Guidance for resuming campus operations
COVID-19 Response and Recovery Task Force
To: Faculty and Staff
Dear colleagues:
As Los Angeles County recovers from the COVID-19 pandemic and access to vaccinations continues to increase, UCLA is beginning to gradually ramp up campus activity and operations. With this in mind, UCLA’s COVID-19 Response and Recovery Task Force has developed the following guidelines for departments as they produce plans to return to campus:
Resumption plans and facilities preparation
- In alignment with Los Angeles County Department of Public Health (LACDPH) Order (PDF) and LACDPH Protocols, all campus departments that plan to increase on-site activities between now and fall quarter must submit a COVID-19 resumption plan to UCLA Environment, Health & Safety (EH&S). Please refer to the UCLA COVID-19 Resumption of On-Site Activities Plan Review Process (PDF) for more information. Plans should be submitted by May 1, 2021, if possible. This will give EH&S time to review all the plans in time for departments to begin implementing them.
- All employees must complete the state-mandated COVID-19 Prevention Training. The online module provides information about UCLA’s Guidance for Safer Return to On-Site Work During COVID-19 (PDF) as well as associated public health mitigation requirements including physical distancing, face coverings, symptom screening, disinfection and sanitization, and other topics relevant to a safer gradual return to the workplace. The training must be completed either before returning to on-site work or by June 30, 2021, whichever comes first.
- All employees should review the UCLA COVID-19 Protocols available on Bruins Safe Online and adhere to the necessary public health mitigation requirements.
- Departments must receive approval from EH&S on their COVID-19 resumption plans before contacting Facilities Management (FM) to reinstate services such as custodial, maintenance or building locking/unlocking. Please direct questions about reinstatement of services to FM Customer Service at (310) 206-8847.
- Facilities Management Custodial Services will be performing enhanced cleaning services for high-touch areas and common spaces throughout campus. For more detailed information, please review the UCLA Facilities Management Custodial Services COVID-19 Procedures (PDF).
- Facilities Management has obtained disinfectant supplies (PDF) for departments to purchase. Order disinfecting supplies for departments (PDF) via FSR and include “COVID” in the FAU project description for campus tracking.
- For the most updated information on any Facilities Management items, including our response to COVID-19, visit the Facilities website.
Remote work/FlexWork
As Chancellor Block and EVCP Carter recently announced, UCLA is planning a phased approach to return to campus. Some staff will need to return to campus before fall to support the ramp up of in-person instruction, while others will be able to continue to work remotely for the foreseeable future. As activities resume in the fall, those who can successfully continue to work remotely, at least on a hybrid/part-time basis, should continue to do so. This will assist in reducing the density in office environments.
To support the move from the emergency phase of COVID-19 to long-term planning at UCLA, the “Reinventing the UCLA Workplace of the Future” work group has developed recommendations on the new concept of FlexWork, which include:
- Standards for expanding telecommuting options, along with other flexible work arrangements;
- Recommendations on policy and practice changes necessary to ensure a productive and engaged staff to carry out the University’s mission; and
- Guidance on resources and training that academic and staff administrators will need to continue to be successful in leading their teams in the remote work environment.
As departments begin to develop plans to ensure a safe return to campus, resources are available on the UCLA Telecommuting webpage, including information on best practices for scheduling hybrid telecommuting/remote work days evenly throughout the week to reduce office density and parking space demand. Further guidance will be forthcoming on implementing flexible work arrangements in the coming weeks. Town halls, including one next Wednesday, April 14, will be held to share additional information on implementing the new concept of FlexWork, as well as additional resources for a successful rollout of the program. In the next few weeks, department chairs and other managers will be surveyed to secure feedback on remote working plans and needs.
Travel and fieldwork
Only essential travel is permitted at this time. Conferences, workshops, and meetings are not considered essential activities. Travel is considered essential if the activity is critical to departmental operations or research, cannot be delayed and cannot be accommodated remotely.
In accordance with UCLA’s Phase 3 Research Ramp-Up and in light of UCOP’s updated travel guidance, recommendations for the resumption of fieldwork, research travel, and community-based research and creative activities has been outlined on the UCLA Research and Creative Activities website and should be thoroughly reviewed prior to submitting a corresponding Research Operational Plan (ROP). See Vice Chancellor Wakimoto’s April 8 communication for more details.
Travel by staff members is generally discouraged at this time and must be approved on an exception basis by the corresponding unit dean, vice provost or vice chancellor.
Please Note: All travel activities must adhere to the LACDPH Travel Advisory.
As we continue to navigate these unprecedented times, we thank you for your hard work and dedication to UCLA. If you have any questions on the above information, please contact covid19@ucla.edu.
Sincerely,
Michael J. Beck
Administrative Vice Chancellor
Co-chair, COVID-19 Response and Recovery Task Force
Michael Meranze
Immediate Past Chair, UCLA Academic Senate
Professor of History
Co-chair, COVID-19 Response and Recovery Task Force
