COVID-19 Employee Information


CORONAVIRUS (COVID-19) EMPLOYEE INFORMATION

Please note that this information will be updated as changes occur.
Check back in and make sure to review the information for any updates.

  • Communication to Employees Regarding COVID-19 Exposure

    The Communication to Employees Regarding COVID-19 Exposure contains steps employees will need to take to address COVID-19 Exposures.   

  • Coronavirus (COVID-19) Vaccination Medical or Religious Exemptions

    All employees are required to complete the self-certification through the myCSUDH portal. An employee may be excused from the vaccine requirement in the COVID-19 Vaccination Interim Policy

    Complete the self-certification through the myCSUDH portal and upload the completed exemption document(s) to the following Dropbox folder: HR- Medical and Religious Exemptions.

  • Coronavirus (COVID-19) Employee Certification of Pending COVID Vaccination

    In the rare event that you have partially completed the vaccination process for a two-dose vaccine, you must complete the Employee Certification of Pending COVID Vaccination Form and agree to upload to the secure Dropbox the following:

    1. a signed copy of this form
    2. a copy of your vaccination card 

    Please upload the completed document(s) to the following Dropbox folder: HR- Employee Certification of Pending COVID-19 Vaccination.

  • Coronavirus (COVID-19) Leave Comparison Chart

    The Coronavirus (COVID-19) Leave Comparison Chart provide details specific to the type of interim leaves available to address COVID-19 related leave needs.    

  • Exclusion Pay (Cal/OSHA Emergency Temporary Standards (ETS))

    Is a continuation of pay for employees who are able and available to work but are being excluded from work due to an exposure to COVID-19 at the work site and must quarantine, as prescribed by the California Department of Public Health (CDPH). Exclusion pay includes all pay employees would have received had they not been excluded from the work site, including but not limited to shift differential and stipends. The Cal/OSHA Emergency Temporary Standards (ETS) California Code of Regulations 3205 states that employees are to exhaust employer provided sick leave benefits (COVID related or personal) before exclusion pay; except where noted by collective bargaining agreements or CSU policy. CSUEU (Units 2, 5, 7, and 9) and Teamsters (Unit 6) have an MOU that differs from what the ETS require and non-represented employees through policy. Exclusion Pay is effective November 20,2020 through May 29, 2021. 

  • Exclusion Pay FAQs

    The Exclusion Pay FAQs answer frequently asked questions regarding the Cal/OSHA Emergency Temporary Standards (ETS) which provides direction regarding exclusion pay.

  • Supplemental Paid Sick Leave (SPSL)

    A COVID-19 related leave program. Pursuant to SB 114, all employees are eligible for COVID-19 SPSL with the exception of work study student employees.  

    UPDATE - Eligible Employee Groups:


    Eligibility:

    • Each eligible non-represented employee may request up to 80 hours of Supplemental Paid Sick Leave (SPSL) to be used between January 1, 2022, and December 31, 2022.
    • Each eligible represented employee may request up to 80 hours of Supplemental Paid Sick Leave (SPSL) to be used consistent with the applicable MOU.
      • If additional enhancements are available, they will be communicated to employees once meet and confers conclude.
    • Work-study students are not eligible for SPSL.
    • Rehired annuitants are eligible for SPSL to be used between January 1, 2022, and September 30, 2022.

    Retired annuitants are only eligible for provisions specifically outlined in SB 114, not the enhancements offered by CSU to non-represented employees or to represented employees through the collective bargaining process as inclusion in such programs is expressly prohibited by CalPERS for retired annuitants.

    SPSL can be used for the following reasons:

    Up to 40 hours (5 days) of SPSL can be used for the following reasons when employees are unable to work on site or telework:

    1. Employee is subject to quarantine or isolation related to COVID-19, as defined by the State Department of Public Health, Centers for Disease Control and Prevention, or a local health officer who has jurisdiction over the workplace;* or
    2. Employee is advised by a health care provider to isolate or quarantine due to concerns related to COVID-19; or
    3. Employee is attending an appointment for themselves or a family member to receive a COVID-19 vaccine or a vaccine booster (See limit on use of hours below.); or
    4. Employee is experiencing symptoms, or caring for a family member experiencing symptoms, related to a COVID-19 vaccine or vaccine booster that prevents the employee from being able to work (See limit on use of hours below.); or
    5. Employee is experiencing COVID-19 symptoms and seeking a medical diagnosis; or
    6. Employee is caring for a family member who is subject to a quarantine or isolation order or guideline or who has been advised to isolate or quarantine by a health care provider due to concerns related to COVID-19; or
    7. Employee is caring for a child whose school or place of care is closed or otherwise unavailable for reasons related to COVID-19 on the premises.

    *If an employee is subject to more than one of the above “jurisdictions”, the employee is permitted to use SPSL for the minimum quarantine or isolation period under the order or guidance that provides for the longest such minimum period.

    Up to 40 hours (5 days) of additional SPSL can be used only for the following reason when employees are unable to work on site or telework:

         h. Employee, or a family member that is under their care, tests positive for COVID-19.

    Vaccine or Vaccine Booster Time Limits: For each vaccination or vaccine booster, the total COVID-19 supplemental paid sick leave is limited to 3 days (24 hours). If the employee or their family member continues to experience symptoms related to the vaccine or vaccine booster beyond 3 days (24 hours) limit, the employee must provide  verification from a health care provider upon request. The 3 day or 24-hour limitation applies to each vaccine or vaccine booster and includes the time used to get the vaccine or vaccine booster.

    Total Time Available under SPSL: Eligible employees may utilize up to 80 hours (10 days) under SPSL. A maximum of 40 hours (5 days) may be used for reasons a) through g) and an additional maximum of 40 hours (5 days) may be used for reason h).

    Employees do not need to exhaust the leave to which they are entitled to for reasons a), b), or c), before using this additional SPSL.

    To request SPSL COVID-19 leave of absence, Represented employees must complete and sign the Request for Supplemental Paid Sick Leave (SPSL) form (Represented), Non-Represented employee must complete and sign the Request for Supplemental Paid Sick Leave (SPSL) form (Non-Rep) and have their appropriate administrator review and approve. Once approved, the form must be submitted to the Payroll and Benefits Manager at benefitservices@csudh.edu for acknowledgement.

    Processing Instructions:

    Employees may request a retroactive correction verbally or in writing

    • Employees may request a retroactive correction verbally or in writing
    • The Appropriate Administrator should direct the employee to submit the appropriate SPSL request form.
    • The Appropriate Administrator should work with the department timekeeper to submit a Payroll Adjustment Form for any previous pay period request(s).
    • For new requests, the Appropriate Administrator should direct the employee to submit the appropriate SPSL request form.
    • Absence Management – use leave code “PAL/FFCRA” and enter “SPSL” in the comments section.


    The SPSL FAQs answer frequently asked questions regarding the 2022 COVID-19 Supplemental Paid Sick Leave (SPSL) which provides direction for employees unable to work due to COVID-19 related reasons.

  • Medical Leave Request

    A leave of absence is defined as any time away from work (excluding vacation), either paid or unpaid anything over 5 days or if hospitalized.  

    An employee must complete the Leave of Absence Request Form by following the steps below and obtain the appropriate signatures prior to beginning a leave of absence. In the event the employee is unable to complete the form, an authorized representative (i.e., employee’s appropriate Administrator) must be elected to complete this procedure. 

    Step 1. Notification: After completing the first three sections (Employee Information, Purpose of Leave, and Dates of Leaves), the employee signs and gives the form to his/her appropriate Administrator. The Appropriate Administrator must sign and date the form, indicating acknowledgement of employee’s intent to request a leave of absence. The form must be signed and returned to the employee within 5 days of receipt by the Appropriate Administrator. The leave is not approved at this point. 

    Step 2. Payroll Services and Benefits: The employee must contact the Benefits Manager who will complete the Available Leave Credits section indicating the amount of available leave credits (sick, vacation and PH) and indicate the appropriate pay period and discuss any impact the leave will have on the employee’s benefits coverage. The Benefits Manager will determine which leave credits are available for the employee to use, will make the appropriate notation on the form, estimate the leave without pay date and approve the leave. 

    Step 3. Completed form: The Benefits Manager will provide a copy of the completed form to the employee and Payroll Services. The appropriate Administrator will be notified by the Benefits Manager to indicate how to record the use of the employee’s leave credits. 

    Leave of Absence Request Form - https://www.csudh.edu/Assets/csudh-sites/hr/docs/benefits/leave-of-absence-request-form.pdf

    If employees do not have accrued leave available, they must apply for Family Medical Leave to be able to utilize vacation, CTO, or Personal Holiday while out on medical leave or to care for an “immediate family member” as defined in the applicable MOU.

    Family Medical Leave (FML) is 12 weeks of benefits coverage available to an eligible employee for his/her own serious illness. FML can also be used by an employee to care for his/her child, spouse, or parent with a serious illness. FML begins the day after the employee’s last day worked, and runs concurrent with the use of accumulated leave credits. The CSU will continue to pay its portion of the employee’s benefits during the 12 week period, including any unpaid portion of FML. 

    Family Medical Leave (FML) may be used intermittently up to 480 hours in a 12-month period, based upon full-time work status, for an eligible employee’s own illness or to care for his/her child, spouse or parent with serious illness.  

    For maternity leave only, FML coverage will be assigned as follows. If the employee utilizes Non-Industrial Disability Insurance (NDI), FML will begin after NDI has ended. If NDI is not used, FML will begin 6-8 weeks after the birth of the baby and runs concurrent with the use of paid parental leave. 

    Employees must contact the Benefits Manager to discuss eligibility and documentation required prior to taking the leave.  Employees must submit a completed Leave of Absence Request Form and Certification of Health Care Provider Form for Employee or Certification of Health Care Provide Form for Family Member (FMLA Forms) 5 days prior to the start of the leave.  If the medical leave is unforeseeable, the Leave of Absence and FMLA form must be submitted within 10 days from the start of the leave.  Failure to submit required form and documentation within timeframe may result in denial or termination of leave request. 

    Other programs, such as Nonindustrial Disability Insurance (NDI) and/or Catastrophic Leave, may be utilized based upon eligibility and type of leave.

    The Non-Industrial Disability Insurance (NDI) Program is a wage continuation program administered by the Employment Development Department (EDD) for eligible employees that have suffered loss of wages due to a disability or injury that is not work related. 

    The NDI program defines “disability” as “mental or physical illness and mental or physical injury, including any illness or injury resulting from pregnancy, childbirth or related medical condition”.  An employee is deemed disabled on any day in which, because of physical, mental or medical condition, he/she is unable to perform his/her regular or customary work. An attending physician must verify the disability.   An employee is not eligible to apply for NDI to care for a family member. 

    Eligibility

    Full-time, permanent or probationary employees, who are members of the California Public Employees’ Retirement System (CalPERS) or State Teachers’ Retirement System (STRS) and who are in compensated employment, are eligible to apply for NDI benefits when disabled from work due to illness or physical injury which is not work related. 

    Part-time employee who are members of CalPERS or STRS may be eligible if they are appointed half time or more for one year of service or one academic year or more. 

    The employee must have a disability which has been verified and accepted by the Employment Development Department and submits to a medical examination. 

    Benefits

    Eligible employees may receive benefit payments up to 26 weeks (182 calendar days) for any one disability period in an amount equal to one-half pay, not to exceed the specified weekly amount based on the employee category. NDI benefits may not exceed six (6) months for any one incident. 

      

    NDI Weekly Benefit Amounts per Employee Category:  

    Unit #CategoryWeekly NDI Benefit
    3Faculty$125
    4Academic Support$250
    8Public Safety$125
    E99Excluded$125
    1Physicians$135
    2, 5, 7, 9Clerical/Admin Support$250
    6Skilled Crafts$250
    C99Confidential$250
    M80/M98Management$250

       

    Filing a Claim

    A claim form must be obtained by Benefits Services and submitted to your physician for completion prior to submission to the EDD office by your physician’s office.

    • Benefits Services completes part A
    • Employee completes part B
    • Attending physician completes part C
    • Attending physician submits completed form to EDD 

    Waiting Period

    The general waiting period is seven (7) calendar days.  The waiting period or any unserved portion may be waived if hospitalization is required. 

    Payment Process

    The EDD Office determines the period of eligibility and authorizes claims. Once Payroll Services receives the authorization of approved NDI days, the request for payment is made to the State Controller’s Office. Payment is prepared on a monthly basis through Payroll Services and distributed by the individual department. Employees may request Payroll Services to send the payment directly to their home address.

    Disability Determination Summary

    All full-time employees are eligible for sick leave at a rate of 8 hours per month. Part-time employees accrue sick leave on a prorated basis. Employees may be required to provide a physician’s statement for absence charged to sick leave.

    • Once sick leave is exhausted, employees may be eligible to receive NDI benefits for a maximum duration of 6 months.
    • Once NDI benefits are exhausted, employees who are disabled may be eligible for a leave of absence without pay. Employees may also apply for disability retirement benefits if accumulated service credits equals 5 years or more.
    • During and after receipt of NDI benefits, employees may receive benefits from other voluntary disability plans if enrolled prior to the onset of disability.
    • Employees shall provide their supervisor written authorization form their personal physician for return to work.
    • Should an employee wish to return to work, but the condition of the disability prevents this return to his/her previous classification, an evaluation of reasonable accommodation will be implemented.

    Based upon the employee’s collective bargaining language, an employee may request an unpaid leave of absence for a duration of time.   

    The employee must obtain all required signatures on the Unpaid Leave of Absence Request Form before meeting with the Benefits Manager.  

    The employee’s Appropriate Administrator, Department Administrator/Dean and Vice President must approve the request for an unpaid leave. The employee must schedule a meeting with the Benefits Manager to discuss how the unpaid leave will affect benefits coverage.  Once an employee is placed on unpaid leave, the employee is responsible for sending monthly premium payments directly to the insurance carrier(s) for continuation of coverage. 

    Direct premium payment(s) will be requested when an employee is not on regular pay status for a full pay period or more, and wishes to continue their health, dental, vision, life and/or long-term disability coverage.  Once an employee is in “non-pay status,” and in order to continue your coverage during the absence, the employee will need to make monthly premium payments directly to the insurance carrier(s) for coverage as early as the following month. 

    The direct pay notice and paperwork will be mailed to the employee upon being placed on unpaid leave.  The employee will complete and mail the paperwork directly to the carrier(s) with payment to maintain continuation of coverage while on unpaid leave.  Employees must pay the premium for the pay period in which they return to work. If the premium rates change while paying directly, the new premium amount must be paid to continue the coverage.   

  • Interim Telecommuting Agreement Guidelines and Form

    Employees who need to work from home during the state of emergency orders must complete the Telecommuting Agreement Form and submit the form to their appropriate administrator for review. 

    Student workers who need to work from home during the state of emergency orders must complete the Covid-19 Emergency Telecommuting Guidelines for Student Workers Form and submit the form to their appropriate administrator for review. 

    Managers and appropriate administrators will consider request by considering their respective departments operation business needs. 

  • Benefits Resources to Assist CSU employees (COVID-19)

    The Benefits Resources to Assist CSU employees (COVID-19) information provide connection to CSU employees medical, financial and well-being benefits. Employees may find wellness assistance by going to the CSUDH Benefits page. Coming soon, an employee may also connect to the CSUDH employee well-being page for additional wellness support.  Additional information will be communicated once the page is accessible.

  • COVID-19 University Statements to Faculty and Staff

  • Human Resource Management Contact Information