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
Supervisors and unit heads are required to verify daily that on-campus employees who report directly to them have been cleared by the Symptom Monitoring Survey.
- Wear a mask
Masks are required in all indoor spaces on campus, including offices and other workspaces.
- Test for COVID
Unvaccinated staff are required to test twice a week. Those experiencing symptoms are required to test. Vaccinated employees 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 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.
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.
Employees and work arrangements
Our planning target for departments this September is to have 50–75% of employees working in person, although some units involved in education delivery and support activities might approach 100%. We ask for employees’ patience as we continue to navigate this return to on-campus work.
Decisions about which employees and functions will shift back to campus — and in which order — will be made by each department, as we recognize that each functional area has its unique needs. Department heads, managers and supervisors are encouraged to allow those who can continue to perform their duties effectively from remote locations to do so.
UCLA has 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. 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.
For the most up-to-date details on work arrangements and guidance, visit our UCLA Return to Campus page.
Remote work furniture allowance
Employees who will be working remotely three days a week or more for at least the next year 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’s approval. The cost of the furniture will be funded centrally. Read the full message.
UCLA will 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 between March 20, 2020, and June 30, 2021.
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.
It is conceivable that 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, we will be working to design plans that strategically stagger the days various employees working hybrid in-person/remote schedules come to campus.
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: Employees should wear masks at all time while in the office or workplace, regardless of the physical distance between them. Masks can be removed only when an employee is alone in an individual office with the door closed. (At this time, here is no need for solid or plexiglass dividers between office workstations.) Those employees who might arrive at work without a mask should be offered one.
Eating and drinking Food and drink should not be consumed in offices, unless an employee is alone in an office with the door closed. Exceptions can be made for hydration or the medically necessary consumption of food or medications as appropriate. This safety precaution extends to indoor departmental meetings and employee celebrations held in departmental spaces. Eating and drinking are permitted outdoors and in restaurants, dining facilities or catering venues.
Throughout the fall term, UCLA Facilities Management will continue to perform 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
UCLA Facilities Management on campus to make sure they meet industry recommendations for air exchanges and filtration. A website has been created that lists the buildings that do not meet the recommendations and should be reviewed by managers and supervisors.
UCLA Facilities Management has evaluated all building ventilation systems on campus to make sure they meet industry recommendations for COVID-19 air exchanges and filtration. Facilities Management has supplied portable HEPA air purifiers to those offices and workspaces that require them in order to meet industry standards — including most single occupancy offices without dedicated ventilation, multiple occupancy offices, conference rooms, and general assignment and departmental rooms.
Managers and supervisors who may still be unsure whether their spaces meet ventilation requirements can request a building ventilation assessment by Facilities Management to determine whether they need an air purifier or not.
A website has been created that lists the buildings that do not yet meet the recommendations and should be reviewed by managers and supervisors.
Office meetings and remote technology
There is no restriction on the number of employees in office meetings, but because a significant number of them are likely to be on a hybrid work schedule or completely remote, some offices 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.
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, pleasure make sure to follow UCLA Departmental Regulations for Posting Signage.
Pivoting to hybrid or remote work
Significant changes in the public health landscape could require UCLA to make changes to work arrangements during the fall quarter — 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 health and safety guidelines
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. Those employees who might arrive at work without a mask should be offered one.
There may be times when employees, after being reminded, refuse to comply with campus health and safety protocols. If employees demonstrate repeated noncompliance with protocols, a complaint can be made to the 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).
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.
Guidance on working remotely
The UCLA IT Support Center’s Connect at Home 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. Additional resources are available below.
- UCLA Campus Human Resources has provided staff with guidelines for telecommuting, as well as resources for employees, managers and supervisors on working remotely.
- Campus IT Services provides 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.
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.
Paid leave and COVID-19
In addition to making use of regular accrued leave and other paid leave, employees 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.
COVID-19 and accrued vacation days
Because of increased workloads and COVID-19–related restrictions, many policy-covered employees have been unable to take time off and have now accrued the maximum allowable vacation leave.
The University of California 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 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, 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.
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.