COVID-19 Resources

As we all work to adapt to our new environment to help protect UC Berkeley's staff, faculty and students, as well as the broader community from the novel coronavirus disease (COVID-19), we understand that there can be confusion and uncertainty at work. In response, we have compiled a list of resources that may be useful in supporting the success of our staff during these challenging times.

COVID-19 Leaves, Pay, and Work Arrangements

UC systemwide policy updates and other important information about work and leave during COVID-19.

Job Protection Announcement

UC President Janet Napolitano and the 10 UC chancellors have made a collective announcement that there will be no COVID-19 related layoffs for all career employees through the fiscal year ending on June 30, 2020. 

Job Protection announcement

Frequently Asked Questions

Job Protection announcement - Spanish version

Frequently Asked Questions - Spanish version

Leaves

Summary of Leave Types

There are a few different types of leave related to COVID-19. Review the summary table for a quick comparison of the leave types, or review the full summary document below for additional details on each type of leave.

UC Expanded Paid Administrative Leave (PAL)

On March 16, 2020, President Napolitano issued an executive order whereby eligible employees would receive a “one-time allotment of up to 128 hours of paid administrative leave,” subject to specific conditions.

Families First Coronavirus Response Act (FFCRA)

On March 18, 2020, the federal government enacted the Families First Coronavirus Response Act (FFCRA), which created two new emergency paid leave requirements.

Emergency Paid Sick Leave

(EPSL)

Expanded Family Medical Leave

(EFML)
  • FTE: Up to 128 hours
  • Part-Time EE: Prorated by appointment percentage
  • One-time allotment
  • FTE: 80 hours
  • Part-Time EE: Two-week equivalent
  • Up to 12 workweeks for any eligible EE
  • Any prior use of Family & Medical Leave Act (FMLA) entitlement in 2020 reduces EE’s entitlement under EFML
  • First 2 weeks unpaid unless EE elects to use other available paid leave
  • Health care workers and emergency responders are not eligible for EFML

Must be taken in blocks of a minimum of 1 day (8 hours) for exempt employees, or in blocks of a minimum of 1 hour for non-exempt employees

Must be taken in blocks of a minimum of 1 day (8 hours) for exempt employees, or in blocks of a minimum of 1 hour for non-exempt employees

Must be taken in blocks of a minimum of two weeks

Mar 1 – Dec 31, 2020

Apr 1 – Dec 31, 2020

Apr 1 – Dec 31, 2020

Note: All leave and pay provisions are similar to REG pay in which hours paid contribute to retirement and accruals in accordance with standard REG pay rules.

Summary & FAQ for COVID-19 Related Leaves and Job Protections Guidance for Policy-Covered and Represented Staff Employees 

UC Expanded Paid Administrative Leave (PAL or EPAL)

Re-issued on March 16, 2020, this UC Executive Order states that all employees shall be eligible to receive a one-time allotment of up to 128 hours of paid administrative leave, subject to the conditions detailed in the full order below.

Paid Administrative Leave Order from President Janet Napolitano

Vacaciones Pagadas Orden Ejecutiva - Presidente - Versión en Español

Guidance for Staff Managers and Supervisors

APO - Guidance for Academic Supervisors

Timekeeping - How to enter UC Expanded Paid Administrative Leave:

This leave should be entered directly into CalTime following the guidance below. For academic appointees who do not use CalTime, follow the process below.

Families First Coronavirus Response Act (FFCRA)

Two types of leave are available under the FFCRA.

  • Emergency Paid Sick Leave (EPSL)

  • Expanded Family and Medical Leave (EFML)

University of California Leave Obligations Under FFCRA

Process - How to request and enter EPSL or EFML:

  1. Employee completes UC Employee Request Form for EPSL or EFML form.

  2. Employee sends completed request form to manager via email or hard copy.

  3. Manager/supervisor reviews the request form and works with the employee to fill in any missing information.

  4. Manager/supervisor determines whether a retroactive adjustment needs to be made and if needed create manual timesheet(s) for any retroactive pay codes that need to be changed. 

  5. Manager/supervisor submits leave request form, and if retroactive pay code adjustments are needed, manual timesheet(s), via ServiceNow ticket (for ERSO, Cal Performances, and I-House, submit via email to HR). 

Please refer to the process maps below for more information on the EPSL or EFML request process. Employees should reach out to their manager/supervisor with questions. Managers/supervisors should contact their HR partner with questions. 

FFCRA Business Process Maps

Pay Continuance

More information coming soon!

Job Exchange

UC Berkeley People & Culture has created a process to support teams with increased and reduced workloads due to COVID-19. 

If you are looking for additional support, or if you are able to provide support to another team or department, please complete the Job Exchange Intake Form.

Hiring Freeze

To help save jobs in light of the financial impacts of COVID-19, the campus is considering a number of proactive, budget-conserving actions. One such action is instituting a campus-wide hiring freeze effective April 1, 2020. It is our hope that by taking this measure now, we will be in a stronger position to confront future financial challenges related to COVID-19.  

As detailed in the FAQ below, we are therefore asking that you do not initiate any new searches and review those that have already begun. The campus will be making very limited exceptions to the hiring freeze, making only select hires that protect against a significant business disruption and/or a significant health, safety, or compliance risk. In addition, “internal UC Berkeley only” recruitments will be allowed to proceed to support continued employee mobility during this period of time.

Hiring Freeze FAQ

Staff Equity Increase Exception Requests

This is a follow up to the message regarding a one-year salary freeze for non-represented staff and faculty. Only staff are eligible for an equity increase exception, which will go through a process that is the same as the hiring freeze exception requests. Please read the FAQ's linked below for more guidance.

Staff Equity Increase Exception Requests FAQ

Tools to be Successful While Working Remotely

Telework is a critical tool for reducing the spread of sickness by minimizing face-to-face contact, and maintaining business continuity.  However, we understand that telecommuting may be an unfamiliar practice for many of our employees. 

Below you will find guidance and resources to help you and your team navigate remote working scenarios. For more information on our telecommuting policy, click here. 

Telecommuting

The following resources will give you information on technology support and best practices when working remote.

Technology Tools for Remote Work

  • Zoom Tutorial: How to join and participate in a zoom meeting/training (5m 45s)
  • Online Collaboration Tools- Compiled by Community at Work Colleagues and Staff
  • UCPath Service During COVID-19:  The UCPath Center has transitioned to remote work as of March 20 to protect the health and safety of their employees. UCPC is temporarily modifying services to focus on UC employee payroll and other critical services. Some services will be temporarily suspended, while other services will be delivered on a limited basis. View this webpage for more information.
  • Off-Campus Internet Access: Provides the campus community with resources for free or reduced cost internet access when off-campus.

Telecommuting Best Practices

  • Temporary Remote Work Agreement: Find the form here.
  • Safety Checklist for Telecommuters: The following checklist is recommended for use by each telecommuter in organizing an alternate work site. The telecommuter should review this checklist with his/her supervisor prior to the start of telecommuting, and they are encouraged to work together to ensure the safety of the alternate work site.

  • Ergonomics tips for working from home: The Be Well at Work Ergonomics Program has special tips for working at home.

  • Remote Work Ideas Our partners from Student Affairs created this excellent website of tools to help you be successful working from home! 

  • How to Work...When Working from Home - Harvard Business Review

  • Staying Focused When You're Working From Home: Working from home can be highly productive, but it can also go badly wrong. Without a proper office space, a prioritized schedule, and on-the-spot supervision, it's all too easy to be distracted. In this article and video, we explore ways to avoid the pitfalls, conquer distractions, and stay professional and productive while you're working from home.
  • Work/Life Tips for Working From Home: While it is beneficial to have a plan, or access to a schedule, don’t overwhelm or pressure yourself into thinking that every day must be structured. These are new experiences, and as you integrate working and caregiving life from home, you may find that each day will differ from the previous one. Be kind to yourself, recognize that some days will be easier than others, and give yourself permission to bend your regular rules if needed. 

LinkedIn Learning Ideas

Learning Path Details: 5h 3m of content ; 5 items of learning content

  • Stay connected with Zoom meetings: Collaborate more seamlessly using Zoom, the popular video conferencing tool. In this course, you will learn how to schedule, moderate, and participate in Zoom meetings. 

Course Details: 45m 11s of content ; 3 chapter quizzes

Wellness

During these unprecedented times, your priorities around self-care, exercise, work and family have likely shifted. Whether you need to refocus on your self-care or receive support while caring for others, we have assembled resources to help you achieve and maintain wellness.

Resources

  • COVID-19 - Resources to Address Financial Needs: 

    While we are transitioning to ‘Shelter in Place’ in the Bay Area, for many households, this also includes experiencing financial impacts and burdens due to loss of income, unemployment, childcare, and more. The linked information may assist you if you are experiencing financial impacts due to the pandemic.

  • Visit 'Your health plan’s response to COVID-19' - for important updates regarding UC’s health plans. 
  • Greater Good’s Guide to Wellness During Coronavirus: Practices, resources, and articles for individuals, parents, and educators facing COVID-19.
  • Wellness Resources Faculty and Staff: During these unprecedented times, your priorities around self-care, exercise, work and family have likely shifted. Whether you need to refocus on your self-care or receive support while caring for others - children, family or elder adults, our partners at the Be Well at Work programs have assembled resources that may help to relieve stress, anxiety, and allow you to breathe a little deeper. 
  • Be Well at Work- Employee Assistance: We recognize that many people are experiencing heightened anxiety and fear in response to the current pandemic and the uncertainty it brings. While we all strive to support each other as a community, at times, it may also be useful to connect with formal resources for assistance.  You can access free, confidential support from a licensed mental health professional through Be Well at Work - Employee Assistance. Appointments, including phone and video options are available, and can be scheduled:

By email - employeeassistance@berkeley.edu  OR

By phone - 510-643-7754

LinkedIn Learning Ideas

  • Managing Stress for Positive Change: During the current situation we are all facing, it is natural for stress to arise. In this video, you will learn what stress is; how you can train yourself to use stress in more effective ways; and what managers can do to reduce employee stress when an organization experiences difficult times.

Course Details: 57m 59s ;  Beginner + Intermediate ; 3 chapter quizzes

Creating Healthy Virtual Environments

In the new circumstances of the COVID-19 pandemic, we have all found ourselves inhabiting a new environment, as our work and learning opportunities move into virtual spaces. This transition takes effort and mindfulness. It also creates an opportunity for reaffirming our values and establishing practices that support a culture of inclusion, belonging, and respect. We hope that this "toolkit" can help create a positive legacy of these stressful times that will outlast the pandemic and continue to benefit our community into the future. 

LinkedIn Learning Ideas

  • Remote Work Foundations: When you unlock the power of remote work, you can ditch your commute, work where you focus best, and spend more time doing things you love, all while advancing your career. Coach Mike Gutman from FlexJobs shows how to use today's cloud-based communication and collaboration tools to get work done from anywhere, while remaining connected to your organization. Learning objectives include:
    • Describe the ideal home setup for working remotely.
    • Summarize the process of onboarding a remote worker.
    • Explain the importance of work-life balance and how to maintain it while working remotely.
    • Cite the tools remote workers can use to stay connected to the home office.
    • Describe how to manage conflict with teammates while working remotely.
    • Explain how to build culture in a remote team.

Course Details: 1 hr ; 5 sections ; 4 brief chapter quizzes

  • De-stress: Meditation and Movement for Stress Management: Finding healthy ways to eliminate stress—to de-stress—is critical to a happy, healthy life. This course introduces a series of guided meditation and movement exercises that allow your body and mind to relax and refocus. Instructors from Desk Yogi leads you through grounding techniques to clear your mind while you’re seated at your desk. 

Course Details: 36 m ; Beginner ; Meditation

Real-Time Offerings, Services, and Development Opportunities

The People & Organization Development team has many "real time" resources at your disposal. We have adapted to the current situation, and are offering many of our services and offerings remote. We encourage you to take advantage of all the amazing growth opportunities available to UC Berkeley staff:

Continued Learning

UC Berkeley People & Culture is a huge advocate for continued learning. We provide many learning opportunities for our employees. This is a curated list of some learning opportunities that you can complete remotely:

  • Explore the wisdom cafe - A gathering place for staff to learn about professional development, each other and other informal and social learning opportunities.

  • Tech and Systems Training

  • Achieve Together Training

    • You can use the time to learn about and prep for the new Achieve Together performance program

  • Vendor contracting learning: 

    • As a Berkeley staff, you have access to LinkedIn Learning

      • The POD team has been working to create learning pathways (playlists) within LinkedIn Learning that you can explore, in addition to creating your own playlists

    • All Berkeley staff also have access to CEB

      • Check out the Corporate Leadership Council page where you will find a wealth of information!

  • There are still many more learning opportunities on the Grow Your Skills page

    • While some of the Learning from our Campus Partners has been postponed, there are still groups providing opportunities every day, for example,  the Great Good Science Center

  • Our Learning Calendar and Events

    • While mostly face-to-face events now, the team will start to update the training and event calendar with new virtual events as they are created 

  • Sponsored Tuition

    • You may want to take this opportunity to explore this program to see if there's anything you could sign up for (they have both face-to-face and online programs) now or in the future

Professional Development

UC Berkeley supports staff professional development through Procedure 50, which states that "non-probationary career employees are eligible for up to 80 hours (non-exempt) or 10 work days (exempt) release time (pro-rated based on appointment) per calendar year for professional development, which should be career-ladder related."

Now more than ever, continuous growth and development is critical to maintaining the excellence of our staff, and supporting the mission of the campus, now and in the future. There are many options for developing your knowledge, skills, and abilities, and we encourage you to explore them for yourself and with your supervisor. Here are some ideas:

Compliance Training

Use this time to complete your compliance trainings: 

Log into the UC Learning Center and click on “Required Training”. If you change the filter to “Required” you will be able to see when your compliance training expires. Remember, by law, we all need to be current in the three UC mandated areas: Sexual Violence / Sexual Harassment Prevention, Cyber Security, and Ethical Values and Conduct.

Remote Consulting Services

The People & Organization Development team offers a wide variety of consulting support for you and your team. Please let us know how we can help you plan for success in any of the following areas:

  • Change management - Jan Crosbie-Taylor

  • Program implementation and continuous improvement - Jan Crosbie-Taylor or Colin Gerker

  • Performance consulting for organizations, teams, and individuals - Colin Gerker

  • Learning and resource support and curation - Colin Gerker (training lead), Kathy Mendonca and Lisa Rykert (additional support), and Ying Kuah (online content curation or virtual training)

  • Strategic planning support - Pamela Rich

  • Performance calibration planning - Colin Gerker

  • Building a coaching culture, implementing coaching circles - Inette Dishler

  • Team development - Pamela Rich

If you think you would benefit from any of these services, please email us using the directory below: 

Consultant Email
Jan Crosbie-Taylor j.crosbie-taylor@berkeley.edu
Colin Gerker colinje@berkeley.edu
Kathy Mendonca kmendonca@berkeley.edu
Lisa Rykert lrykert@berkeley.edu
Inette Dishler idishler@berkeley.edu
Pamela Rich richpamela@berkeley.edu
Ying Kuah ying.kuah@berkeley.edu

Managing Remotely

We have many amazing tools for managers working at UC Berkeley, but also understand that managing remotely may bring up new questions. In response, we have curated a list of resources that relate to managing remotely as result of the unprecedented circumstances we are in.

General Resources for Managing Remotely

LinkedIn Learning Ideas: 

  • Manage Remote/Telecommuting Employees: Managing employees virtually requires different skills than in-person. Use this learning path to brush up on the skills you need to do it effectively.

Learning Path Details: 7h 43m of content ; 9 items of learning

  • Expectation Setting in Uncertain Times: Here you can find content for us to flex our muscles around clear expectation setting in times of change, and how we can lean-in to needed conversations to support everyone in doing essential work to drive success.

Collection Details: 11 items of learning

Helpful Toolkits for Managers

Performance Management During COVID-19

Due to COVID-19, UC Berkeley has extended performance appraisal deadlines for FY19-20 (July 1, 2019 - March 31, 2020). The new deadline for you to complete the year end evaluation process is now June 19, 2020. This same extension also applies to the six departments in the Achieve pilot program. 

In recognition of the incredible amount of competing priorities--both professional and personal--that many of us now face, we simply ask that you work with your manager to create goals so that your manager can complete your year end review by June 19.  

Now, more than ever, it is important for managers to check in regularly with their employees, not only to talk about professional responsibilities, but also about your well-being. Therefore, we will proceed with the launch of our new Achieve Together program, with the first check-in conversation to occur by August 31, 2020.

Remotely Orienting New Employees

As a hiring manager, you may be wondering how you can successful welcome your new employee to campus when we're not ON campus. We've created this tool kit to help you (and your new employee) become part of the UC Berkeley community, regardless of their start date.

Getting Started

First, let's start with a big Welcome to UC Berkeley!   Many of the items that are part of our cultural onboarding tool kit still apply, even during this crisis. Additionally, here are some resources you and your new employee can explore, to enhance their first few days and weeks at Cal. 
 
Use these links to build an orientation experience where employees can: 

COVID-19 News Sources Relating to UC Employees

As we all receive constant announcements and updates regarding the evolving COVID-19 crisis, the volume of information can be overwhelming. We have collected a list of key resources specific to UC Berkeley for you to stay up to date on the campus response to the evolving COVID-19 crisis:

Berkeley News: Coronavirus (COVID-19) Information

The latest information on how UC Berkeley is preparing for coronavirus. This page will be updated regularly as more information becomes available. Click here to view the site.

University of California Systemwide Coronavirus Website

The University of California is vigilantly monitoring and responding to new information about the coronavirus (COVID-19) outbreak, which has been declared a global health emergency. Click here to stay up to date on the latest developments.

Berkeley Conversations: COVID-19 (live)

Across the UC Berkeley campus, researchers are rising to meet the complex challenges of COVID-19 even as the crisis generates waves of news and information that can be confusing and contradictory at times. In response, the university is launching a new online video series, “Berkeley Conversations: Covid-19”, to connect our leading experts with the public they serve, and each other. Through Q&A’s, seminars, and panel discussions, faculty from a wide range of disciplines—from epidemiology to economics to the computing and data now undergirding their work—will share what they know, and what they are learning.  Click here to view the site.

Resources from Our Campus Partners

Many campus groups and partners are creating resource websites that could be helpful to you at this time. We're collecting them here, so you can easily navigate to other resources across the campus and our system.

Division of Equity & Inclusion Resource Page

The Division of Equity & Inclusion is working remotely, providing support virtually to students, staff, and faculty during the period of Shelter in Place. Find out how to access their programs and resources by clicking here.

If you have questions about how we can support you, please e-mail us at eandicomms@berkeley.edu. 

Student Affairs Remote Work Resources

Student Affairs has created a site with great information on Remote Work Resources, including categories for staff, for supervisors, and professional development suggestions to take advantage of during this time. Click here to visit their site.

Greater Good Science Center

With the recent COVID-19 outbreak, we’re committed to bringing you stories, tips, and tools for these uncertain times in our global community.

Click here to view the "Greater Good’s Guide to Well-Being During Coronavirus," a webpage with practices, resources, and articles for individuals, parents, and educators facing COVID-19.

Interdisciplinary Center for Healthy Workspaces

Located within the UC Berkeley School of Public Health, the Interdisciplinary Center for Healthy Workspaces has some great information on integrating and applying interdisciplinary sciences to achieve worker health and well-being. Click here to view.

UC Berkeley Executive Education

In recognition of the significant volatility in global business due to the impact of COVID-19, UC Berkeley Executive Education has launched Leading Through Crisis, an online series of short-form videos from renowned faculty at UC Berkeley and the Haas School of Business. These programs have been created to specifically support you and your leadership capabilities during this unprecedented time. Click here for more information on this offering.

CEB Gartner

As a UC employee, you have free access to CEB Global. Click here to visit their website, and register with your UC Berkeley email address! We encourage you to also explore all of the resources that CEB Gartner has to offer- there are so many incredible articles and resources for you to explore!

This website is also excellent resource for information on how to respond, manage and prepare for the impact of coronavirus in the workforce. We have pulled a short list of links that you may find helpful during this time.

For Managers:

Manager Guide: Managing Remote Employees

Managing Virtual Teams

2020 Manager Success Workshop Series

For Everyone:

Employee Guide: Working on a Virtual Team

BetterUp

In these extraordinary times, we want you to know we’re here for you, and we believe we are better together. To support you and your team, our behavioral scientists and researchers have curated and developed evidence-based resources.

With activities, guides, articles, videos, and podcasts, we hope you can use these resources to shape the behaviors, mindsets, and skills needed for navigating uncertainty and for adjusting to new remote work arrangements.

These resources are available to everyone anytime, anywhere, and through any device, to help you focus, connect, and thrive:

Tools for thriving in unprecedented times

HOT TOPIC FAQ's

For Berkeley employees only - now find the answer to the most commonly asked HR questions here!

 

Additional Resources

Staff Learning Opportunities

Grow Your Community @ Wisdom Café
Follow us on Instagram!
Visit our website for more information!