Health and safety checklist: What do I need to do?
Welcome back! Our collective adherence to UCLA’s on-campus health and safety protocols will go a long way toward making this fall term a success. Here are the key requirements:
- Complete a daily symptom check
Fill out the Symptom Monitoring Survey each morning on the web or using the UCLA Mobile app and receive your clearance certificate.
- Check the COVID clearance portal
Department chairs are required to verify daily that faculty members have been cleared by the Symptom Monitoring Survey. Instructors are required to check the clearance status of students in their courses and sections each day.
- Wear a mask
Masks are required in all indoor spaces on campus, including classrooms, libraries and labs.
- Test for COVID
Unvaccinated faculty are required to test twice a week. Those experiencing symptoms are required to test. Vaccinated faculty are strongly encouraged to test at least once a week.
- Get vaccinated
If you haven’t yet been vaccinated or received an exception, you must do so as quickly as possible or you will be prevented from accessing campus.
Fully remote faculty: Faculty working fully remotely must update their status one time within the Symptom Monitoring Survey to indicate to indicate they are fully remote as soon as possible.
COVID prevention training: Please complete the revised, state-mandated COVID-19–prevention training if you have not yet done so.
The Centers for Disease Control and Prevention is recommending a third (booster) dose of the Pfizer–BioNTech vaccine for people who had their second Pfizer dose at least six months ago and who are in certain populations and occupational and institutional settings — including people working at colleges and universities.
The university will be offering free Pfizer boosters to all eligible faculty and staff members at the UCLA-wide booster clinic, which runs from Oct. 15 to 31.
- Locations and times: Events will take place daily from 6:30 a.m. to 10:30 p.m. in the B-level of Ronald Reagan UCLA Medical Center and the auditorium at Santa Monica UCLA Medical Center.
- Appointments: Please make an appointment using your myUCLAHealth account. If you do not have a myUCLAHealth account, please call myUCLAHealth technical support at 855-364-7052 for an activation link or text. Please do not sign up for an account on the website. (You do not need to be a UCLA Health patient to get an account.)
- Other opportunities to receive the booster: You can schedule an appointment through the California MyTurn portal, through Los Angeles County or at a local pharmacy.
- Safekeeping booster vaccination card: As a reminder, if you get your booster vaccine outside of UCLA Health, please retain a copy of your vaccination card for your personal record-keeping.
A booster dose is not yet authorized or available to people who received the two-dose Moderna vaccine or the single-dose Johnson & Johnson vaccine, as there must be a separate review of data by the FDA for those vaccines. We will let you know when there is updated guidance.
At this time, COVID-19 vaccine boosters are not required for initial compliance with the UC COVID-19 vaccination policy.
Guidance on instruction and classroom management
Approximately 80% of courses are being taught in person this fall. There are currently no caps on the number of students allowed in a classroom beyond normal room capacities, although some larger lecture courses are being conducted remotely (with their discussion sections being held primarily in person).
The following resources are aimed at easing the transition and providing practical guidance for instructors in the classroom:
- Protocols for fall instruction (PDF)
- FAQ: Managing your classroom (PDF)
- Teaching resources and recommendations
Protocols for fall instruction
UCLA’s Academic Personnel Office and COVID-19 Response and Recovery Task Force have prepared a fall 2021 instruction protocols document (PDF) that outlines UCLA’s approach to teaching in the fall and answers a variety of questions instructors might have, including:
- Can a course scheduled for remote instruction move to in-person?
- What if I would rather teach my course remotely?
- If I am isolating, quarantining or traveling, can I teach my class remotely?
- Under what health–related circumstances might a class pivot to remote instruction?
- Should I use a seating chart for my class?
- What are the rules on masks, eating and drinking in class?
FAQ: Managing your classroom
UCLA’s COVID-19 Response and Recovery Task Force has produced a detailed FAQ for faculty members teaching in the fall that addresses questions that are likely to surface as in-person teaching resumes, including:
- Will I know if students in my class have been vaccinated?
- What if a student refuses to wear a mask or comply with other protocols?
- What if I get sick? Can I teach my class remotely?
- What if I have difficulty communicating because of my face mask?
- What happens if students in my class test positive for COVID-19?
Accommodating students who can’t attend class
With the return to primarily in-person instruction, there is likely to be an uptick in students missing class due to isolation and quarantine protocols or because they haven’t been cleared by the daily symptom monitoring system. It is important that these students have the opportunity to participate in remote learning and continue to have access to academic support services. Instructors are encouraged to consider the following approaches to accommodate those who are unable to attend class:
- Class recordings
Video or audio recordings of course lectures can be made available to students not in attendance (or to the entire class via CCLE or Canvas). Instructors may also decide to stream lectures by Zoom (making sure to turn on real-time automatic captioning). Check to see what audio-video recording capabilities your classroom has, or reach out to the Center for Advancement of Teaching about alternative options.
Absences resulting from isolation, quarantine or a symptom monitoring system instruction to remain off campus should not count against a student’s final grade. If class participation is a factor in grading, instructors should provide ways for students who have been absent to make up for lost opportunities and should outline these alternatives in their course syllabuses.
Students to who miss an assessment (midterm, final, presentation, etc.) because of isolation, quarantine or a symptom monitoring system instruction to remain off campus should be given the opportunity to make up the assessment once they are cleared to return to class. It is recommended that instructors design class assessments that can easily be completed by students who were absent and that can be transferred to a remote environment if remote instruction becomes necessary.
Further instructional guidance and details on accommodating students who cannot be in class can be found in the Academic Senate’s Aug. 30 message to instructors.
Instructional modalities: Resources and recommendations
UCLA’s Cross-Campus Teaching Innovation Group has assembled a Teaching Resources and Recommendations guide that covers a variety of different instructional scenarios and incorporates lessons learned from teaching during the pandemic to help instructors advance effective learning and equity in their courses.
Note: Any general change in instructional delivery would be based on advice provided by the COVID-19 Response and Recovery Task Force to senior campus leadership.
Pivoting to hybrid or remote instruction
Significant changes in the public health landscape could require UCLA to make changes to instruction during the fall quarter — including adjusting classroom density or enrollment limits or shifting to hybrid or completely remote instruction. Our COVID-19 Pivot Plan and Decision Matrix (PDF) describes the criteria that will inform possible changes in our operations.
Educational accessibility for students with disabilities
The UCLA Center for Accessible Education assists faculty in making accommodations for students with disabilities, including those who may be temporarily disabled by COVID-19. The center provides information on viewing students’ accommodation letters, changes to exam and classroom accommodation procedures, making recorded lectures available to students and other topics.
The UCLA Office of Information Technology’s Disabilities and Computing Program also helps to ensure that faculty and students are aware of accessible best practices and that academic content is available and understandable to all.
Dealing with violations of health and safety guidelines
UCLA is focused on education and the development of a collaborative community of compliance to help reduce the spread of COVID-19. Instructors should remind students in their classes to complete the daily Symptom Monitoring Survey, to wear masks at all times in class and to follow other campus protocols. Those students who might arrive at class without a mask should be offered one.
There may be times when students, after being reminded, still refuse to comply with campus health and safety protocols. Instructors should report these violations to the Office of Student Conduct at email@example.com or 310-825-387. In addition, reports of violations may be made anonymously through UCLA’s whistleblower hotline at 800-403-4744.
Reports of violations will generally be processed within one business day, and a determination will be made whether the violation was willful or not. Students with willful violations, repeated violations or violations believed to have resulted in COVID-19 infections will face disciplinary measures up to and including exclusion from campus.
In general, instructors should do what they can to de-escalate situations of noncompliance, but it may be necessary at times to ask a noncompliant student to leave the classroom. If a student refuses to leave, instructors can consider ending the class or shifting to remote instruction for the day, although they are reminded to consider whether the risk posed by a noncompliant student justifies the learning disruption. All such instances should be reported, as above, to the Office of Student Conduct.
If faculty members or TAs demonstrate repeated noncompliance with health and safety protocols, a complaint can be made to the instructor’s department chair, divisional dean, academic personnel officer or the dean of students.
For full details of UCLA’s protocol on compliance and violations, see Compliance With Safety Measures (PDF).
Campus health and safety precautions
In addition to UC’s vaccination requirement, the campus has implemented a number of health and safety protocols designed to keep the Bruin community safe this fall.
For a full list of these protocols, see our UCLA COVID protocols page.
Current precautions and requirements are as follows:
Daily symptom monitoring and clearance portal
Daily symptom checks are required for all instructors teaching or working on campus or at other UCLA properties, regardless of their vaccination status.
Mask use, regardless of vaccination status, is required in all indoor spaces on the UCLA campus, including classrooms, libraries and teaching labs.
Campus COVID testing
UCLA requires twice-weekly testing for all unvaccinated faculty members and TAs teaching, working or living on campus. Regular testing is not mandatory for vaccinated, asymptomatic faculty, although they are strongly encouraged to test once a week.
Isolation, quarantine and contact tracing
It is likely that some faculty members will test positive for COVID-19 during the fall term. UCLA has isolation, contact tracing and quarantine protocols in place to protect the health of infected individuals and the rest of the campus community.
COVID-19 case dashboard (PDF)
UCLA’s case dashboard keeps those on campus informed if they were present in a UCLA building where someone who tested positive for COVID-19 had been. When UCLA receives notice of a positive case, the dashboard is updated and an email is sent to those who indicated in the Symptom Monitoring Survey that they would be present in the related facility.
Campus research operations
Principal investigators can now utilize as many researchers — including staff, postdoctoral students, graduate and undergraduate students, high school students, volunteers and visiting scholars — as they deem necessary, as long as they continue to comply with all mandates from the Centers for Disease Control, the Californian Department of Public Health, the Los Angeles County Department of Public Health and the California Division of Occupational Safety and Health (Cal/OSHA).
Please contact UCLA Environment, Health and Safety’s field research safety area regarding safety protocols for field and community-based research.
Employment and salaries
Salary increase of 3%: Following the expiration of the University of California’s 2020–21 fiscal year systemwide pay freeze, all eligible, policy-covered UCLA faculty members received a 3% increase to their base salaries, which went into effect Oct. 1, 2021.
Paid leave options related to COVID-19
In addition to making use of regular accrued leave and other paid leave, faculty now have the option of taking emergency paid sick leave.
The University of California is offering employees— including exclusively represented employees — who are unable to work as a result of COVID-19 a new allotment of emergency paid sick leave, which is available for use immediately. Full-time employees may take up to 80 hours of emergency leave, and part-time employees may take up to the two-week equivalent, while receiving their regular rate of pay.
An employee may request EPSL by speaking to their supervisor or by submitting a completed emergency leave request form (PDF) to their supervisor. Emergency leave has now been extended through Sept. 30, 2022.
If an employee took any leave between Jan. 1, 2021, and March 28, 2021, for one or more of the emergency leave–qualifying reasons but was not paid as described above, the employee may submit a retroactive request to use emergency leave.
For more on UC policies in response to COVID-19, visit their coronavirus updates for employees page.
Employees are encouraged to contact their local human resources representative at UCLA for more information about paid leave related to COVID-19.
COVID-19 and accrued vacation days
Because of increased workloads and COVID-19–related restrictions, many policy-covered faculty members have been unable to take time off and have accrued the maximum allowable vacation leave.
The UC has approved a second extension of the temporary exception to PPSM-2.210 (Absence from Work), which allows policy-covered staff employees additional time to take vacation leave in order to bring their vacation accrual balances below the maximum. The exception deadline has been extended to June 30, 2022. During the exception period, employees whose balances exceed the maximum will continue to accrue vacation leave.
Under the policy, departments are encouraged to work with employees to bring their balances below the maximum by the exception deadline. Effective July 1, 2022, employees who are over the maximum vacation leave accrual limit will stop accruing additional hours.
For further information, employees should contact Campus Human Resources or their departmental representative.
Benefits and retirement
The University of California provides updates for UC faculty members on how their health, welfare and retirement benefits plans may be affected by the COVID-19 pandemic. For more information, contact your UCLA human resources representative.
Medical treatment at UCLA Health facilities
In-person visits: UCLA hospitals in Westwood and Santa Monica and clinics throughout Southern California are open, including imaging and interventional centers. Precautions against COVID-19 are in place at all locations, including testing, masking, physical distancing and deep cleaning of facilities. Employees who are UCLA Health patients should contact their doctor directly or call 800-825-2631 to schedule an appointment.
Video visits: For ease and convenience, patients can schedule video visits with their doctor. For information on video visits, patients can call their doctor’s office or 800-825-2631. Click here to learn more about video visits.
Prescriptions and medication: All UCLA retail pharmacies are currently operating and can be reached at 310-206-3784.
For more information on appointments and other health-related topics, visit UCLA Health’s website.
UCLA Health visitor guidelines: In accordance with the health order from the California Department of Public Health, COVID-19 vaccinations are required for all visitors to UCLA Health hospitals. Learn more here.
Well-being and counseling
Employees are encouraged to contact UCLA’s Staff and Faculty Counseling Center, which offers online advice and telehealth sessions for UCLA staff and their families and significant others. The center can be reached at 310-794-0245.
Further resources are available on this site’s Emotional, Social and Physical Well-Being page.