HR Liaison Meeting

HR Liaison MeetingFriday August 14, 2020

VirtualAgenda:• Welcome• Return to Campus• Health and Safety Policy Compliance• Protocol for COVID-19 Positive or COVID-19 Symptoms• Non-COVID Topics for Fall

• Equal Pay Act, Hiring and Avature Updates• I9 Updates• International Employee Update• FMLA Forms• Reminders

Welcome

Katherine Erwin

https://www.colorado.edu/hr/covid-19-hr-guidance


Return to Campus

Taylor Craven

Return to Campus

For fall semester, if the employee can work remotely, the employee should continue to work remotely to reduce the population density for those who are working on campus.

It is not the employee’s decision to return to campus, the department must create a plan.

Return to CampusFor those who are not able to work remotely, the decision to return employees to campus shall be based upon the following criteria:

• Essential duties must be done on campus or can be done significantly better on campus, and

• Duties support– the health and welfare of students– the academic or programmatic needs of students– the on campus student experience, or

• Duties support mission critical work including primarily faculty and staff who support on campus research or in person teaching. This includes staff who support teaching and learning, information technology and building and campus maintenance.

Return to CampusCommunicate the return to campus plan to employees

• Email template is found on HR website

• Include the safety measures put into place – plexiglass, HVAC reviews, etc.

• Provide resources (COVID-19 Leave and Accommodation Request Form) for employees who are not able to return to campus:– Childcare– Vulnerable population– Etc.

Return to CampusCommunicate expectations to returning employees

• Complete Skillsoft training through portal: CU: COVID-19 Safety and Awareness – CU Boulder

• Complete the Daily Health Questionnaire EACH day employee will be on campus

• Complete the Daily Health Questionnaire if you are sick or have symptoms even if not coming to work that day.

Return to CampusEmployees who cannot return to campus:

• Childcare

• Vulnerable population

Employee circumstances will continue to change throughout the semester!

Return to CampusChildcare• Supervisors should be as flexible as possible

– Allowing flexible work hours• Extended days

• Childcare FMLA (Families First Coronavirus Recovery Act allotment)– 12 weeks of FMLA at 2/3 pay– Maximum of $12,000 for those 12 weeks– Can be taken intermittently or in block

Return to CampusVulnerable Population• Safer-at-Home Executive Order

– Cannot compel vulnerable individual to return to work– Encourage flexibility and remote work for employees with vulnerable

household members

• Options for leave and remote work requests on COVID-19 Request Form– Leave team will collect medical documents and recommend remote

work/teaching to supervisor– Leave matrix with options found on HR website – Referral to ADA compliance when applicable

Health and Safety Policy Compliance

Kenny Nelson

Health and Safety Policy ComplianceHealth and Safety Policy:

All members of the university community, including visitors to campus, are responsible for the following social distancing and safety measures:

– maintain 6-foot distancing when possible,– wear a face covering in public indoor spaces and outdoors while on

campus consistent with state and county health orders,– clean local work area,– practice hand hygiene,– ensure public gatherings implement social distancing protections

including reducing density, face coverings (over nose and mouth), and hand hygiene,


When and where are face coverings required?• All indoor spaces on campus• Outdoors within six feet of another person• Outdoors while waiting for public or non-personal

transportation, no matter the distance from another person• Walking, riding a bike, scooter, bus, or traveling outside of a car

on campus

Health and Safety Policy ComplianceWhen and where are face coverings not required?• Public outdoor spaces, as long as a six-foot distance from any

non-household member is maintained, unless waiting for public or non-personal transportation.

• Private living spaces including residence hall rooms and apartments, but face coverings are required in hallways, stairwells, elevators, lounges, and communal kitchens.

• When alone in a private office with the door closed.• When actively consuming food or beverages, but face coverings

should be worn when ordering at a counter, waiting for food in a crowded area, and after consuming food and beverages and preparing to leave or use the restroom.

• When showering or brushing teeth.


Who is exempt from wearing a face covering on campus?

– Individuals who have received a medical or religious accommodation from Disability Services, ADA Compliance, OR the Office of Institutional Equity and Compliance.

– Children under 10 years old.


What should I do if I see a student, staff member, faculty or visitor who is not wearing a face mask?

– Remember that there may be individuals who have disability or religious accommodations because they are unable to wear a face covering. It can feel isolating and uncomfortable to be unable to participate in this very visible community safety effort.

Health and Safety Policy Compliance• Do not call CUPD or 9-1-1 unless you are being threatened or

have immediate safety concerns from the individual.

• Maintaining physical distancing, approach the individual and introduce yourself.

• Ask them to wear a mask – Example phrasing: Are you aware that masks are required to be worn on

the Boulder campus?

• If they put one on or apologize - tell them thank you and remind them it should be worn at all times while on campus, indoors and outdoors.

Health and Safety Policy Compliance• If they indicate a medical or religious reason for not wearing a

mask - thank them for their time and walk away. Do not ask to see documentation or ask specific questions about an individual’s health, medical condition, or religion.

• If they refuse - explain that masks must be worn at all times and walk away. If you know the student, staff or faculty member, you can escalate this observation to a supervisor, HR Liaision or academic leader such as a department chair or director.

• Do not engage in debate with or harassment with anyone not wearing a face covering.


What is the role of supervisors and academic leaders?

– Supervisors and academic leaders should foster and maintain a culture of voluntary, on-going compliance within their areas of responsibility by modeling compliance through their own behavior and by addressing concerns as they come up about the behavior of students, instructional personnel, researchers and staff in their units.

Health and Safety Policy Compliance• If you notice students, faculty, staff, or any other community

member on the Boulder campus not following our safety measures, we recommend trying the steps below before escalating to central offices.– Talking to the individual in a non-confrontational approach– If appropriate, talk to a supervisor, HR Liaison, faculty

member, academic leader such as a department chair or director.

• To report ongoing non-compliance, please contact:– Student non-compliance: [email protected]– Employee (Faculty, Research Faculty, Lecturer, Staff, Grad

Student, or Student Employee) non-compliance: [email protected]

mailto:[email protected]



CU is devoted to broadening awareness of Bias occurring on campus. And while we are committed to safety measures such as mask wearing to Protect Our Herd, we wish to acknowledge that many persons of color have been taught to express non-threatening signals through facial expressions like smiling to safely navigate the world. We encourage all CU community members to educate yourself regarding bias, and strive to lead all interactions with kindness and good will.

-Inclusive Excellence, Boulder Campus Staff Council

COVID-19 Positive or COVID-19 Symptom Protocol

Lisa Landis


Terms:

Isolation – when an individual is sick, they are to isolate for 10 days

Quarantine – when an individual has been in close contact with a sick individual, they are to quarantine for 14 days


REQUIREMENTS OF EMPLOYEES WITH SYMPTOMS OR POSITIVE TEST :

• Employees who have returned to work on-campus will be required to notify supervisor of COVID symptoms or COVID positive test results

• Submit a Daily Health Questionnaire, even if they are not going onto campus that day


Supervisors manage three approaches that occur simultaneously:

1. Complete Daily Health Questionnaire on behalf of employee

2. Manage sick employee, in consultation with department HR or central HR

3. Work environment mitigation, in consultation with department HR or central HR


1. Complete Daily Health Questionnaire on behalf of employee (only required once, even if employee is out for multiple days)– Contact tracking will occur through the county public health department

where the employee resides or was tested

– Information submitted is HIPAA protected

– Information to any public health department, including CU Boulder’s Health & Wellness Public Health, will not be shared outside of contact tracing

• Department chairs or supervisors will not hear anything back after reporting

This process is for public health, it is larger than our CU Community


2. Manage the sick employee (in consultation with department HR or central HR)– Tell the employee to stay home and consult with their physician

– Provide the employee with leave information including Families First Coronavirus Response Act (FFCRA) and sick leave options

– Allow employee to return to work with appropriate strategy, recommended by the CDC for isolation:

• Time based strategy– 10 days following symptom onset AND resolution of fever for at least 24 hours

without fever-reducers/improvement in other symptoms

– 10 days following first positive PCR test if asymptomatic


3. Work environment mitigation (in consultation with department HR or central HR)

– Contact building proctor who will contact the appropriate facilities management group to manage physical worksite (office, lab, classroom)

– Notify any other employee who had been in close contact with the COVID-19 positive or presumptive positive employee to quarantine for 14 days.

• Close contact is defined by the CDC as, with or without a mask,– Being less than 6 feet apart for more than 15 minutes– Talking while less than 6 feet apart for more than 5 minutes– Sharing a workspace for more than 4 hours


• A department may choose, in consultation with department HR or campus HR, to send the following to employees/building occupants:– The date an employee tested positive without identifying the employee– The building the employee was in when they tested positive– The steps taken after the positive test result for workplace mitigation– A reminder that individuals that were potentially in direct contact were

notified separately

• Work with Employee Relations to ensure broad communication is appropriate and ensuring confidentiality


• Employees who are instructed to quarantine by supervisors may be contacted by CU Boulder’s Health & Wellness Public Health Staff or any other Colorado county public health department for the contact tracing process.

• It is important to note, if the supervisor ensures appropriate social distancing measures have been observed, most coworkers of the COVID-19 positive employee would not be impacted.

Non-COVID Topics

Equal Pay Act, Hiring and AvatureUpdates

Kym Calvo

Equal Pay Act Update

• Much work has been happening to gather information, build infrastructure, and start developing procedures

• Guidance and implementation plans will start being communicated between now and January

• Guidance will be by employee population and communicated as ready for each group– Classified and University Staff– Faculty and Research Faculty– Student Employees– Temporary Staff

Campus Hiring Pause is still Active• Hiring may happen with appropriate approval• Review the hiring guidance and hiring approval form on

HR website: https://www.colorado.edu/hr/covid19/hr-processes#hiring-759

• Recent updates: – Non-tenure track faculty (Lecturers, etc.):

• Can proceed with Dean approval on the offer letter (no additional hiring approval form required)

– SRS cabinet approval: • Send form in DocuSign directly to [email protected] and

cc [email protected]– Cabinet approver:

• If cabinet member is the approver, hiring approval form is not needed if cabinet member signs offer letter

• Interviews should continue to be virtual

https://www.colorado.edu/hr/covid19/hr-processes#hiring-759



Diversity Search & Hiring Training

• For faculty search committees:– Virtual meetings and online course available– Contact Teresa Hernandez or Andy Horovitz to

schedule training for a committee, department or college/school

• Recruiters available for staff search training• Resources available online:

• https://www.colorado.edu/hr/learning-development/employee-learning#diversity_search_amp_hiring-389

https://www.colorado.edu/hr/learning-development/employee-learning#diversity_search_amp_hiring-389

Avature Updates• Several months of Enhancement work has

been underway• Watch for more regular “Tips & Tricks” emails

including:– Improvements to Hiring Manager Portal in

progress– Position Management Portal layout

improvements coming soon– Equal Pay Act foundational support in

development this fall

Form I9 Services

Rosie Compean

Form I-9 processing sessions by appointment

• August 17 – September 4 at the Stadium Concourse across Gates 7– Hours: 9:00am – 3:30pm, Monday – Friday(by appointment

only)– In-person verification of identity and employment eligibility

documentation for Form I-9, is still a three day compliance requirement

– Original document need to be presented to I-9 Partners

• Regent basement location is temporarily closed during COVID-19

Form I-9 processing sessions by appointment

• Online appointment using SignUpGeniusfound on HR website or contact I-9/E-Verify Coordinator at [email protected]

• https://www.colorado.edu/hr/employment-eligibility


Form I-9 processing into the Fall 2020

• September 7 – September 18 at the Administrative & Research Center, 3100 Marine Street, 3rd floor– Hours: 9:00am – 3:30pm, Monday – Friday (by

appointment only)

• September 21 – December 31, Reduced to 2 days a week for I-9s– By appointment only on Tuesdays and Wednesdays

• Hours: 9:00 a.m. to 12:00 p.m.

Under the following circumstances employees should not come to the I-9 office:

– individuals with symptoms – Individuals with confirmed COVID-19

DHS still requires that an I-9 form be completed within three business days

Please contact [email protected] to arrange to complete the I-9 remotely.

Form I-9 processing into the Fall 2020


International Employee UpdateMegan Bohn

International Tax Office

All international employees and stipend recipients (3200 series) are required to meet with an

International Tax Specialist

• To ensures accurate taxation of their pay and to review for potential tax treaty benefits that

might be available to them.

• Appointments should be scheduled as near the hire date as possible, and within the

calendar year of hire, to avoid retroactive corrections to withholding and year-end tax

reporting documents.

Appointments can be scheduled at: https://www.cu.edu/employee-services/international-employee-0/

https://www.cu.edu/employee-services/international-employee-0/

If you have a need to hire an international employee who will be working remotely temporarily outside of the U.S. there are actions you need to take:

• The Office of Export Controls should be notified and will conduct reviews of remote work activities that are performed outside of the U.S. due to COVID to determine if an export controls license is required to perform the work.

Also should contact:

• Boulder Campus Research Cyber Security Manager

• International Student and Scholar Services

Upon Hire, contact the following offices:• International Tax Office: [email protected].• I-9 Office: [email protected]• If you participate in QuickStart: [email protected]

Please copy the employee and supervisor into the communication.

If you have a need to hire an international employee who will be working remotely temporarily outside of the U.S. there are actions you need to take:




FMLA Forms

Taylor Craven

FMLA Forms

• Department of Labor (DOL) released new, fillable forms

• CU Boulder will use these forms for all employee classes

• Current versions of the DOL forms will always be found on the HR website: https://www.colorado.edu/hr/leave

• If your department works with Central HR Leave Team, you do not need to provide these forms to employees

https://www.colorado.edu/hr/leave

Reminders

Kenny Nelson

Sick Leave Statute

• Law approved to provide sick leave to ALL employees

• Goes into effect January 1, 2021

• Policy changes will occur at the system level

• Technology changes to accommodate

Leave SweepTimeline• July 1

– Regent Policy dictates leave sweeps occur as of this day

• Early August – Campus receives list of impacted employees– Initial balances swept at System level (will be corrected)

• Late August – Review complete, list sent back to Employee Services. – Notifies employee of leave sweep

• Early September – Sweep takes place in HCM

• Late September– Employees able to see updated balances in MyLeave

Discovered MyLeaveissue causing delay to

this step

Next HR Liaison Meeting

We will continue with monthly updates and can cancel if there are no topics to discuss.

Save the dates!• Friday September 18

• Friday October 16

Questions?

HR Liaison Meeting

Documents

Transcript of HR Liaison Meeting