Note: UCLA has reinstated its indoor masking requirement for all students, faculty, staff, affiliates and visitors on campus. The requirement will be in effect from May 27 through June 15 (subject to extension). Read more.
Health and safety checklist: What do I need to do?
Our collective adherence to UCLA’s on-campus health and safety protocols has contributed greatly to making our return 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.
- Wear a mask
Well-fitting masks are required in all indoor spaces on campus, including classrooms, libraries and labs. Find out where to pick one up on campus.
- Test for COVID
It is recommended that staff working on campus test once a week. Get the details on how and where to test and what to do if you test positive.
- Get a COVID booster
In addition to getting vaccinated, a booster is an effective strategy for reducing the severity of COVID-19 — and is required by UC’s vaccination policy (PDF) if you’ll be on campus.
Fully remote staff: Employees 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.
Staff returning to campus: Staff who have been working remotely but are now returning to campus on a full-time or hybrid basis must complete the Symptom Monitoring Survey to update their work status. Returning staff will also need to provide proof of their vaccination/booster status through the survey or request an exception if they haven’t done so.
For a full list of our health and safety protocols, see our UCLA COVID protocols page.
Employee work arrangements
While many employees, particularly those from campus units and departments involved directly in education delivery and support of the campus’s physical operations, have returned to full-time on-site work, a large number are currently working hybrid schedules or are completely remote.
Decisions about which employees and functions shift back to campus — and in which order — will be made by each department, as each functional area has its unique needs. Department heads, managers and supervisors should strongly consider allowing employees who can continue to perform their duties effectively from remote locations to do so.
Our FlexWork Guide for Managers (PDF) is designed to assist managers and supervisors in implementing flexible, supportive working arrangements for employees, whether they are working on campus, remotely or in a hybrid fashion. Employees are encouraged to discuss these work options with their supervisors.
We have also created an online Campus Ramp-Up Planning Guide to help departments and units prepare to expand operations and to let faculty and staff know what they can expect.
Guidance on working remotely
The UCLA IT Support Center’s Collaboration Tools page has information on using Zoom, Slack, VPNs and other remote technologies. The campus also has a wide-ranging set of tips on how to work effectively from home, as well as ergonomic advice on setting up a home workstation. In addition, Human Resources has provided resources for employees, managers and supervisors on working remotely.
Campus IT Services has a list of IT support resources for each division, school, department and unit. Hardware, software and accessories are available through the UCLA Computer Store, which offers academic discounts and has an in-depth knowledge of UCLA departments’ technology requirements.
Remote work furniture allowance
Many employees working remotely three days a week or more are eligible to select an office chair and height-adjustable desk for their home workstation. To qualify for the allowance, employees must sign a FlexWork agreement with their department. The cost of the furniture will be funded centrally. Read the full message.
UCLA may also provide up to $1,400 in reimbursement to employees who meet this qualification and who purchased chairs and desks that conform to the university’s ergonomic guidelines before the furniture allowance went into effect.
Technology purchases, such as computers and monitors, are not included as part of this program. This furniture purchased under this allowance remains the property of UCLA and must be returned upon the employee’s separation from the university.
Many returning employees who formerly used public transportation or UCLA’s various transportation services may instead choose to drive to campus. To alleviate any potential pressure on parking capacity, UCLA will strategically stagger the days various employees working hybrid in-person/remote schedules come to campus.
Information on parking fees and permits can be found on UCLA Transportation’s faculty and staff parking page.
Guidance for offices and workspaces
Basic health and safety requirements
Symptom monitoring: Before arriving at on-campus offices and workplaces each day, employees are required to complete the Symptom Monitoring Survey. Supervisors and department chairs must check the COVID-19 Clearance Portal daily to make sure that employees who report directly to them have been cleared by the survey to be on campus.
Masks: Well-fitting masks are required at all times while in the office or workplace. Departments will provide free upgraded masks to all staff who request them and can order masks at no cost from the UCLA Emergency PPE Supply Store.
Eating and drinking: Eating and drinking are permitted outdoors and in restaurants, dining facilities or catering venues but are strongly discouraged at indoor meetings and seminars held in departmental spaces. In addition, food and drink should not be consumed in campus workspaces during working hours unless an employee is alone in a cubicle or individual office. Exceptions can be made for hydration or the medically necessary consumption of food or medications as appropriate.
If organizers do plan to serve food and drinks indoors, they should consider reserving a room that is oversized for the number of guests and make sure that attendees who are not up to date on their vaccinations maintain at least a 6-foot distance from others when removing their masks to eat or drink.
UCLA Facilities Management performs cleanings and disinfection of all high-use common areas, restrooms and public spaces throughout campus — including office common areas and restrooms. Details on these cleanings is available here (PDF).
For the cleaning of individual offices, units and departments can purchase cleaning packages through Facilities Management by submitting a facilities service request (please include “COVID” in the FAU project description).
Facilities Management has also installed hand sanitizer stations throughout campus. Individual units and departments are responsible for purchasing their own sanitizer for use in offices and workspaces.
Workplace COVID signage
To help the campus community navigate health and safety regulations related to working, teaching and learning, UCLA has installed relevant signage and messaging in most common and public areas.
For your convenience, you can also access signs and flyers for posting in offices and workplaces here:
- Classroom and workplace COVID reminders flyer (PDF)
- General COVID signage (UCLA Facilities Management)
When posting materials, please make sure to follow UCLA Departmental Regulations for Posting Signage.
Workplace meetings and remote technology
Because a significant number of employees are likely to be on a hybrid work schedule or completely remote, some offices in which employees are working in person may want to update their conference room audio-visual systems to accommodate those who are off site. UCLA’s IT Services has put together a set of technology recommendations based on room types, sizes and purposes to ease the burden of research and product selection. For more information, please contact IT services at firstname.lastname@example.org or 310-267-4357.
Pivoting to hybrid or remote work
Significant changes in the public health landscape could require UCLA to make changes to work arrangements — including adjusting workplace density or shifting some offices to completely remote work. Our COVID-19 Pivot Plan and Decision Matrix (PDF) describes the criteria that will inform possible changes in our operations.
Dealing with violations of COVID protocols
UCLA is focused on developing of a collaborative community of compliance to help reduce the spread of COVID-19. Supervisors and department heads should remember to remind employees to complete the daily Symptom Monitoring Survey, to wear masks at all times in the office and to follow other campus protocols.
There may be times when employees, after being reminded, continue to ignore campus health and safety protocols. If employees demonstrate repeated noncompliance with protocols, a complaint can be made to an employee’s supervisor or unit head. In addition, reports of violations may be made anonymously through UCLA’s whistleblower hotline at 800-403-4744.
A determination will be made whether an employee’s violation was willful or not. Employees 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.
For full details of UCLA’s protocol on compliance and violations, see Compliance With Safety Measures (PDF).
If an employee tests positive for COVID
Employees who test positive for COVID-19 through the UCLA campus surveillance testing program or are identified as a close contact of an infected person will be contacted by campus health officials with information on isolation and quarantine and when it is safe to return to work.
However, if you are experiencing COVID-19–related symptoms, have tested positive outside of UCLA or believe you have been in contact with an infected person, either on or off campus, please follow the instructions below. (If notified by an employee, managers and supervisors should direct the employee to follow these instructions.)
- Contact the UCLA COVID Call Center at 310-267-3300 or email@example.com.(During periods in which there is a high volume of inquiries, the wait time for calls to the Call Center may be longer than expected.)
- The Call Center will provide an individualized assessment, including instructions on isolation, quarantine, further testing and guidance on when it is safe to return to work. (Employees should notify their supervisor of their return-to-work date.)
- If the COVID-19 incident was work-related and the individual was admitted to the hospital over night for in-patient treatment beyond observation, the employees’ manager or supervisor should contact the UCLA Environment, Health and Safety Serious Injury Hotline at 310-825-9797.
Vaccination rates and confirmed COVID cases dashboard
UCLA provides regular updates on the number of students, faculty and staff — both on and off campus — who have been confirmed by medical professionals to have COVID-19. Consistent with the protocols for infectious disease response, anyone identified within our campus community as being at risk of COVID-19 as a result of exposure to an infected person will be notified if they need to quarantine and be tested.
COVID-19 case notification (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 on that day.
Campus research operations
UCLA research has largely returned to pre-pandemic conditions, with few exceptions. While many of the 2020–21 restrictions on research activities, travel, field work, and community-based activities have been lifted, it remains critical that individuals participating in research on campus continue to follow the public health mitigations that remain in effect. This includes wearing face masks, completing the required symptom monitoring survey each day on campus, verifying their vaccination and booster status, and participating in COVID-19 testing.
All researchers (faculty, staff and students) should familiarize themselves with and follow the safety protocols in laboratories, studios, libraries or performance spaces. Contact EH&S Field Research Safety regarding safety protocols for field and community-based research. Contact your department for safety protocols in performance spaces.
For more information, see our Campus Research Operations page.
COVID, paid leave options and vacation days
Paid leave and COVID
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.
Employees are encouraged to contact their local human resources representative at UCLA for more information about paid leave related to COVID-19.
Accrued vacation days and COVID
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.
Benefits and retirement
The University of California provides updates for UC employees on how their health, welfare and retirement benefits plans may be affected by the 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. 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: Hospitals and clinics require that visitors wear a face mask at all times and strongly recommend that all visitors are vaccinated and have received a booster, if eligible. Visitors coming to hospitals or clinics for multiple consecutive days may be required to provide proof of a negative COVID-19 test. Learn more here.
Where can I turn for 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.
Information for health care workers and other staff on campus
Staff and faculty at UCLA Health and the David Geffen School of Medicine at UCLA — working both on campus and remotely — should refer to the following resources for details on work, research, leave and other topics:
- DGSOM coronavirus information page
- UCLA Health employee resources page
- UCLA Campus Services’ health care employees page
For questions related to work, benefits and other resources, UCLA Health employees should visit UCLA Health’s human resources page.
UCLA Health and the David Geffen School of Medicine at UCLA have established a COVID-19 Wellness and Mental Health Workgroup to provide emotional support for UCLA Health staff and faculty working on the front lines of the pandemic.