Electronic Health Assessment Requirement – Supervisor Information

Beginning Monday, July 20th, all employees (including student employees) who are scheduled to be working on campus are required to complete an online health assessment prior to arriving to campus each day. This electronic health assessment will replace any similar processes currently being performed within individual departments.

Please see below for additional details for supervisors related to this requirement:

    • This assessment may be completed on a desktop or mobile device. For best user experience, please use Chrome, IE, Edge, or Safari. Firefox is not recommended. Remember also to turn off pop-up blockers on your browsers.
    • The time performing the self-assessment is considered de minimus (insignificant) time and therefore is unpaid in accordance with FLSA.
    • Employees must complete this assessment each day that they are scheduled to be on campus.
      • For example: If a department is rotating staff on campus and an employee is scheduled to be on campus on Mondays and Thursdays (and working remotely the other three days), they must complete the assessment each Monday and Thursday prior to arriving on campus. They are not required to complete the assessment the other three days of the workweek because they are not scheduled to work on campus.
    • Should the employee not have access to technology needed to complete the assessment, supervisors may allow reporting via telephone.
      • Supervisors should provide to these employees a printed version of the Employee Screening Questionnaire – Telephone Reporting.
      • Supervisors will communicate to the employee an acceptable way to contact the supervisor via phone prior to the start of their scheduled workday.
      • Supervisors should keep a record of which employees have called in to acknowledge the assessment each day. This record can be maintained within the department and does not need to be shared unless requested.
    • If an employee answered “yes” to any of the assessment questions, they should mark the checkbox, submit the form, and communicate with their supervisor via email or phone.
      • If you hear from an employee that they would respond “yes” to any of the questions, please instruct the employee to remain at home.
      • Employees are not required to disclose to their supervisor the reason that they are unable to be present on campus.
      • The supervisor is not required to report any “yes” answers further, as there is not a suspected case at this point. We only know that the employee could not answer “no” to all the questions.
      • If their assigned duties permit it, employees may discuss with their supervisor the ability to work remotely during the time they are unable to work on campus. The ability to work remotely is at the discretion of the supervisor.
      • If sufficient work is unavailable, employees will need to account for any time off through sick, vacation/ personal holiday or if available COVID-19 leave.
      • The self-assessment will need to be completed for each day of scheduled work, even if notice has been given that the condition which prevents presence on campus is on-going.
    • Please see the How To: Employee Screening Questionnaire document for instructions on completing the online health assessment as well as viewing names of those employees you supervise who have completed their assessments each day.
    • HR will not be providing a list of employees completing assessments to supervisors, as supervisors will have access to that information through BP Logix.

For more supervisor information, please see the supplementary Assessment Tool – Supervisor Guidance Document.

If you have technical questions, problems logging in or getting access to the form, please contact help desk at (920) 465-2309 or helpdesk@uwgb.edu.

Questions or concerns regarding the form content or process, please contact Human Resources at (920) 465-2390 or hr@uwgb.edu.

More information on UW-Green Bay’s efforts to ensure a responsible opening of campus can be found in the Phoenix Forward: Return to Workplace Plan and Employee Workplace Expectations for July 1, 2020 – August 31, 2020.

 

Electronic Health Assessment Requirement

Beginning Monday, July 20th, all employees who are scheduled to be working on campus are required to complete an online health assessment prior to arriving to campus each day. This electronic health assessment will replace any similar processes currently being performed within individual departments.

Please see below for additional details related to this requirement:

    • This form may be completed on a desktop or mobile device. For best user experience, please use Chrome, IE, Edge, or Safari. Firefox is not recommended. Remember also to turn off pop-up blockers on your browsers.
    • The time performing the self-assessment is considered de minimus (insignificant) time and therefore is unpaid in accordance with FLSA.
    • Should the employee not have access to technology in order to access the assessment, supervisors may allow reporting via telephone. If an employee will need to utilize a telephone reporting process, they should communicate with their supervisor for details on that process.
    • Employees must complete this assessment each day that they are scheduled to be on campus.
      • For example: If a department is rotating staff on campus and an employee is scheduled to be on campus on Mondays and Thursdays (and working remotely the other three days), they must complete the assessment each Monday and Thursday prior to arriving on campus. They are not required to complete the assessment the other three days of the workweek because they are not scheduled to work on campus.
    • If an employee answers “no” to all the questions, they should mark the checkbox, click “submit”, and they are done.
    • If an employee answered “yes” to any of the questions, they should mark the checkbox, submit the form, and communicate with their supervisor in a fashion consistent with their office policy for absence notification.
      • Employees are not required to disclose to their supervisor the reason that they are unable to be present on campus.
      • If their assigned duties permit it, employees may discuss with their supervisor the ability to work remotely during the time they are unable to work on campus.
      • If sufficient work is unavailable, employees will need to account for any time off through sick, vacation/ personal holiday or, if available, COVID-19 leave.
      • The self-assessment will need to be completed for each day of scheduled work, even if notice has been given that the condition which prevents presence on campus is on-going.
    • Please see the How To: Employee Screening Questionnaire document for instructions on completing the online health assessment.

If you have technical questions, problems logging in or getting access to the form, please contact help desk at (920) 465-2309 or helpdesk@uwgb.edu.

Questions or concerns regarding the form content or process, please contact Human Resources at (920) 465-2390 or hr@uwgb.edu.

More information on UW-Green Bay’s efforts to ensure a responsible opening of campus can be found in the Phoenix Forward: Return to Workplace Plan and Employee Workplace Expectations for July 1, 2020 – August 31, 2020.

Workplace Expectations Update Regarding Meetings and Events

As you are returning to your on-campus workplace, please ensure that you have reviewed the Employee Workplace Expectations for July 1, 2020 – August 31, 2020 and completed the electronic acknowledgment form.  At this time, there are a few updates to the Phoenix Forward: Return to Workplace Plan regarding meetings and events on campus.

Meetings Update
Convening in groups increases the risk of viral transmission. It is recommended that no more than three (3) individuals engage in any face-to-face communication if it is expected to exceed 30 minutes. Whenever possible, meetings should be held virtually in whole or in part by using available technology. While on campus, consider communicating with your colleagues and supervisors as needed by email, instant message, telephone, or other available technology rather than face-to-face.

In-person meetings should only occur when no other options are available. During any face-to-face communications, personnel must adhere to not less than six feet of separation between participants. Under no circumstance should any room exceed 50% of its total capacity. Common Conference Rooms are not available for reservations at this time. If one of these rooms must be used to facilitate required physical distancing for a face-to-face meeting, the request should be made to Facilities Planning & Management:

Phone: 920-465-2394
Email: facilities@uwgb.edu

Departments requesting use of these areas will be responsible for physical distancing practices among attendees. The Department will be responsible for all preparations, including disinfection using materials provided as well as disinfection at the end of use.

Office Events/Common Dining
Office events which include participants from outside the University and involve more than ten (10) people or encourage the gathering of individuals for more than 30 minutes, will not be permitted until further notice. Events involving common food or beverage service should not be held and employees should avoid participating in common dining.

For more information about UW-Green Bay’s return to campus operations, please see the Phoenix Forward: Return to Workplace Plan.

2020-2021 Academic Staff Contract Letters

Per Wis. Stat. Chapter UWS 10, Academic Staff appointments are fixed-term, probationary, or indefinite.  The University of Wisconsin-Green Bay has a contract scheme, according to the Employee Handbook, that allows for various length appointments based upon years in position.

Contract letters were sent today (June 25th) to Academic Staff employees with contracts expiring this year. Employees currently on rolling horizon contracts  receive a letter each year, as the contract dates are extended yearly. Employees in a multi-year fixed-term appointment whose contracts are not expiring this year will not receive an appointment renewal letter until the end of their current contract period.

Appointment changes (i.e. Title, FTE, or Salary Change, etc.) that occur within a given contract term will be communicated separately by HR upon implementation.

As a reminder, no additional rolling horizon contracts will be issued. Therefore, employees moving from a three-year rolling horizon to a five-year term in the 15th year of service will move to a five-year fixed-term contract.

Should you have any questions about details contained within the letter or about the contract process, please contact Human Resources.

Workforce Wide Furlough Plan for July 1, 2020 – December 31, 2020

Commencing July 1, 2020 and continuing through December 31, 2020, the University of Wisconsin-Green Bay will implement workforce-wide furloughs for ongoing employees (not otherwise exempt) for the purpose of reducing overall institutional expenses in anticipation of reduced program revenue and loss of state funding.

Eligible employees will be furloughed November 27, 2020 (Day after Thanksgiving) and all campus locations will be closed for business on that date. In addition to that day, eligible employees will be required to take additional days of intermittent furlough between July 1, 2020 and December 30, 2020, with the number of furlough days based upon base annual salary as outlined within the Workforce-Wide Furlough Plan.

Individual notices outlining furlough allocations will be delivered to employees via email tomorrow, June 19, 2020. Employees currently on consecutive furlough will also receive that notice via postal mail.

For more information about the FY21 Workforce-Wide Furlough Program including process, timeline, and exemptions, please see the Workforce-Wide Furlough Plan.

UW-Green Bay Employee Workplace Expectations for July 1, 2020 – August 31, 2020

Due to the COVID-19 Event, UW-Green Bay has restricted access to campuses for the public, staff, faculty, and students.  Consistent with Chancellor Alexander’s communication on June 15, 2020, the University will allow access to campus buildings from 7:00 a.m. to 6:00 p.m., Monday through Friday starting July 1, 2020.  Access will be permitted for employees, students, and members of the public transacting University business.

All employees will be allowed to return to their work areas during the above listed times, but will be required to adhere to the established Employee Workplace Expectations which are set forth in the linked document.  These expectations have been established to protect both employees and members of the public who access University facilities.  Please carefully review the attached, and confirm your receipt and understanding by completing this electronic acknowledgment form.  Employees will not be permitted to return to campus on or after July 1, 2020 until the acknowledgment is completed.

The University continues to encourage all employees to work remotely so long as they wish to do so and are able to perform their assigned work in a remote environment.  Prior to returning to your work area, please advise your supervisor of your desire to return so they can appropriately establish staffing as well as secure the necessary safety materials for your office space.  If you have been requested to return to work and do not feel comfortable doing so, please advise your supervisor who can work with Human Resources to resolve the issue.

If you have any questions about the attached documents, provisions of safety materials, or other concerns, please contact Human Resources at hr@uwgb.edu for assistance.

Impact Leadership Program – Seeking Applications

 

The Impact Leadership Program recognizes the critical role of UW-Green Bay employees in preparing the institution to serve as a model for the University of the Future. As an institution of higher learning, we recognize that great leaders are the result of great talent, great educations, and great organizational culture. In the spirit of this vision, the Office of Human Resources and Workforce Diversity and the Austin E. Cofrin School of Business are collaborating to offer the Impact Leadership Program to support one university employee interested in completing the Cofrin School of Business’ executive Impact MBA program.

Employees are encouraged to review the Impact Leadership Program Guidelines for more information about eligibility and process for application. Interested employees must return the Impact Leadership Program Interest Form to their Area Leader no later than Friday, July 3, 2020. For questions about the Impact Leadership Program interest form submission process, please contact hr@uwgb.edu.

APPLY NOW: SpeakOut Summer Institute

The UW-Green Bay Council on Equity, Diversity, and Inclusive Excellence, and the Office of the Provost, wish to share an opportunity to attend SpeakOut’s Summer Institute, a virtual institute on building equity and social justice education to create inclusive learning environments on campus and online. As people nationwide demand systemic change, and as campuses adapt to the impact of the pandemic, UW-Green Bay asks how those of us working in the arena of higher education can transform our institutions and learning environments.

When:
Monday, July 13, 2020, 12pm – 3:00pm (CT)
Tuesday, July 14, 2020, 12pm – 2:30pm (CT)
Wednesday, July 15, 2020, 12pm – 2:30pm (CT)
Thursday, July 16, 2020, 12pm – 2:30pm (CT)

What You’ll Learn:
• Pedagogy/Theory: Education for wholeness, social justice, and liberation
• Capacity-Building: Faculty and staff development that strengthens leadership and sustainability
• Equity in a Digital Age: Tools for inclusive and accessible online learning
• Institutional Strategies: How to implement equitable education and social change
• Intercultural Frameworks: Culturally-responsive models and ideas that foster rich, meaningful dialogue and collaboration
• Student Development: Provide student access to knowledge that transforms their sense of self and what they can do in the world

This opportunity is open to all UW-Green Bay faculty and staff.  We want to support a broad representation of all areas within the university.

To learn more visit: SpeakOut Summer Institute

UW-Green Bay Council on Equity, Diversity, and Inclusive Excellence and the Office of the Provost wish to send a large, representative group of staff and faculty to the institute. We will follow up with all interested employees shortly after the survey closes.   If you would like to be considered, please fill out the following Qualtrics survey.

Be sure to complete the sign-up form by 06-22-2020: Apply to attend SpeakOut’s Summer Institute

For additional questions, please contact the Provost Office at ProvostOff@uwgb.edu.

Out of Office Email and Voicemail Messages for Employees on Furlough

During an employee’s furlough period, they are not permitted to engage in any work, including responding to emails or voicemails.  To ensure that it is clear that an employee is unavailable, we ask that employees change their out of office notification during their furlough period on both their email and voicemail account. It is requested that both of these messages include information on how to make contact with the operational area in the event that an individual needs immediate assistance. An employee does not have to disclose that they are on furlough during this period of time, but they also are not prohibited from doing so.  The Office of Human Resources has published template messages which can be used for out of office email and voicemail messages while an employee is on furlough:

Email:

Hello.  I am out of the office and unavailable to respond to email between the dates of ____________________, 2020 and ____________________, 2020.  If this matter is in need of immediate assistance, please email _____________________ or call (920) 465-___________ and someone will be able to provide support.  I will respond to emails as I am able once I return to the office.

Voicemail:

Hello, I am unable to take your call at this time.  I will be out of the office and unavailable to respond to messages between the dates of _________________ and ________________.  If this matter is in need of immediate assistance, please call (920) 465-____________ to speak to someone who may help you.  Thank you.

For information about configuring out of office email replies in Outlook, please see Knowledge Base Article 84308. For information about accessing your VOIP voicemail box to configure an out of office voicemail greeting, please see Knowledge Base Article 98717.

 

 

Interim Policy on Extension of Carryover for Vacation, Personal Holiday and Compensatory Time through June 30, 2021

The COVID-19 crisis has had a disruptive effect on employee schedules, including the ability to take planned time off. Some employees have vacation or personal holidays that must be used by June 30, 2020 or they risk forfeiting those benefits/paid time off entitlements. UW System has recently published SYS 1200- Interim 05, Vacation, Compensatory Time and Personal Holiday Carryover. This interim policy temporarily amends several policies related to the carryover of paid leave to allow employees the option of carrying over these leave balances for an additional year.

A. Vacation Time

For the duration of this interim policy, UW System Administrative Policy 1210, Vacation, Paid Leave Banks, and Vacation Cash Payouts, section 4.D.2 is amended to include new provisions, 4.D.2.c and 4.D.2.d, which read as follows:

“c.  Notwithstanding section (b) above, any unused vacation time carried over from fiscal year 2019 into fiscal year 2020 may be carried forward one additional fiscal year.  Vacation carried over in this manner must be utilized by June 30, 2021.

d. Notwithstanding any institutional policies to the contrary, any amount of unused vacation time earned in fiscal year 2020 may be carried over into fiscal year 2021. Vacation carried over under this section must be used by June 30, 2021.”

B. Personal Holidays

For the duration of this interim policy, UW System Administrative Policy 1211, Personal Holiday and Legal Holiday Administration, section 4.A.3.b is amended to include a new provision, 4.A.3.b.v, which reads as follows:

“v.  Notwithstanding section (iii) above, any personal holiday hours earned in fiscal year 2020 may be carried over, without limitation, into fiscal year 2021.  Hours carried over under this section must be used by June 30, 2021 or they will be lost.”

C. Compensatory Time

For the duration of this interim policy,  UW System Administrative Policy 1277, Compensation, section 6.D.II.4 is amended with an additional bullet point, which reads as follows:

“- Compensatory time earned in calendar year 2019 which is unused as of April 30, 2020 shall be treated as though it were earned in calendar year 2020.”

For questions about the above policy changes, please contact the Office of Human Resources and Workforce Diversity at hr@uwgb.edu or (920) 465-2390.