Friday, November 9 2018
TO: Deans, Department Heads, and Business Officers
FR: Cynthia Señeriz, Director, Human Resources
RE: HR Guidelines for Implementing Administrative Pay in Response to the Effects of the Hill and Woolsey Fires
Out of concern for our employees who may be affected by the Hill and Woolsey Fires, we are offering guidance regarding available options for employees and departments in the event that emergency leave and/or other support services are required. The following guidance is intended to clarify the implementation of paid administrative leave for those staff unable to report to work due to the active fires (i.e., mandatory evacuations and road closures). These guidelines are intended to explain and supplement the Absence from Work Policy, PPSM 2.210, Section III.F.1. for policy-covered staff as well as the applicable collective bargaining agreements for represented staff where similar provisions exist.
Implementing Procedures for Administrative Pay for Emergencies
Paid emergency leave may be approved to alleviate the personal hardships for staff unable to report to work due to the direct effects of the Hill and Woolsey Fires, who otherwise would have to utilize accrued leave balances or leave without pay.
Eligibility: Staff residing in the mandatory evacuation zones or impacted by road closures preventing them from reporting to work via reasonable means may be eligible for paid emergency leave. This policy applies to both policy-covered and represented staff.
Approval Process: Eligible staff should contact their supervisors or department heads as soon as possible to discuss their work status. Administrators are asked to exercise maximum flexibility for staff who are enduring hardships as a result of the Hill and Woolsey Fires. The Chancellor has authorized managers to approve the one-time use of up to three days of paid emergency leave for staff who meet the eligibility criteria.
Departments with questions regarding staff who are impacted in the evacuation zones and requesting assistance or who are unable to report to work due to road closures should contact Farfalla Borah, Employee & Labor Relations Manager, at extension 4482.
The professionals in the Academic & Staff Assistance Program (ASAP) are available to assist all UCSB employees with the impact of these circumstances. More information is available at: asap or by calling 893-3318.
Applicability of Sick Leave
If personal or family health reasons prevent a staff member from reporting to work due to the effects of the Hill and Woolsey Fires, policy-covered employees also may utilize sick leave consistent with PPSM 2-210 Absence from Work (http://policy.ucop.edu/doc/4010406/PPSM%202.210), Section III.C. and local procedures. Please refer to the applicable collective bargaining agreement for represented employees.