Reassignment/Absence to Prevent Contagion Due to Workplace Exposure
This policy applies to: All faculty and staff (See Coronavirus Addendum below for individuals qualified for COVID-19 sick pay)
Table of Contents
A faculty or staff member who has a verified workplace exposure (as confirmed by University Health Service or Employee Health when a faculty or staff member contacts them as noted in the guidelines below) which could pose a direct and imminent threat of transmitting the contagion to patients, students or employees, either directly or indirectly may be required by his or her department head, on the recommendation of Employee Health or University Health Service(1), to stay away from patients, students or other employees or to be reassigned to alternate duties for a specified period of time to avoid the risk of spreading an infection.
Staff who are unable to work due to an illness should follow the Policy 340: Paid Time Off (PTO) or Policy 339: Short-Term Disability Plan as appropriate.
(1) Hospital Employees and Employees working in division 40 and 91 would be directed to Employee Health. Employees in division 92, 60 or non-medical center divisions would be directed to University Health Service.
NOTE: FOR PROTOCOLS RELATED TO CORONAVIRUS (COVID-19), PLEASE SEE ADDENDUM.
A. Payment under this policy may only be initiated if all of the following criteria have been met:
- The individual is generally feeling well (not symptomatic or ill) and able to work.
- The individual has a workplace exposure that poses a threat of contagion to patients, students or employees and that exposure has been validated by Employee Health or University Health Service.
- The responsible administrator determines that a temporary, alternative assignment, without serious risk of contagion to patients, cannot be arranged and telecommuting is not able to be accommodated.
B. In cases where all of the above criteria have been met the individual shall receive base wages or salary (including shift differential where applicable) for regularly scheduled hours excused. Base wages or salary shall continue until Employee Health or University Health Service advises the department that the individual may return to work. However, under this policy, an individual’s base wage or salary shall not continue beyond 30 days without additional review by Employee Health or University Health Service.
A. When an individual reports a verified workplace exposure which may pose a threat of contagion, supervisors/department heads must first consider and discuss with the individual reassignment duties available in the department and/or unit including the ability to work from home (telecommute).
B. If reassignment or telecommuting is not feasible, supervisors/department heads must call Employee Health (585) 275-6040 or University Health Service (585) 275-2662 to speak with the nurse regarding the affected individual. The nurse will validate the exposure or illness, their ability to work and the potential threat of transmitting the contagion to patients.
C. If the exposure is validated by Employee Health or University Health Service (e.g. determination of a workplace exposure), and no alternative assignment can be arranged, the absence should be recorded by noting the number of excused hours or days using the time reporting code of “CNH” for hourly employees and “CNS” for salaried employees in Time & Labor reporting system.
D. After normal business hours (Monday through Friday, 8 a.m. to 5 p.m.) or on weekends, the employee may be reassigned according to recommendation of the on-call Infection Control Staff (see Infection Control Manual for guidance); or may be excused until Employee Health or University Health Service reopens.
- #339 Short-Term Disability Plan
- #267 Paid Family Leave (PFL)
- #271 Workers Compensation Insurance
- University emergency information
- SMH Policy 7.8 Flu Exposure and Outbreak Plan
- SMH Policy 7.6 Work Restrictions Table
Subject: Reassignment/Absence Due to Coronavirus (COVID-19) Exposure
Applies to: All faculty, staff, residents, fellows, postdoctoral appointees and student employees (undergraduate students employed by Student Employment and graduate students not paid a stipend or fellowship in furtherance of their degree).
Effective March 20, 2020 and in accordance with Center for Disease Control (CDC) and Department of Health guidelines, the following guidelines will be followed when a University employee as defined above is exposed to or tests positive for COVID-19. These protocols will be in place until such time as the CDC or Department of Health determine COVID-19 no longer represents a Pandemic or Public Health Emergency.
- As of October 14, 2022 Employees who suspect they may have been exposed to the coronavirus should contact their provider and if they are instructed to isolate the employee should call their manager to report their absence. Employees should follow their provider guidance related to returning to work.
- For employees who are symptomatic or have tested positive for COVID-19 the following should occur:
- Medical Center employees: Log into Dr. Chat Bot for reporting and guidance and notify their supervisor of their absence.
- River Campus and other non-Medical Center employees: Report their absence to their supervisor and follow their provider guidance related to returning to work.
- An employee who either (1) has an actual or suspected exposure to or positive test for COVID-19 as confirmed by either the employee’s provider, University Health Service or Employee Health and/or (2) is subject to a mandatory or precautionary order of quarantine by the employee’s provider, the Monroe County Department of Public Health, or other authorized agency, due to COVID-19 (including exposures outside of work), will be eligible for contagion pay for up to 14 days unless: (1) the employee is asymptomatic or has not yet been diagnosed with any medical condition, and has the ability to work from home during the quarantine or isolation period; (2) the employee engaged in travel, not taken as part of the employee’s employment or at the direction of the University of Rochester, to a country for which the CDC has a level two or three travel health notice; or (3) the employee engaged in travel, not taken as part of the employee’s employment or at the direction of the University of Rochester, to or through a restricted S. state as determined by the New York State Department of Health. As applicable, the fourteen-day period shall be counted from the first full day of isolation or quarantine, or the last day
- Employees who report symptoms of COVID and are directed to remain out of work by Employee Health, University Health Services or their healthcare provider will be asked to receive a COVID test within 16 hours of being placed out of work. Testing locations for employees can be found on the COVID-19 Resource Center.
- The contagion pay referenced herein will be available to eligible employees for a period not to exceed fourteen consecutive calendar days in compliance with government mandates for COVID-19-related benefits.
- Should an employee become ill during the 14-day quarantine period the University will pay the employee their base wages (including shift differential where applicable) for the quarantine period (maximum of 14 days). Employees will not be required to use sick time or PTO for the duration of the quarantine period (up to 14 days).
If an employee remains subject to a mandatory or precautionary order of quarantine or remains ill beyond the 14-day period, the employee may be eligible for family medical leave, disability or workers compensation benefits. For work related exposures resulting in an illness complete an incident report and for non-work related exposures resulting in quarantine or illness employees should contact The Hartford. Employees whose minor dependent child is under a mandatory or precautionary order of quarantine or isolation may be eligible for Paid Family Leave.
Per New York State Department of Labor guidance, employees may be eligible to take up to a maximum of three (3) periods of COVID-19 sick leave if the employee:
receives a positive test for COVID-19 following a period of mandatory quarantine or isolation from a licensed medical provider or testing facility, or
continues to test positive for COVID-19 after the conclusion of a mandator period of quarantine or isolation. The test must be administered by a licensed medical provider or testing facility.
If an employee has subsequent time off due to COVID-19 beyond three(3) instances of COVID-19 sick leave, individuals may use their accrued time (sick, PTO, vacation) if available.
- If the time out due to COVID-19 exceeds three (3) instances and the individual is out of work for more than 7 consecutive work days, individuals may be eligible for family medical leave, disability or workers compensation benefits.Employees whose minor dependent child is under a mandatory or precautionary order of quarantine or isolation may be eligible for Paid Family Leave
This policy will be reviewed and updated in accordance with all applicable state and federal laws as well as CDC and Department of Health Guidelines.