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COVID-19 Frequently Asked Questions

Student Employment COVID-19 Information

Last Updated 04/24/2020

As further guidance emerges from the Chancellor’s Office, and as the circumstances surrounding COVID-19 continue to change, the campus may need to adjust these directions and instructions as appropriate. Updated directions will be provided should circumstances warrant an update.

CSUSB Human Resources and Student Employment Office will be doing our best to keep you informed and updated quickly as new information becomes available.

Where possible, student assistants should be assigned work for expected scheduled hours through the Spring Quarter (should COVID-19 not occurred). If it is not practical to schedule work hours for students, the department direct students to the Administrative Leave (CPAL).

CSU Paid Administrative Leave (CPAL), student assistants (non-auxiliary)

This guidance is based on the best information we have as of April 24th 2020.  This could evolve as we receive additional information from the Chancellors Office.  We will provide updates as appropriate.

CSU, Chancellor White has granted the use of temporary paid administrative leave (CPAL) of up to 256 hours for CSU (state) employees including student employees (non-auxiliary) unable to work due to COVID-19 related reasons. CSU CPAL hours are pro-rated for employees working less than full-time. For example, an employee working 20 hours/week is eligible for 128 hours of CPAL.

Where possible, student assistants should be assigned work for expected scheduled hours through the Spring Quarter (should COVID-19 not occurred). If it is not practical to schedule work hours for students, the department direct students to the Administrative Leave (CPAL).

Where can student assistants request COVID-19 Paid Administrative Leave (CPAL)?

Instructions: Instructions to Complete CPAL

Tips: 

  • Job Title: Student Assistant 
  • Classification: Student Assistant 
  • All student assistants are considered Non-Exempt:

FORM: HR - COVID-19 Paid Administrative Leave (CPAL) 

Are student assistants eligible for COVID-19 Paid Administrative Leave (CPAL)?

Yes. 

Are Federal Work-Study student assistants eligible for COVID-19 Paid Administrative Leave (CPAL)?

No they are not. Further information is forthcoming. 

FWS student employees who are in an “active” status may continue to receive their FWS award during the Spring term based on the hours they were scheduled to work. Students may only earn up to their FWS award and/or until they exhaust their FWS allocation.

For further questions or options regarding Federal Work Study students, please contact Student Employment at (909) 537-5225.

When are student assistants eligible to begin using CPAL?

April 13th 2020.

Student Assistants should apply for use of CPAL hours as a result of time lost due to unavailability of on-campus and/or remote work after April 13th. Student assistants are eligible for full pay for what would be their “regular” pay before COVID-19 disruption through April 12th. For pay after April 12th, the CPAL hours are allocated on a prorated basis.

How many CSU COVID-19 Temporary Paid Administration Leave (CPAL) hours are available to student assistants?

Student assistants are eligible to receive a prorated amount of a one-time total hour allotment available under CPAL, which is currently 256 hours., which is currently a maximum of 128 for student assistants.

Example: Number of hours lost (16 hours) divided by 40 hours multiplied by the CPAL allotment (256 hours).

16 divided by 40 = .4 X 256 = 102.4. In this example, a student has a total of 102.4 CPAL hours available for lost time.

The CPAL hours are allocated on a prorated basis (based on spring quarter established schedule, expected schedule, should COVID-19 not occurred).

If the normal hours scheduled are unknown, or if the part-time employee’s schedule varies, average hours can be determined in a six-month average to calculate the average daily hours. If this calculation cannot be made because the employee has not been employed for at least six months, use the number of hours that the employee is expected to work.

Eligibility criteria

Reason for Leave

An employee is unable to work due to:

Isolation: When an employee is unable to work due to the employee’s own COVID-19-related illness or that of a family member for whom the employee would normally be able to use sick leave.

Quarantine: When an employee is unable to work because the employee has been directed by a healthcare provider not to come to the worksite for COVID-19-related reasons. This includes when an employee is exhibiting signs of illness and has verified with their appropriate administrator that they not come to the worksite for COVID-related reasons. This further includes when an employee is exhibiting signs of illness and is aware of potential exposure and/or there has been a COVID-19 related diagnosis at the worksite. Under all these circumstances, it is appropriate for the employee to quarantine and utilize this leave if remote work is unavailable.

Remote Work Unavailable: When an employee is unable to work because the appropriate administrator has determined that remote work is not operationally feasible or available.

Dependent/Child School Closure: When an employee is unable to work due to a COVID-19-related school or daycare closure and the employee is required to be at home with a child(ren) or dependent(s), and it is not operationally feasible for the employee to work remotely or in conjunction with the childcare commitment. The employee must discuss the limitations of working remotely with the appropriate administrator.

Can hours be combined between hours worked and Administrative Leave CPAL?

Yes, must complete CPAL form (received from and returned to CSUSB Benefits Office). To report for hours worked please fill out the student assistant time sheet.

Yes, should the department not have enough work hours for the student assistant to complete, student assistants may supplement hours lost by following the CPAL request. Hours lost should be determined based on spring quarter established schedule, expected schedule, or average hours* during the winter quarter (should COVID-19 not occurred).

*If the normal hours scheduled are unknown, or if the part-time employee’s schedule varies, average hours can be determined in a six-month average to calculate the average daily hours. If this calculation cannot be made because the employee has not been employed for at least six months, use the number of hours that the employee is expected to work.

When a student assistant’s work hours vary, how many hours should a student use to calculate the total prorated amount of CPAL eligibility?

Use the average amount of hours worked in a six-month period*  Example: Number of average hours worked (15 hours) divided by 40 hours multiplied by the CPAL allotment (256 hours).

15 divided by 40 = .375 X 256 = 96. In this example, a student has a total of 96 CPAL hours available for lost time.

*Average hours can be determined in a six-month average to calculate the average daily hours. If this calculation cannot be made because the employee has not been employed for at least six months, use the number of hours that the employee is expected to work.

Families First Coronavirus Response Act (FFCRA)

 

Families First Coronavirus Response Act (FFCRA)

Families First Coronavirus Response Act (FFCRA)

Student Employees

I am a current student assistant, will I be able to continue work?

President Tomás D. Morales and the CSUSB community are committed to maintaining job and income security for those non-auxiliary CSUSB student employees interested in continuing to work during the Spring Quarter. This is a mission-critical goal for the campus and your supervisors are being instructed to identify all possible alternative modalities to work.

A formal COVID-19 Temporary Telecommuting Agreement is required for all approved remote work arrangements.

Instructions: Temporary Telecommuting Agreement

Can student employees work from home?

Yes. 

A formal COVID-19 Temporary Telecommuting Agreement is required for all approved remote work arrangements.

Instructions: Temporary Telecommuting Agreement

What if a student assistant does not feel comfortable coming to work (campus)?

Student assistants should be allowed to work remotely if it is operationally feasible; however, if it is not feasible and the student employee’s supervisor approves, the student employee may request paid administrative leave. For student employees who no longer want to work, or basically wish to quit, their appointment may be ended and thus paid administrative leave would not be applicable.

Student employees are encouraged to discuss concerns with their supervisors and evaluate how those concerns can be properly addressed. Human Resources is also available to assist in exploring options and potential solutions. For more assistance please contact human.resources@csusb.edu.

What if I am unable to telecommute or have a qualifying COVID-19-related need to be off work?

The California State University (CSU) has granted use of temporary paid administrative leave. Under the new provisions, all benefits-eligible employees, academic student employees, and non-represented student assistants (hereinafter “employee”) shall be eligible for this one-time allotment that can only be used due to COVID-19 related absences, subject to the following conditions:

●      All hours must be used by the close of business on December 31, 2020, at which time the remaining allotted hours will expire; The CPAL program cannot be used to extend the appointment end date of a student employee.

●      The hours may be used at any time during this designated period, including intermittently, either before or after the use of any accrued leave or other paid leave, at the request of the employee, in consultation with the supervisor and provided that such use shall not adversely affect the delivery of essential University services; and

●     The number of hours of paid administrative leave for employees who work less than full-time shall be prorated according to the percent of the appointment. At no point will the hours available to a student employee exceed 128 hours.

The paid administrative leave hours are only for employees who are unable to work on campus or remotely, for the following purposes mention under COVID-19 Paid Administrative Leave (CPAL).

Are student assistants eligible to apply for and collect unemployment insurance benefits?

Student assistants may participate in any program in which they feel is applicable to their employment/employment status as a student assistant. However, California State University, San Bernardino does not determine the eligibility for the unemployment benefit. All questions regarding unemployment insurance benefits should be directed to Employment Development Department (EDD) https://www.edd.ca.gov/

Payment Distribution

San Bernardino Campus

Live Check:

If you would like to have your live paycheck mailed, you may do so by submitting an email request to paycheckbymail@csusb.edu with authorization for CSUSB to mail your paycheck(s) to your mailing address on file. Please make sure to include your full legal name and employee ID (i.e. Coyote ID). Additionally, you are required to review and update your mailing address.

In-Person Pick Up (Live Paycheck Only):

The in-Person distribution will be limited to live pay warrants only. Distribution date, time, and location will be communicated before each respective pay period, via your mycoyote e-mail. 

Pay Stub (Enrolled in Direct Deposit):

For this pay period, your pay stub will automatically be mailed to the Mailing Address we currently have on file for you. You need to review and update your mailing address if there are any changes.

Palm Desert Campus

In-Person Pick Up (Live Paycheck Only):

The in-Person distribution will be limited to live pay warrants only. Distribution date, time, and location will be communicated before each respective pay period. via your mycoyote e-mail. 

Pay Stub ( Enrolled in Direct Deposit):

For this pay period, your pay stub will automatically be mailed to the Mailing Address we currently have on file for you. You need to review and update your mailing address if there are any changes.

Can hours be combined between hours worked and Administrative Leave CPAL?

Yes, must complete CPAL form (received from and returned to CSUSB Benefits Office). To report for hours worked please fill out the student assistant time sheet.

Should the department not have enough work hours for the student assistant to complete, student assistants may supplement hours lost by following the CPAL request. Hours lost should be determined based on spring quarter established schedule, expected schedule, or average hours* during the winter quarter (should COVID-19 not occurred).

*If the normal hours scheduled are unknown, or if the part-time employee’s schedule varies, average hours can be determined in a six-month average to calculate the average daily hours. If this calculation cannot be made because the employee has not been employed for at least six months, use the number of hours that the employee is expected to work.

Hiring Departments and Supervisors

Can hours be combined between hours worked and Administrative Leave CPAL?

Yes, should the department not have enough work hours for the student assistant to complete, student assistants may supplement hours lost by following the CPAL request. Hours lost should be determined based on spring quarter established schedule, expected schedule, or average hours* during the winter quarter (should COVID-19 not occurred).

*If the normal hours scheduled are unknown, or if the part-time employee’s schedule varies, average hours can be determined in a six-month average to calculate the average daily hours. If this calculation cannot be made because the employee has not been employed for at least six months, use the number of hours that the employee is expected to work.

When are student assistants eligible to begin using CPAL?

April 13th 2020.

Student Assistants should apply for use of CPAL hours as a result of time lost due to unavailability of on-campus and/or remote work after April 13th. Student assistants are eligible for full pay for what would be their “regular” pay before COVID-19 disruption through April 12th. For pay after April 12th, the CPAL hours are allocated on a prorated basis.

Are student assistants still expected to report to work?

Student assistants should be allowed to work remotely if it is operationally feasible; however, if it is not feasible and the student employee’s supervisor approves, the student employee may request to use CPAL.

A formal COVID-19 Temporary Telecommuting Agreement is required for all approved remote work arrangements.

Instructions: Temporary Telecommuting Agreement

 

Class courses are being delivered virtually; can student employees work during hours expected to be in virtual class?

Student assistants are not to work nor should they be scheduled to work during virtual class times.

What are some suggested strategies to supervise my student employee(s) remotely?
  • Prepare daily task lists.
  • Check in with student employees during their shifts.
  • Even though a spring schedule should be established, student employees should send follow-up. emails at the start and end of shifts.
  • Work should only be scheduled and performed during usual business hours.
  • To ensure proper time reporting establish a work schedule.
How many hours per month can be maxed out for CPAL for student assistants?
  • Hours should followspring quarter scheduled or expected hours and  cannot exceed 20 hours per week
  • Must also adhere to maximum hours allowed per pay period
  • Reference the CSUSB Payroll calendar for student employees
  • If a student is going to be using a combination of Administrative Leave (CPAL) and hours worked, they must remain within the 20-hour workweek schedule or maximum hours per month. 
What if a student employee expresses no interest in continuing to work, but wants to use paid administrative leave?

For student assistants who no longer want to work, or wish to quit their position, their appointment may be ended and thus paid administrative leave would not be applicable.

If a student assistant had to resign and withdraw form spring quarter, can they still be eligible for CPAL?

No, students need to meet standard student assistant criteria. Hiring departments should encourage student assistants to explore all financial aid options.

Can my student assistant work for another respective unit to supplement hours lost?

Yes. Please contact the student employment office for requirements: student.employment@csusb.edu