Please refer to the University of Incarnate Word website for the latest news and information related to our institutional-wide response. All questions should be submitted through the UIW COVID-19 Question Form.
This webpage will be updated regularly as UIW plans and responds to the evolving COVID-19 situation and its impact on our employees.
Last updated May 22, 2020.
Out of an abundance of caution for the UIW community and in accordance with Governor Abbott’s executive order GA-18, employers are required to adopt minimum standard health protocols. One such protocol is to train all employees on appropriate cleaning and disinfection, hand hygiene, and respiratory etiquette. All employees are required to complete this training and to acknowledge individual responsibility to ensure a safe and healthy workplace.*
*Employees currently working at a UIW location must complete the training and acknowledgment form by Monday, May 18, 2020.
Por precaución para la comunidad de UIW y de acuerdo con la orden ejecutiva GA-18 del gobernador Abbott, los empleadores deben adoptar protocolos de salud estándar mínimos. Uno de estos protocolos es capacitar a todos los empleados en la limpieza y desinfección adecuadas, la higiene de las manos y la etiqueta respiratoria. Todos los empleados deben revisar la hoja informativa y reconocer la responsabilidad individual para garantizar un lugar de trabajo seguro y saludable. *
* Los empleados que trabajan actualmente en una ubicación de UIW deben completar el formulario de capacitación y reconocimiento antes del lunes 18 de mayo de 2020.
Out of an abundance of caution for members of our community during this pandemic, employees are reminded to stay home if they are sick. Employees have a responsibility to self-report if they have flu-like symptoms or have been exposed to COVID-19. This directive applies to all employees working on campus or visiting campus periodically.
Please report to Human Resources or your supervisor if you have any of the following new or worsening signs or symptoms of possible COVID-19:
Self-reporting will allow HR to connect you to resources that can support you, and to help the university access the impacts of the virus in our UIW community. HR is designated to receive these reports. Supervisors receiving reports from employees are directed to report to HR. You may self-report by completing the online reporting illness form, or by contacting the Director of Human Resources, Shannon Root, via email firstname.lastname@example.org or phone (210) 832-2161. Your privacy is important to us; therefore, by completing the form, the report will only be sent directly to the Director of Human Resources.
Again, please stay home if you are sick and do not come to campus if you are experiencing symptoms.
In an effort to protect members of our community through social distancing and to stop the spread of COVID-19, offices will remain closed until further notice. We will continue to monitor the situation and provide updates as appropriate.Vital on-campus personnel such as police and facilities will continue working at their campus locations. Essential offices such as Postal Services and Shipping and Receiving will remain open. Employees who can work remotely are expected to continue working. Employees who are unable to work will continue to receive regular pay through May 31, 2020. Employees who are not working should code their time as TWP (time with pay) in the Banner Self-Service. If you have any questions regarding remote work, please contact Human Resources.
Thank you to the essential employees working on campus and to those who continue to work remotely. Please stay safe, use face coverings in public, and continue to wash your hands frequently.
Employees participating in remote work should use the recommended safety guidelines to assist in surveying the overall safety and adequacy of their alternate worksite. Employees are encouraged to discuss any safety concerns they have with their managers.
Effective April 20, 2020, employees working on and visiting campus are required to comply with the recent face coverings directive issued by San Antonio Mayor Ron Nirenberg. For the safety of all employees please ensure that proper safety precautions are followed.
On Thursday, April 16, San Antonio Mayor Ron Nirenberg issued guidance that all people 10 years or older must wear a cloth face covering over their nose and mouth when in a public place where it is difficult to keep six feet away from other people. Coverings may include homemade masks, scarfs, bandanas, or handkerchiefs. The CDC advises the use of simple cloth face coverings to slow the spread of the virus and help people who may have the virus and do not know it from transmitting it to others. For the Mayors Stay Home Work Safe directive click here. For more information on the CDC recommendation on face coverings and for a guide to make a mask, click here.
Managers are responsible for ensuring that all employees working on or visiting campus comply with this directive. Managers may contact Sam Wages at email@example.com to request face masks.
You can take steps to protect yourself and others during a COVID-19 outbreak. Employees are reminded of the following safety precautions;
Please be advised the University will observe the religious holiday of Good Friday (April 10, 2020) as planned. The additional day off previously granted by the President on the Thursday before Good Friday or the Monday after Easter should also be observed as planned. Hourly employees code Good Friday as HOL and the additional day off as TWP in Web Time Entry.
The Battle of Flowers Holiday scheduled for April 24, 2020 has been postponed to November 13, 2020. The new date was established by the City of San Antonio and Fiesta Commission. UIW will observe the Battle of Flowers holiday on November 13, 2020, as determined by the City. Employees should continue to work on April 24, and faculty and students should continue their course activities that day as well.
In order to qualify for federal relief funding, no FWS students can continue to work. All FWS students will be paid in a lump sum one-time payment on or before April 7th for the pay periods of March 16th through April 30th. Payout will be based on the average weekly hours (based on last three pay periods) that each student worked using their regular hourly rate, but not to exceed their current authorized funding. Students being paid on March 20th for the pay period ending March 15th will only be paid for actual hours worked.
Non-Federal Student employees and GA’s should stop working immediately. All non-federal students and GA’s will be paid in a lump sum one-time payment on or before April 7th for the pay periods of March 16th through April 30th. Payout will be based on the average weekly hours (based on last three pay periods) that each student worked using their regular hourly rate, but not to exceed their current authorized funding. Students being paid on March 20th for the pay period ending March 15th will only be paid for actual hours worked.
Only essential non-federal aid student employees or GA’s may continue to work if the student employee is able to. An example of an essential student employee would be Residence Assistants and those students working the Help Desk. Essential student employees will be determined by the department director and VP and should be a limited number.
Approved essential student employees would be allowed to work remotely, but may work on campus only if it absolutely necessary, such as the case of the residence assistants. Supervisors must closely monitor their work.
No student employee can receive the federal relief fund and continue to work under any circumstances.
Supervisors must provide Human Resources a list of non-federal aid student employees and GA’s that have been deemed essential and who will continue to work. This list must be given to Human Resources no later than Friday, March 20th. We will provide specific instructions to those supervisors directly on how pay will be handled.
Departments will not be allowed to hire any student employees (non-Federal aid) from now through April 30th.
Due to COVID-19, UIW leadership is supporting CDC guidelines for social distancing and immediately closing all non-essential offices until April 15, 2020, at which time we will reassess. Non-essential personnel will not be required to report to work and will continue to receive their regular pay through April 15, 2020. Employees who are able to work remotely are expected to continue working. Supervisors/directors should consult with their respective vice president/provost to determine essential personnel and to identify offices that may close temporarily. In offices where essential personal are still working on campus, such as public safety and facilities, it is recommended that the office is closed to the public to limit walk-ins and face to face communications.
Definition: Employees include full-time, part-time, staff/hourly, administrators, and faculty.
We understand this is a stressful time. The Employee Assistance Plan offers up to 5 free sessions of confidential counseling for employees, their family members and household member.
Life doesn’t always go as planned. And while we can’t always avoid the twists and turns, employees can get help to keep moving forward. The Employee Assistance Program – LifeWorks, can help you and your family, those living at home, get professional support and guidance to make life a little easier. The program offers easy to use educational tools and resources on health, finances, legal guidance, and everyday life. The resources are available online and through a mobile app. There is a chat feature so you can talk with a consultant to guide you to the information you are looking for or help you schedule an appointment with a counselor.
You can call at 1 (888) 319-7819 or log on to LifeWorks today! Username: metlifeeap and password: eap
MDLIVE is a network of telehealth doctors and is free for members on the UIW Bronze, Silver or Cigna plans. Members can visit a doctor 24/7 from their home, office or on the go. Their specialties include primary care, pediatrics, emergency medicine, and family medicine. MDLIVE can be reached at 1 (877) 953-4955 or visit the Gilsbar website.
UIW realizes the spread of COVID-19 is creating distress and we want to make sure our employees and their families have the care they need. In order to remove any barriers to getting testing or treatment, UIW will pay for testing and treatment of COVID-19 for UIW insureds, at 100%, not subject to the deductible or co-pay.