COVID-19 FAQs - For Employees

Is the university open?

Campus operations are continuing, with work being done remotely wherever possible. A smaller number of students are living on campus, and operations to support them require that designated employees work on campus.

Can I still work on campus/in my office if I prefer to do so?

Following the order issued by Governor Brown, very few employees should be on campus. Employees who are required to be on campus will be informed by their supervisors.

Can face-to-face meeting take place?

Face-to-face meetings are strongly discouraged. If such a meeting is absolutely necessary, remember to maintain proper social distancing (six feet between individuals) and proper hygiene etiquette. Phone calls, Zoom or Google Meetings should be used as alternative methods to communicate.

What resources are available to help me and my family navigate concerns and anxiety regarding coronavirus?

The abundance of news and updates about COVID-19 is making many people feel anxious. The American Psychological Association has put together some tips to manage your anxiety, put news reports in perspective, and maintain a positive outlook. If you’re having trouble managing your concerns on your own, reach out for help. SOU contracts with Cascade Centers, Inc. to provide a comprehensive Employee Assistance Program (EAP) for benefit-eligible employees and their dependents. The services are provided at no cost to eligible members. Cascade Centers, Inc. recently issued a special announcement regarding COVID-19. Visit SOU's EAP webpage for more information about this program or visit the Cascades Center, Inc. website (if creating a profile, use "State of Oregon" as your company name).

If I want to discuss symptoms, a particular situation or whether I should be tested, who do I contact?

Stay home and contact your doctor or seek telemedicine (virtual care). All the PEBB health insurance plans include telemedicine and 24/7 nurse advice phone lines. Visit your medical provider's website for more information. View Jackson County Health & Human Services Flash Reports.

• Ashland COVID-19 Drive-up Testing Facility
  • Free with insurance; options available for the uninsured
  • Appointment required. Call 541-368-3050 or visit wvtlab.com
  • Advance registration through LABDASH.NET before appointment
  • Sunday, Monday - Thursday 9am - 3pm at 611 Siskiyou Boulevard, Ashland
• Providence Choice and PEBB Providence Statewide Members
  • Schedule a Providence Express Virtual Care visit
  • Call Providence’s ProvRN 24 hour nurse line at 503-574-6520 or 800-700-0481
  • Access Providence’s Health Topics through myProvidence
• Moda Synergy Members
  • Schedule an OHSU Virtual Visit
  • Call the Nurse Advice line at 866-321-7580
  • Access eDoc through myModa

If a physician has recommended you be tested for COVID-19, they will let you know where to go for testing. If recommended to go to a mobile COVID-19 test site, Asante has established one in Medford, but is only open to those who have been referred by a physician (any local physician can refer). Other local medical facilities may also perform testing.

• Asante Mobile COVID-19 Test Site
  • Address: 1321 Center Drive, Medford, OR 97501
  • Hours: Weekdays from 10 am to 5 pm, Weekends from 1 pm to 5 pm
  • Phone: (541) 732-3962
  • Fax: (541) 734-3638
  • Screening:
    • Anyone with an order from their doctor for COVID-19 test may go to this mobile site.
    • Only people with a physician's referral are admitted to the testing site.
    • Testing is done free of charge
    • If the person has a fever, cough, and shortness of breath and is not experiencing an emergency, they are asked to call the COVID-19 triage line at (541) 789-2831, before presenting at an Asante hospital, testing site, or clinic.
• Find other local medical facilities:
  • Urgent Care facilities in Jackson County and Josephine County
  • Emergency Room facilities in Jackson County and Josephine County

What if I receive a letter from the Oregon Health Authority that states that I was unknowingly in contact with a person who tested positive for COVID-19?

Do not come onto campus. Immediately notify Human Resources at hrs@sou.edu or 541 552-8553 for additional guidance. If you are working remotely, continue to do so. If your position does not allow for telework HR can review paid/unpaid leave options while self-isolating.

On March 19, Gov. Brown issued the "Stay Home. Save Lives" order. What does this mean for SOU?

With the exception of those employees identified as essential, all administrator and classified positions are strongly encouraged to telecommute during spring break, March 23 - April 3. Employees who have health or childcare concerns, and those positions that cannot be remotely performed (fully or partially), should use leave. As part of its COVID-19 response, and during this two-week period, SOU will provide up to 80 hours of emergency paid leave (based upon full-time equivalency) to be used first. Employees should then use their other accumulated leave to remain in paid status. For a detailed chart on leave usage based on leave reason, please click here.

Since there are changes with my child care due to closures, can I update my Dependent Care Flexible Spending Account?

Yes, changes with dependent care provider costs or coverage allow members to adjust their Dependent Care Flexible Spending Account for the plan year by submitting a Midyear FSA Change form to HR (emailed and faxed forms are preferred). Find PEBB's complete list of qualified status changes on the PEBB Qualified Status Change matrix webpage. For related flexible spending process handling information, please see this special release newsletter.

***Update: as of May 27, the IRS has released Notice 2020-29, allowing PEBB members to update their Health and Dependent Care Flexible Spending Accounts from now until June 30 without having a PEBB Qualifying Status Change by completing the PEBB IRS Notice 2020-29 Change Form.

Due to the COVID-19 Pandemic, can I modify my PEBB health plans?

As of May 27, the IRS has released notice 2020-29, allowing employees with cafeteria health plans, such as our PEBB health plans, to make modifications to their medical, dental, and vision plans, as well as their Dependent Care Flexible Spending Account and their Health Care Flexible Spending Account. This is a one-time special enrollment period starting now until June 30. Changes submitted will take effect the first of the following month after elections are received. To update you medical, dental, and/or vision plan, please complete the IRS 2020-29 Midyear Change Form and to update Health/Dependent Care Flexible Spending Accounts, please complete the IRS 2020-29 FSA Midyear Change Form. Completed forms can be emailed to HR, HRS@sou.edu, or dropped in HR's public Box drop location. Questions about changes should be sent to PEBB at inquiries.pebb@dhsoha.state.or.us or by calling 503-373-1102.

Are there telecommuting options?

When assessing the ability for remote work options, supervisors and employees should discuss operational needs and review the employee's position description. Where functionally and operationally supported, the employee should test their remote site's equipment to ensure it is compatible with SOU's Remote Desktop requirements and verify connecting and login capabilities. Due to licensing restrictions, the remote environment may not have all applications necessary to complete remote assignments. Please contact your Computing Coordinator for more information. A formal COVID-19 Temporary Telecommuting Agreement is required for all approved remote work arrangements.  Additional telecommuting information and guidelines for both supervisors and employees can be found here.

Since university's operations remain open, and where it is not functionally supported for all employees within a unit to enter into a telecommuting arrangement, supervisors are asked to prioritize as follows:

1. Employees with underlying health issues
2. Workspaces where social distancing measures cannot be observed to the extent possible

The city of Ashland has developed a plan to provide free internet service for students and staff from both SOU and the Ashland School District who have been displaced from their campus by COVID-19 restrictions. Free service will be offered from the city’s Ashland Fiber Network and its partner, Ashland Home Net, to students and staff who live in Ashland and lack reliable internet. The internet providers will offer free service – with a cable modem and no activation fees – until the end of the academic year or a long as public schools or the university is closed, whichever comes first. More information is available on the city’s news release at https://www.ashland.or.us/news.asp?newsID=4605.

I am a student employee. Will I be able to work during Spring break?

Under Governor Brown's March 19th "Stay Home. Save Lives" order, all employees, including student employees, are encouraged to work remotely. A formal COVID-19 Temporary Telecommuting Agreement is required.

For work that cannot be performed due to the interruption caused by the Coronavirus and ONLY where telework is not feasible, SOU will provide up to 80 hours of emergency paid leave to non-FWS students, for the hours the student would have otherwise been regularly scheduled to work during Spring break.  FWS students are eligible to continue to receive funds for scheduled hours.  All hours are to be recorded based on the Payroll Departments guidelines. 

I have a medical condition and I am concerned about workplace exposure.

Employees with specific health concerns should contact their healthcare provider for medical advice tailored to their individual situations. Where reasonable accommodation is needed, please contact Human Resources at HRS@sou.edu or 541-552-8553.

I don't have a medical condition, but I am concerned about workplace exposure.

SOU is closely monitoring the Coronavirus and updates specific to the SOU community will be provided as they come in. If you do not have a qualifying sick leave event nor have knowledge of exposure to a contagious disease, with prior supervisor approval you may use the following types of leave:

• Classified Hourly/Salaried Employees - available vacation, personal leave, exchange time, comp time or leave without pay
• Administrative Hourly/Non-Exempt Employees - available vacation, comp time or leave without pay
• Administrative Salaried/Exempt Employees - (For full-day absences) available vacation or leave without pay

For a detailed chart on leave usage based on leave reason, please click here.

I am concerned with the cost of testing associated with COVID-19.

As of March 12, 2020, both Moda and Providence medical insurers are waiving all member cost-sharing (copays, coinsurance, and deductibles) for testing services related to COVID-19.

What resources are available through the Public Employee Benefits Board (PEBB)?

For information from PEBB and insurance providers about the pandemic, visit PEBB's COVID-19 Coping Resources webpage. PEBB is currently publishing its most recent updates and notices on PEBB's main webpage, PEBBinfo.com.

Can I change my work hours if I work from home?

Work hours (including breaks and lunches) are defined to ensure that campus operations continue as normally as possible. If you need to temporarily alter the established hours, please discuss with your supervisor for their approval in advance.

Is there paid leave available in the event I am not able to telework and have a qualifying need to be off work?

*UPDATE: The Federal Government did not extend FFCRA in the December 2020 COVID Relief package. As such, FFCRA paid leave benefits (shown below) end as scheduled on December 31, 2020. Employee's in need of time off due to COVID may continue to use available and eligible accruals as necessary. Should an employee have a COVID-19 related need and have exhausted personal leave accruals, they may be eligible to receive donated paid leave time by completing the SOU Shared Hardship Leave Request Form.

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Under the recently passed Families First Coronavirus Response Act (HR 6201) the following paid leaves may be available and employees seeking this leave must complete the SOU Federal COVID-19 Emergency Family and Paid Leave Request form:

Emergency Family and Medical Leave

Provides employees who have been on the payroll for 30 calendar days up to 12 weeks of job-protected leave for a "qualifying need related to a public health emergency". The law defines "qualifying need" as instances where the employee is unable to work or telework due to the need to care for a minor child if the child's school or childcare has been closed or is unavailable due to a public health emergency.

Emergency Family and Medical leave is unpaid for the first 10 days. The employee may elect to use accrued sick or vacation time or may elect to use Emergency Paid Leave (below) as appropriate. After the 10th day, leave is paid at two-thirds the regular rate of pay, not to exceed $200 per day or $10,000 total.

Emergency Paid Sick Leave

Provides up to 80 hours (pro-rated for part-time workers) of paid sick time for employees unable to work or telework.

The following provisions for leave are paid at the regular rate of pay not to exceed $511 per day or $5,110 total.

• Employee is subject to a government quarantine or isolation due to COVID-19
• Employee has been advised by a healthcare provider to self-quarantine due to COVID-19
• Employee is experiencing the symptoms of COVID-19 and is seeking a diagnosis

The following provisions for leave are paid at two-thirds (2/3) the regular rate of pay not to exceed $200 per day or $2,000 total.

• Employee is caring for an individual subject to or advised to quarantine or isolate
• Employee is caring for a child whose school or childcare is closed or unavailable due to COVID-19
• Employee is experiencing substantially similar condition as those specified by the Secretary of Health and Human Services in consultation with the Secretaries of Labor and Treasury.

SOU Federal COVID-19 Emergency Family and Paid Leave Request form can be found here

Additional information about the use of paid leave can be found here.

Can I use sick leave if I am diagnosed with COVID-19, or if I need to care for a diagnosed family member?

All employee groups are eligible to use accrued sick leave for absences due to personal illness, including COVID-19, or to care for an ill family member, based on appropriate policies, collective bargaining agreements, or leave laws. To view current leave balances, log into InsideSOU and navigate to the Employment Details section and click on the link to 'Leave Balances'.

Will Short-Term Disability insurance benefits be paid for absences related to COVID-19?

Employees currently enrolled in the Short-Term Disability (STD) insurance program may be eligible for STD benefits depending on the specific facts of the claim and subject to the provisions of the Group Policy. An employee who is placed in quarantine, but does not have a confirmed COVID-19 diagnosis, will not be eligible for STD benefits. Visit the PEBB STD webpage and The Standards FAQ's for more information about the program and process.

Am I eligible to take Family Medical Leave (FMLA) or Oregon Family Leave (OFLA) if I am sick or need to care for a sick child?

Employees that have a qualifying need for leave due to COVID-19 may qualify for protected leave under the following leaves:

• Family Medical Leave Act (FMLA), and the expansion of FMLA for Emergency Family and Medical Leave for COVID-19
• Oregon Family Leave Act (OFLA)
• Emergency Paid Sick Leave provision under HR 6201 Families First Coronavirus Act

Additional information about FMLA and OFLA can be found here.

In light of Gov. Brown's order to have state public schools (k-12) cancel classes effective March 16 - April 28, can I take leave or bring my child to work with me?

Employees may use accrued sick leave under the Oregon Sick Time Law in the event of a public health emergency for an immediate family member. An immediate family member is defined as the employee's, or employee’s spouse or domestic partner’s, parent, spouse, child, brother, sister, grandmother, grandfather, grandchild, son-in-law, daughter-in-law or another member of the immediate household where the employee’s presence is required because of illness or death in the immediate family.

Effective April 1, required federal COVID-19 leave benefits may be eligible in instances where the employee is unable to work or telework due to the need to care for a minor if the child's school or childcare has been closed or is unavailable due to a public health emergency. Additional information about the use of leave under this law can be found here.

Under normal circumstances, and in accordance with SOU's Infants and Children in the Workplace Guidelines, there were limited reasons in which an employee may receive approval to bring a child into the workplace. However, during the COVID-19 pandemic, no employee shall bring a child into the workplace, except as permitted under the Oregon Revised Statute 653.077 Rest Periods for Expression of Milk.

If I am working from home and get sick and am unable to work, what should I do?

Your health and wellbeing is the first priority. If you are not feeling well and are unable to work, please notify your supervisor. You would be able to use accrued sick leave for use during these circumstances.

As a supervisor, what workplace recommendations should I consider?

Supervisors and managers are asked to reassess workplace environments and consider the following:

• Enable remote work where feasible
• Implement staggered work schedules so fewer people are working together at one time
• Limit all non-essential face-to-face meetings and plan logistically for remote options, such as teleconference and videoconference technologies
• When face-to-face meetings are necessary, participants are expected to maintain social distancing measures and hygiene etiquette
• Increase cleaning of high-touch surfaces
• Evaluate SOU sponsored travel and refer to the university's guidelines and restrictions

Is there anything more I need to know if I supervise student workers?

Supervisors of student workers should assess workplace environments and consider the following:

• Converse with your student worker(s) to understand their plans and immediate concerns
• Explain social distancing and hygiene etiquette expectations.
• Limit all non-essential face-to-face meetings; when necessary, maintain social distancing and hygiene etiquette.
• Implement staggered work schedules so fewer people are working together at one time.
• Where remote work can be accommodated, determine expectations and required paid/unpaid break periods, complete the COVID-19Temporary Telecommuting Agreement, and implement regular remote meetings with the use of teleconference and videoconference technologies
• Assign work hours not to exceed a maximum of 20 hours per week, up to a maximum of 40 hours per week during quarter breaks. Overtime is not permitted. (Note: students employed in more than one position must coordinate their schedule so as to not exceed the work hour maximums)
• Increase cleaning of high-touch surfaces

What resources and support are available for faculty in moving to remote learning?

The Center for the Advancement of Teaching and Learning webpage can provide resources to assist faculty.

Resources for the use of technology can be found on the Information Technology website