Please make sure to monitor the staff FAQ frequently for the latest updates.
UNC Charlotte is dedicated to the health and safety of its campus community.
As part of the UNC System, the University works closely with System officials on major decisions affecting classes, leave and payroll. This page has been updated to reflect additional guidance the System Office issued on March 17, 2020.
Information and Helpful Tips for Staff
There are still options if non-mandatory employees can’t telework
If there is a non-mandatory employee who cannot reasonably telework, there may be other work that can be done in a safe and social distancing manner (e.g., landscapers, BES staff or any number of others throughout the campus). The principle, again, is to encourage teleworking where possible, or work on-campus in a legitimate way through social distancing. Department managers should think flexibly and consult with HR with any questions or issues.
Supervisors and employees should review University Policy 101.22 Flexible Work and Telework Arrangements to understand possible teleworking scenarios. Guidance on Supplies and Equipment Expenses While Teleworking should also be reviewed by supervisors and employees.
University Policy 701 “Adverse Weather and Emergency Events” provides guidance on the difference between mandatory and non-mandatory employees.
Your supervisor will determine your status and let you know if you are mandatory. Those employees whose presence has been determined to be mandatory to University operations during certain types of adverse weather or emergency events and whose services support critical University activities or infrastructure are considered mandatory employees. When required to report to work during these events, the employee is expected to use sound judgment with respect to maintaining personal safety given their individual circumstances, but also to make a substantial and good faith effort to reach the work site in a timely manner.
Mandatory employees will receive notice from an appropriate supervisor, requiring that the employee report to work on campus regardless of operating condition.
Please note: An employee can be designated mandatory by their supervisor at any time. It is also possible for an employee to be designated mandatory for only part of an emergency situation. In other words, it may be possible to be required to report to campus week one but be able to work remotely week two -- or vice versa.
Everyone is still important to the success of the University
This does not in any way imply that one being mandatory and required to report and work on campus is more important than one who might be non-mandatory and allowed to work remotely/telework, if possible. In fact, for most who can work remotely and who are not necessarily required to work and provide a service in person on campus, it is safe to assume that such teleworking non-mandatory employees are and should be engaged in many critical and important tasks, just providing such work and service remotely versus in person.
Determine if the work their student or temporary employee is doing can be done remotely.
Ensure that employees can accurately account for their work and timekeeping is handled appropriately.
Assess if their employee has the necessary access to work remotely, especially when handling sensitive data.
As outlined above, managers with student and non-temporary employees who cannot telework but may be able to work safely through social distancing in a meaningful way have discretion to consider on-campus work arrangements.
If the situation meets the above criteria, then the student or temporary employee may work remotely or safely on campus.
Please contact Tracy Worthey at 704-687-0670 or Teresa Shook at 704-687-0671 for more information.
PLEASE SEE BELOW FOR ADMINISTRATIVE LEAVE INFORMATION.
Supervisors are responsible for designating their employees mandatory or non-mandatory and working through the teleworking arrangements. Supervisors should use good judgment and rationale in the days ahead to balance the essential business needs of the University with the health and well-being of their employees, with maximum flexibility provided to employees whenever possible.
Guidance for Supervisors in Managing Teleworking Teams
Understand the Technology: Make sure your employees have the technology and system access they need to work remotely and are comfortable using it.
Get on the Same Page: Talk with your team together and each person about your and their expectations of working remotely. Create working agreements and goals to encourage accountability and measure success.
Don’t Stop Meetings: Continue team meetings and one-on-ones, check in throughout the day to ask if they need anything. This may look different for different employees depending on their needs and experience level.
Find New Ways to Connect: Use WebEx, with video, for meetings when possible. As appropriate, continue to connect via phone, email, Jabber or Google Hangouts, etc.
Trust Matters: Trust your employees just as you would if they were in the office and manage accordingly. Great employees will still be great employees when working remotely!
Build Culture: Identify team norms and encourage positive cultural aspects. For example, some teams are very collaborative -- find ways to continue that virtually.
Establish Office Hours: Working remotely does not mean working 24/7. Identify, discuss and respect boundaries such as “office hours."
Be Flexible: Periodically review working agreements and modify as needed to ensure work is getting done and employees stay engaged.
Know Your Tools: Avoid frustration and maintain productivity by testing technology and accessing files remotely before you need it. Consider forwarding your calls and learn to access voicemail remotely.
Set Your Space: Find a comfortable, quiet spot where you can focus and maintain an ergonomically-sound work environment
Structure Your Day: As appropriate, keep your same work hours and structure your day like you were going into the office. It’s important to maintain boundaries around hours. Plan for meal breaks just like you would in the office.
Communicate: You won’t “see” everyone in the hallways, but it’s very important to stay connected with your coworkers and clients. Use all of your tools to stay connected -- Skype, MS Teams, phone calls and emails are just a few.
Be Proactive with Your Manager: Keep your manager up to speed on your accomplishments, struggles and areas in which you need assistance. Plan to provide regular and frequent status reports as appropriate.
Avoid Distractions: Plan your work space and schedule to minimize distractions. Limit interactions with family members, friends, and pets to break periods or after your work day ends.
Stay Healthy: Make sure you periodically stretch, walk around, and frequently look away from your screen. Use your calendar if you need a reminder!
Adhere to UNC Charlotte’s Policies: While you are working remotely, you are still “at work” so be sure to follow UNC Charlotte’s policies including downloading apps and visiting websites on work computers.
Download Eight Tips for Teleworking Success.
Administrative paid leave for all mandatory and non-mandatory employees, including temporary and student employees, will be in place for the following situations related to COVID-19 through April 30:
High Risk Mandatory Employees: Mandatory employees who are determined to be “high risk” for contracting COVID-19 or experiencing greater complications (i.e., over 65 years of age; have underlying health conditions, including heart disease, lung disease or diabetes; or a weakened immune system) or who are providing care to someone at high risk will be given special consideration for teleworking or administrative leave.
Ex: Pat is a mandatory employee who has been assigned to report to work at a particular date and time. Pat is 65 years old and has an underlying lung condition. Because Pat is in a high risk group for COVID-19 infection, they should be allowed to telework, if feasible; if teleworking is not an option given the nature of the work, then Pat should be granted paid administrative leave.
Employees with Childcare and Eldercare Issues: Mandatory or non-mandatory employees (including temporary and student employees) who cannot work because they have childcare or eldercare needs due to COVID-19-related facility closings will receive paid administrative leave for the period of time they are unavailable.
Ex: Kim is a non-mandatory employee and a single parent to a kindergarten-age child. With the closure of the public schools, Kim is the sole caregiver to the child during the day. Kim cannot telework during the day due to childcare responsibilities arising from COVID-19 facility closures, but Kim can complete some of her work duties by teleworking. Kim arranges with her supervisor to telework 20 hours per week outside her regular work schedule and will receive 20 hours of paid administrative leave for the period of time dedicated to childcare.
Employees Unable to Telework: Non-mandatory employees (including temporary and student employees) who are unable to telework will receive paid administrative leave if they cannot telework because their position duties cannot be performed remotely and reasonable alternate remote work is not feasible or productive.
Ex: Sam is a temporary employee who averages about 15 hours of work per week. Sam’s duties cannot be performed remotely and are not considered mandatory. Sam would receive paid administrative leave for their regular hours of work using 15 hours per week.
Please note: For part-time employees with irregular schedules, paid administrative leave should consider the employee’s average hours per week over the course of a month. In no case shall paid administrative leave exceed forty hours per week.
Employees Who Are Ill from Cold, Flu or COVID-19: Any mandatory or non-mandatory employees (including temporary and student employees) who are sick due to symptoms of a cold, flu or COVID-19 or who are caring for a dependent with such symptoms will receive paid administrative leave. All other medically related absences will utilize regular forms of leave such as sick, vacation and bonus leave, or shared leave if previously approved.
Ex: Terry is a non-mandatory employee who is assigned telework. After two days of working from home, Terry has an accident resulting in injuries that require hospitalization. Because Terry is unable to work during this time due to nonCOVID-19-related health issues, Terry must take sick leave for the time they were unable to work.
An Important Note About Those Not Eligible: Non-mandatory employees who were on other pre-approved leave, choose not to work or are unavailable for reasons other than provided for in the special COVID-19 provisions must use available and applicable leave types; e.g. vacation leave, parental leave, bonus leave or compensatory time.
A Note for On-Campus Mandatory Employees: Effective April 1 through April 30, mandatory employees required to be onsite will receive additional compensation at a rate of 1.5 hours for every hour worked on campus. The System has directed institutions to determine if this compensation will be in the form of compensatory time off, additional pay or a combination of both. Chancellor Dubois has taken this question under advisement while he assesses the state of UNC Charlotte’s budget going forward. The loss of enrollment associated with the campus shooting of April 30, 2019, has had negative consequences for tuition revenues, while the consequences of COVID-19 for the upcoming fall enrollment remain to be seen. UNC Charlotte expects to have more information to share with supervisors and employees no later than early next week about how we will implement this directive. Please note: This does not change the direction that employees telework whenever possible or be placed on administrative leave. Only employees required to perform essential services on campus are eligible for this additional compensation. Divisional leadership will work with supervisors to review employees deemed mandatory for onsite services.
- Center City Building is closed, and will not accept reservations until further notice.
Please check the Center City website for further updates.
- Crown Commons will continue providing brunch and dinner takeout service.
- Market on Craver will be open in the Union.
- Please visit the Auxiliary Services operational changes webpage for more information.
- Niner Transit will operate the Silver and Gold Routes from 9 a.m. to 9 p.m.
- Paratransit service is unavailable until social distancing restrictions are lifted.
- Please visit the Auxiliary Services operational changes webpage for more information.
- CATS On Modified Schedule: The Charlotte Area Transit System (CATS) has announced modified schedules for its services, including light rail. Please visit the CATS website for more information.
- Recreation Facilities: All University Recreation facilities are closed. Services will be assessed weekly until further notice and more information will be shared as it becomes available.
- Popp Martin Student Union (PMSU):
- The Student Union will be open from 10 a.m. to 7 p.m. daily.
- Movies are canceled, and Union Station, Barnes and Noble at UNC Charlotte and NinerTech are closed until further notice.
- Cone University Center: Cone is closed until further notice.
- Barnhardt Student Activity Center (SAC): The SAC is closed. Services will be assessed weekly until further notice and more information will be shared as it becomes available.
- Dean of Students Office: The Dean of Students Office will operate normal business hours of 8 a.m. - 5 p.m., Monday - Friday.
- Veteran Services Support (VSO): The VSO office in Barnard will be closed, but staff will be working remotely and accessible at 704-687-5488 or email@example.com. Additionally, the Barnard Veterans Lounge will be closed and inaccessible. Card access will be temporarily deactivated until further notice.
- Title IX Office: The Title IX Office will operate normal business hours of 8 a.m. - 5 p.m., Monday - Friday.
- Graduate School: The Graduate School and Graduate Admissions offices are operational in an online capacity to support graduate students and faculty. Please visit their websites to obtain contact information.
- Receiving & Stores: Central receiving will remain open to accept packages from FedEx and other carriers. There will be staffing from 7:30-10:30 a.m. each day to assist campus customers. To contact Receiving and Stores, call 704-687-0372. Please leave a message if no one is available to answer this phone.
- McMillan Greenhouse and Botanical Gardens: The McMillan Greenhouse is closed until further notice. The Botanical Gardens will remain open. More information.
- Mail and Package Services: Mail Services will be open on a reduced schedule. Departmental mail will be held at Lower Prospector for pick up by the authorized department contact. Please visit the Auxiliary Operations Changes website for more information.
All Research and Economic Development (RED) offices remain operational, including all pre-award, post-award and research compliance. RED staff will be available by email, phone and video conference during reduced operations. Faculty and staff are encouraged to check the RED website for additional instructions.
University-sponsored in-state travel to gatherings of 50 or more people is suspended, and all travel outside the state is suspended, unless otherwise authorized by the chancellor or provost. Additionally, employees should avoid any reservations via p-card or personal funds for future travel without prior authorization. The University will ensure any costs for any previously scheduled travel that cannot be refunded are recovered so the traveler does not incur expenses.
Please review these travel FAQs for more information.
- Non-Athletic Events: All events of 10 more people, regardless of location, are canceled until further notice. No exceptions will be granted by Chancellor Dubois.
- Athletics: All spring sport competition for Conference USA institutions is suspended until further notice. Any fans who have purchased tickets in advance for previously scheduled Charlotte 49er athletic events will receive further information about refunds or account credit.
Given the evolving nature of COVID-19 and based on current federal health guidance, UNC Charlotte’s May commencement ceremony will need to be postponed. We are working to develop a thoughtful plan to recognize and celebrate your UNC Charlotte accomplishments. The University is considering in-person ceremony options in either August or December, and we expect to finalize these plans by May. Our commencement website website will also be updated with FAQS and the latest information.
Refunds: On March 30, the UNC System announced that institutions will be able to provide students prorated housing and dining refunds for the spring semester. The University is committed to working with the System to provide these refunds as soon as possible. We are working diligently to finalize the details, and expect to have more information to share about the refund process in the next few weeks.
Most buildings will remain on swipe access from 6 a.m. until 6 p.m., Monday through Friday, which means a 49er ID card will be required to enter buildings. This excludes the Student Health Center, Student Union, Facilities Operations and Parking Services (FOPS), Cato, Prospector, Auxiliary Services and the Facilities Management and Police and Public Safety building (FM-PPS). All buildings are in normal (locked) conditions from 6 p.m. until 6 a.m., Monday through Friday, and all day Saturday and Sunday. Faculty and staff who have already secured swipe access to a building will remain able to access that building during the normal locked conditions.
Emergency Fund for Students
The UNC Charlotte Emergency Relief Fund helps current students by providing financial support when they need assistance with unexpected, unforeseen, and unavoidable emergency expenses, including pandemics. Please consider donating online.
The Demond ‘97 and Kia ‘98 Martin Foundation will match dollar-for-dollar gifts made to the Emergency Fund up to $100,000. Currently enrolled students can apply for an Emergency Fund grant via this website.
UNC Charlotte offers employees experiencing economic difficulties access to emergency loans up to $250. Donations to the emergency loan fund can be made via the UNC Charlotte giving website. The North Carolina State Health Plan has also made some changes to further assist employees during this time, including the elimination of any co-pay requirement for COVID-19 testing.
This continues to be a rapidly evolving situation, and we will share more details and information as it becomes available. The University will stay in touch with you through:
- NinerNotices: We will send notices every Monday and more as warranted.
- Website: We will continue to keep the Emergency Management website and FAQs updated with the latest information.
- Social Media: We will communicate with you on social media via the NinerAlerts Twitter and Facebook accounts and the University’s main Twitter and Facebook accounts.
This page was last updated on Tuesday, March 31, 2020.