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ASU Human Resources H1N1 FAQ Sheet

Tue Oct 13 14:19:00 CDT 2009

Arkansas State University’s Office of Human Resources has prepared a list of answers to frequently asked questions about the H1N1 flu. For more information, contact Lori Roach (lroach@astate.edu), director, at (870) 972-3454. The Office of Human Resources is located in the Administration Building, Room 204.

-What type of leave is available to me in the case of an influenza outbreak or pandemic?
There are no specific policies establishing special types of leave relating to an influenza outbreak or possible pandemic. Various types of leave may be available to you under University policy.
For staff employees:

• Sick Leave
• Vacation Leave
• Compensatory Time

For faculty employees:

• Sick Leave
• Vacation Leave  (for 12-month employees)

You should consult with your supervisor or department head to determine if you qualify for leave. You may contact Human Resources at (870) 972-3454 for an interpretation of university policy and procedure.

-Is the University developing any alternative leave provisions to address absences due to an influenza outbreak and possible pandemic?
No. Existing policies for faculty and staff will apply in the event of an influenza outbreak or pandemic.
In extreme cases, catastrophic leave may be available if an employee cannot come to work but has no available leave to use. The Catastrophic Leave Pool is a pool of donated Vacation/Sick Leave time, which an employee who has suffered a catastrophic illness or injury and exhausted all accrued paid leaves may be eligible to use. To be eligible for the Leave Pool, an employee must meet all eligibility requirements, complete and submit an application, and be approved by the Catastrophic Leave Committee. For more information about this policy, please contact Human Resources at (870) 972-3454.

-What if I am not sick, but I need to stay at home to care for a sick family member?
Various types of leave may be available to you under University policy to care for a sick family member.
For staff employees:

• Sick Leave
• Vacation Leave

For faculty employees:

• Sick Leave
• Vacation Leave (available only for 12-month employees)

-Do I need to notify my supervisor that I cannot come to work because of the influenza outbreak or pandemic?
Yes. If you cannot come to work for any reason, you must promptly notify your supervisor or department head of the reason for your absence. You must provide notice of your absence in accordance with established departmental procedures and standards. You must keep your supervisor or department head informed of your absence and anticipated return to work date. Your supervisor or department head may require medical documentation of your illness.

-I am not ill nor are my children, but their school district or day care is closed and I have no one to watch them. What should I do?
As with any absence, you must promptly notify your supervisor or department head of the reason for your absence. Established departmental policies regarding absences and attendance apply for providing notice of your absence. You need to keep your supervisor or department head informed of your absence and anticipated return to work date. Your supervisor may require documentation of the school district or day care closure. If approved, and if you have accumulated vacation leave, you may be able to take off work with pay by using your available vacation leave. If you have no accumulated vacation leave balance available, you may also request a Special Unpaid Leave through your supervisor or department head and higher-level administrators; however, approval is not guaranteed.

-What if I become ill and am unable to contact my supervisor?
If you are unable to contact your supervisor because you are incapacitated, another family member or a friend should contact your supervisor for you. It is imperative to follow the established departmental policies and process for reporting your absences.

-Can my supervisor make me leave work if I am ill or become ill during work time?
Yes. Applicable leaves may be used if available. If no paid leave is available, the absence may result in an unpaid leave. As with any serious or contagious illness, persons who become ill with the symptoms of influenza should immediately minimize contact with others to avoid transmission of the disease. Established departmental policies or practices will apply in this situation.

-If I do not have enough accumulated paid leave to cover my absence from work due to the influenza outbreak or pandemic, how can I afford to stay at home until I am completely well before returning to work?
If you exhaust your sick and vacation leave balances, catastrophic leave may be available for your use. The Catastrophic Leave Pool is a pool of donated Vacation/Sick Leave time, which an employee who has suffered a catastrophic illness or injury and exhausted all accrued paid leaves may be eligible to use. To be eligible, an employee must meet all eligibility requirements, complete and submit an application, and be approved by the Catastrophic Leave Committee. Documentation from your health care provider will be necessary. For more information about Catastrophic Leave, please contact Human Resources at (870) 972-3454
You are encouraged to educate yourself now regarding the potential risks of an influenza outbreak or pandemic and how to prepare. One way to prepare is to make every effort to accumulate sufficient Sick and Vacation Leave to cover health emergencies. Visit ASU’s home page at www.astate.edu to obtain information about the H1N1 influenza virus.

-What if I am not sick, but do not want to come to work for fear of becoming ill. Is my supervisor required to approve my vacation leave request?
No. The University expects every employee to make a diligent effort to meet his or her job responsibilities. If you have accrued vacation leave, you may request to take vacation leave. However, your request is subject to the approval of your supervisor or department head. It is important to educate yourself about the H1N1 virus and its transmission. Visit ASU’s home page at www.astate.edu and see the link ASU-H1N1 Flu Prevention and Reporting to obtain information about the virus and ASU’s response to the outbreak and possible pandemic.

-Can my supervisor cancel vacation leave requests that have been already approved because of an influenza outbreak and possible pandemic?
Yes. Your supervisor or department head has the authority to cancel any pre-approved vacation leave requests when it is in the best interest of your department or the University, such as in circumstances where there are serious staff shortages as a result of illness. Your vacation leave could also be cancelled if your job is considered "essential" under university policy. Check with your supervisor to determine if your job is considered essential.

-How do I know if I am considered an essential employee for purposes of an influenza outbreak or pandemic?
If your job is considered "essential," your supervisor or department head will notify you annually. If you are unsure, please check with your supervisor or department head to find out if your job is considered essential. However, any position may be designated as essential at any point during a university state of emergency, even if not designated essential prior to the emergency.

-If the Governor shuts down state government buildings, services, or roads, will the university also be closed?
No. The Chancellor and the Executive Council will decide if a partial or full-closure of the university is necessary. If there is a partial or full closure of the university, essential support services will still be needed. Check with your supervisor or department head to determine if your job is considered essential. Announcements regarding the cancellation of classes, closure of offices, or delays are normally made by 6 a.m. through the local media. You can also find up-to-date and complete information on the ASU homepage at www.astate.edu. 
 
-If I am a certified disaster service volunteer of the American Red Cross, may I leave work to provide disaster relief?
If you are a certified disaster services volunteer of the American Red Cross, or wish to volunteer with any outside agency, you must apply and be approved for special leave. Depending on the duration of the leave requested, the leave must be approved by your supervisor or department head and the appropriate vice chancellor, and the Chancellor.