Supervisor guidelines

Jun 9, 2020

Employee concerns

Employees will return to campus based on return-to-work plans developed by deans and vice presidents with oversight by the executive committee.

These guidelines provide information about how to respond to concerns expressed by employees who have been asked to return to campus on-site based on their unit’s plan.

In general, the response to employees involves three components:

  • Providing the employee with information about what the university and the unit are doing to address safety in the workplace. Find more information in the campus facilities plan.
  • If that information does not address the employee’s concerns, explore options that might address the employee’s needs and permit them to perform their work. Examples include continued remote work, adjusted schedules, or changes in work location or equipment.
  • If no other options are available and the employee cannot work remotely or return, they may use accrued applicable university paid leave time, as approved by their supervisor. If the accrued time has been exhausted, staff can request ASU leave in an unpaid status.

These guidelines do not address how to respond to an employee who has COVID-19-related symptoms, has been exposed to those who are positive or has traveled to areas that are considered high-risk areas. Please review the Families First Coronavirus Response Act time reporting process for current guidance on how to address those issues.

Employee unwilling to work on-site due to concerns of an underlying health condition

The Americans with Disabilities Act, ADA, prohibits employers from making disability-related inquiries of employees. This includes asking an employee if they have a compromised immune system, chronic health condition, or a condition that places them in a high-risk category. Additionally, supervisors should not exclude an employee from the workplace solely because the employee has a medical condition that puts them at a higher risk for severe illness due to COVID-19. 

If an employee indicates that they are unwilling to return to work due to being high risk, refer the employee to the ADA Consultant to discuss a possible accommodation that may allow the employee to perform the essential functions of their position. Because the employee’s request may involve information about their health, it is important that you refer the request to the ADA Consultant rather than handling it yourself, so that the university can ensure that confidentiality requirements are followed. Approved accommodations may include remote work, changes to an employee’s schedule or work location, or other accommodations. The ADA Consultant will work with you to discuss the options that may be feasible for a particular employee.

If ADA accommodation is not approved, refer the employee to the Office of Human Resources Benefits Department to explore whether they are eligible for leave under university policy. 

Visit the U.S. Centers for Disease Control and Prevention webpage for details about those at high risk for severe illnesses.

Employees who are concerned about a positive exposure for a household member

The supervisor will explain what the university is doing to ensure a safe working environment. Find more information in the campus facilities plan. The supervisor may permit remote work, adjusted schedules, and similar options that reduce time spent on-site with others if the employee is still able to perform the essential functions of their job.

Otherwise, if the employee has been asked to return to campus and is unwilling, the supervisor should refer the employee to the Office of Human Resources Benefits Department to explore whether they are eligible for leave under university policy.

Employees who have child care constraints

The supervisor may permit remote work, adjusted schedules, and similar options that reduce time spent on-site if the employee is still able to perform the essential functions of their job.

If the employee is unable to return to campus due to childcare constraints, they should be referred to the Office of Human Resources Benefits Department to explore whether they are eligible for any leave under university policy, including the Families First Coronavirus Response Act, FFCRA.

Effective at the start of the pay period beginning June 29, 2020, ASU will begin limiting the use of FFCRA leave time for parents who are unable to work due to the closure of a school or childcare facility because of COVID-19, as provided in the FFCRA. While the FFCRA provides for up to 12 weeks of leave at 2/3 pay, ASU will pay the first two weeks at 100% pay and the remaining 10 weeks at 2/3 pay. An employee must be employed for at least 30 days to be eligible for the additional 10 weeks of paid leave. The employee will need to complete an attestation providing information, including the name of the child and the school or care provider.

Employees who have other on-site working concerns

Supervisors should explain what the University is doing to ensure a safe working environment. Find more information in the campus facilities plan. If the employee does not indicate that they have a medical condition or are in a high-risk category, they will need to return to work.

Employees who have concerns about ASU health and safety guidelines, or have a concern with a member of the ASU community not following health and safety guidelines

Supervisors should address concerns. If further assistance is needed, please contact your designated Office of Human Resources Partner.

Student workers

If a student worker is diagnosed with COVID-19 or has symptoms of COVID -19 and is awaiting test results contact Health Services at 480-965-3349 during office hours and the Dean of Students Office on your campus.

Please refer to ASU’s Families First Coronavirus Response Act time reporting process guide for guidance on how to report time if the student is unable to work. Any reporting under these FFCRA guidelines will not have an impact on sick leave or vacation leave balances. If student workers can work remotely while recovering from home, they may do so.

Additional questions

ASU has experts providing evidence-based guidance for keeping students, faculty and staff safe on campus.
Visit the COVID-19 FAQ or fall 2020 webpages for more details. Please email us about facilities and
operational questions. All ASU employees must take the Community of Care training for employees.