Last Updated: 08-31-2020

We realize that during these uncertain times, you may have many questions. The HR Frequently Asked Questions is designed to provide you with quick responses to general questions we have received. For important university updates and more please visit the FIU COVID-19 site.

General Remote Work & Return To Campus

  • What options are available to employees who are required to return to campus but have young children and are unable to find on-site daycare facilities or after school support?
    FIU’s repopulation plan is our commitment to the health and well-being of our community. We believe the university is providing the safest environment possible to do so for staff who are challenged with child-care issues. Efforts will be made to support flexibility in the office rotation, where feasible. In the situation where an employee is unable to participate in the repopulation schedule rotation, there are resources that may be available such as Expanded use of Sick Leave under the FIU Emergency Policy https://policies.fiu.edu/files/894.pdf. HR can assist in working with the manager and employee to determine what can be supported while maintaining the business operations. For more information, regarding the expanded use of sick leave, please contact Benefits Administration leave team at hrleaves@fiu.edu. For all other inquires, please reach out to ELR@fiu.edu.

 

  • What options are available to employees who are required to return to campus and schools are open, but the employee has elected to have their child be taught on-line?
    FIU’s repopulation plan is our commitment to the health and well being of our community, and it encourages flexibility. For staff who are in a situation where their child’s school is open but the staff member has decided to have their child taught remotely, the Families First Coronavirus Response Act, would not be available in this case. HR will work with the manager and employee to find the best solution. For more information, please contact Benefits Administration leave team at hrleaves@fiu.edu

 

  • What options are available to employees who are required to required to return campus and schools are open, but the school is unable to accommodate on-site teaching due to capacity issues?
    FIU’s repopulation plan is our commitment to the health and well-being of our community. For staff who are in a situation where their child’s school is open, but the child is unable to attend due to capacity issues, there are resources that may be available such as Expanded use of Sick Leave under the FIU Emergency Policy https://policies.fiu.edu/files/894.pdf.  HR can assist in working with the manager and employee to determine what can be supported while maintaining the business operations. For more information, regarding the expanded use of sick leave, please contact Benefits Administration leave team at hrleaves@fiu.edu. For all other inquiries, please reach out to ELR@fiu.edu.

 

  • If a staff member tests positive for COVID-19, is sick leave covered/paid?
    It depends on each employee’s particular circumstance. For asymptomatic employees, continued remote work, if available, could be an option. For some employees who are unable to work, the COVID-19 Emergency Policy may be an option in terms of allowing for additional sick hours for qualifying employees who have exhausted all accrued leaves. This policy is in effect until May 11, 2021Should you have any additional questions, please contact Benefits Administration at benefits@fiu.edu.https://hr.fiu.edu/hrcovid19/

 

  • What does it mean to work remotely?
    It means you essentially carry out your regular duties as if you were on campus, with some modifications. For instance, meetings are conducted via Zoom, Microsoft Teams, conference calls, etc. FIU Repopulation Plan describes the hybrid on-campus and remote model.

 

  • Am I able to visit campus to obtain my laptop and other work-related work items so that I can work remotely?
    Yes. All faculty and staff must complete the Panthers Protecting Panthers course. In Addition, you must download or access the FIU P3 app and complete the questionnaire before each campus visit. For more information on the FIU P3 app located on the Panthers Protecting Panthers website.

 

  • What does it mean to return to campus either full time or as part of a rotation based on business needs and physical distancing?
    Resuming on-campus work to the extent possible is the purpose of FIU’s Repopulation Plan. Anyone coming to campus for any reason is expected to follow the P3 basics: 1) Complete Panthers Protecting Panthers COVID-19 Safety Course in FIU Develop; 2)  Before entering any campus, complete your “Safety Screening Checklist” on the P3 App, Receiving a green checkmark clears you to come on campus. If you are not cleared, follow all instructions you will receive; and 3) Upon arrival, click on “Return to Campus Check-in” to identify the campus being entered.

 

  •  What is the university’s response to returning to campus and repopulating?
    Resuming on-campus work to the extent possible is the purpose of FIU’s Repopulation Plan. Anyone coming to campus for any reason is expected to follow the P3 basics: 1) Complete Panthers Protecting Panthers COVID-19 Safety Course in FIU Develop; 2)  Before entering any campus, complete your “Safety Screening Checklist” on the P3 App. Receiving a green checkmark clears you to come on campus. If you are not cleared, follow all instructions you will receive; and 3) Upon arrival, click on “Return to Campus Check-in” to identify the campus being entered.

 

  • Do employees working from home need to submit a Flexible Work Arrangement Form?
    No, the rotation plan outlined by your business unit will serve as the repopulation documentation. Flexible Work Arrangement forms should still be completed for circumstances outside of COVID-related rotation and repopulation. For more details, please contact ELR@fiu.edu or HRLeaves@fiu.edu if the request is related to medical reasons.

 

  • My duties are not able to by performed remotely, but I would prefer not to come on to campus. What can I do?
    FIU will remain operational. Supervisors may be creative and flexible in work assignments during this time. Special assignments such as review of FIU policies and professional development opportunities via LinkedIn Learning or other sources may be assigned. Upon approval of your supervisor, you may be able to use your accrued leave balances or leave without pay, if applicable.

 

  • I have part-time staff on my team. Are they able to work remotely?
    Part-time staff, including students, can work remotely. Assignments and schedule will be assigned by the supervisor. Part-time employees will continue to record their hours worked via standard time sheet. Supervisors may be creative and flexible in work assignments during this time. Special assignments such as review of FIU policies and professional development opportunities via LinkedIn Learning or other sources may be assigned.

 

  • If an employee falls into the vulnerable population category, and they can work remotely, do they need to take voluntary leave?
    No. Leave does not have to be reported if they are performing their duties or working on assigned work remotely. Supervisors may be creative and flexible in work assignments during this time.

 

  • During business hours, should faculty/staff forward their office phone number to their personal phones?
    Supervisors should establish communication protocol within their respective units. This may include forwarding your office line to your personal phone when necessary.

 

  • Does a supervisor have the right to send an employee home who may exhibiting flu-like symptoms, yet does not want to go home because of fear of losing pay or other reasons?
    If an employee is exhibiting flu-like symptoms, the P3 App will not clear them to come on campus.  If the employee did not complete the Safety Screening Checklist, ask the employee to do so immediately. The employee will be contacted by a member of the COVID-19 Response Team who will provide instructions to the employee. The supervisor may contact Employee & Labor Relations at 305-348-4186 or elr@fiu.edu for further guidance.

 

  • What is the Criteria being used to assess whether a position is suitable for remote work?
    Supervisors may take into account the nature of the business or work being performed, the employee’s role and what functions need to be performed on campus v. remotely, and the employee’s performance.

 

  • I am returning to campus and think I have been exposed to COVID-19 what should I do?
    All faculty and staff must utilize the Safety Screening Checklist. One of the questions asks about exposure. Based upon the responses to the P3 App, if employee who did not get a green checkmark indicating clearance to come to campus, the COVID Response Team will be reaching out to the employee and, as determined to be necessary, they will communicate to relevant faculty, staff, and students. Further information on the COVID Response Team may be found here:
    https://repopulation.fiu.edu/covid-19-response-team/contact-us/index.html

Benefits and Resources

  • If I’m in need of emotional support services, how can I get support?
    FIU will continue to provide short-term counseling to students, as well as our benefits eligible faculty, staff and their dependents to help cope with major life events and current COVID-19 impact as follows:
    Faculty and staff can reach out to the Office of Employee Assistance at (305) 348-2469, or email oea@fiu.edu.
    Students and student employees can also reach out to Counseling and Psychological Services at (305) 348-2277.
    Florida Blue is offering counseling for members feeling stress related to coronavirus. In partnership with New Directions Behavioral Health, you can talk to specially trained behavioral health counselors at no cost, even if you aren’t a member. You can talk with a counselor 24/7 about stress you may be feeling by calling the toll-free help line at 833-848-1762.
  • What are my contacts in terms of state insurance plans?
    State Group Insurance Plans Plan

    Telehealth: Members of the State Group Insurance Health Plans (Standard and High Deductible HMO Plans and the PPO Plan) may use Telehealth to access covered health care services from in-network or contracted health care practitioners acting within the scope of their licenses and Florida law. Telehealth services, related to the diagnosis and treatment of the COVID-19 virus or any other preventative care service, will be covered the same as a visit to a participating provider in his or her physical office location.

  • If an employee exceeds their cell phone usage charges or allotted minutes for class and texts, can they request reimbursement from the university?
    No. The university will not reimburse cell phone plan charges.

Employment

  • I have temporary employees on my team. Are they able to work remotely?
    Some temporary employees perform work that can be done remotely, as approved by the supervisor and depending on the needs of the department. Temporary employees that can work remotely should be permitted to do so if necessary. You should provide detailed tasks with adequate supervision. Supervisors may be creative and flexible in work assignments during this time. Special assignments such as review of FIU policies and professional development opportunities via LinkedIn Learning or other sources may be assigned.

 

  • Is FIU still hiring faculty, administrative, staff, temporary, and student assistant positions?
    Yes.

 

  • How do I conduct a hiring process remotely?
    Managers should continue to work with your recruiters and Talent Acquisition and Management to complete the remote hiring process. Learn more about Remote hiring procedures.

 

  • What should supervisors do for those who have recently been hired but have not reported to duty yet?
    Supervisors need to contact those individuals, arrange for equipment, and set expectations as well as job duties for remote work.

Payroll and Time Reporting

  • If I am an hourly employee, how will my hours be recorded while working remotely?
    Business as usually, hourly employees will continue to record their hours worked via standard time sheet. Please confer with your supervisor on hours to be worked and work assignments.

 

  • Am I allowed to change my standard hours during remote work?
    Any deviation to standard hours should be discussed and agreed with your supervisor. For hourly employees, please record your hours worked via the standard time sheet.

 

  • If I am unable to work remotely, will I be paid?
    If you cannot do your job remotely, supervisors may be creative and flexible in work assignments during this time. The supervisor may contact Employee & Labor Relations at 305-348-4186 or elr@fiu.edu for further guidance.

 

  • If I need to go to a doctor’s appointment or have pre-approved vacation how do I record this time/leave?
    An employee is expected to notify their supervisor and record the sick leave accordingly for approval. An employee who takes vacation is expected to record it, as normal, for vacation leave. If the employee does not have leave, he/she may be placed on leave without pay, to account for time away from work, with supervisory approval.

 

  • If an employee falls under the vulnerable population category and their job requires them to be physically on campus, do they need to take voluntary leave?
    It depends. Supervisors may be creative and flexible in work assignments during this time. The supervisor may contact Employee & Labor Relations at 305-348-4186 or elr@fiu.edu for further guidance. The employee may also request supervisor’s approval for use of their vacation or sick leave as usual.

 

  • I have part-time staff on my team whose positions are customer facing. If they do not have enough tasks for three weeks of remote work, can they use their vacation or sick time?
    Supervisors may be creative and flexible in work assignments during this time. Beyond that, the supervisor should be contacting Employee & Labor Relations at 305-348-4186 or elr@fiu.edu for further guidance.

Student Employees

  • I have Federal Work Study employees on my team. Are they able to work remotely?
    Federal Work Study employees may be able to work remotely from home if their supervisor deems that remote work is feasible and can provide detailed tasks with adequate supervision for the student. Supervisors may be creative and flexible in work assignments during this time.

 

  • Can students work more than 20 hours?
    No. Students should continue to work their regular schedule. Hours cannot exceed 20 hours during their regular course load. Supervisors may be creative and flexible in work assignments during this time.

 

  • How do student employees submit their time? Would they submit their regular schedule even if they complete their tasks outside their scheduled hours?
    Student employees should be reporting their time worked on their timesheet. They should be reporting actual time in and out when the work is being performed and in accordance with their supervisor’s assignments.

Quarantine

  • If I am already self-quarantined, what do I need to do?
    If you are already self-quarantined, the normal Leave of Absence process stays in place with a Medical Clearance form required at the end of the 14 days.
    Any new self-quarantined employees will follow the established Leave of Absence protocol.
    If your 14-day self-quarantine is completed and a medical clearance has been granted, you will transition to remote work status until May (or until such time as FIU requires). Further information on the COVID Response Team may be found here:
    https://repopulation.fiu.edu/covid-19-response-team/contact-us/index.html

Interviewing

  • Do new hires have to come to campus to be on-boarded?
    No. Recruiters have a remote hiring process. Please call or email Talent Acquisition and Management at staffing@fiu.edu for assistance.

 

  • If conditions require FIU employees to work remotely, what should we do if we’ve started the interviewing process?
    If you have started the recruitment and/or search and screen process, you should conduct the remaining sections of the interview process virtually using Zoom. The virtual interviews should match the on-campus process closely.

 

  • Are interviews still being conducted?
    Yes, they are conducted remotely via Zoom.

 

  • How do we interview candidates remotely?
    For the time being, all interview must be done remotely via Zoom. Departments can work with their recruiters or contact Talent Acquisition and Management at staffing@fiu.edu for assistance with scheduling their virtual interviews. Additional tools are available to help with the screening of applicants’ pools. Please check with your recruiters for more information.

 

  • How is a Search and Screen publicly noticed?
    The Zoom meeting ID should replace the physical locations on the public notice.

 

  • How will HR continue to process incoming employees & volunteers that require a Level II Clearance?
    Yes. Talent Acquisition and Management has established an online alternative for Level II background checks. Please contact Talent Acquisition and Management at staffing@fiu.edu for further information.

Onboarding

  • Is New Employee Experience still occurring?
    Yes. Talent Acquisition and Management (TAM) offers a remote and abbreviated New Employee Experience (NEE) via webinar. Recruiters will work with hiring managers to schedule as needed.

 

  • How will new hires receive FIU credentials?
    The process of receiving FIU credentials from IT remains the same.

 

  • Will Persons of Interest (POI) still be approved without fingerprinting?
    Yes. Talent Acquisition and Management has established an online alternative for Level II background checks. Please contact your department HR Liaison.

Health & Wellbeing

  • For employees who may be stressed and anxious about returning to work, are these resources available to help them?
    The emotional and social disruptions of COVID-19 are very real, and FIU is committed to fostering a healthy work environment. We are working with supervisors to help them support employees through these unprecedented times. There are a number of significant measures being taken by the university with the focus on shared responsibility by our entire FIU community. If it is determined that the employee should return to campus, the Panthers Protecting Panthers course must be completed in advance. In addition, they must download or access the FIU P3 app and complete the questionnaire before each campus visit. For more information on the FIU P3 app located on the Panthers Protecting Panthers website. We encourage you to visit the FIU COVID-19 website, the Office of Employee AssistanceCOVID-19 Emergency Policy, and Division of Human Resources website. All of these sites contain information to support, inspire and encourage you and boost your confidence in returning to our FIU in a positive way. For more information, please contact the Office of Employee Assistance at oea@fiu.edu.
  • Will there be temperature checks before entering classrooms?
    No. All faculty, staff and students must download or access the FIU P3 app and complete the questionnaire before each campus visit. For more information on the FIU P3 app located on the Panthers Protecting Panthers website. The wearing of facial coverings will be required for everyone while at FIU, including during class. Additionally, everyone on campus must practice physical distancing of at least 6 feet or more. Finally, we are asking that everyone wash their hands frequently or use hand sanitizer when it is not possible to wash one’s hands.

COVID-19: Resources for Supervisors: https://hr.fiu.edu/covid-19-resources-for-supervisors/

Additional Questions

  • Can’t find the answer to your questions? We’re here to help! Please contact us at 305-348-2181, or hr@fiu.edu.