WORKING ON CAMPUS FAQs
Villanova University’s Health and Safety Plan and Guide for Returning to Campus provide in extensive detail the myriad steps being taken to protect our community from the virus. Many frequently asked questions are answered in these documents. The below represents additional questions not addressed in the Health and Safety Plan or Guide for Returning to Campus.
Faculty and staff should limit non-essential travel during the Spring semester. In accordance with Pennsylvania state guidelines, employees who have traveled out of state for any reason must, upon return to Pennsylvania, either have a negative COVID-19 test within 72 hours of returning to PA, or quarantine for 14 days. Proof of a negative COVID test is required to return to work on campus.
Individuals who test positive must notify their supervisor of the positive test result, inform the contact tracing team of their positive test results via phone 484-432-7950 or email firstname.lastname@example.org and provide documentation of the positive test result via email to email@example.com. (Documentation will be kept confidential.) Individuals testing positive must quarantine at home for 10 days. During this required 10-day period, individuals may work from home if approved by supervisor, are able, and the job can be completely performed remotely. Otherwise, individuals will need to use sick time in accordance with the sick leave policy.
Individuals who test negative must notify their supervisor of the negative test result and provide documentation of the negative test result via email to firstname.lastname@example.org. All documentation will be kept confidential. The Office of Human Resources will inform the appropriate department that the individual is cleared to return to work.
IMPORTANT: If you do not get tested and provide documentation as noted above, you will not be permitted to come to campus if your job requires you to do so. Without a negative test, you must quarantine at home for 14 days as per PA guidelines. Therefore, if your job cannot be completely performed remotely with the approval of your supervisor, you will not be paid during this 14-day quarantine.
Guidance on quarantine may shift and could alter this strategy, depending on CDC and Pennsylvania Department of Health guidelines.
Individuals testing positive must quarantine at home for 10 days. During this required 10-day period, individuals may work from home if approved by supervisor, are able, and the job can be completely performed remotely. Otherwise, individuals will need to use sick time in accordance with the sick leave policy.
If you do not get tested and/or provide documentation as noted above, you will not be permitted to come to campus if your job requires you to do so. Without a negative test or doctor's note, you must quarantine at home for 14 days as per PA guidelines. Therefore, if your job cannot be completely performed remotely with the approval of your supervisor, you will not be paid during this 14-day quarantine.
Managers are encouraged to set schedules that are appropriate for the work in their area given the unusual circumstances this semester. This may mean adjusting work hours for certain individuals to meet the needs of the community.
There is no plan to change the staff vacation policy this year. Managers should work to ensure coverage so that staff can use available vacation time. Please note that student and operational needs must be met in all cases and managers have the right to approve and/or deny vacation time based on operational needs.
UNIT has technology guidance, services and support about working remotely. If you need assistance accessing specific applications from home, contact the Help Desk at 610-519-7777 or email the Support Desk.
Additional resources to support you during this time can be found on the Human Resources COVID-19 page.
Faculty and staff members who are requesting to teach online or continue working from home due to a medical condition, a family health concern, childcare or eldercare responsibilities, etc., should complete a COVID-19 Temporary Telework Request Form. If the request is based on the employee’s own risk factor(s) for an increased risk of severe illness from COVID-19, as defined by the CDC, the employee should also submit an accompanying Workplace Accommodation Form.
Employees are welcome, but not required, to discuss a telework request with their manager in advance of submitting it to HR. HR will discuss any received requests with the appropriate manager.
As a reminder, accommodation requests must be based on your own medical condition or high-risk factor(s) for severe illness from COVID-19, as defined by the CDC.
If you are seeking an accommodation on this basis, and the accommodation you are seeking is to telework or teach online, then yes, you should submit both a Temporary Telework Request Form and the Workplace Accommodation Request.
As this is a fluid situation, the University recognizes that needs may change throughout the semester.
- Requests may be submitted at any time as an individual’s needs change.
- Telework arrangements may be adjusted, as feasible and appropriate, to fit an individual’s changing needs. For example, K-12 schools may open in March/April, but may close again in May, causing an individual’s needs to change.
As with all telework requests, Human Resources, the employee and their manager will collaborate to discuss the nature of the request and the feasibility of reasonable accommodations. Factors that will be considered include the needs of the individual, the needs of the department, and the ability to perform the job responsibilities remotely. Staff requests will be discussed with chairs/managers on a rolling basis.
Due to the evolving circumstances around COVID-19, there is no predetermined length of time for telework arrangements. However, telework requests being made for the spring that are approved apply for the spring semester only. Should the pandemic extend beyond the end of the Spring 2021 semester, a new telework request will be needed at that time. Arrangements approved under the COVID-19 Temporary Telework Policy last for the duration of the semester, as defined and communicated by the University over time.
You may ask your employees what their intentions are; however, you must ask this question of all employees who report to you. Do not single out individuals for this question. Even if motivated by a benevolent concern, you also may not single out employees for telework or other changes to their employment on the basis of their age or CDC risk factors. Do not ask medically based questions of the employee or their family member. To the extent an employee submits a request directly to HR, we will contact you to discuss those requests.
Managers also may ask graduate assistants if they are able to work on campus. Make sure you are consistent and ask all of your graduate assistants.
If this request stems from family-related situation, please contact your manager. If your request is related to a personal medical condition, please contact Annette Lucidi in Human Resources.
As a reminder, accommodations and telework requests are not intended to address reduced hours of work.
Yes, individuals approved for telework may periodically be on campus as necessary and reasonable for work. However, all individuals who visit campus must abide by the guidelines set forth in the Caritas Commitment.
Yes, so long as the student can adequately perform the duties of the job. As always, it is important to accurately track student hours for payroll purposes so they can be paid accordingly.
For employees who will be returning to campus for the Spring semester, testing will be coordinated through the University.
For those covered under the University’s health insurance, testing is covered 100%. Official messaging on treatment is available on the Independence Blue Cross website.
Yes, as of now, standard cost sharing will apply. However, this is an evolving situation and this response is based on information we have received to date.
MD-Live is a telemedicine resource that is available to you, particularly those who:
- Have a health concern or are experiencing symptoms that do not appear to be related to COVID-19, and
- Want to avoid going to your primary care provider, an urgent care or the emergency room.
The University recognizes that these are stressful times for all of us. Health Advocate, Villanova’s employee assistance program (EAP), is available to assist with personal, family and work issues. This is a free and confidential service for faculty and staff and their families.
Your doctor will need to advise Lincoln Financial for STD, or PMA for workers compensation, if you have a continuing condition that prevents you from working. The decision will be made based upon your condition and your doctor’s input. Specific questions can be sent directly to Human Resources.
It is very important for all employees who are not currently being paid through direct deposit to set themselves up for direct deposit as soon as possible. Given all of the restrictions being put in place to limit the spread of the COVID-19 virus, direct deposit may be the only way that we can guarantee that you receive your pay on time, as the distribution of paper checks may be impeded by conditions outside of our control. Please see the below instructions for setting up direct deposit:
- Go to MyNova and log in with VU credentials
- In search bar at the top, type “Novasis”
- Under Search Results, select the “Novasis” icon
- Select the Employee tab
- Select Pay Information
- Select Online Direct Deposit Signup
- Follow the instructions to submit your direct deposit information
If you normally utilize web time entry or Kronos, you should continue to do so. For the small number of students who normally utilize a paper time sheet, effective immediately, all approved timesheets must be submitted to the Payroll Office electronically. Please submit approved timesheets by email to the Payroll Office. Given all the measures that continue to be put in place to limit the spread of the COVID-19 virus, we are unable to rely on paper timesheets to pay employees at this time.
The hiring freeze for student employment has been lifted. If you need to hire a student employee or federal work study student, you may now do so. It may be possible that the number of student employees will be lower due to the operational changes caused by the pandemic. When hiring a student employee, it is appropriate to consider a student’s availability of federal work study funding. All safety measures required of University employees apply to student employees as well.