Where can I find the latest information about Influenza A (H1N1) and the situation at the University of West Florida and its campuses?

• UWF H1N1 Web site: uwf.edu/H1N1   

What are the symptoms of Influenza A (H1N1)?
Influenza A (H1N1) symptoms include:

• Fever (greater than 100° F), chills
• Sore throat, headache, cough
• Body aches, fatigue
• Possible diarrhea and vomiting

If you do not have a fever greater than 100° F and a cough and/or sore throat, you do not have the flu. To protect yourself, you should practice good hygiene, including frequent hand washing, covering your nose and mouth with your sleeve if you cough or sneeze, and avoiding touching your eyes, nose or mouth with your hands.

What do I do if I suspect I have H1N1?
According to the Centers for Disease Control (CDC), most people who get H1N1 will be able to take care of themselves at home without needing medical care.  If you are experiencing flu-like symptoms you should take the following steps:

• Stay home and avoid contact with other people
• Rest
• Drink lots of fluids (water, tea, sports drinks, etc.)
• Use fever-reducing medications (Tylenol® (acetaminophen) or Advil® (ibuprofen) or Aleve® (naproxen))

If, however, you have a chronic medical condition (such as asthma, diabetes, or other conditions affecting the heart, lungs, blood, liver, or kidneys, weakened immune system, etc.); are pregnant; or if symptoms become severe (trouble breathing, pain or pressure in the chest, sudden dizziness, severe or persistent vomiting, etc.) you should seek medical attention immediately.

You should remain at home until you are fever-free for at least 24 hours without the use of fever-reducing medications.

I have an employee who has asked to wear a facemask when meeting with students. I’m concerned that this may be off-putting to our students. How do I respond?
As a general precaution, at this time wearing a facemask is not medically necessary. The Center for Disease Control (CDC) advises that when close contact (within six feet) with others cannot be avoided and in areas where transmission of the Influenza A (H1N1) virus has been confirmed, facemasks may reduce the risk of getting influenza, but they should be used along with other preventative measures.

I meet with students frequently as part of my job responsibilities. What should I do if I encounter someone who is obviously sick?
As with other forms of the flu or contagious illnesses such as colds, maintaining a reasonable distance from the person is a starting point. Do not shake hands or make other physical contact. Offer the individual a mask, if you have one, or a Kleenex and ask the person to cover his/her mouth and nose if he/she should need to cough or sneeze. Use a sanitary wipe after the person leaves to wipe those areas of your work station that the person touched. There may be situations in which the meeting may be rescheduled to a time when the person is feeling better or the business may be conducted by phone or e-mail. Do not hesitate to offer this suggestion if it is appropriate.

I have an employee who is ill and has come into work. I’m concerned about the potential for exposure to other employees. Can I send this employee home?
Yes. Of greatest concern is an employee with a fever greater than 100° F and a cough; this employee should be sent home. Other symptoms (coughing, sneezing) may also be of concern. The decision to send an employee home, who is exhibiting these symptoms, is to be made on a case-by-case basis.  You should ensure that employees receive the following information:

• Advise employees of the basic preventative measures (practice good hygiene, including frequent hand washing, covering your nose and mouth with your sleeve if you cough or sneeze, and avoiding touching your eyes, nose or mouth with your hands) and post flu flyers throughout your work areas.

• Advise employees that information and updates are available at uwf.edu/H1N1    

My child’s school/day care is closed due to an incident of Influenza A (H1N1); my child is not sick. I have no other child care arrangements. May I bring my child to work with me?
Bringing a child to work is not recommended or advisable since this may place a child in more risk.

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Leave and Pay When the Campus Remains Open

If an employee is sent home from work due to illness, will he/she be paid?
The following options are available, although not all options will be available in all situations, depending upon the nature of the job responsibilities and the extent of the illness:

• Use accrued annual leave or sick leave hours

• Use accrued compensatory time

• Adjust workweek with supervisory approval

• Work a flexible schedule with supervisory approval

• Telecommute (work from home) with supervisory approval

• Request a leave of absence without pay

Hourly employees (OPS, Adjuncts) do not receive pay for time not worked and do not receive annual or sick leave benefits.

Do I have to use my leave accruals if my supervisor sends me home, even though I think I’m well enough to work?
Yes, you must use your annual, compensatory and sick leave accruals or request a leave of absence without pay. Depending upon the nature of your illness and your job responsibilities, you may be able to adjust your workweek (work a flexible schedule) or telecommute with supervisory approval.

May I choose to go home if I don’t want to be exposed to a sick coworker who isn’t sent home?
Yes, with supervisory approval you may request to leave work; however, you must use your annual leave or compensatory leave accruals or request a leave of absence without pay. With your supervisor’s approval, you may be able to adjust your workweek (work a flexible schedule) or telecommute. Check with your supervisor about options that may be available to you.

I’m not sick, but I don’t want to come to work for fear of becoming ill. Is my supervisor required to approve my request for time off?
No. You may request to take annual leave or compensatory leave; however, your supervisor is not required to approve your request.  It is important to educate yourself about the H1N1 virus and its transmission. Visit the Environmental Health and Safety web site http://uwf.edu/H1N1

During the Influenza A (H1N1) outbreak can my supervisor cancel my annual leave request that has already been approved?
Yes, your supervisor has always had the authority to cancel any pre-approved annual leave request, especially in circumstances where there are staff shortages. Your annual leave also could be cancelled if you have been designated as critical staff due to the nature of your job responsibilities.

My child’s school/day care is closed due to an incident of Influenza A (H1N1); my child is not sick. However, I have no other child care arrangements and must stay home with him. How will I be paid?
Promptly notify your supervisor of the reason for your absence and your anticipated return to work date. In this situation, the following options are available, although not all options will be available in all situations, depending upon the nature of your job responsibilities:

• Use accrued annual leave or sick leave hours

• Use accrued compensatory time

• Adjust workweek with supervisory approval

• Work a flexible schedule with supervisory approval

• Telecommute (work from home) with supervisory approval

• Request a leave of absence without pay

Hourly employees (OPS, Adjuncts) do not receive pay for time not worked and do not receive annual or sick leave benefits.

Does Family and Medical Leave Act (FMLA) apply if I contract Influenza A (H1N1)? Does FMLA apply if my spouse and/or child contracts Influenza A (H1N1), and I must stay home to care for them?
First, you must meet the following criteria for eligibility for FMLA

• You must have worked 12 months for the university and
• You must have worked 1,250 hours in the preceding 12 months),

Second, you must meet the following criteria to utilize FMLA:

• A period of incapacity of more than three (3) consecutive, full calendar days and
• Two (2) in-person visits to a health care provider; the first visit within seven (7) days of the first day of incapacity and the second visit within 30 days of the first day of incapacity or
• One (1) in-person visit to a health care provider within seven (7) days of the first day of incapacity and subsequent treatment that includes prescription medication

Additional FMLA information and resources are available at the following web site: http://uwf.edu/ohr/benefits/benAndPerks/fmlareq.cfm.

If I must stay home because I have contracted Influenza A (H1N1) (or my child contracted Influenza A H1N1, and I must stay home to care for my child), how will I be paid?
If the above criteria for FMLA are not met, the following options are available, although not all options will be available in all situations, depending upon the nature of the job responsibilities and the extent of the illness or care provided:

• Use accrued annual leave or sick leave hours

• Use accrued compensatory time

• Adjust workweek with supervisory approval

• Work a flexible schedule with supervisory approval

• Telecommute (work from home) with supervisory approval

• Request a leave of absence without pay

Hourly employees (OPS, Adjuncts) do not receive pay for time not worked and do not receive annual or sick leave benefits.
If the above criteria for FMLA are met, the following options are available, although not all options will be available in all situations, depending upon the nature of the job responsibilities and the extent of the illness or care provided:

• Use accrued leave hours in the following order:

• 1st – compensatory time

• 2nd – annual leave

• 3rd – request a leave of absence without pay

• Adjust the workweek with supervisory approval

• Work a flexible schedule with supervisory approval

• Telecommute with supervisory approval

Hourly employees (OPS, Adjuncts) do not receive pay for time not worked and do not receive annual or sick leave benefits.

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Leave and Pay When Parts of the Campus are Closed or Some or All Classes are Cancelled

If the building I work in is closed, can I work if I don’t have the flu virus?
If you are affected by a building or unit closure or cancellation of classes, you will be assigned an alternate work assignment or location, if possible. If no alternative work assignment or location is available, the affected line-item employees who were scheduled to work and were not at work solely because of the adverse working conditions will incur no loss of pay and will not be required to cover any absences due to the closing; administrative leave will be authorized in these instances on a case by case basis. If an alternate work assignment or location is available and you choose not to accept it, you will have to cover the time away from work with accrued annual leave, compensatory leave or leave without pay.  OPS employees are only paid for the actual hours of work.

If classes are cancelled but the campus is not closed, what options are available for me if I do not want to work?
If your department is open and you choose not to work, you may request to take accrued annual leave; however, your supervisor is not required to approve your annual leave. If your annual leave hours are exhausted, your absence will be leave without pay.  It is important to educate yourself about the H1N1 virus and its transmission. Visit the University’s emergency preparedness Web sites listed at the top of this document.

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Leave and Pay When the Campus is Closed

If the entire campus is closed due to an influenza outbreak, how will I be paid?
If the entire campus is closed, employees (except OPS employees) who are scheduled to work—but not required to work—during the hours the campus is closed are paid during the closing using administrative leave. Employees who were not scheduled to work or were not at work because of such reasons as vacation, holiday, sick leave, bereavement, or leave of any type whether paid or unpaid, will continue in that status and their absence will be coded according to the particular reason for the absence.

I have been identified as a critical employee, and I am required to work when the campus is closed during an influenza outbreak. How will I be paid?
Employees who are required to work when the campus is closed for administrative leave due to an influenza outbreak receive pay for the hours worked plus special compensatory leave (hour-for-hour).

I have been identified as a critical employee, and I am required to work when the campus is closed during an influenza outbreak. If I work from home, how will I be paid?
Regardless of the work location employees who are required to work when the campus is closed due to an influenza outbreak receive pay for the hours worked plus special compensatory leave (hour-for-hour).

How do I know if I’ve been identified as a critical employee?
Department heads have been instructed to determine critical employees who are required to work in emergency situations and to notify those employees of their job requirements. Ask your supervisor if you have been identified as a critical employee.

If I haven’t been identified previously as a critical employee, but my supervisor asks me to work, how will I be paid?
Employees who are required to work when the campus is closed for administrative leave due to an influenza outbreak receive pay for the hours worked plus special compensatory leave (hour-for-hour).

I have an employee who has not been previously identified as a critical employee and was not required to work. He was not aware the campus was closed, and he came in to work. What should I do?
The campus is closed to all those who are not required to work and the employee is to be sent home.

I have an employee who was identified as a critical employee, but the employee did not report to work when needed. What can I do?
If the employee was aware that he/she had been designated as a critical employee and the expectations involved with this designation, talk with the employee to find out why he/she did not come to work as required. Contact Human Resources for specific questions and/or concerns.

Can I come into work even though the campus is closed?
No. Closing the campus is a decision that is made to protect the health and safety of faculty, staff, and students. Do not come in to work unless you have been identified as a critical employee who is required to work during this type of emergency event. If you are not a critical employee and do come to work, you will be sent home.

I am an Hourly (OPS, Adjunct) employee. How will I be paid when the campus is closed due to an influenza outbreak?
If you are required to work when the campus is closed due to an influenza outbreak, you will receive pay for the hours worked. If you are not required to work, you will not be paid for the time away from work.

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Work Schedules/Alternate Work Locations

Does my supervisor have to approve my request to telecommute if there is an influenza outbreak?
Supervisory approval is required in order to work from home (telecommute), but not all requests to telecommute can be approved. Not every position is suited for telecommuting due to specific job duties that cannot be performed at home or because of operating requirements of the unit.

Can my supervisor schedule me to work hours or shifts that I normally do not work?
Yes, you may be asked to work more hours or different hours than normal, especially if you have been designated as a critical employee. We will attempt to provide advance notice where possible and will comply with collective bargaining requirements.

If there is a large number of employees who are unable to come to work because of the influenza outbreak, is there a maximum number of overtime hours my supervisor can require me to work?
In the event of a serious influenza outbreak, everyone may be needed to work to ensure the university continues to function. You may be asked to work more hours or different hours than normal, especially if you have been designated as a critical employee or the university is short staffed as a result of the influenza outbreak. Supervisors will make efforts to permit employees to take rest periods and may use their discretion in scheduling additional breaks for employees working additional hours.

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Employee Assistance

What assistance is available to me to help me cope with the emotional impact of an influenza outbreak?
The EAP (Horizon) provides confidential, short-term counseling at no cost to the employee. Please call 1-800-272-7252 and identify yourself as a UWF employee.

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Health Insurance

Will my healthcare plan cover medical expenses associated with treatment for influenza?
Yes, you will have the same coverage that is currently available for any emergency or non-emergency illness. For additional coverage details, contact your provider, visit their Web page or call Human Resources at (850) 474-2694. Contact information for health insurance is below.

 Related Pages

• PeopleFirst
  Phone: (866) 663-4735
  TTY users call (866) 221-0268

• Division of State Group Insurance (DSGI)

HMO

• United Healthcare
  Phone: (866) 873-3903

• VISTA HealthPlan
  Phone: (866) 847-8235

PPO

• BCBSF Complements
  Phone: (800)810-2583

• BlueCross BlueShield of Florida
  Phone: (800) 825-2583

• Caremark
  Phone: (800)378-4408

The language used in this document should not be construed as creating a contract of employment between the University of West Florida and any employee.  At any time the university reserves the right to modify, change, suspend or cancel all or any part of the policies, procedures and programs described herein. When the university develops new or modifies existing policies, procedures and programs, it will notify members of the university community as soon as possible.

This document will be updated often. Please revisit regularly: uwf.edu/H1N1