fever, through the course of this 14-day period without medication, there are no additional activity restrictions. In this case you may return to work on day 15. During this 14-day self-quarantine, watch for any changes in your health and avoid contact with others. If you develop symptoms or feel ill during this time and/or have a fever, you should contact your health care provider. Please refer to the most recent CDC Geographic Risk Assessment for latest information.

What if I’m outside of the United States on travel now?

  • If outside the United States, sick employees should contact a healthcare provider or overseas medical assistance company to assist them with finding an appropriate healthcare provider in that country. A U.S. consular officer can help locate healthcare services. However, U.S. embassies, consulates, and military facilities do not have the legal authority, capability, and resources to evacuate or give medicines, vaccines, or medical care to private U.S. citizens.
  • If you travel to any location affected by COVID-19, contact your health care provider, and contact your supervisor before you return to campus.

What if I have been confirmed that I have COVID-19?

Employees who are confirmed to have COVID-19 should stay home, follow instructions from their health care provider, and notify their supervisor and their HR Partner of the illness.

What if I’m caring for someone with COVID-19?

Employees who are well but who have a sick family member at home with COVID-19 should notify their supervisor and refer to CDC guidance for how to conduct a risk assessment of their potential exposure. You will likely be advised to stay home and self-quarantine.

What if I'm an employee at high risk for serious illness from COVID-19?

  • In the event an employee is not currently suffering from COVID-19, but is at a high risk for serious illness from COVID-19 (per CDC information or as advised by a medical professional), the employee should contact Human Resources, who will explore options with the employee’s supervisor for temporary remote work, use of the COVID-19 leave bank, other possible accommodations.
  • For COVID-19 risk associated with an underlying health condition, Human Resources may request medical documentation to support the need for remote work.

What happens if I have to self-quarantine or need off for other COVID-19 related absences?

  • Employees will be provided temporary remote work, use of the COVID-19 leave bank, or other possible accommodations in light of the COVID-19 outbreak, when approved by HR under the following circumstances:
    1. The employee or a member of the employee’s household has, or is suspected of having, COVID-19
    2. The CDC or local health official has recommended that the employee or a household member self-quarantine
    3. If an employee or a member of the employee’s household has traveled to locations of high concern as determined by the CDC
    4. The employee or a member of the employee’s household has come into close contact with an individual who has contracted the COVID-19 virus
    5. Other COVID-19 related-absences as approved by Human Resources
  • In these cases, the employee should report the information to their supervisor and HR. In the case of self-quarantine, employees will be expected to self-quarantine at home as recommended by CDC guidance or as determined appropriate by local health officials. Employees who are well will be expected to work remotely if remote work is available and will be paid for their regularly scheduled hours.

What if I need to access the COVID-19 Leave Bank for COVID-19 related issues?

  • The University has created a temporary COVID-19 leave bank for COVID-19 related issues. This is temporary and available only until further notification.
  • Time off from work for COVID-19 related absences, according to the terms of this guideline, will be paid under the COVID-19 leave bank. Regular sick time, personal time or paid vacation time will not be subtracted automatically from an employee’s regular leave balances if qualifying for use of the COVID-19 leave bank in accordance with this guideline.
  • The University recognizes that an employee may also be entitled to leave under the FMLA in the event of a COVID-19-related qualifying condition for the employee or a family member, and the University will comply with the FMLA and all relevant regulations in the administration of the employee’s leave.
  • Requests for documentation associated with COVD-19 related illnesses among employees or family members will be made in accordance with applicable federal and state laws. To the extent any applicable federal or state leave law provides greater leave rights or entitlement than this guideline, the University will comply with such law.

Will I have to provide documentation to use the COVID-19 Leave Bank?

Employees may be required to produce a doctor’s note or other documentation certifying that the employee or someone who lives in their home has, or is suspected of having, COVID-19, is under quarantine related to COVID-19, has traveled to a location of high concern as determined by the CDC, has come into close contact with an individual with COVID-19, the employee is at high risk for serious illness from COVID19, or other supporting documentation in order to take advantage of the COVID-19 leave bank. If such documentation is requested and not available (e.g., if the employee cannot access a medical provider), please contact Human Resources.

What if I need to take leave for non-COVID-19 related reasons?

  • Employees who are sick for non-COVID-19 related issues, or who do not qualify for COVID-19 leave bank according to this guideline, are expected to use their regular sick, personal, and vacation leave options; or, if none are available, would be unpaid for time off.
  • The COVID-19 leave bank is available temporarily and until further notice. We will revisit the availability of the COVID-19 leave bank, and the terms of this guideline, as the situation evolves.

Are there instructions for employees who are using the COVID-19 Leave Bank?

Once approved:

  • Administrators will record COVID-19 related time off via the TimeClock Plus system. When entering a request, select the code 9999990007-COV Related. Your supervisor will then be notified. You will see the appointment show on your calendar as pending until they approve the request.
  • Staff will record COVID-19 related time off using the dropdown menu in the TimeClock Plus system. When entering time for a day in which you are using COVID-19 related leave, select the code 9999990007-COV Related.
  • Supervisors will record COV related leave in TimeClock Plus for staff employees who swipe a time clock.

What if I need to work remotely on COVID-19 Leave?

  • Many functions can be performed on an interim basis via remote work. We encourage employees to review their roles and regular tasks with their supervisors to determine what functions can be performed remotely and what resources may be necessary to accomplish remote work.
  • In these cases, if remote work is available, employees are expected to work remotely and to be as productive as possible throughout the workday. (Note that this does not apply to employees who are sick or who are on FML or other protected leave of absence.)
  • It is expected that remote workers will be reachable by email and/or phone during their normally scheduled work hours. For some positions, remote work may only be available for a portion of the workday or workweek. In all cases, employees should report all hours worked (i.e., when the employee is on duty and available during normally scheduled work hours or when performing assigned work).

Are there options for Remote Work or use of the COVID-19 Leave Bank?

In the case of employees on approved COVID-19 leave, supervisors should propose the remote work duties to be performed to Human Resources. With HR approval please note the following options:

  1. Employees authorized for temporary remote work who are able to perform their normally assigned duties remotely should do so. They should work their normally scheduled hours, report time in Time Clock Plus as time worked, and be available by phone and email throughout the employee’s normal workday.
  2. Administrative assistants, program assistants and other positions not normally authorized for remote work should be provided the option to work remotely if it is logistically possible and if they can be assigned projects that can be performed remotely. If remote work is available for all or a partial day, and they are on duty for the entire shift (available by phone and email during all business hours), they will report the time in Time Clock Plus as time worked.
  3. Employees whose positions have no potential for remote work (facilities, campus police, EVS technicians, etc.) are eligible to use the COVID-19 leave bank with HR approval and will continue to be paid.

How will performance during Remote Work be evaluated?

Employee performance during remote work will be evaluated in the same way performance is evaluated while employees are working on-site. Good communication will be expected between the employee and the supervisor related to work assignments, schedules, deliverables and issues. Employees may need to attend meetings via Skype or Zoom.

How should time away from Remote Work be submitted?

Vacation and personal time off should be scheduled as usual during approved remote work. The employee would record vacation and personal time off using the regular vacation or personal time codes. Employees must notify their supervisor of any time not “on duty” working and any time not available by phone and email. In those cases, time off should be taken under the appropriate regular leave codes.

What if I'm sick and it's unrelated to COVID-19?

Supervisors should be notified, and leave would be recorded as regular sick leave.

Are there any tips for Remote Work?

Make sure employees:

What if I need to travel?

  • Employees traveling out of state or country for personal or approved business reasons: As a threshold matter, we request that employees who are traveling please register on the Employee Travel Registry so the university may determine next steps relative to remote work or potential quarantine, in accordance with CDC guidelines and any recommendations from local health authorities.
  • University Affiliated Travel Non-essential: University-affiliated travel is restricted until further notice. The vice president in each area will determine whether travel is essential. If you will be traveling, please consider the potential risks that may be involved in visiting your destination, including the risk of transmission as well as the risk of quarantine upon return. Avoid places experiencing sustained community transmission. Keep in mind that guidance may change once you have left your destination or returned home. Updated information on recommendations for travel can be found on the travel information page on the CDC’s site.

FAQ for Supervisors

What can I do to help prevent an outbreak at work?

  • Actively encourage sick employees to stay home: Supervisors should encourage sick employees to stay home. Employees who have symptoms of acute respiratory illness are recommended to stay home and not return to work until they are fever-free free of fever (100.4° F or greater), for at least 24 hours without the use of fever-reducing medications (i.e. Tylenol or Advil).
  • Be flexible to approve sick leave consistent with public health guidance and ensure that employees are aware of these policies. Employers should be aware that during flu season or in the event of a COVID-19 outbreak, more employees may need to stay at home to care for sick family members than is usual.
  • Place posters that highlight the many ways to help limit the spread of germs in the office. Printable signage encouraging staying home when sick, cough and sneeze etiquette, and hand hygiene should be placed at the entrance to your workplace and in other shared common spaces where they are likely to be seen.
  • Provide tissues and no-touch disposal receptacles for use by employees.
  • Encourage employees to clean their hands often with an alcohol-based hand sanitizer that contains at least 60-95% alcohol or wash their hands with soap and water for at least 20 seconds. Soap and water should be used if hands are visibly dirty.
  • Offices should also have adequate disinfecting supplies on hand (i.e. Clorox wipes) and frequently touched areas should be routinely wiped down, such as keyboards. phones, etc.
  • COVID-19 cases have occurred on every continent (besides Antarctica). So, one cannot apply any stereotype as to who may be infected (nor should a stereotype ever be applied under any circumstances). It is never acceptable to treat someone differently, whether employee, resident, or visitor, because of their ethnicity, nationality, or race.

What if my employee(s) is caring for someone with COVID-19?

  • Employees who are well but who have a sick family member at home with COVID-19 should notify their supervisor and refer to CDC guidance for how to conduct a risk assessment of their potential exposure. Permit employees to stay home and use accrued sick and personal leave to care for a sick family member.
  • If employees are well but are quarantined at home after coming in contact with someone with COVID-19, assess whether the job may be appropriate for temporary remote work for all or part of each business day. If this is possible, contact OTS for technology questions, and contact your HR Partner for an employee letter of agreement, necessary during temporary remote work. If this is not feasible or appropriate, advise the employee to submit medical leave of absence (LOA) or family medical leave (FML) paperwork.

What if my employee is traveling overseas?

  • Check the CDC’s Traveler’s Health Notices for the latest guidance and recommendations for each country to which you will travel.
  • Ensure employees who become sick while traveling that they should notify their supervisor and promptly call a healthcare provider for advice if needed.
  • If outside the United States, sick employees should obtain medical care or contact a healthcare provider or overseas medical assistance company to assist them with finding an appropriate healthcare provider in that country.

What if one of my employees has been confirmed to have COVID-19?

  • Report this information to Human Resources immediately.
  • Send sick employees home. CDC recommends that employees who appear to have acute respiratory illness symptoms (i.e. cough, shortness of breath) upon arrival to work or become sick during the day should be sent home immediately. Sick employees should cover their noses and mouths with a tissue when coughing or sneezing (or an elbow or shoulder if no tissue is available).
  • Employees who have been exposed to a co-worker with confirmed COVID-19 should be referred to the CDC guidance for how to conduct a risk assessment of their potential exposure. Depending on employee risk levels, health care providers may recommend employees to self-quarantine for 14 days.
  • If a well employee is quarantined after coming in contact with someone with COVID-19, assess whether the job may be appropriate for temporary remote work for all or part of the 14 days. If remote work is appropriate, contact OTS for technology questions, and contact your HR Partner for an employee letter of agreement, necessary during temporary remote work. If remote work is not feasible or appropriate, advise the employee to submit medical leave of absence (LOA) or family medical leave (FML) paperwork.
  • During an outbreak, do not require a healthcare provider’s note for employees who are sick with acute respiratory illness to validate their illness or to return to work, as healthcare provider offices and medical facilities may be extremely busy and not able to provide such documentation in a timely way.

Are there instructions for supervisors who are using the COVID-19 Leave Bank?

  • Administrators will record COVID-19 related time off via the TimeClock Plus system using the code 9999990007-COV Related. Approve submitted requests. You may also enter time off on an employee’s behalf if they are unable to submit the leave request.
  • Staff will record COVID-19 related time off on their timesheet in the TimeClock Plus system, using the code 9999990007-COV Related, when they take the leave.

For more information