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UC DAVIS: OFFICE OF THE VICE CHANCELLOR-ADMINISTRATION September 12, 2005 DEANS, DIRECTORS, DEPARTMENT CHAIRS, AND ADMINISTRATIVE OFFICERS RE: Employee Participation in Hurricane Katrina Relief Effort Many UC Davis academic and staff employees have asked questions about participating in Hurricane Katrina relief efforts. Those who are members of UC-sponsored response teams, those who wish to volunteer service through official relief agencies such as the Red Cross and FEMA, and those who were traveling in the area at the time of the disaster and became stranded may be granted paid administrative leave as described in the applicable personnel policy or union contract. The amount of paid administrative leave granted is determined by the employee's department head or manager, and depends upon the particular circumstances, taking into account the type of relief work being performed and the operational considerations of the employee's department. The following questions and answers clarify the application of these provisions to specific circumstances. This document will also be located on the campus website at www.news.ucdavis.edu/hurricane/. "What level of authority is authorized to approve requests for paid leave?" The department head or manager. Unit supervisors may recommend actions to the department head or manager. It is assumed that department heads and managers will consult with their Vice Chancellor, Dean, Director or Associate Director (UCDHS) to determine uniform unit practices. "Do I have to grant all requests for paid leave?" No. Remember that paid leaves should only be granted for employees who volunteer for certified agencies providing services for the Katrina Relief Effort. All decisions should be made keeping in mind the balance of departmental business needs and requests for a reasonable period of leave. "What does 'paid leave' mean?" It means that the employee, with department head or manager approval or at UCDHS committee approval, will be paid at his/her current rate of pay and percentage of time for the period of the approved leave. The employee is not expected to use his/her vacation, 'comp. time' or sick leave during the approved leave. "What other leaves can I approve?" Employees can request the use of vacation time, 'comp. time' or leave without pay in order to take care of personal business or assist in other activities that are related to the Katrina Relief Effort. Again, these decisions should be made keeping in mind the request for time off and departmental business needs. "Is there a list of University-approved agencies that are requesting volunteer services?" No, the University has no established list. However, leaves with pay are authorized only for agencies approved and certified to provide services for the Katrina Relief Effort. The Red Cross, FEMA, or appropriate state agencies are some of the organizations approved by the Federal government to arrange volunteer efforts in areas affected by Hurricane Katrina. "How much notice is the employee required to provide when requesting paid leave?" This decision should be made keeping in mind the balance of departmental business needs and the request for leave. "May I request documentation from the outside agency (e.g., FEMA, Red Cross) that has requested or approved the services of our employee?" Yes. You should require documentation. It is our expectation that all individuals requested to serve or approved to volunteer will be working through a certified outside agency. "How much time should be authorized for the leave?" This is dependent upon the business needs of the department. All leaves must be approved in advance by the department head or manager. There is no magic timeframe; consider the request and balance it against the department's business needs. We understand that Red Cross assignments are taken in increments of one to three weeks. "May the department receive reimbursement for the salary?" You need to review the documentation from the outside agency. In some cases (e.g., FEMA) you may receive replacement salary. For other groups it is unlikely. Please note there are no UC central funds to cover the salary. "Does the department pay for the travel and expenses of the employee who is approved to participate in a volunteer effort?" No, though some volunteer agencies offer some support for these expenses. Employees who wish to volunteer are responsible for any expenses incurred. "What about communicating with the employee during the approved leave?" You should discuss arrangements before the employee leaves. Some volunteer assignments may preclude regular communications. "What about benefits - worker's compensation and insurance coverage - for the employee while on leave?" The employee should check with the Benefits Office regarding health insurance for out-of-area coverage before he/she leaves. Employees who are authorized for leave with pay are covered by worker's compensation. "What else can an employee do to help in the Katrina Relief Effort?" Check our web page specifically regarding the Katrina Relief Effort at www.news.ucdavis.edu/hurricane/ (our website is linked to the Red Cross website as well); participate in blood drives; check search engines for organizations that are supporting the emergency efforts; watch for University programs seeking volunteers. "What kinds of services will be available to assist volunteers returning from the Gulf Coast or other affected areas to assist hurricane victims?" The Employee Health Unit and the Academic Staff Assistance Program are available to provide services to returning volunteers. Other questions? Contact my office at 530-752-3383 or Human Resources at 530-752-0530. Thank you. Dennis Shimek Senior Associate Vice Chancellor and Special Advisor to the Chancellor - Human Resources 05-095
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