Supervisor’s HR Quick Reference Guide to Returning Employees to Campus
Revised 6/15/2020
This quick reference guide is intended to help supervisors with navigating various employee situations that may occur and provide them helpful information, tools and resources.
NOTE: It is important to remember that supervisors should NOT ask an employee to provide medical information to them.
Scenario 1
My employee indicated he/she is in a high risk category for contracting COVID-19 as defined by the CDC, so he/she is unable to return to campus when directed, or has requested changes to the job.
What to Do:
- Contact your Campus Human Resources Office (HR). They will guide you through leave, telecommuting, temporary modification work plans and other management options.
What to Avoid:
- Asking employees to identify or substantiate a high risk status without consulting HR.
- Asking for medical information.
- Sharing an employee’s health information with other employees.
- Making work modifications without consulting your Campus HR Office.
Scenario 2
My employee indicated he/she is providing care for a family member who has a serious health condition (COVID-19 related or not) so he/she indicates the inability to return to campus when directed.
What to Do:
- Contact your Campus HR Office. They will contact the employee to discuss Family and Medical Leave benefits and other leave options.
What to Avoid:
- Asking for medical information.
- Making any special arrangements for an employee without first consulting Campus HR.
Scenario 3
My employee indicated he/she lives in the home with a high-risk person who does not require the employee to provide care so he/she indicates the inability to return to campus when directed.
What to Do:
- If employee requests telecommuting option, you should make sure you treat all requests equally ensuring decisions are based on business needs only, and following university policies and procedures regarding flexible work arrangements. Contact your Campus HR Office if you have questions.
- Share workplace safety requirements (e.g. personal protective equipment, social distancing, etc.) and hold all employees accountable to adhering to the requirements.
What to Avoid:
- Asking for medical information.
- Making any special arrangements for an employee without first consulting Campus HR.
Scenario 4
My employee indicated he/she is nervous about returning to campus when directed.
What to Do:
- Acknowledge that this is normal, because it is.
- Remind the employee of workplace safety measures that have been put in place (e.g. sanitizing the building, etc.) and the safety requirements (e.g. personal protective equipment, social distancing, etc.) that all employees should follow.
- Refer the employee to the Employee Assistance Program (EAP). Information can be found at: https://hr.untsystem.edu/employee-assistance-program-eap.
- If employee ultimately refuses to come to work, contact your Campus HR Office for further guidance.
What to Avoid:
- Responding out of fear or in an emotionally charged manner.
- Discussing or initiating disciplinary action without consulting with HR.
- Making any special arrangements for an employee without first consulting Campus HR.
Scenario 5
My employee has been exposed to or is displaying symptoms of COVID-19 while on campus.
What to Do:
- Send the employee home immediately.
- Notify your campus COVID-19 safety and health reporting team based on your campus’ protocol.
- Contact your Campus HR Office. They will guide you through the next steps and discuss leave options.
- Direct the employee to contact your Campus HR Office.
- Regularly remind all employees to conduct self-checks each morning prior to coming to work.
What to Avoid:
- Asking for medical information.
- Sharing an employee’s health information with other employees. This includes sharing information regarding possible exposure or symptoms.
Scenario 6
My employee is not adhering to the required safety guidelines (social distancing, wearing PPE, etc.).
What to Do:
- Ensure that expectations for required safety protocols are clearly communicated to all employees in advance of and upon return to the workplace.
- Seek to understand employee reason for not adhering to safety guidelines.
- Contact your Campus HR Office for guidance in managing an individual situation.
- Provide regular reminders of safety guidelines to all employees in the department.
What to Avoid:
- Responding out of fear or in an emotionally charged manner.
- Discussing or initiating disciplinary action without consulting with HR.
Campus Contacts
UNT
COVID-19 Hotline
- 844-366-5892
Campus Human Resources
- (940) 565-2281
- HRAdministration@untsystem.edu
Office of Risk Management
- (940) 369-6153
- emergency.management@unt.edu
Facilities
- (940) 565-2700
Health Alerts/COVID website:
- healthalerts.unt.edu
HSC
Campus Human Resources
- (817) 735-2690
- HSC.HR@untsystem.edu
Environmental Health & Safety Office
- (817) 735-2245
- safety@unthsc.edu
Institutional Compliance & Integrity Office
- (817) 735-0272
- compliance@unthsc.edu
UNT Dallas
Campus Human Resources
- (972) 338-1410
Office of Risk Management
- (972) 338-1829
Facilities
- (972) 338-1472
System Administration
Campus Human Resources
- (972) 338-1410
Office of Risk Management
- (972) 338-1829
Facilities
- (972) 338-1472
System Administration staff housed at campus locations shall follow the standard protocols of that campus
Resources/Tools
Center for Disease Control and Prevention: https://www.cdc.gov/coronavirus/
UNT World COVID-19 Response Guidelines: https://www.untsystem.edu/covid-19
FMLA website: https://hr.untsystem.edu/family-and-medical-leave-act
Employee Assistance Program: https://hr.untsystem.edu/employee-assistance-program-eap
Leave Policies/Scenarios: https://www.untsystem.edu/covid-19-working-conditions