UW System Administration (UWSA) Employees


FurloughReturn to WorkplaceUpdate on Short-Term Telecommuting Policy

Furlough

These FAQs apply to UW System Administration (UWSA);  including UW Shared Services (UWSS) and UW Extended Campus (UWEX).

Monday, May 4, 2020 - You do not have to take a furlough day in the last month of employment. For example, your last day of employment is July 31, 2020. You must have a furlough day for May and June. You do not need to have a furlough day in July.

Monday, May 4, 2020 - Per President Cross’ direction, UWSA, including UWSS and UWEX must adhere to 1 day per month. This minimizes disruption to our operations and ensures that all employees are affected by the furlough in the most equitable manner possible.

Monday, May 4, 2020 - In keeping with the practice during the 2009 furloughs, all lump sum appointments will take an equivalent cut in lump sum payments. The percentage reduction is 4.54%.

Monday, May 4, 2020 - The staff augmentation work for DHS/DOA is separate from the UWSA furlough requirement. Employees will still need to take one furlough day/ month from UWSA.

Wednesday, June 24, 2020 - You do not have to take a furlough day in the first month of employment. For example, your first day of employment is July 3, 2020. You begin taking furlough days in August, 2020.

Return to Workplace

Thursday, June 18, 2020 – These FAQs are related to the following guidelines:

Phase I of the Phased Staffing Plan from the Expectations for Returning to the Workplace will begin on or about July 1, 2020. Please work with your supervisor to discuss specifics as it relates to you coming back into the office.

The CDC recommends riding during non-peak hours, limit touching surfaces, wear a mask, practice social distancing, and use good hand hygiene before and after entering the bus.

Please follow that institutions plan for returning to the workplace.

We have backup solutions for our critical internally hosted applications. Our major vendor partners (Microsoft, Cisco, etc.) and those hosted by UW-Madison also have backup solutions. Microsoft and other non-UW providers provide elastic service, capacity grows and reduces dynamically based on usage, so we do not usually notice performance or availability issues.

Supervisors have the responsibility of enforcing the Expectations for Returning to the Workplace guidelines.

You are encouraged to discuss your specific concerns with your supervisor. You may be eligible for leave as described under UW System Administrative Policy 1200-Interim 03, Interim: FMLA Expansion, begin the review process by completing the Public Health Emergency Leave form (login required) located in MyUW, Personal Information tile, Update Personal Information, Public Health Emergency Leave (left hand navigation column), Add a New Value.

You are encouraged to discuss your specific concerns with your supervisor. You may be eligible for leave as described under UW System Administrative Policy 1200-Interim 03, Interim: FMLA Expansion, begin the review process by completing the Public Health Emergency Leave form (login required) located in MyUW, Personal Information tile, Update Personal Information, Public Health Emergency Leave (left hand navigation column), Add a New Value.

Supervisors have the responsibility of enforcing the Expectations for Returning to the Workplace guidelines.

In Phase 1 of the Phased Staffing Plan, employees who have the ability to continue teleworking will be encouraged to do so. You are encouraged to discuss your specific concerns with your supervisor. For more information, see the Expectations for Returning to the Workplace guidelines.

Follow Personal Safety Precautions as described, including social distancing, handwashing, disinfecting personal work areas and good hygiene. For more information, see the Expectations for Returning to the Workplace guidelines. 

Following the expectations and guidelines listed in Expectations for Returning to the Workplace will help minimize risk and exposure for all employees.

It is expected that face masks or face coverings be worn by all staff working on site when in the presence of others and in public settings where other social distancing measures are difficult to maintain (e.g., common work spaces, meeting rooms, hallways, etc.). For more information, see the Expectations for Returning to the Workplace guidelines.

At this time, employees should plan on providing their own face coverings.  Information on cloth face coverings is available from the CDC on the webpage: Use of Cloth Face Coverings to Help Slow the Spread of COVID-19.  

We are not aware of any plans to retrofit any building HVAC systems with additional air filtration at this time.  Non-sterilizing commercial-grade air filtration may not be an effective mitigation approach for COVID-19.

If you work in an open environment, be sure to maintain at least 6 feet distance from co-workers. If possible have at least one workspace separating you from another co-worker. You should wear a face mask or face covering at all times while in a shared workspace/room. For more information, see the Expectations for Returning to the Workplace guidelines.

Consider designating specific stairways for up or down traffic if building space allows.  Masks/face coverings should also be used when walking in narrow hallways where others travel and in break rooms, conference rooms and other meeting locations. For more information, see the Expectations for Returning to the Workplace guidelines.

The Guidance for Specific Workplace Scenarios section of Expectations for Returning to the Workplace addresses meetings and other common spaces. 

Use of restrooms should be limited based on size to ensure at least 6 feet distance between individuals. Wash your hands thoroughly afterward to reduce the potential transmission of the virus. For more information, see the Expectations for Returning to the Workplace guidelines.

UW–Madison has provided guidance on use of the elevators at Van Hise. No more than two (2) passengers at any time in a single elevator car (one person only in elevator #4, servicing the 19th floor); keep six feet apart while you wait; remember to wear a mask when moving through or standing/sitting in shared spaces.

For all elevators, ideally, no more than one person should enter an elevator at a time, so please use the stairs whenever possible.  If you are using the elevator, wear your mask or face covering and avoid touching the elevator buttons with your exposed hand/fingers, if possible. Wash your hands or use hand sanitizer with at least 60 percent alcohol upon departing the elevator. For more information, see the Expectations for Returning to the Workplace guidelines.

At this time, all contact tracing and communication is being handled by local departments of public health.  Further communication may occur, consistent with our supervisory Guidance- Confirmed Case of COVID-19 On-Site.

Wednesday, June 24, 2020 - Yes. Face shields are an acceptable alternative to face masks.

Resources on working remotely and managing remote teams effectively are available in the UW System Administration section of COVID-19 Resources.

Update on Short-Term Telecommuting Policy

Saturday, March 14, 2020 – These FAQs are related to the short-term telecommuting policy update for UW System Administration employees.

We realize this situation can cause stress and worry for staff and want to remind you that the Employee Assistance Program (EAP) is available to all UWSA employees 24/7. Visit www.feieap.com and sign in with the username SOWI for additional information or call (866) 274-4723 to begin using EAP services.

It’s important for you to talk to your supervisor as soon as possible about your options. If you will not be working, you may request to use paid leave time or choose to utilize unpaid leave. You can also talk to your supervisor about the possibility of a flexible work schedule. Until these conversations occur, we ask that employees make arrangements to come to work as usual.

In order to implement suggested guidelines for social distancing, deans, UWSA leadership will consider which employees perform mission-critical work that must be completed on site, and what work can be completed off-site.

At this time, there is no provision in state policy that allows for employees to be paid without working or using paid leave. We realize this may create a hardship for some employees. We are monitoring this situation very closely and should this change, we will communicate with you. You may choose to use paid leave time to remain in paid status or you may elect to take unpaid leave.

Student employees are an important component of our workforce. Student employees should work with their supervisors on their planned work schedules over the extended break and beyond. Student employees are not prohibited or discouraged from working at their UWSA jobs under our current COVID-19 guidelines.