COVID-19: FAQ for Supervisors

Faculty and staff play an important role in helping to keep our campus safe and healthy as well as minimize risks as we return to campus for the start of the fall semester on August 14th.

In the 14 days prior to returning to campus, employees are strongly encouraged to adhere to a number of key behaviors, some of which include: monitoring health, downloading the UNF self-screening app, taking the Osprey Pledge, and completing the mandatory COVID-19 Education Program (due no later than August 14th).

As we transition back to campus, supervisors are encouraged to be supportive and flexible in making arrangements for remote work opportunities for those who have self-identified as higher risk for COVID-19 and to ensure adequate social distancing in their respective department/area.

Please review the below Frequently Asked Questions for guidance in making consistent decisions that are in the best interest of the University, department operations, and the well-being of faculty and staff.

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Working Hours and Working Remotely

How do I determine what activities can be performed remotely and how do I monitor remote work?
Supervisors should refer to the Telecommuting Agreement Form for guidance in creating an effective telecommuting work plan. Below are some sample questions to assist supervisors in identifying activities that can be performed remotely and how to monitor remote work:
- Review the position description to identify job duties that can and cannot be performed remotely
- What activities other than job duties can the employee perform remotely? Special assignments/projects Professional Development? Online training courses? SkillSoft e-Learning?
- How will you assess the employee’s performance while working remotely? How will you determine that the job duties/activities were completed?
- How will communication with others in the department and/or University be handled while working remotely (e.g. forwarding phone calls or checking voicemails periodically, Microsoft Teams or Zoom meetings, etc.)?
- Itemize the University equipment that the employee will need to perform work remotely.
- What support services will the employee need while working remotely and how will those services be delivered? (i.e. ITS Helpdesk, etc.)
- How will ‘down time’ be handled? Will the employee record regular lunch breaks?
- What records will the employee keep at home and how will those records be secured, handled, monitored, and/or returned to the University department?
Can I send an employee home if they appear sick and/or are exhibiting flu like symptoms?

That depends. If an employee is exhibiting flu like symptoms supervisors will have to use their best judgement in determining whether or not an employee should remain at work, and should seek to maintain consistency in applying these determinations.
What should I do if one of my employees is exhibiting symptoms consistent with COVID-19?

If an employee is exhibiting symptoms consistent with the published symptoms of COVID-19, the supervisor should have the employee complete the online Self-Reporting Form. An HR representative will be in contact to provide guidance on next steps.
What do I do if an employee shows signs of illness but does not want to go home?

If an employee is exhibiting signs of illness but does not want to go home, supervisors should contact HR to evaluate the situation on a case-by-case basis and provide guidance on next steps.
How do I know if an employee needs to take self-quarantine/isolation leave?

Employees who are (or have been in close contact with someone) exhibiting symptoms consistent with the published symptoms of COVID-19 or have been recently tested for COVID-19 should self-isolate, seek medical advice, and monitor symptoms using the Symptom Monitoring Form during the CDC recommended 14-day period.

In addition, employees who have been exposed to the general public or interacted with others, during which time neither they nor those around them were wearing a face covering or maintaining 6ft social distancing (ex. domestic and international travel, attending a social gathering) may need to self-quarantine for a period of 14 days even if no symptoms of illness are present. Visit the Self-quarantine/isolation webpage for additional information.

Note: Supervisors cannot approve employees for self-quarantine/isolation. Supervisors should have the employee complete the online Self-Reporting Form. Human Resources will communicate with the employee regarding next steps and leave designation.
How should self-quarantine/isolation be reported on a timesheet?

All hours spent performing work duties remotely should be entered as Regular Pay on the timesheet. If working remotely is not possible, HR or the employee’s department will ensure appropriate designation of leave, if available, on timesheets.
Can I let my OPS/Student employees work remotely?

OPS/Student employees may work from home if appropriate given their job functions and with supervisory approval.
K-12 school systems have closed. I have employees with children who are requesting to stay at home to care for them. What options are available?
As UNF strives to be proactive at preventing the spread of COVID-19 while continuing University operations, employees may experience unforeseen childcare needs including potential closures of K-12 school systems. Supervisors are encouraged to be supportive and flexible in making arrangements for remote work opportunities including a combination of leave hours and working hours, and work with employees to identify regular job duties, special assignments, projects, or professional development that can be performed remotely. Hourly employees should record their hours worked on timesheets as per standard practice.

The following options may be available depending on the nature of the job responsibilities:
- Use accrued Annual Leave.
- Expanded FMLA & Emergency Sick Leave
- For Non-Exempt A&P, USPS, and OPS hourly employees: may make up the work on an hour-for-hour basis during the same pay period with supervisory approval.
- Take Leave without Pay with supervisory approval.
- Work from home with supervisory approval.

Recruitment/Employment

Is UNF still hiring?

Yes. The university is actively recruiting for vacant positions.
How can Search Committees continue to comply with Sunshine Law while conducting remote interviews?
Recruitments using formal search committees, as managed through EOI, must continue to comply with the Florida Sunshine Law even if interviews are conducted via video. Search Committees and Hiring Officials should review the following requirements and contact EOI at for questions:
- The conference call number and/or Zoom access code/link must be supplied in the meetings public notice.
- Conference call meetings will require a call-in number available to anyone who wishes to listen in on the meeting. Whether it’s a dedicated number just for the public or the same conference call number that the committee is using, the key is that anyone can call in.
- If a committee wishes to hold Zoom video meetings, the committee must confirm that Zoom has a public function (such as a link or access code that anyone can use to listen to/watch the meeting). A consistent conference call dial-in for Zoom meetings is recommended, so that anyone without access to internet could call in.
- All other open meetings requirements would still apply (minutes, voting, etc.).
Has the recruitment process changed?
The recruitment process itself has not changed, but it's important to take the time to review options prior to commencing with interviews and keep in mind social distancing recommendations. Hiring Officials should consider the following:
- Current and future state of the budget
- Interviews should be conducted via phone or video (e.g., Skype or Zoom).
- All applicants should be provided with the same experience.
- Acknowledge the unusual circumstances and do all you can to put them at ease.
- Offer flexibility if candidates need to reschedule. With school and childcare closures and individual family care needs, there is a high likelihood that there will be candidates who may be completely unable to participate in an interview. Do not eliminate candidates from consideration due to circumstances which may be beyond their control.
- Stay informed about the status of university operations. It may be necessary to adjust or delay start dates.
Recruitments using formal search committees, as managed through EOI, must continue to comply with the Florida Sunshine Law even though interviews are conducted via video and should review the points above for additional information.
Is there remote access to the university's applicant tracking system, OASys?

Yes, OASys can be directly accessed from myWings on mobile, tablet, laptop or desktop utilizing single sign-on credentials.

myWings > Employee Resources > Employee Tools > OASys Hiring and PD module
What should my department do if we are about to invite to campus or have scheduled candidates who are finalists in a department search for in-person interviews?

For the short term due to the concerns regarding the coronavirus, departments may invite preferred candidates to participate remotely using technology to create a process as close as possible to an on-campus interview experience.
What should my department do if we interviewed some candidates in person for a department search but, prior to completion of interviews, the university implemented modified operations requiring employees to work remotely?

If the department’s search process is in the midst of completing in-person interviews and the university implements modified operations, the department should, for the short term, conduct the remaining interviews remotely by creating a process as close as possible to the other candidates’ on-campus interview experience.
Will there be any delays to hiring approvals?

At this time, the university is open and hiring proposals will continue to be reviewed and approved as efficiently as possible.

Please be aware there may be delays in background check results at the county level, which may, in turn, impact the speed of receiving results from the background-screening vendor. In addition, it may be more challenging to get references completed and obtain unofficial/official transcripts as universities/companies are addressing staffing during COVID-19 in various ways.

It is important that any conversations with preferred candidates include the caveat that all discussed hire dates are contingent on the completion of the HR review process. In addition, New Hires traveling to Jacksonville may need to complete the 14-day self-quarantine/isolation process prior to working on campus.