Mindful of a possible H1N1 flu outbreak during the 2009-2010 academic year, the University has developed these guidelines and answers to frequently asked questions (FAQs) based on existing University policies and procedures to provide the UVM community with useful H1N1 and seasonal flu information. These guidelines and FAQs apply only for the 2009-2010 flu season to any case of influenza-like illness, regardless of whether it has been medically diagnosed as novel H1N1.
Even if absentee rates are high, the University expects to remain open. For these reasons, all current academic, student, and employment policies will continue to remain in effect. Most of the guidelines for employment-related policies and procedures will be the same for represented and non-represented employees. Contact us if you have questions about these guidelines.What should I do if I begin to get flu symptoms at work?
As soon as you feel sick, talk to your supervisor and request to go home. If you do not request to go home, your supervisor may ask you to go home. You’ll apply earned medical or other leave to the time you are away from work.
If I have flu-like symptoms or H1N1 flu, when is the soonest I can return to work?
If a family member comes down with flu-like symptoms or confirmed H1N1 flu, may I take medical leave to care for him or her?
If I have the flu and have already used up all my medical leave, how can I afford to stay home until I’m well again?
Advanced planning for use of paid leave is a good idea. Beginning now, if you were to save your earned leave over the next two to three months, it is likely that you would have enough leave time available to cover a flu-related illness.
In the event of an H1N1 flu outbreak, you will not be limited to using medical leave. You may also apply vacation days, personal days, and compensatory time to ensure that you will be paid while you are out sick. If you have a zero leave balance, you may opt to take a medical leave without pay, as long as you inform your supervisor of your plan to do so.
If my child’s school or daycare closes due to H1N1 flu, and if my child is not sick, can I bring my child to work with me?
No, this is not an option. In such a case, you may use earned vacation leave, personal leave, or comp time to stay home with your child. If you have no paid time in these leave categories, you may take unpaid personal leave with your supervisor's approval. Medical leave cannot be used in this case because your child is not ill. It is important for you to save your paid medical leave in the event you, your child, or any other member of your immediate family becomes ill.
You may bring your concern to your supervisor. Depending on his or her findings, your colleague may be asked to leave and you will be expected to continue working.
If UVM is open and you are not sick, you are expected to come to work.
Is there any advantage to identifying a leave as FMLA if I or a family member contract H1N1 or seasonal flu?
FMLA would apply to a serious health condition requiring in-patient care or continuing treatment by a health care provider. In most cases, H1N1 flu would not qualify for FMLA since hospital treatment is not likely and a health care provider is not required during the span of illness. (In a severe case, FMLA might apply. Incapacity would need to be for more than three calendar days, with continuing treatment by a health care provider. For questions concerning FMLA, contact the Employee Information Center at 656-3150.)
If my supervisor sends me home because I appear to be sick—even if I believe I am well enough to work—do I have to use my own accrued leave in order to receive pay for the time I am absent from work?
Yes. For public health reasons, the CDC is recommending that sick workers stay home. If you come to work with flu-like symptoms, there is the likelihood that you will be able to spread the virus—even if you feel well enough to do your job. In such a case, your supervisor has the authority to send you home, and you would be expected to use your accrued leave in order to receive pay while you are absent.
Yes. Although vacation leave, comp time and personal leave must normally be pre-approved by your supervisor, in the event of an H1N1 flu outbreak, you can use any accrued paid leave to cover a medically-necessary absence.
Yes. The University has a responsibility to students and the campus community to maintain academic and business operations at an appropriate level. Although managers and supervisors will do their best to honor leave requests that were previously approved, a flu outbreak may create significant absenteeism that could impact your unit. Should this occur, your supervisor does have the authority to cancel or re-schedule approved leave.
If I get the flu do I have to bring in a doctor’s note if I need more than five (5) days of medical leave?
During an H1N1 flu outbreak, doctors and hospitals may be especially busy, making it difficult for employees to obtain a letter from their physician, so a doctor’s note will not be required for absences due to influenza-like illness or confirmed H1N1 flu. A doctor’s note will continue to be required for any other type of illness or surgery, when the recovery period is longer than five days. Supervisors may also ask for medical documentation if an employee has a history of absenteeism.
If I get H1N1 or seasonal flu will I need a doctor’s note clearing me to return to work?
If you have the flu, you will not need a doctor’s release to return to work, but you will need to stay at home until at least 24 hours after your fever has passed (below 100(F) and you are no longer taking fever-reducing medication. If you return to work with flu-like symptoms, or before you are fully recovered, your supervisor has the authority to send you home.
UVM expects that the University will remain open and that the majority of employees will continue to work. Therefore there is no plan to change compensation policies for staff.
In accordance with our normal policy, you will be paid for time worked conducting University business. You may use accrued medical leave, personal time, vacation leave or comp time for time spent not conducting University business during your normal work hours. This time may include caring for ill family members, which is not considered University business.
If I don’t have any medical leave, personal time, vacation leave or comp time accrued, will I be paid?
In accordance with our normal policy, if you have a zero leave balance, you may opt to take a medical leave without pay, as long as you inform your supervisor of your plan to do so.
No, you must begin work in order to be paid.
I have been assigned work to cover for an absent employee in a higher pay band. How will I be compensated for this higher level work?
In accordance with our normal policy, when you are temporarily assigned responsibilities at a higher level for more than three (3) weeks, you will receive an additional payment based on the level of the work.
If I get the flu and do not have enough paid leave to cover my absence from work, will I still have to pay my normal cost share for my benefits (health insurance, dental insurance, disability, etc.)?
Yes. All employees are expected to pay their normal cost share for the insurance benefits they receive, even when they are on unpaid leave.
Do I need my supervisor’s permission if I want to flex my work hours or create an alternative work schedule during an H1N1 flu outbreak?
Yes. Although supervisors are encouraged to consider employee requests for flexible work hours and alternative work schedules, approval will depend upon the nature of the work, the number of employees available to perform the work, and the operational needs of the department. Therefore, you will need your supervisor’s permission to flex your hours or to create an alternative work schedule.
Does my supervisor have the authority to adjust my schedule to work hours or shifts that I normally do not work? What happens if I cannot comply due to child care or transportation issues?
Yes. Supervisors are responsible for making sure that University operations are able to continue effectively and without interruption. If absentee rates are high during a flu outbreak, employee work schedules may need to be temporarily modified and you would be expected to adjust accordingly. In the event this causes child care or transportation problems, you would be expected to discuss the situation with your supervisor and, if necessary, make alternative child care and/or transportation arrangements.
Do I need to have my supervisor’s approval in order to work at home or to telecommute during an H1N1 flu outbreak?
Yes. Both exempt and non-exempt employees may be able to work from home if the nature of the work makes that possible and the arrangement is approved by your supervisor. Supervisors should note that the Fair Labor Standards Act requires strict record-keeping for non-exempt positions. If your supervisor does approve, together you will establish clear work-at-home arrangements, including an understanding about any overtime issues. As always, overtime must be specifically assigned and pre-approved by your supervisor.
Can my supervisor require that I wear a mask and gloves while I am working? If a mask and gloves are not required, may I wear them if I choose?
If your job duties include providing medical care, your supervisor may require you to wear masks, respirators, or gloves as personal protective equipment (PPE) paid through departmental funds. Custodial and other staff will be expected to wear gloves when cleaning as is normally directed by their supervisors. Unless occupationally exposed in a medical setting, UVM does not recommend the use of masks or gloves. Instead, UVM emphasizes frequent handwashing and careful covering of your nose and mouth with a disposable tissue when you cough or sneeze.
Last modified September 18 2009 03:56 PM
