COVID-19 Supervisor FAQ

General


If an employee answers ‘Yes’ and ‘screens Red,’ they should immediately contact the Rochester Regional Health (RRH) RIT COVID-19 Hotline at (585) 450-8199 for a health assessment by an RRH medical professional. The employee should also contact their supervisor to let them know that they are not approved to be on campus while they are awaiting an assessment by RRH. Once contacted, RRH will make a determination on the course of action based on a discussion with the employee. RRH will document the course of action in an email to the employee with a copy to their supervisor. Typical instructions would be either to return to work, to follow normal sick procedures, or to quarantine. These communications generally occur the same day and soon after RRH speaks to the employee.


If the employee has a positive COVID test, they or their supervisor must enter the information in Oracle as soon as possible, following the guides below:

If an employee has tested positive for COVID-19 or received a mandatory or precautionary order of quarantine from a governmental entity (generally the county health department) and has not been in contact with RRH, they should notify their supervisor and also complete the DHS and answer Yes to screen “Red”. The employee must then contact RRH. RRH will follow the same process as above, including sending an email confirmation of next steps to the employee with a copy to their supervisor.


No. Employees are instructed not to complete their DHS while in quarantine. In these situations, the supervisor should mark the employee as “Excused” on the Daily Health Audit (DHA).


If the employee can work from home while quarantined, continue regular reporting of work hours. If the employee is unable to work from home while quarantined, the following codes apply:

  • NYS COVID19 – Kronos pay code entered by the supervisor for non-exempt employees

  • EX NYS COVID – Exempt employees should use this code to enter the absence in Oracle through RIT Employee self-service. This captures the absence information in hours but does not change the employee’s pay. The employee will still see their pay as regular hours on their pay stub.

Please see Pay Guidelines During the COVID-19 Pandemic for further information.


Yes, the COVID test is a requirement for the position to return to campus. Any time spent in getting the test should be recorded as time worked.


Employees will be automatically marked as excused from completing the Daily Health Screen if any of the following circumstances apply:

  • Student employees, Student Co-ops, GRAs who have completed the student remote attestation

  • On Short Term Disability (STD)

  • On Personal or Professional/Career Development Leave

  • On Military Leave

  • Employees with an approved attestation they work 100% outside NYS

  • Adjuncts with an approved attestation they work 100% remotely


Employees should be marked as excused by the supervisor if the following circumstances apply.

  • When an employee is out ill for multiple days for the same illness, they need only complete the Daily Health Screen (DHS) for the first day

  • When an employee is on an approved Family Leave: NYS Family Leave, RIT New Parent Leave or Family Medical Leave (FMLA)

  • When the employee has been instructed to quarantine by Rochester Regional Occupational Medicine, their Primary Care Physician or the Department of Health for their county

  • When an employee is unable to complete screen due to inaccessibility of cell phone service or internet (prior notification to supervisor should have been provided)

  • When the supervisor is aware that the employee is too ill to complete the DHS

  • When employees who regularly work fewer than 9 months per year are outside of their appointment period. (e.g. research faculty working only in January and February would be marked excused in the months they aren’t working)


The current supervisor can be changed on an adjunct through RIT Supervisor Self Serve. Instructions on how to make the change are located here.


Regular Employee and Adjuncts


  • Adjuncts will appear on the listing if they have active jobs/contract payments entered in Oracle.

  • Adjuncts will be on the listing of the person designated as the budget head for the G/L department in the payment.

  • Supervisors can be changed on an adjunct through RIT Supervisor Self Serve. Instructions on how to make the change are located here.


No. An exception was made for adjuncts who work 100% remotely regardless of location due to the unique nature of their positions. All other employees who work in New York State (on or off campus) must continue to comply with the terms of the RIT Safety Plan and the Daily Health Screen procedures in place.


No. The attestation must be true for the primary role an employee has at RIT.


The employee may have multiple DHS sessions/tabs open. They need to close all tabs and start a new session each day.


The degree of follow up is dependent on the pattern of behavior overall. For example, an employee who regularly completes the DHS for a full month and misses one Saturday may warrant a simple email reminder from the supervisor. If an employee fails to complete the DHS for multiple days in a row or misses every weekend as a pattern, the supervisor should have a discussion with the employee to understand why this is happening and to reinforce the university’s expectations that the DHS be completed on a daily basis. (Similar to any other workplace requirement).

The HR Manager will notify the supervisor of any employee with 4 consecutive days of unexcused non-completions.


Student Employees


Yes, students who are not actively working at this time should be removed and rehired if/when they return.

How do I remove the student?

  • Please end date the current student job through RIT Online Payroll Change Request

  • Remove yourself as the supervisor through RIT Supervisor Self Serve after the end date of the student job. Instructions on how to make the change are located here.


The student may be on another supervisor list if the student has more than one active job.

Please contact studentemployment@rit.edu.


  • Please end date the current student job through RIT Online Payroll Change Request in Oracle.

  • Remove yourself as the supervisor through RIT Supervisor Self Serve after the end date of the student job. Instructions on how to make the change are located here.


Given that GRA’s often perform tasks in labs with close proximity to faculty, staff, and other students, a business decision was made to include those students in the daily screening.


The supervisor for a GRA is the PI listed on the department number used in the payment of the GRA stipend. Please contact Sponsored Programs Accounting (spa@rit.edu) to make any changes to the department number.


Student workers must be terminated using a future Pay Period End date to allow for the final paycheck to be paid.  If all steps have been followed appropriately, the students will fall out of Kronos and the Daily Health Audit listing the day after the end of the pay period.


All RIT students who are placed in quarantine/isolation will receive an email indicating the date they have been placed in quarantine/isolation that they can forward to you. They will also receive another email when they are released from quarantine/isolation indicating they can return to circulating on campus.


If a student is placed into quarantine/isolation by RIT but is well enough to work and their job can be done remotely, they can continue to work remotely and earn their regular pay. If a student is placed in quarantine/isolation by RIT and is not well enough to work or their job cannot be done remotely, they will not be paid.

If a student is placed into quarantine/isolation by Monroe County they will receive confirmation from the Monroe County Health Department. If the student is well enough to work and their job can be done remotely they may continue to work and earn their regular pay. If the student is not well enough to work they will be entitled to NYS COVID Pay.


Temporary/Non RIT Employees


Supervisors are assigned based on the sponsor of the RIT Computer account. Instructions on how to change a sponsor on an RIT account can be found here.


Supervisors are assigned based on the sponsor of the RIT Computer account. The account must be ended/expired. Information on updating a sponsored account can be found here.


 

If you have additional questions not covered on this page, please email hr@rit.edu.