Guidance for Employees

Review FAQs for UCSF Employees in PeopleConnect about paid leave, health and safety, reassignment, and other topics.

On this page, you'll find guidance on the following topics:

Are you working on-site at UCSF?  Reminder that anyone working in a UCSF facility must complete a daily health screening for authorization to work. Learn more »

COVID-19 Vaccine Compliance

Updated June 11, 2021

New UC-wide Vaccination Policy Coming Soon

The University of California Office of the President (UCOP) has informed UCSF that it will issue a policy to require all UC faculty, staff, students and trainees to be vaccinated against COVID-19 – except for a few rare exemptions – as a way to protect the health of everyone on campus.

This decision follows UCOP’s announcement of the proposed vaccination policy in April and the conclusion of a public comment period. UCOP has informed us that the final vaccination policy with guidance on its implementation will be issued by July 15.

Employees and learners who have already been vaccinated at UCSF or have submitted proof of their vaccination at a site outside UCSF have met this obligation. Those who have previously declined a vaccination will need to be vaccinated or get approval for an exemption under the new UCOP policy. More information on exemptions will be forthcoming.

Here are key highlights of the new policy as it relates to UCSF:

  • Beginning July 15, faculty, staff, students and trainees already working on campus must be vaccinated and those not yet working must be vaccinated at least two weeks before coming to a UCSF campus or location for any work-related activities. To schedule a vaccination appointment, go to the COVID-19 vaccination hub here: https://coronavirus.ucsf.edu/vaccines.
  • Beginning July 15, faculty, staff, students, and trainees will be required to submit proof of their vaccination to UCSF Occupational Health Services portal: ohsportal.ucsfmedicalcenter.org (MyAccess/VPN required.) Instructions on how to submit proof is posted here: https://coronavirus.ucsf.edu/employees).

 Exemptions and Accommodations

  • The UC policy will allow for faculty, staff, students and trainees to get a medical exemption, which is consistent with U.S. Centers for Disease Control and Prevention guidance and manufacturer labeling on contraindications and precautions.
  • Faculty, staff, students and trainees also will be eligible to request an exemption due to religious belief or an accommodation for a disability. 
  • Those with approved exemptions or accommodations may return to work or study at their campus location, but they will be required to wear masks in public areas and comply with the COVID-19 testing plan of their campus. UCSF is developing its testing plan and we will share details as soon as they are available.
  • Employees who choose not to be vaccinated, and are not approved for an exemption, “may face disciplinary actions” for potentially posing risk to others, according to the UCOP policy. 

More information about the UCOP vaccination policy will be shared as it becomes available and at the COVID-19 Response Town Hall on Friday, June 18.


April 23, 2021

All employees, including those at Benioff Children's Hospital Oakland, are now required to receive or decline the COVID-19 vaccination by June 30, 2021, in accordance with an interim policy issued by the University of California Office of the President.

The goal of this interim policy is to protect the health and safety of the entire University community. It requires all employees and certain trainees working on site to be informed about the COVID-19 vaccines and then either be vaccinated or decline the vaccination. To learn more about this interim policy, visit this link.

All UCSF employees and trainees (but not students) working on-site are required to take one of the following two actions:

1.     Get the COVID-19 vaccination.

  •  If you received your vaccination at UCSF Parnassus Heights or UCSF Mission Bay, no further action is needed.

  • If you received your vaccination outside of a UCSF campus location—including City College of San Francisco, UCSF Fresno partner locations, or Zuckerberg San Francisco General—you must submit proof of your vaccination on the new Occupational Health Services (OHS) portal, which can be accessed via the UCSF network or VPN at:  https://ohsportal.ucsfmedicalcenter.org/

2.     Or you must complete a form declining the COVID-19 vaccination on the new OHS portal linked above.

BCH Oakland employees should submit proof of a vaccination outside of UCSF or a declination through the BCH Oakland Employee Health office:

1.     Send documentation directly to [email protected]. BCH Oakland compliance reports will be sent directly to unit managers.

2. Additional details can be found https://chonet.ucsf.edu/Employee-Health .

We strongly encourage all members of our UCSF community who have not yet been vaccinated to do so at their earliest convenience. If you would like to get a vaccine this weekend at City College San Francisco (CCSF), please call 415-476-3307 or use this link to schedule an appointment.

UC Office of the President Proposal for Revised Vaccination Policy for Fall 2021

The University of California is proposing a revised COVID-19 vaccination policy begin in Fall 2021.  The proposed policy would replace the interim policy and require all faculty, staff, trainees and students who access campus facilities at any UC location to be vaccinated against COVID-19, and would allow for individual exemptions.


Telework Guidelines and Resources

Updated May 5, 2021

UCSF is extending its work-from-home guidance through October 1, 2021 for employees who can perform their University duties remotely.

Looking toward a post-pandemic future, UCSF supports flexibility and ongoing telework for job duties that can be done remotely, integrating ongoing telework with a combination of on-site work, as part of the way it does business.

In a message to the UCSF community, Chancellor Sam Hawgood noted that "UCSF will incorporate a combination of telework and on-site work in our staffing plans for those job duties that can be performed remotely without compromising our mission. We will approach this new venture in the spirit of continuous process improvement, adapting as we learn from our experience."

Please find more information on the Telework Guidelines and Resources webpage.

Flu Vaccination Policy

The University of California is requiring all members of the UC community to receive an influenza vaccine by Nov. 1, 2020, to help protect our faculty, staff, students and learners during the combined COVID-19 epidemic and flu season.

UCSF is finalizing a plan to provide these vaccinations for our own internal community and will be providing further details in the next few weeks. In the meantime, please visit our Flu Vaccination Policy FAQs for answers to initial questions regarding the flu shot requirement.

Guidance for Academic Review

Academic Affairs has provided guidance for Academic Review due to the COVID-19 crisis. Review an update from Dan Lowenstein, executive vice chancellor and provost; Brian Alldredge, vice provost, Academic Affairs; and Lundy Campbell, chair of the Committee on Academic Personnel. 

This message covers the following topics:

  1. Faculty Productivity and Future Academic Review
  2. Extension of the 8-year Clock: Assistant Professors in a Senate Series
  3. Processing of Current Fiscal Year Merit & Promotion Actions
  4. Cancelation of Sabbatical/Professional Development Leaves

If you have any questions regarding this guidance, please contact Emerald Light, assistant vice provost of Academic Affairs at [email protected].

Leaves of Absence

Updated March 23, 2021

UC Office of the President (UCOP) released updated information on Oct. 12 about staff and academic employees’ eligibility for leaves under the Families First Coronavirus Response Act (FFCRA). This update includes a new definition of “health care worker,” which expands the eligibility of some UCSF employees to take Emergency Paid Sick Leave and Expanded Family Medical Leave.

For questions about a leave of absence under the FFCRA, contact:

UCSF Guidance on the University of California Leave Policy

UC President Janet Napolitano issued an Executive Order on March 16, 2020 providing for all employees (including limited and per diem appointments) to receive a bank of 128 hours of paid administrative leave (pro-rated based on appointment percentage) to be used in the following COVID-19 circumstances:

  • Employee is unable to work due to own or family member’s COVID-19 illness
  • Employee is unable to work or telecommute and has been told not to come to work due to COVID-19 (includes self-isolation)
  • Non-patient care employee is unable to work or telecommute due to shelter in place order
  • Employee is unable to work or telecommute due to school or dependent care closures
  • Employee is unable to work or telecommute due to side effects they experience after receiving a COVID-19 vaccine

Please note: These hours may be used intermittently and must be used by June 30, 2021 or will expire.

Employees may request use of these hours as they would other paid time away from work, provided that such use shall not adversely affect the delivery of essential university services, including clinical services. The source of funds that normally supports the employee will support the employee during a paid administrative leave.

Given the shortfall of workers in some critical areas, we will continue to need direct patient care staff as well as essential staff to support the infrastructure during this emergency. As such, we will redeploy staff to perform other needed roles and appreciate everyone’s help in filling critical gaps.

Nothing in this order precludes an employee from also being eligible to use accrued leave or other protected time off.

Please consult with your manager or HR for further guidance.

Vacation/Paid Time Off (PTO) Maximum Grace Period Exception

In response to COVID-19, UC President Michael Drake approved the request to extend the temporary increase to the four-month grace period for vacation leave/PTO accrual maximums for eligible staff, through September 30, 2021.

Effective June 1, 2020 through June 30, 2021, Policy-covered staff (PPSM-2.210)  will automatically receive up to an additional 12 months (instead of up to an additional four months upon request) within which to take vacation/PTO leave in order to bring the employee’s balance below the maximum. Policy-covered staff that are close to their vacation leave/PTO accrual maximum will not need to submit individual requests and will continue to accrue for future accrual cycles above their maximum without losing hours through September 30, 2021.  This policy change applies to policy-covered staff and does not apply to represented employees.

​Emergency Voluntary Catastrophic Leave Sharing Program

UCSF has developed an Emergency Catastrophic Leave Donation Program (EVCLSP) to support faculty, non-faculty academics, and staff employees across all of UCSF (Campus and Health) that are unable to work due to COVID-19 impacts. Eligibility to receive donations requires exhaustion of Vacation, Sick Leave, PTO, Extended Sick/Illness Leave, Compensatory Time Off, and COVID-19 Paid Administrative Leave.

Eligible donors may elect to donate to the temporary emergency bank for staff affected by COVID or they may donate to a specific person under the existing VCLSP program. The maximum donation an employee may make to these two programs is forty (40) hours in a twelve-month calendar period. Eligible recipient employees can receive up to 16 hours of Emergency Catastrophic Leave.

Questions?

COVID-19 Testing and Self-Reporting a Diagnosis

UCSF is committed to providing a safe and healthy environment for our employees. To achieve this, we offer symptomatic and asymptomatic testing to members of the UCSF community. In addition, all personnel working at UCSF who test or have tested positive for COVID-19 at an outside facility (e.g., Kaiser, Sutter) must self-report the positive COVID-19 test result to UCSF Occupational Health Services (OHS). This policy applies to personnel with current and past positive diagnoses and will supplement the cases already reported within UCSF, and enable UCSF to obtain complete data about positive COVID-19 diagnoses for exposure tracing and analysis. More about UCSF's testing and self-reporting protocol »

Request for Anonymity for AB 685 Notification Purposes

AB 685 requires the University of California to notify exclusive union representatives of the names of employees who have tested positive for COVID-19 and who worked onsite during the infectious period. Under 8 CCR 14300.29(b)(7), employees may request that their names not be included in such notifications so long as such a request is voluntary and independent.

Submit a request for anonymity under AB 685