COVID-19 update: business continuity and implications for employees

This message was sent to employees by Feridun Hamdullahpur, president and vice-chancellor

What’s in this message? 

• University operations and clarification of work accommodation  
• Guidance on when to self-isolate  
• We are suspending all University-sanctioned international travel until further notice 

I recently provided campus with direction on how we would handle the Winter Term as the situation with COVID-19 changes. While we could offer this certainty for our students and instructors, I know it created some questions for some employees.

Over this weekend, I have been working closely with the emergency response team to create more clarity on what these changes mean for you.

As you no doubt are aware, we have suspended all course activity for the week of March 14 to March 22 to allow instructors to plan for alternative ways of delivering learning and assessment. This decision was made as a preventative measure as we recognize some of our buildings and teaching spaces are built to accommodate large gatherings. We realize they may not always allow for proper social-distancing practices that help mitigate efforts to contain the spread of coronavirus.

In most spaces where business and administrative operations are continuing, there are measures we can take to follow the hygiene and social distancing guidance that authorities are recommending.

We want you to know that our campus leaders have developed business continuity plans to guide alternative ways of working during these unprecedented circumstances. In many cases this will require us to remain flexible to continue to deliver our work as we continue to operate administrative, business and support functions of the University. Approaches to business continuity on campus will differ from unit to unit, and even within units, as leaders make decisions on how we can continue to deliver our work.

On behalf of my entire senior team, we are very mindful that you and your families are facing challenges during this time. This is a time of disruption for us all, but I know we are a resilient, resourceful and caring community that can endure these challenges. I thank you for your understanding and commitment, and for all that you are doing.

I have asked Marilyn Thompson, associate provost, human resources to provide you with additional guidance on the steps we should all take in the interests of the health, safety and wellness of the University community and this follows below. 

Further Guidance from Marilyn Thompson, Associate Provost, Human Resources 

Campus leaders have developed business continuity plans to guide alternative ways of working during these unprecedented circumstances. We are looking at a variety of department-specific plans to continue to operate the University. Department heads will communicate local plans and actions with you very soon.

Coming to work

Unless otherwise instructed or agreed with your department head, you should continue to report to work if you are not sick. If you are sick, please stay home and seek the advice of a health professional.

We ask that you inform your manager of your illness and other absences. All sick days should be recorded into Workday, either by you or your manager. We ask you to work directly with your manager and department head on options that might be available. Approval from the department head for alternative work arrangements is required.

We know that the closure of the Ontario’s publicly funded schools, daycare facilities and public facilities may create specific challenges for you and some of your colleagues. We expect that many of you have been planning for these unexpected changes in a variety of ways. If you have extraordinary circumstances that require accommodation, please speak with your manager.

If your department head approves work-from-home arrangements, please review the resources for working remotely.

The Government of Canada advises Canadians to: 

• return from abroad while they still can amid tightening travel restrictions  
• cancel or postpone all non-essential travel outside the country until further notice 

Given this extraordinary action, the University is following this advice. We are suspending all University-sanctioned international travel until further notice.

You should self-isolate after international travel 

To be clear, you are required to self-isolate for 14 days from the date of return to Canada: 

• if you have travelled outside Canada within the last 14 days, 
• even if you do not have symptoms. 

Please talk to your manager about work arrangements during any period of self-isolation. Review advice on self-isolation from Public Health Ontario. 

It is important to monitor your health for fever, cough and difficulty breathing for 14 days after you arrive in Canada. If you have these symptoms, call the Region of Waterloo Public Health at 519-575-4400.  

Should I self-isolate if I didn’t travel abroad?  

You should self-isolate for 14 days, if you: 

• are symptomatic, or
• have come into close contact with someone who has been diagnosed by a health professional with COVID-19, or
• if a health professional tells you to.

If I have to self-isolate for any reason, what should I do? 

You should tell your manager if you need to self-isolate. You do not need to record self-isolation in Workday. If you get sick during self-isolation you need to tell your manager so that Human Resources can start tracking the absence as Sick Leave.

You are not required to have a doctor’s note or medical certificate for cold- or flu-related absences, or for self-isolation.

Updates to the toolkit for managers 

We have made a toolkit available to help managers and employees make decisions during this difficult time. You should read this toolkit and discuss questions with your supervisor or department head.

Additional information and resources 

We are keeping the University’s COVID-19 website up to date with information.

If you have questions or concerns about coronavirus and Waterloo, please talk to your manager or email  coronavirus@uwaterloo.ca and our team will help find the right campus contact.

Thank you for your continued commitment and patience, especially as we navigate our way through this difficult period.