COVID-19: FAQ for Supervisors

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 ask if the employee has traveled on University business or personal travel to one of the restricted countries. Supervisors should have the employee complete the online Self-Reporting Form. HR is prepared to assess the risk based on a CDC approved decision tree. HR will communicate the determination of whether or not a self-quarantine period is necessary to both the employee and supervisor as well as any relevant 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 leave?

  Faculty and staff who have traveled to or have been in close contact (e.g., being within 6 feet for longer than 1-2 minutes) with someone recently returning from countries with CDC Level 2 and Level 3 rating should quarantine at home and avoid contact with others during a period of 14 days, even if no symptoms of illness are present.
  
  Note: Supervisors cannot approve employees for self-quarantine. Supervisors can ask if the employee has traveled on University business or personal travel to one of the restricted countries. If yes, 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 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 will ensure appropriate designation of administrative leave on timesheets.
• Can I let my OPS/Student employees work remotely?

  OPS/Student (including Federal Work Study) employees may work from home if appropriate given their job functions and with supervisory approval. If job functions cannot be completed remotely, supervisors should schedule training via webinar or through SkillSoft e-Learning for the hours originally scheduled. Supervisors may also nominate employees with aditional capacity for the OspreyTalent Network.

   

  Additionally, OPS employees for which remote work is not available or suitable may be eligible to receive reemployment assistance, which provides temporary wage replacement (unemployment benefits) to eligible individuals who are out of work through no fault of their own. See the Reemployment Assistance (Unemployment) and Expanded & Emergency Paid Sick Leave webpages for income alternatives.

• 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.
  • 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.

   
• Should I let my student employees work on campus during the period of remote instruction?

  Supervisors will need to make determinations on a case-by-case basis. This includes Federal Work Study (FWS) students. Given that the University has transitioned to remote work until further notice, supervisors are discouraged from requiring students to work on campus, unless they are in positions supporting critical continued University operations. 

   

  Supervisors should work with students to identify work assignments and/or special projects and professional development opportunities that can be completed remotely. See the OspreyTalent Network webpage for additional resources.

   

   

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:

  • 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 from countries with CDC Level 2 and Level 3 rating or from any country with over 100 cases of COVID-19 will need to complete the 14-day self-quarantine process prior to their start date.