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HR-Related Coronavirus (COVID-19) Resources

UPDATED: 12/06/2021

News & Updates

12/06/2021: The CSU has reached agreement with SUPA regarding the COVID-19 Vaccination Interim Policy. It is similar to the agreement with CSUEU, Teamsters, and APC, with the key difference being the date by which SUPA-represented employees must be vaccinated [see below]. We received the final signature on the MOU, which concludes our meet and confer process with SUPA on this topic.

  • Highlights:
    • While employees are encouraged to self-certify as soon as possible, this agreement allows until Thursday, January 27, 2022 for SUPA-represented employees who are not otherwise eligible for an exemption (i.e., those who are in the process of obtaining vaccinations) to self-certify their vaccination status.
    • Allows campuses to require any or all SUPA-represented employees who report they are fully vaccinated or in the vaccination process to provide proof of vaccination.
    • Allows campuses to require COVID-19 testing (i.e., ‘other safety measures’) of SUPA-represented employees.
    • Specifies what documentation can be asked for in both a medical exemption (requires a medical provider's verification that a COVID-19 vaccine is medically inadvisable) and a religious exemption - the same as CSUEU, Teamsters, and APC.

10/29/2021: The CSU has reached agreement with APC regarding the COVID-19 Vaccination Interim Policy. It is similar to the agreement with CSUEU & Teamsters, with the key difference being the date by which APC-represented employees must be vaccinated [see below]. We received the final signature on the MOU, which concludes our meet and confer process with APC on this topic.

  • Highlights:

    • While employees are encouraged to self-certify as soon as possible, this agreement allows until Wednesday, December 22, 2021 for APC-represented employees who are not otherwise eligible for an exemption (i.e., those who are in the process of obtaining vaccinations)

    • Until the affected employee either receives an approved vaccine or declares a recognized exemption they will be presumed to be unvaccinated.

    • An employee’s vaccination status will only be shared with those who have a specific business need to know. Generally, and solely for the purpose of administering Other Safety Measures, the only information provided to an employee’s Appropriate Administrator will be whether an employee is vaccinated or not.

      • Misuse or inappropriately accessing an employee’s personal health information may result in discipline.
      • Employees’ Appropriate Administrators shall not ask employees for their vaccination status.

    • Allows campuses to require any or all APC-represented employees who report they are fully vaccinated or in the vaccination process to provide proof of vaccination.
    • Allows campuses to require COVID-19 testing (i.e., ‘other safety measures’) of APC-represented employees.
    • Specifies what documentation can be asked for in both a medical exemption (requires a medical provider's verification that a COVID-19 vaccine is medically inadvisable) and a religious exemption - the same as CSUEU and Teamsters.

9/28/2021: The CSU has reached agreement with Teamsters Local 2010 regarding the COVID-19 Vaccination Interim Policy. We received the final signature on the MOU, which concludes our meet and confer process with Teamsters Local 2010 on this topic.

  • Highlights:
    • Allows campuses to require any or all Teamsters-represented employees who report they are fully vaccinated or in the vaccination process to provide proof of vaccination.
    • Allows campuses to require COVID-19 testing of Teamsters-represented employees. Teamsters, unlike many other employee groups, did not have an explicit testing MOU. This language enables mandatory COVID-19 testing provided it is at no cost to the employee, and time spent testing is considered hours worked.
    • While employees are encouraged to self-certify as soon as possible, this agreement allows until Friday, November 26, 2021 for Teamsters-represented employees who are not otherwise eligible for an exemption (i.e., those who are in the process of obtaining vaccinations).
    • Specifies what documentation can be asked for in both a medical exemption (requires a medical provider's verification that a COVID-19 vaccine is medically inadvisable) and a religious exemption.

9/1/2021: The CSU has reached agreement with CSUEU regarding the COVID-19 Vaccination Interim Policy. We received the final signature on the MOU, which concludes our meet and confer process with CSUEU on this topic.

  • Highlights:
    • Requires employees to comply with the policy as a condition of employment.
    • Allows campuses to require proof of vaccination.
    • While employees are encouraged to self-certify as soon as possible, this agreement provides up to eight (8) weeks for those who still need to obtain full vaccination status - these 8 weeks are only for CSUEU employees who are not otherwise eligible for an exemption (i.e., those who are in the process of obtaining vaccinations).
    • Specifies what documentation can be asked for in both a medical exemption (requires a medical provider's verification that a COVID-19 vaccine is medically inadvisable) and a religious exemption.

Employee-Specific Resources from Human Resources

Mandatory COVID-19 Testing

How do I know if I need to participate in mandatory COVID-19 testing?

Employees who must participate in mandatory COVID-19 testing will be contacted via email by Human Resources starting the week of September 13th. These emails contain information and instructions on how to schedule appointments and where to report. After the initial email, these employees will receive one email every week they are participating in the mandatory COVID-19 testing. So, if you are required to participate in this testing, we will let you know!

Is my appropriate administrator/manager informed that I must participate in this mandatory COVID-19 testing?

Yes. Human Resources informs the appropriate administrator/MPP that the employee is participating in the program, and when that employee may no longer be required to participate in the mandatory COVID-19 testing. Additionally, they will be notified if the employee fails to report to a scheduled testing appointment.

What if I made a mistake when I made my initial selection in the CSU COVID-19 Self Certification form in the Employee Center? Can I change my selection?

Yes. If your selection has changed, please go back into the Employee Center in CMS and update your selection. The four selections are:

  1. I certify that I have received an approved vaccine and that my COVID-19 vaccination status is current. I understand that for purposes of this certification, I am only considered fully vaccinated two weeks after completing the second dose of a two-dose COVID-19 vaccine (e.g., Pfizer or Moderna) or two weeks after receiving a single dose of a one-dose vaccine (e.g., Johnson & Johnson/Janssen) and that I should not check this box and certify myself until I am fully vaccinated.
  2. I certify that I qualify for a medical exemption and have not received a COVID-19 vaccine, nor do I plan to. I understand that I may be expected to provide supporting documentation to this effect immediately upon request.
  3. I certify that I qualify for a religious exemption and have not received a COVID-19 vaccine, nor do I plan to. I understand that I may be expected to provide supporting documentation to this effect immediately upon request.
  4. I confirm that at this time I will not be physically accessing or performing work at CSU facilities but understand that if this changes, I must certify that I am either current on my COVID-19 vaccination status or that I qualify for a medical or religious exemption.

If this update results in no longer needing to participate in the Mandatory COVID-19 Testing program (i.e., originally selected an exemption, but then became fully vaccinated; originally selected an exemption, but then certified that I would not visit campus), then please inform your appropriate administrator/manager as soon as possible – they will be informed as soon as everything is processed behind the scenes, but nothing is as effective as real-time updates!

Reporting Employee Illness

What if an employee doesn’t feel well? Do they need to report symptoms to Risk Management?

If an employee does not feel well enough to work, then have them stay home/not report to work! If the employee does not disclose they tested positive for Covid-19, then have them use sick leave (in accordance with the negotiated collective bargaining agreements/policy) and inform the employee that we hope they feel better soon!

Only positive COVID-19 test results need to be reported to Risk Management/Workers Compensation:

Adell Seibles, Workers' Compensation Manager
(916) 278-3979
You can also report via the online COVID reporting tool

Should an employee out sick provide a health care provider’s note?

Employees who call out sick should inform their appropriate administrator/MPP, per the campus RTW Protocols, and not report to campus. Please see information on this page regarding various leave programs available for employees.

What do I do if I am not vaccinated?

Unvaccinated individuals will be subject to other safety measures, including but not limited to: asymptomatic and symptomatic testing, physical distancing, wearing face coverings or other personal protective equipment, and isolation or quarantine when warranted.

Employees who declare an exemption will be subject to COVID-19 testing, currently that will be twice-weekly. Testing will be conducted on campus at no charge to the employee. More information will be forthcoming about this process.

Non-represented employees (i.e., administrators, confidential employees, student assistants) who fail to certify their vaccination status by September 13 will be subject to mandatory testing, or they may be denied access to campus, and may be subject to further disciplinary action.

What if I've been exposed to someone who tests positive for COVID-19?

The CDC recommends that you continue to wear a mask for 14 days after a close exposure. If you develop COVID symptoms, you should contact your doctor and be tested. Quarantine until you get your results. If you are negative, you are free to resume work, school, and other pursuits, but continue to wear your mask. If you are positive, then you are to isolate for 10 days. The CDC also recommends that if you do not develop symptoms you should get tested three to five days after the "close" exposure. You can continue to work, etc., while masked until you get results.

If you are unvaccinated and have been exposed to a COVID-positive individual, you should quarantine and be tested. Contact your medical provider for medical support and clearance before returning to campus.

What are the next steps when an employee tests positive for COVID-19?

  • The employee must inform their appropriate administrator/MPP of their positive test result immediately.
  • Additionally, they must report the positive test result to Risk Management:
    • Please report via the confidential online reporting tool
    • If they cannot access the form, call Adell Seibles, Workers' Compensation Manager: (916) 278-3979 or adell.seibles@csus.edu
  • They are directed to go home and isolate from others. Contact their medical provider for additional support.
    • Work with their appropriate administrator/MPP to telework, if possible. However, if they are not feeling well - take time to recover and heal!
    • The employee must present a note from their medical provider indicating their safe return to work date. This note must be provided to the Benefits Office (benefits@csus.edu).
    • A negative COVID-19 test is not required for an employee to return to work.
  • If employees are unable to carry out their duties because of illness due to COVID-19, they may be eligible to take advantage of COVID-19-related paid leave programs. If these programs have been exhausted, they can utilize sick leave or any other leave balances.
  • Employees are strongly encouraged to contact their healthcare provider as soon as possible to obtain more specific medical guidance based on their medical history, and possible symptoms.

How should employees report time away from work?

As always, employees who do not feel well can utilize their sick leave accruals, in accordance with the negotiated collective bargaining agreements/policy. More detailed information can be found below. Employees should notify their appropriate administrator as soon as practicable.

Online COVID Reporting Tool Email Workers' Compensation Manager Adell Seibles

Vaccination Requirements

What is the deadline for employees to be vaccinated against COVID-19?

Per the President’s message on July 27, 2021, employees must certify that they have been immunized (or that they qualify for a religious or medical exemption) by September 13, 2021.

What is the timeline for employees to meet the September 13, 2021 deadline?

To meet the Sept. 13 deadline for certification of vaccination status, you must receive your first dose of the Pfizer vaccine by Aug. 9, or the single-dose J&J vaccine by Aug. 30.

For more information about the vaccine and to schedule your appointment, please visit our COVID-19 FAQ page.

What is a ‘religious exemption’?

An employee may be excused from the vaccination requirement due to either

  1. a person’s sincerely held religious belief, observance, or practice, which includes any traditionally recognized religion, or
  2. beliefs, observances, or practices which an individual sincerely holds and that occupy a place of importance in that individual’s life, comparable to that of traditionally recognized religions.

Any person submitting a declaration of religious exemption shall verify that, at the campus's request, they will promptly provide a statement that describes the applicable religious or other comparable belief that is the basis for their Exemption.

A process is being developed by the Office for Equal Opportunity in order to collect and assess these requests.

What is a ‘medical exemption’?

An employee may be excused from the vaccination requirement due to a medical (including mental health) condition for which an Approved Vaccine presents a significant risk of a serious adverse reaction. Any medical exemption must be verified by a certified or licensed health care professional.

A process is being developed by the Office of Human Resources in order to collect and assess these requests.

What if employees are not comfortable being vaccinated? Is there an exemption for that?

There is no exemption for not being comfortable with being immunized against SARS-CoV-2, the virus that causes COVID-19. Unless employees obtain an approved medical/religious exemption, they will be required to be fully vaccinated against COVID-19 by September 13, 2021.

What will happen to employees who obtain approved exemptions? Will they have the same/different protocols to follow?

Employees will fall into one of two categories: fully vaccinated or unvaccinated:

  • Fully Vaccinated employees: Individual will need to self-attest to their status; and may be required to provide proof of vaccination when requested by the University
  • Unvaccinated employees: Individuals who are granted exemptions will be considered unvaccinated. These employees will be subject to other safety measures, including but not limited to regular testing and wearing face coverings indoors while on campus

Covering Vaccination Time

Will employees be expected to use accruals to cover the appointment time for the COVID vaccination(s)?

No. Eligible employees can obtain the vaccine using time provided to them through the following options:

  • ECRL hours: CSUEU, APC, SUPA, UAPD, CFA, Teamsters & Non-Represented Staff

Employees should make sure to mark the time on their calendars, log the hours of ECRL they used to cover the vaccination appointment, and inform their appropriate administrator of their whereabouts during the workday.

Supplemental Paid Sick Leave (SPSL)

What is Supplemental Paid Sick Leave (SPSL)?

Effective March 29, 2021, SB 95 mandates that employers provide employees with supplemental paid sick leave (SPSL) for various COVID-19 related absences.

On March 30, 2021, Chancellor Castro increased the allotment to up to 128 hours for eligible employees to be used through December 31, 2021 and called it Expanded COVID-19 Related Leave (ECRL).

On April 19, 2021, Teamsters agreed to modify their existing MOU to make all 256 hours of ECRL include the SPSL qualifying reasons.

All unions have MOUs agreeing to ECRL use.

How do employees know if they are eligible for SPSL?

CSUEU, APC, SUPA, UAPD, CFA, UAW & Non-Represented Staff

  • See above
  • Receive up to the full 128 hours of ECRL (includes those 80 hours of SPSL)
  • Retroactive to January 1, 2021, and is effective through December 31, 2021

Teamsters-Represented Staff (Unit 6)

  • See above
  • Receive up to the full 256 hours of ECRL (includes those 80 hours of SPSL)
  • Retroactive to January 1, 2021, and is effective through December 31, 2021

Retired Annuitants

  • See above
  • Retired annuitants are eligible for up to 80 hours of ECRL (includes those 80 hours of SPSL)
  • Retroactive to January 1, 2021, and is effective through September 30, 2021.

What reasons can SPSL be used for?

CSUEU, APC, SUPA, UAPD, CFA, Teamsters, UAW & Non-Represented Staff

Qualifying reasons are all covered under ECRL.

What is ECRL?

ECRL is “Expanded COVID-19 Related Leave” and is available in two different categories [see below]. ECRL hours can be used from January 1, 2021 thru December 31, 2021. Unused ECRL hours expire on December 31, 2021. ECRL hours have no value if an employee separates from employment.

CSUEU, APC, SUPA, UAPD, CFA, UAW & Non-Represented Staff

Eligible employees:

Teamsters-Represented Staff (Unit 6)

Eligible employees:

  • Can receive up to 256 hours of ECRL for full time and prorated for less than full time.
  • Should inform their appropriate administrator of their intention to use ECRL hours when following regular call-in procedures, and must fill out the Request for CSU Expanded COVID-19 Relief (Paid) Leave (ECRL) form form to request ECRL use.

Retired Annuitants

Eligible employees

  • Retired annuitants are eligible for up to 80 hours of ECRL for full time and prorated for less than full time, from January 1, 2021 to September 30, 2021.
  • Should inform their appropriate administrator of their intention to use ECRL hours when following regular call-in procedures, and must fill out the Request for CSU Expanded COVID-19 Relief (Paid) Leave (ECRL) form form to request ECRL use.

Is ECRL a different bucket than exclusion pay?

No. The MOUs between CSU and the applicable labor unions state: ECRL shall be considered “employer-provided employee sick leave” under Cal OSHA General Industry Safety Orders, Section 3205.

Reasons for use of Expanded COVID-19 Relief Leave (ECRL)

For CSUEU, APC, SUPA, UAPD, CFA, UAW & Non-Represented Staff (up to 128 hours) and Teamsters-Represented Staff (up to 256 hours)

Employee is:

  • subject to a quarantine or isolation period related to COVID-19 as defined by federal, state, or local orders or guidelines.
  • advised by a health care provider to self-quarantine due to concerns related to COVID-19.
  • attending an appointment to receive a COVID-19 vaccine.
  • experiencing symptoms related to a COVID-19 vaccine.
  • experiencing COVID-19 symptoms and seeking a medical diagnosis.
  • caring for a family member who is subject to a quarantine or isolation order or guideline or who has been advised to self-quarantine by a health care provider due to concerns related to COVID-19.
  • caring for a child whose school or place of care is closed or otherwise unavailable for reasons related to COVID-19 on the premises.

Claiming ECRL

How do eligible employees initiate use of ECRL time?

CSUEU, APC, SUPA, UAPD, CFA, Teamsters, UAW & Non-Represented Staff

  1. Inform their Manager/Department Chair/appropriate administrator
  2. Complete the Request for CSU Expanded COVID-19 Relief (Paid) Leave (ECRL) form to request ECRL use
  3. Route as needed

How do eligible employees log their time in the CMS Employee Self-Service: Absence Management Module?

Employees approved for leave under ECRL will be required to report leave in Absence Management CMS as follows:

  • Leave Code/Absence Name: PAL/FFCRA
  • Note in the Comments section: ECRL

Hourly employees should report ECRL on their Absence Request (Timesheet).

Student employees should submit their approved Request for CSU Expanded COVID-19 Relief (Paid) Leave (ECRL) form with their Student Employee Timesheet.

Retired annuitants do not need to log their time in the CMS Employee Self-Service: Absence Management Module.

ECRL Approval

How do eligible employees know if their request to utilize ECRL has been approved?

Managers/Appropriate Administrators should inform their staff of the status of their request.

Exclusion Pay

What is exclusion pay?

Exclusion pay is a continuation of pay for employees who are able and available to work but are being excluded from work due to an exposure to COVID-19 at the work site and are directed to quarantine by Student Health and Counseling Services.

CSUEU, APC, SUPA, UAPD, Teamsters & Non-Represented Staff

The MOUs between CSU and the applicable labor unions state: ECRL shall be considered "employer-provided employee sick leave" under Cal OSHA General Industry Safety Orders, Section 3205.

CFA-Represented Staff

Employees are to exhaust their employer provided sick leave accruals before using exclusion pay; except where noted by collective bargaining agreements or CSU policy.

How do employees know if they are NOT eligible for exclusion pay?

Employees who are ineligible for exclusion pay are those:

  • able to telework during the required quarantine.
  • exposure occurred outside work.
  • already receiving lost wages through workers’ compensation.

  • Sac State has a dedicated Coronavirus (COVID-19) webpage with updated information and news.
  • Employees and family members in need helpful guidance, counseling, referral to local resources or reliable professional care, may contact LifeMatters by Empathia services. All employees, their dependents (including dependent children not residing with the parent) and other family members living in the employee's home are eligible for services and may contact LifeMatters directly.
    • 24/7 telephone assessment/counseling: (800) 367-7474 (TDD/TTY: 877-307-2812) (password: SacState)
    • Information and resources online at www.mylifematters.com.
  • Employees may also make requests for use of vacation, sick leave and Personal Holiday through their normal departmental process.