Editor’s Note: The information published in this story is accurate at the time of publication. Always refer to uab.edu/uabunited for UAB’s current guidelines and recommendations relating to COVID-19.
Following the faculty and staff town hall April 7, senior leaders have responded to all questions submitted online by faculty, staff and students that could not be addressed live due to time constraints. (Watch the full town hall here.)
Scroll down to read the complete summary or use the links below to jump to specific topics
Campus safety measures and return to work
Hosting meetings and summer camps
Classroom safety and academic questions
Student vaccines and requirements
Facilities cleaning and safety
Human Resources and other questions
Campus safety measures and return to work
| This article provides responses to questions submitted for the faculty and staff town hall on April 7 that could not be answered live due to time constraints. An earlier article summarized comments by senior leaders and their live answers to questions. |
Q: How far in advance can we expect to find out that individuals/departments will be returning to campus full-time/hybrid?
Employees who will return on May 10 for the summer semester will be notified in April by their unit leaders. Human Resources collected information about each department’s reentry plan and has had several follow-up conversations with leaders across campus. Based on several factors considered in the context of UAB’s being a large and complex organization, the desire to create an equitable return to campus based on the previous guidelines and the need to provide the best possible experience to students and other key constituents, we have updated our return guidance to create a more consistent and clear return policy. As a result, units may adjust their reentry plan to bring employees back to full-time in-person work sooner than planned as barriers to reentry are addressed between May 10 and Aug. 16.
Q: Are employees working in the workgroups stated in the eReporter required to return on May 10? It appears that they have an option, but some see it as a requirement. Is it up to the department/school to determine their return?
We want to transition employees back to campus full-time as much as possible. Unless there is a barrier, most employees are expected to return. Human Resources is working with senior leaders of business and academic units to develop plans for reentry and designate the return-to-work status (remote, hybrid, on campus) for all employees under their direction. As noted during the town hall by Tom Brannan, vice president for Advancement and co-chair of the Remote Work Task Force, any long-term telecommuting decisions will be made at the campus and University of Alabama System leadership levels. Units at UAB do not have the authority to grant telecommuting arrangements independently.
Q: If we work a hybrid schedule (three days in the office and two work-from-home) do we continue or do we report back to the office full-time?
Based on several factors considered in the context of UAB’s being a large and complex organization, the desire to create an equitable return to campus based on the previous guidelines, and the need to provide the best possible experience to students and other key constituents, we have updated our return guidance to create a more consistent and clear return policy. As a result, units may adjust their re-entry plan to bring employees back to full-time in-person work sooner than planned as barriers to reentry are addressed between May 10 and Aug. 16. We want to transition employees back to campus full-time as much as possible. Unless there is a barrier, most employees are expected to return. Information on determining return-to-work status (remote, hybrid, on campus) for employees has been provided to supervisors. Human Resources is working with senior leaders of the business and academic units to develop plans for reentry of those units. Leaders should communicate updates on this process to employees within their units. As noted during the town hall by Tom Brannan, vice president for Advancement and co-chair of the Remote Work Task Force, any long-term telecommuting decisions will be made at the campus and University of Alabama System leadership levels. Units at UAB do not have the authority to grant telecommuting arrangements independently.
Q: With the May 10 return to work, will that be the end of weekly progress checks?
Each leader will continue to assess progress how he or she feels is appropriate. Some may choose to continue the weekly progress checks.
Q: If someone in my office tests positive for COVID, and I am required to quarantine, will I be required to work from home at that point? Or will I be required to use my sick time?
As explained by Dr. Nafziger during the town hall, employees who have been fully vaccinated will not be required to quarantine if a close contact tests positive for COVID-19. Employees who have not been vaccinated or who have not completed vaccination must self-quarantine and perform self-monitoring until 10 days after the last potential exposure. If feasible, the employee can work remotely during this time. If remote work is not feasible, the employee may use benefit time while in quarantine.
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Campus safety guidelines
Q: Will departments still be expected to enforce office guidelines of how many individuals can be within an office?
As has been the case since our gradual reentry began in May 2020, compliance with UAB’s health and safety plan, including masking and appropriate social distancing, is a shared responsibility that must be enforced by individual units, supported by Human Resources and Student Affairs. If anyone has concerns about safety issues not being addressed, report the issue online at uab.edu/ethics here.
Q: Can we hear about policies regarding any return to face-to-face meetings — especially among people who are fully vaccinated?
Updated guidance on face-to-face meetings and other changes will be added to the UAB United site as soon as they are available.
Q: Do we need to continue to keep our office doors closed?
Adjustments to office protocols once all employee groups have returned are under review. The current requirement is for employees to remain masked unless they are behind a closed door alone. Please look to official UAB emails, including eReporter, for announcements but continue to follow previously communicated guidance until instructed otherwise.
Q: I share an office. Will I be expected to wear a mask all day?
Adjustments to office protocols once all employee groups have returned are under review. The current requirement is for employees to remain masked unless they are behind a closed door alone. Please look to official UAB emails, including eReporter, for announcements but continue to follow previously communicated guidance until instructed otherwise.
Q: Will it be an issue if I choose to stick with the six-foot distance?
No, as long as it does not impede business operations.
Q: Will these policies apply to visitors/vendors to campus? Will buildings remain swipe access only?
Adjustments to protocols for campus visitors and building access/hours are under review. Please look to official UAB emails, including eReporter, for announcements but continue to follow previously communicated guidance regarding until instructed otherwise.
Q: When will the Campus Rec Center re-open locker rooms?
University Recreation staff is currently working with UAB administration to review the closure and propose procedures to reopen the locker rooms in a safe and controlled way. There is no timeline for reopening the larger, gendered locker rooms located inside the Campus Recreation Center. A concern prompting the continued closure of the locker rooms is the ability to maintain the appropriate masking and social distancing. However, in the meantime there are two individual-use, all-gendered locker rooms available. When an update is made, the team at University Recreation will communicate via multiple channels, such as social media, the URec website and email communication.
Q: There are increasing incidents of smoking on the medical center streets. What can be done about that?
Thank you for flagging this concern. The institution will continue to promote the non-smoking Health District both around UAB Medicine and on the university campus.
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Decision to return to work
Q: Are we as an institution being pressured by the city or other outside entities to return to campus for revenue reasons?
We make data-driven decisions to guide our health and safety plans in consultation with infectious disease and public health experts. Since May 2020, UAB has implemented a gradual, phased reentry process for faculty and staff. The current plan for return of additional employee groups in summer and fall 2021 is a continuation of this approach. As we have done throughout the pandemic, we will monitor data at the national, state and local levels and adjust as necessary.
Q: What business need will be addressed by bringing staff back to campus, particularly in situations where employees have been able to do their jobs successfully in a safer, remote environment?
As would be expected in an institution as large and complex as ours, experiences with remote and hybrid work have been uneven. We realize some employees have a personal preference to continue remote work indefinitely, but we are not able to make any announcements or decisions regarding long-term possibilities at this time. The factors and implications that have to be considered, decisions that have to be made and the policies and systems that would have to be created or changed to accommodate long-term adjustments to staffing are expansive. Our Remote Work Task Force is gathering data and having important discussions to help us work through this long process and will take an advisory role in informing leadership, but any long-term decisions will need to be made by UAB and UA System leadership.
Q: We have not yet seen the effect of Easter gatherings and spring break on the rate of COVID-19 spread. How can we be sure we are returning to a safe environment when we will not see the effects of those events for several weeks?
As we have since the onset of the pandemic, we will make data-driven decisions in consultation with public health and infectious disease experts. If we need to adjust plans, we will.
Q: Can you assure me that I will not get sick or be affected by being in close connection with others?
Data have consistently shown throughout the pandemic that the vast majority of transmission among members of the UAB community occurs off campus, and that our safety measures — when followed — are extremely effective. Additionally, UAB employees are encouraged to get vaccinated to further protect themselves, their families and their co-workers. The Pfizer vaccine offered at UAB is extremely effective in protecting against major complications.
Q: We are lucky to have a rich and generous benefits package. However, the package does not include short-term disability. Will the UA System and/or UAB create a fund to assist with financial difficulties incurred as a result of becoming infected with SARS-COV-2 at work?
Due to the ability to build substantial sick leave balances and the sick leave donation program available at UAB, short-term disability programs would be more expensive for UAB employees than is typical elsewhere. The Employee Emergency Assistance Program, supported through the UAB Benevolent Fund, assists employees who need financial assistance due to a crisis situation in their lives. To learn more or apply, call 205-996-2040 or email benevolentfund@uab.edu.
Q: How many deaths (not positive infections) have there been among front-line doctors, nurses, faculty and staff?
Sadly, among our more than 23,000 employees, Employee Health is aware of three employees who contracted COVID and did not survive.
Q: I don't see where the dashboard indicates the total number of employees who contracted COVID-19 at some point.
Look at the "Historical Data" section of the UA System COVID-19 Dashboard, then the "UAB Clinical Enterprise Employees" sections under the respective tabs.
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Vaccine requirements
Q: Whenever a vaccine becomes fully approved from the FDA, will UAB require the COVID vaccine for employees like they do for the flu vaccine?
This is being considered but no decisions have been made.
Q: Should employees carry their vaccination card at all times on campus (i.e., the same requirements as their work badge)?
Proof of vaccination is not required or asked for at UAB at this time.
Q: Can faculty/staff who have taken COVID shots expect to know which colleagues have not taken the shot after returning to on-site work on May 10 or Aug. 16? What would be the best protocol for those two groups of faculty/staff to work together, other than masking up and staying three- or six feet apart?
Employees can volunteer vaccine status if they choose, but employees should not ask a colleague if they have been vaccinated. Employees should adhere to masking and distancing guidance regardless of vaccination status.
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Reporting non-compliance
Q: A mechanism has been created to anonymously report mask non-compliance. But how should faculty and staff address mask non-compliance in the moment? Are we expected/allowed to gently confront employees who are not complying with mask usage requirements?
Compliance with UAB’s health and safety requirements is everyone’s responsibility. If you are comfortable reminding members of the campus community that masks are required indoors and outdoors on campus in a collegial and respectful manner, that is encouraged. If not, you may report non-compliance to UAB Human Resources, Student Affairs, Compliance & Risk Assurance or the UAB Ethics Hotline so that it may be reviewed and addressed through appropriate channels.
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Hosting meetings and summer camps
Q: Is there any information on when it will be appropriate to host meetings on campus that would include participants from outside the local community, such as professional meetings? For example, a microbiology association or something similar that might pull in attendees from other states and/or countries?
Adjustments to protocols for campus events and visitors are under review. Please look to official UAB emails, including eReporter, for announcements but continue to follow previously communicated guidance until instructed otherwise.
Q: Do we need to get permission for having a summer camp outside of UAB, in a school setting?
UAB’s Youth Protection procedures apply to summer camps for children hosted on campus or sponsored by a UAB unit. Visit uab.edu/youthprotection for more on the registration process and health and safety requirements for summer camps.
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Working remotely
Q: How will you handle the inevitable inequity between those allowed to have a remote work option, and those who aren’t? Those required to come back to campus will have higher childcare costs, commuting costs/parking, work attire costs, lunch costs, etc.
In an organization of our size and complexity, the factors and implications that have to be considered, decisions that have to be made and the policies and systems that would have to be created or changed to accommodate equitable, long-term adjustments to staffing are expansive. Based on several factors considered in the context of UAB’s being a large and complex organization, the desire to create an equitable return to campus based on the previous guidelines and the need to provide the best possible experience to students and other key constituents, we have updated our return guidance to create a more consistent and clear return policy. We realize flexibility will be required in some cases (and encouraged when necessary), but our goal is to move UAB back to pre-pandemic staffing May 10 or shortly thereafter as much as possible, and the data and experts suggest it is appropriate to do so under our health and safety protocols. It is particularly critical as our students return to more normal classroom settings that front-facing employees (e.g., those who serve/interact with students directly) are on campus. Flexibility that allows some employees to work remotely after May 10 should be based on a business need (e.g., space limitations, shared workstation arrangements, etc.) or specific barriers to return (e.g., childcare or eldercare challenges, etc.). Flexibility in staffing — while encouraged when necessary due to a barrier — is not intended to be a blanket flexibility that allows continued hybrid or remote work for individuals based on personal preference or generalized concerns regarding COVID. If flexibility is granted, we ask that supervisors encourage employees to address barriers and return to in-person work as soon as they are able. For instance, if a solution to a barrier can be identified in June, please come back in June; do not wait to return until the ultimate Aug. 16 deadline by which employees who received an exception must be back. It is important to note that many UAB employees hold positions that have required them to work onsite throughout the pandemic. Principles of fairness and equity will guide flexibility in phased return between May 10 and Aug. 16, and they also explain why all groups must move back to traditional pre-pandemic onsite responsibilities campuswide no later than Aug. 16 (sooner if barriers can be addressed). Any long-term remote/hybrid arrangements would first need to be fully vetted for many considerations — fairness and equity being among them.
Q: Even though we have clearly proven our productivity working remotely for the last year, it does not sound like the university is open to flexible work schedules. Why is that?
As would be expected in an institution as large and complex as ours, experiences with remote and hybrid work have been uneven. We realize some employees have a personal preference to continue remote work indefinitely, but we are not able to make any announcements or decisions regarding long-term possibilities at this time. The factors and implications that have to be considered, decisions that have to be made and the policies and systems that would have to be created or changed to accommodate long-term adjustments to staffing are expansive. Our Remote Work Task Force is gathering data and having important discussions to help us work through this long process and will take an advisory role in informing leadership, but any long-term decisions will need to be made by UAB and UA System leadership.
Q: So Workgroup C is not being considered for remote work?
As mentioned by UAB Medicine CEO Reid Jones in his comments during the town hall, a separate task force is evaluating return-to-work planning for workgroup C.
Q: Would someone having a newborn be eligible to remain remote?
Maybe, but not necessarily, depending on the individual's job duties and relative need to be on campus to optimize the role. This is a discussion that should take place between the employee and his or her supervisor, and HR partners/consultants are available to provide guidance. If flexibility is granted, we ask that supervisors encourage employees to address barriers and return to in-person work as soon as they are able. For instance, if a solution to a barrier can be identified in June, please come back in June; do not wait to return until the ultimate Aug. 16 deadline by which employees who received an exception must be back. If questions and concerns remain after discussing with your supervisor, consult your HR consultant (find contact information for the HR consultant in your area here).
Q: What were the findings from the survey that went out to staff a few weeks ago regarding remote and hybrid work?
The survey findings are being considered by the Remote Work Task Force as a part of the recommendations they will be submitting to UAB leadership by the end of this month.
Q: How and to whom do employees submit a formal request to work remotely/hybrid?
This is a discussion that should take place between the employee and his or her supervisor relative to a business need or barrier to in-person work. If questions and concerns remain after discussing with your supervisor, consult your HR consultant (find contact information for the HR consultant in your area here). Based on several factors considered in the context of UAB’s being a large and complex organization, the desire to create an equitable return to campus based on the previous guidelines, and the need to provide the best possible experience to students and other key constituents, we have updated our return guidance to create a more consistent and clear return policy. As a result, units may adjust their re-entry plan to bring employees back to full-time in-person work sooner than planned as barriers to reentry are addressed between May 10 and Aug. 16.
Q: What flexibility regarding employees’ work arrangements is encouraged?
Flexibility that allows some employees to work remotely after May 10 should be based on a specific barrier. In the event flexibility is granted, supervisors and employees should work to address barriers and return to in-person work as soon as they can. For instance, if a solution to a barrier can be identified in June, come back in June; do not wait to return until the ultimate Aug. 16 deadline by which employees who received an exception must be back. Based on several factors considered in the context of UAB’s being a large and complex organization, the desire to create an equitable return to campus based on the previous guidelines, and the need to provide the best possible experience to students and other key constituents, we have updated our return guidance to create a more consistent and clear return policy. As a result, units may adjust their re-entry plan to bring employees back to full-time in-person work sooner than planned as barriers to reentry are addressed between May 10 and Aug. 16.
Q: What is an example of a barrier?
Some units have space limitations or workstation/office sharing arrangements that will require some employees to stay remote or flex/stagger their schedules with other employees. Some employees will need time to address childcare or eldercare responsibilities. If full in-person work is not possible on May 10 when we move to a three-foot social distancing requirement, a temporary hybrid or flex/staggered schedule may help a unit or employee transition back to in-person work. Based on several factors considered in the context of UAB’s being a large and complex organization, the desire to create an equitable return to campus based on the previous guidelines and the need to provide the best possible experience to students and other key constituents, we have updated our return guidance to create a more consistent and clear return policy. As a result, units may adjust their re-entry plan to bring employees back to full-time in-person work sooner than planned as barriers to reentry are addressed between May 10 and Aug. 16.
Q: What flexibility regarding employees’ work arrangements is discouraged?
Flexibility in staffing — while encouraged when necessary due to a barrier — is not intended to be a blanket flexibility that allows continued hybrid or remote work for individuals based on personal preference. It is also not intended to keep people remote due to concerns regarding COVID-19; thousands of UAB employees have been working onsite safely for months. The ability to do one’s job remotely cannot be the only reason to remain remote after May 10; it is expected that employees work in-person unless there is a barrier that needs to be addressed.
Q: How does the May 10 date fit into the larger return-to-work plan?
After Limited Business Operations were instituted in March 2020, UAB employees’ gradual return to campus began in May 2020 under health and safety protocols. Many employees have been working safely on campus for several months. During the spring 2021 semester, 46% of university employees were onsite and 35% were hybrid. Less than 20% of university employees are remote today. We have continued to monitor data in consultation with infectious disease and public health experts to determine the right time for all employees to return to their pre-pandemic work arrangements.
Q: Why can’t I stay remote if I want to?
Experiences across campus with remote work have been uneven, and the process to consider possible long-term remote work opportunities is ongoing and will require additional consideration when we are fully on campus and, ultimately, approval by UAB leadership and the UA System. In an organization of our size and complexity, the factors and implications that have to be considered, decisions that have to be made, and the policies and systems that would have to be created or changed to accommodate equitable, long-term adjustments to staffing are expansive. There may need to be rare exceptions made this summer and in the fall for continued remote or hybrid schedules (e.g., if renovations or facilities constraints make it necessary), but any desired long-term exception must first be approved by Human Resources.
Q: Why is it safer to return now than it was a few months ago?
More than 19,000 UAB employees have been vaccinated through the UAB Medicine vaccine program, and we know more were vaccinated at other sites and not included in our data. Many who previously tested positive and have some natural immunity plan to be vaccinated when their 90-day waiting period ends. In addition, UAB has started vaccinating students and will continue to encourage and offer student vaccinations. Throughout the semester, vaccinations have increased dramatically, and positive cases among employees have remained minimal (ZERO university faculty/staff last week). The positivity rate in Active Sentinel Testing has remained extremely low throughout the semester (0.0% for students and 0.17% for university faculty and staff last week), and data continues to reinforce the effectiveness of safety measures with the vast majority of (the very few) cases we’re seeing among campus community members being associated with off-campus exposures.
Q: Why might another unit appear to show less/more flexibility than my unit in allowing remote work to continue for certain employees?
In an organization as large and complex as ours, there are likely to be some variations in how return-to-work is implemented, as work varies from unit to unit. This highlights the need for additional guidance and is evidence of the importance that we return employees to work as soon as we can while we take the necessary time to explore possible long-term remote possibilities in an equitable way. Flexibility within return-to-work guidance may look slightly different among units based on different circumstances, but we expect a good-faith effort to return as many employees to in-person work as quickly as reasonable beginning May 10.
Q: What if I do not feel my supervisor is offering reasonable flexibility for my barrier to in-person work?
Supervisors are asked to return most employees to work and grant limited exceptions based on a barrier to in-person duties. That said, employees who feel their transition to in-person work is unreasonable based on their circumstances should discuss barriers with their supervisor first, then consult their HR consultant if necessary (find contact information for the HR consultant in your area here).
Q: Can I work remotely until my temporary telecommuting agreement expires June 30?
Dates on the temporary telecommuting agreement represent how long the agreement can be applied, but the agreement doesn’t guarantee remote work for that period. The current temporary telecommuting agreement denotes that the agreement could be modified at any time. In keeping with guidance to encourage in-person work to resume, supervisors should be aware that renewing temporary telecommuting agreements when they expire June 30 should involve greater scrutiny. If flexibility is granted for a barrier to reentry, we encourage a good-faith effort to return as many employees to in-person work as quickly as barriers can be addressed.
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Classroom safety and academic questions
Q: I understand we have a waiver process for those courses that cannot meet the three-foot requirements in the summer term. Is there a waiver option for those courses that are requesting to maintain a hybrid model?
Hybrid courses will no longer be held after May 10, only in-person or those designated as online/“Q” courses.
Q: Will there be new room capacity numbers shared based on the three-foot requirement?
Instructors and students should be able to maintain the three-foot distance without specific capacity limits.
Q: Will there be a team to go around to place the classrooms social distance indicators to three feet rather than the six feet currently in place?
Plans are being developed now to replace six-foot signage with three-foot signage. Even without specific signage, however, students and instructors will have space to leave three-foot distances.
Q: Is there an expected change in classes this summer from online to in person if registration says otherwise right now for summer classes?
The courses will be held in the format provided at the time of registration.
Q: Please describe what are the visas UAB will sponsor for 2021 summer and fall to international research scholars and students?
UAB will continue to sponsor international students to attend classes on F-1 and J-1 student visas and will continue to sponsor international researchers to come to the university on either J-1 research scholar or H-1B, O-1, TN, or E-3 employee visas, depending on the eligibility of the job or research opportunity offered.
Q: When will shadowing in clinical environments be allowed for undergrads interested in health professions? (This is critical for them to get the hours they need for upcoming applications to medical, PA, etc. training programs.)
We are continuing to evaluate this and will provide information in the coming weeks.
Q: Will staffing departments who offer in-person training be provided the guidelines that faculty will use for classes beginning in the summer/fall?
We will continue to keep uab.edu/uabunited updated with the most current guidelines and information. Any in-person training programs will be asked to adhere to the current safety protocols.
Q: What if students in a fall class want to know if there are students in the same class who have not been vaccinated?
Students can volunteer vaccine status if they choose, but students should not be asked if they have been vaccinated.
Q: If a faculty member lost a secondary position that affects their lab and scholars working with them is a solution available?
Secondary appointments for faculty are handled on a case-by-case basis with department chairs. Please discuss this with your own chair and with the chair of the secondary department.
Q: What accommodations will be required from instructors for students who say that they cannot attend one or more face to face classes because of COVID-19? Will instructors have to offer a hybrid delivery for these students?
Per federal regulations, DSS will continue to work with students who qualify for temporary adjustments due to COVID-19 under a revised protocol with heightened requirements for the fall semester. Faculty members who receive a notice from a student of a temporary adjustment due to COVID-19 should work with the student and Disability Support Services to ensure each request is assessed on a case-by-case basis to determine if the requested adjustment is reasonable, as required by law.
Q: Is there any update on the promotion taskforce that was looking at standardizing promotion increases?
A task force began addressing this important issue before the pandemic and has recently been reconstituted due to some members departing UAB. The task force expects to make its recommendation in time for the next promotion and tenure increases, which typically take effect as of Oct. 1 each year.
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Employee Health
Q: Do we know how COVID-19 vaccines affect fertility yet?
Experts believe the vaccine is a safe and effective way to protect from COVID-19, regardless of fertility aspirations. (Read more in this article from UAB News.) If you have concerns, talk to your doctor to decide what is best for you.
Q: When do we anticipate clinical trials data about the COVID-19 vaccine(s) for pregnant women?
Pfizer has already begun a study in pregnant women and Moderna will do so soon.
Q: Do I need to report to UAB that I got my vaccine at a non-UAB location?
If you received your COVID-19 vaccine at a non-UAB location, you can submit your documentation to employeehealth@uabmc.edu.
Q: How does someone involved in a trial study report this to UAB?
We are so pleased that members of the UAB community have been eager to participate in clinical trials for COVID-19 vaccines and treatments. Individuals who have received COVID-19 vaccine through clinical trials can submit this documentation to employeehealth@uabmc.edu.
Q: In future if we are to re-vaccinate does it need to be the same vaccine as the first time?
If booster doses are recommended in the future, we will follow CDC guidance on dosing-related questions.
Q: What is the biggest lesson UAB as an institution has learned about promoting employee health that it will carry on after the pandemic?
The pandemic has challenged UAB as an institution in ways that we have never been challenged before, and in order to respond to this we responded as one UAB, united in our mission and building upon the strengths of the traditional academic campus and the UAB Medicine enterprise. The efficiencies that we have implemented in many areas of Employee Health such as symptom reporting, testing and vaccinations can benefit all members of the UAB community and we hope to continue to utilize and expand upon them moving forward.
Q: Why did employees have to place our Social Security Number on the vaccination form?
All vaccine doses must be documented in the Alabama Department of Public Health vaccination registry (Immprint), and the social security number is the unique identifier that they request.
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Student vaccines and requirements
Q: Are there any stipulations or requirements for students to be vaccinated for the fall? If not, what does that look like for professionals who engage with those students in the safest way possible?
Many faculty and staff have been safely interacting with students in the classroom and elsewhere on campus since August 2020. Data have consistently shown throughout the pandemic that the vast majority of transmission among members of the UAB community occurs off campus, and that our safety measures — when followed — are extremely effective. We will continue to make data-driven decisions in consultation with public health and infectious disease experts to maintain safety.
Q: Is there any talk about requiring students to be vaccinated to return to campus, especially for those living in residence halls?
Vaccination is not required for students to enroll or participate in on-campus instruction or activities at this time. However, all individuals age 16 and older are eligible for COVID vaccine under ADPH guidelines, and UAB students are strongly encouraged to register and set appointments for vaccination through UAB Medicine.
Q: If a student was vaccinated at a non-UAB site, do they report their vaccination to UAB? If so, how do they report their vaccination?
At this time, students are not required to alert UAB when they receive a vaccine from an outside provider. We will monitor overall student vaccination rates through UAB Medicine to help leaders made data-driven decisions. If students are interested and willing, they may share COVID vaccine status with UAB Student Health Services through their private, protected student health portal. Click here for more information on the Student Health site.
Q: What percentage of students have been vaccinated?
We do not know but will continue to monitor. All individuals age 16 and up are now eligible for vaccine under ADPH guidelines. UAB students were recently invited to register and receive vaccines as a larger group. Students who are also employees were able to vaccinate in earlier phases. We will monitor the number that register through UAB Medicine, but we will not know how many students vaccinated outside of UAB (we are aware this has been happening).
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UAB Medicine questions
Q: Is there an idea of when volunteers will be able to resume their service in the hospital?
While we do not have a definitive date to allow volunteers to resume service in the hospital, we are onboarding a new volunteer coordinator this week. We will continue to follow guidance from the CDC, and our infection prevention and employee health leaders, so that we safely allow volunteers to return to the hospital.
Q: Will UAB Medicine allow teens to volunteer if they have been vaccinated?
While we do not have a definitive date to allow teen volunteers to resume service in the hospital, we are onboarding a new volunteer coordinator this week. We may need to look at modifying the program due to a current tight timeline in getting the full program organized and uncertainty around CDC guidance. We will continue to follow guidance from the CDC, and our infection prevention and employee health leaders, so that we safely allow teen volunteers to return to the hospital.
Q: Would free masks be available at various locations in the hospital to hand to people who don’t have them?
Visitors/caregivers must bring their own mask and wear it for the entirety of the visit. If a visitor does not have a mask with them, one will be provided as supplies allow.
Q: I wanted to ask about the lump-sum payment we are supposed to receive in place of a merit raise from the email sent on Feb. 11 from Reid Jones. Is there a planned date for that to be received as it said in April?
A reminder notice was sent to UAB Medicine Category C employees on Friday, April 9, regarding the one-time payment that will be received in the regular paycheck for bi-weekly and monthly employees on April 30.
Q: Will there be any type of appreciation shown for Workgroup C?
The UAB campus employees are receiving a Wellness Day to help address some of the stress associated with the COVID virus issues. In lieu of this and, given the complexities of scheduling a day off in the clinical environment, UAB Health System Category C employees and the clinical faculty are receiving a one-time payment. This payment will be received in the regular paycheck for bi-weekly and monthly employees at the end of April.
Q: When can we restart our in-person group classes (childbirth classes, newborn ICU discharge class, etc.) for patients?
We are not prepared to restart in-person classes at UAB Hospital. To meet the needs of our families, we will continue with our childbirth classes using Zoom – we have great participation. Our discharge classes are done through our EMMI platform and 1:1 instruction, and our parents continue to receive the CPR kits. We also will continue to use virtual tours that are available on our website.
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Facilities cleaning and safety
Q: There are many empty hand sanitizer stations. How can this be corrected?
Thank you for bringing this to our attention. UAB is invested in ensuring our community can practice good hand hygiene. Our Building Services team refills empty hand sanitizer stations routinely. We will do our best to verify that all sanitizer stations are filled and functional. Please submit a work order online to notify us of any empty stations we may have missed.
Q: The Administration Building is known to have problems with mold and indoor air quality issues. The facility still utilizes the original HVAC system installed when the building was first erected. Additionally, many staff work in close quarters in the Administration Building. How can staff in this building feel safe returning to work under these circumstances?
Many employees have been working in the Administration Building and have been able to maintain social distancing. UAB is continuing the use of masks and social distancing. Unit operational plans should outline ways social distancing is to be practiced and in which areas and circumstances individuals are to continue wearing their masks.
Facilities has assessed HVAC systems across campus. The filtering used in our HVAC systems is already the highest quality that can be utilized and the outside fresh air has been increased to the highest setting. We are closely monitoring the most recent data and adapting our operations, based on the current guidance available (CDC; American Society of Heating, Refrigerating and Air-Conditioning Engineers; etc.). If new information regarding these systems is provided through the CDC, we will address it quickly. To date, previous reports of indoor air quality concerns in the Administration Building have been addressed on a case-by-case basis. If you have a specific area of concern, please contact Environmental Health and Safety.
Q: As we move towards closer proximity of social distancing, how will ventilation be impacted/upgraded as we begin to better understand the airborne nature of this virus?
Facilities has assessed HVAC systems across campus. The filtering used in our HVAC systems is already the highest quality that can be utilized and the outside fresh air has been increased to the highest setting. We are closely monitoring the most recent data and adapting our operations, based on the current guidance available (CDC; American Society of Heating, Refrigerating and Air-Conditioning Engineers; etc.). If new information regarding these systems is provided through the CDC, we will address it quickly. If you have a specific area of concern, please contact Environmental Health and Safety.
Q: After we return back into the building, will a sanitizing company be hired to sanitize every office, the restroom, every break room, and all other rooms and the entire building everyday for our safety?
Safety is our number one priority. Our Facilities team has been on campus for the duration of the pandemic, ensuring that all public spaces – including break rooms, conference rooms, restrooms, etc. – are cleaned daily. To accommodate the increased demand in intensive public space cleaning, Facilities did suspend cleaning private spaces, such as offices. This strategy will continue through for the foreseeable future. Employees will be expected to maintain their private office spaces. Any employee who needs additional support may submit an online work order.
Q: How can you verify that the building will be safe, especially with so many people going to the restroom all day long with three and more stalls and sinks that are not one foot apart?
Safety is our number one priority. Our Facilities team has been on campus for the duration of the pandemic, ensuring that all public spaces — including break rooms, conference rooms, restrooms, etc. — are cleaned daily. According to the CDC, “When no people with confirmed or suspected COVID-19 are known to have been in a space, cleaning once a day is usually enough to sufficiently remove virus that may be on surfaces and help maintain a healthy facility.” Our Facilities team is notified any time there is a confirmed case of COVID-19 on campus and a thorough cleaning is conducted. In terms of spacing, it’s important to note we review the latest guidance from the CDC and local experts.
Q: How can you guarantee that entering into the elevator will be safe for me when others are in the elevator, considering that you cannot stand three to six feet distance inside of it?
We are continuing to review the guidance from experts on this and similar topics. We anticipate that the revised guidance for individuals wearing masks will likely allow increased capacity while maintaining three feet of distance. Elevator cabs and shafts are well ventilated and air is exchanged at each stop when the doors open.
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Human Resources and other questions
Q: As we get back to normalcy, would the leadership consider in letting us keep our personal holidays for this year again (if not used by June 30 to carry over)?
The extension of personal holiday time announced in June 2020 was a temporary change in policy. There have been no decisions on any exceptions to the use-or-lose requirement for personal holidays for 2021.
Q: The COVID relief bill opened up pre-tax deductions up to $10,500 as of mid-March, but I’ve been told UAB is not going to allow employees to increase their deductions. Is this correct?
After much review and consideration, UAB has elected the provision that allows any unused 2020 Dependent Care Flexible Spending Account funds to be used in the 2021 plan year. Eligible employees will have until Dec. 31, 2021 to spend any unused funds from their 2020 account, also known as a “grace period extension.” Reach out to benefits@uab.edu for details.
Q: Do we still need to fill out the Assumption of Risk form for mileage?
Through July 31, 2021, all non-essential domestic and international travel is restricted. Beginning Aug. 1, 2021, restrictions on domestic travel due to COVID-19 will be removed. International travel restrictions will remain until further notice.
For those who find that travel for UAB business is necessary and required, the COVID-19 Assumption of Risk Form must be completed and submitted with all travel-related requests. This form is not required for mandatory travel required to perform your job duties. Learn more on the Financial Affairs site here.
Q: We are long overdue for a pay equity study across lines of race, gender, and disability — when will the university put tangible actions behind its promises to be an equitable employer?
Our compensation philosophy is designed to be competitive, performance-based, transparent and consistent. As such there is not a current initiative to investigate fair pay across the entire university. Any specific concerns or questions about your pay should be directed to your HR consultant (find contact information for the HR consultant in your area here).
Q: When will administrative positions be standardized in HR (like the Research and Clinical Career Ladders)?
At this time there is no commitment to create any additional career ladders.
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Parking
Q: Will there be a solution for parking related to those who work a hybrid schedule? Currently, we are paying for the full-time rate, regardless of if we are there or not.
UAB Transportation is working with leadership to get a better understanding of how the hybrid schedules will work. The goal is to create a new permit structure that takes limited on-campus visits into consideration.
Q: Will the buses operate at a three-foot distance as well?
UAB Transportation will follow CDC recommendations regarding capacity on buses. We understand that buses likely will not be at full capacity, but with our campus still requiring face coverings and the high number of employees and students who have received the vaccination, we are in a better position to possibly allow an increased number of passengers on our buses. Providing a safe and comfortable transit experience to our passengers is our No. 1 concern.
Q: I’ve been on a parking waitlist (and still #49) since I started in September 2019. Since people who have given up their parking spaces are said to be given back their spots, will my situation be expedited as well?
Under normal conditions, employees are pulled from wait lists on a much more consistent basis. However, without knowing what the employee demand will be once the campus resumes normal operation, we suspended pulling people from the wait list. Once we get a better understanding of who is actually coming back to campus and what impact that will have on demand, we will resume our normal wait-list assignment processes.
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Wellness Day
Q: Will hourly employees be paid for the Wellness Day?
Yes, eligible non-exempt employees will be paid for the Wellness Day.
Q: For those of us who are able to receive the wellness day, but are required to work, will we receive holiday pay?
Yes. The Wellness Day should be treated like other holidays in terms of payroll.
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