COVID-19: See our Phoenix Forward page

Supervisor Guidance

The health and safety of our employees and students is of utmost importance as we engage as a campus community in activities this academic year. The University has established these supervisor guidelines as a complement to the Employee Workplace Expectations to support employee engagement in a safe campus environment. 

Facilitating Remote Work

Employees are able to be on campus at the discretion of their supervisor with the understanding that telecommuting will continue to be encouraged if assigned duties can be performed remotely. 
  • The supervisor may request that an employee perform on campus work if it is a necessary part of their function or is supportive of another function that requires in person performance.
  • A supervisor may approve a split schedule in which an employee works partially through telecommuting and partially on-campus. This schedule should be approved by the supervisor and documented in writing via email.
  • If an employee does not wish to return to campus to perform their work, the supervisor should discuss with the employee whether any special circumstance prevent their return.  The supervisor and employee should work to address any specific concerns the employee has regarding returning to campus. 
    1. If the special circumstance is related to a medical condition or childcare, the employee should reach out to Human Resources.
    2. For all other circumstances, should the employee and supervisor not be able to resolve the issue, the supervisor should contact Human Resources
  • For more information about supervising employees in a remote environment, please see the Supervisor Guidance for Managing Remote Workers during Emergency Conditions.

Supervisor Guidance for Employee Self-Assessment

All employees (including student employees) who are scheduled to be working on campus are required to complete an online health self-assessment prior to arriving to campus each day. 
  • 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 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, employees 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 on campus, 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 self-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.

Supervisor Guidance for COVID-19 Case Report

If an employee reports to you that they have been exposed-close contact to an individual with a confirmed infection, are experiencing symptoms, or have themselves tested positive for infection of COVID-19, they should be referred to the Office of COVID-19 Response and be instructed to not return to campus until it is safe to do so according to the guidance outlined below. The supervisor should then complete the COVID-19 Case Report based on the information provided from the employee.
If an employee reports that they have been exposed-close contact to a person who has a medically confirmed case of COVID-19, the employee will be:
  • Restricted from campus for not less 14 days from exposure
If an employee reports they have been suspected due to having symptoms of COVID-19, the employee can return to campus after:
  • three days with no fever and
  • Respiratory symptoms have improved (e.g. cough, shortness of breath) and
  • Not less than 10 days have passed since symptoms first appeared
If an employee has a medically confirmed positive test for COVID-19, the employee can return to campus after:
  • Not less than ten (10) days from first experiencing symptoms and
  • At least twenty-four (24) hours have passed since the resolution of fever without the use of fever reducing medication and
  • All other symptoms have improved or
  • Not less than ten 10 days have passed since test and is asymptomatic
If an employee simply indicates they are not feeling well without a specific reference to COVID-19, supervisors may not require the employee to disclose any medical information. In that event, no COVID-19 Case Report is necessary.

If an employee is infected, suspected, or exposed-close contact to COVID-19 and is unable to work due to either their inability to perform their essential job functions remotely or because they are experiencing symptoms that prohibit them from being able to work, they will need to account for their time off through sick, vacation/personal holiday, or if available COVID-19 leave. Should an employee be absent for more than five days in a row for medical reasons, they should contact Human Resources to discuss their need for continued time away from work.

Personal Protection Equipment (PPE) Requests

Under the CARES Act, the University has available funding to provide COVID-19 Safety Resources to operational areas to facilitate functioning while protecting both employees and members of the University Community. For information about requesting and provision COVID-19 related materials, please see this website.

As a supervisor, please be sure to model appropriate hygiene and campus cleaning procedures for your staff. For more information about what is expected related to these topics, please review the Employee Workplace Expectations.