Human Resources

Information for Faculty and Staff 

The Employee Assistance Program for stateside Cal Poly employees offers confidential support for a variety of concerns, including emotional, relationship, health, legal and workplace issues. Information, resources and tools are available by calling 1-800-367-7474 and visiting the EAP website. 

For information regarding the Cal Poly Corporation Employee Assistance Programs, please contact the Corporations Human Resources Office at 805-756-1121. 

For information regarding ASI Employee Assistance Programs, please contact ASI Human Resources at 805-756-0299. 

For additional information on Cal Poly Administration and Finance (AFD) operations during the COVID-19 situation, visit the AFD website.

HR FAQs

Telecommuting

Where can I find more information on telecommuting?

Employees should work with their appropriate administrator to develop, as appropriate, alternate work schedule; and/or reduced work schedule with use of approved vacation, CTO or dock time; and/or remote work as appropriate for the position. If remote work is appropriate, a Telecommute Agreement shall be created and approved by the appropriate administrator to outline essential job functions that can be performed remotely and other parameters of remote work. Approval of alternate or reduced work schedules, and remote work will be re-evaluated every two weeks or as needed. 

Telecommuting Guidelines

HR 400 Telecommuter’s Agreement — Only employee and appropriate administrator signatures are required at this time. The form should then be routed to HR.
 

Where can I find more information about teaching and working remotely?

Visit https://tech.calpoly.edu/teach-and-work-remotely for more information on the steps ITS is taking to enable campus to work remotely.

Support for faculty online engagement is being facilitated through the Center for Teaching and Learning Technologies. Faculty are encouraged to reach out to the CTLT with questions. ITS has created a resource document of tools that may be needed to support remote teaching and working. That documentation is available at https://calpoly.atlassian.net/wiki/x/1gCfCw. College/divisional technical staff can assist faculty and staff with setup and use of remote technologies, and the ITS Service Desk will remain available to assist as well.
 

Is the ITS Service Desk still open?

Yes, the ITS Service Desk remains open to assist employees as they transition to remote work. For the safety of customers and support staff, the ITS Service Desk team's default process to offer technical support will be via phone, email or remote computer access. The team will do its best to resolve as many issues as possible without having to make in-person visits. There will be certain technical issues where an in-person visit will be necessary, but ITS will do its best to limit those interactions for the safety and peace of mind of all involved. The best way to ensure your place the our queue is to create an SRS ticket. To submit a ticket, log in to myportal.calpoly.edu and select “Technical Service Request” from the MyApps column on the left-hand side. If this not available, call ext. 6-7000 or email on-sitesupport@calpoly.edu. The Service Desk is located in Suite 114E in the Hub24 Computer Lab in Kennedy Library (No. 35). Hours are Monday through Friday, 8 a.m. to 5 p.m. PolyCard Services are still available from 8:30 a.m. to 4 p.m. Check back for updates and more information.

Visit https://tech.calpoly.edu/teach-and-work-remotely for more information on the steps ITS is taking to enable campus to work remotely.
 

If I need to stay away from campus and work remotely, what equipment, materials and resources do I need to continue working? 

If required to work virtually (i.e. work from home), please consult with your manager regarding the support needed to complete essential job functions.

Personnel Questions

I’m 65+ years old and work at Cal Poly. Can I come to work?

As of 3/15/20, California Governor Gavin Newsom directed that those who are age 65 or older, and those vulnerable to coronavirus, must practice at-home isolation. As a result, CSU Chancellor Timothy White has mandated, effective immediately, that all CSU employees who are 65 and older, and those vulnerable to coronavirus, must refrain from being on CSU campuses until further notice.

The university is asking that if you meet this criteria to not report to work. Contact your supervisor as soon as possible to discuss potential arrangements, such as telecommuting. Those whose work responsibilities cannot be accomplished via virtual or other means will be placed on administrative leave with pay for their normally scheduled hours.

Am I required to come into work during the coronavirus outbreak?

At this time, there are no known reported cases of coronavirus at Cal Poly. The county and state have issued shelter-at-home orders. All non-essential personnel are required to stay home or telecommute until further notice. Please consult your supervisor to determine if and how your department will continue to operate during the quarantine period.

Do employees get paid if the campus is closed?

Yes, in the event of an emergency campus closure, paid leave will be granted to all employees who are both scheduled to work and are denied access to the campus during period(s) of closure.

The campus president can designate when the campus is closed. This emergency campus closure leave is valid only for the days for which the president designates for campus closure and cannot be banked or saved to be used for a future date.

During periods of full or partial campus closure, employees who have already scheduled sick leave or vacation time, will still be charged for that time. Employees who would have been absent on any day of closure because they were in non-pay status should not be granted emergency campus closure leave. Examples would be an employee under a disciplinary suspension or an employee in non-pay status because they were absent without leave.

Will I receive emergency pay if I am required to work during a campus closure?

The campus is currently open. In the event that the campus president declares a campus closure due to an emergency, employees required to perform emergency work will be paid per their respective collective bargaining agreements.
 

Can employees work from home if they are required to self-quarantine due to exposure to COVID-19?

Yes, there are options. Requests to work from home will be reviewed by Human Resources or Academic Personnel in concert with the individual’s manager on a case-by-case basis. Not every position is suited for working from home due to specific job duties that cannot be performed at home or operating requirements of the unit. Staff employees who have been ordered to self-quarantine due to possible exposure to COVID-19 must contact Human Resources or Academic Personnel and their supervisor to discuss whether work from home options are available. Faculty employees who are required to self-quarantine may use virtual methods of instruction and office hours during their quarantine. They should work with their department chair and dean to determine how they could complete other job responsibilities.

Those over 60 or with health conditions that might increase the risk to contract COVID-19 are encouraged to contact your health care providers for recommendations. If there are medical restrictions that affect your ability to come to work, you should contact Human Resources to discuss reasonable accommodations.

Dependent and Family Care

What are my options if my child’s school is closed and I have no childcare?

If child’s school is closed and the employee does not have childcare, the employees shall work with their appropriate administrator to develop, as appropriate, alternate work schedule; and/or reduced work schedule with use of approved vacation, CTO or dock time; and/or remote work as appropriate for the position. If remote work is appropriate, a Telecommute Agreement shall be created and approved by the appropriate administrator to outline essential job functions that can be performed remotely and other parameters of remote work. Approval of alternate or reduced work schedules, and remote work will be re-evaluated every two weeks or as needed. 

Telecommuting Guidelines

HR 400 Telecommuter’s Agreement — Only employee and appropriate administrator signatures are required at this time. The form should then be routed to HR.
 

Does the Family and Medical Leave Act (FMLA) or California Family Rights Act (CFRA) entitle an employee to take leave to avoid contracting COVID-19?

No. The FMLA and CFRA entitle employees to job-protected leave when they have a serious health condition or when they need leave to care for covered family members who have a serious health condition. Leave for the purpose of avoiding exposure to the COVID-19 is not protected under the FMLA or CFRA. However, employees who have a serious health condition as a result of COVID-19 contraction or exposure should contact Human Resources and determine if FMLA/CFRA would apply to their situation.

Employee Illness and Support

What steps should be taken if an employee becomes ill with fever, cough or other concerning symptoms?

Managers and supervisors should recommend that employees who are sick stay home and utilize sick leave (if sick leave is exhausted employees may use vacation credits at this time) until symptoms resolve, and that they seek medical assistance, as appropriate. 

Can managers require an employee who is out sick (not due to COVID- 19) to provide a health care provider’s note?

Not normally. Managers should actively encourage sick employees to stay home. If an employee is out sick for three or more days, the manager should contact Human Resources to determine if a health care provider’s note is necessary.

Can managers prohibit employees from coming to work if the employee is known to have contracted COVID-19 themselves, or to have had close contact with someone who has?

If you believe that an employee has COVID-19 or has had very close contact with a person who has COVID-19 (such as living in the same household), please contact Human Resources for guidance.

I’m out of sick leave accruals, should I come to work if I am not feeling well?

Employees who are sick with a fever, respiratory illness or contagious illness are strongly encouraged to stay home and utilize paid sick leave accruals. At this time, managers should allow staff who are out of sick leave accruals to utilize vacation (if allocated per bargaining unit agreement) for this purpose. Academic Personnel or Human Resources will consult with employees who have no leave accruals in coordination with their supervisor.

What happens if I’m an employee and I have to stay home sick for an extended period of time? Where do I get more information?

Employees should work with their direct supervisor to determine essential and non-essential functions. Employees should let others know how to get in touch by updating websites, creating email replies, leaving signage on office doors, and messages on voicemails. For more information about time off and leave programs, visit https://afd.calpoly.edu/hr/employee-resources/leave-programs/other.

Payroll

If the university does need to close in the future, how will employees receive checks?

Those employees with direct deposit will be paid as normal. If you are not currently enrolled for direct deposit, we encourage you to enroll. Cal Poly stateside employees can find more information on Payroll's Direct Deposit webpage. Corporation employees can find more information by calling Corporation Human Resources at 805-756-1121. ASI employees can find more information by calling ASI Human Resources at 805-756-0299.

The campus will provide information via campus email and alternate communication strategies regarding an alternate distribution process for employees who receive a paper pay check.

Recruitment

What should a department do if they have candidate interviews scheduled? How should they have equitable interviews if someone cannot make it to campus? 

Should the County of San Luis Obispo Public Health Department determine that individuals traveling through hot spots be self-quarantined, the campus will suspend on-site interviews. Human Resources and Academic Personnel will either postpone the interview process or explore ways to conduct interviews virtually in coordination with the search committee.

Student Assistants

How does this impact Student Assistants?

Student Assistants will continue to be employed within their current department. For those students who have positions where the work has changed, such as university tours, we are asking departments to consider providing alternate tasks. If alternate tasks cannot be assigned, Student Assistants can review MustangJOBS (powered by Handshake) to search for on-campus and off-campus jobs, as well as set up a time to speak with a career counselor. If a Student Assistant chooses not to work, they will be temporarily removed from the regular work and payment schedule until their eventual return to the department. 

Cal Poly staff and faculty employees can support our Student Assistants whose work may be temporarily suspended by posting any temporary job opportunities on MustangJOBS (powered by Handshake).

Campus Resources

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