To: Full-time Employees and Faculty
From: VP Human Resources Sabrina Ellis
Date: May 7, 2020

Dear Colleagues:

The COVID-19 pandemic has undoubtedly brought about many changes for the NYU community; we are grateful for your flexibility and steadfastness.

We want to share with you some updates specifically for our full-time employee community in NYU-NY of faculty, administrators, researchers, and staff. For those covered by a collective bargaining agreement (CBA), you should consult the CBA as appropriate.

Remote Work

With various stay-at-home orders in place throughout the New York metro area, the majority of NYU employees are working remotely with the exception of essential personnel, who continue to work on campus. As announced on April 11, both summer sessions (I and II) will be taught remotely. At this time, we expect remote work for administrators, researchers, and staff to continue through the summer. It is important that the University community be aware that our Global Resiliency team is working towards a safe return to in-person operations in Fall 2020.

This will require that some administrators, researchers, and staff be prepared to return to work before the first day of classes to prepare for the arrival of students. Among the considerations that we plan to address, is how we prioritize the activities that will resume first. NYU’s return to work plan will also address individuals who are classified as high risk in accordance with State and Federal requirements. Rest assured the safety and health of our community will guide these decisions. We will also monitor the situation with New York City Public Schools as we approach our fall semester.

COVID-19 Related Time Off/Leave

We also are writing to update you on the process for requesting COVID-19 related time off/leave.

As has been the case, employees who are subject to a mandatory or precautionary order of quarantine or isolation issued by the state of New York, the department of health, local board of health, or any governmental entity duly authorized to issue such order due to COVID-19, are eligible for at least fourteen (14) days of paid leave during the order of quarantine or isolation. Employees should provide proof of the order of quarantine or isolation to the appropriate Human Resources Officer/Business Partner. Such leave will not be deducted from any of the employee's accrued leave balances. Employees may work remotely while in quarantine or isolation if they are asymptomatic or have not yet been diagnosed with any medical condition and are physically able to work.

Effective June 1, requests for COVID-19 related time off/leave that are not due to the above order of quarantine or isolation (e.g., requests based on a doctor's note), employees should follow any applicable University time off/leave policies and procedures. For more information on COVID-19 related time off/leave, please review the FAQs under Time and Leave Policies on the NYU Coronavirus (COVID-19) Information and Resources page. If employees have additional questions, they should contact the appropriate HR Officer or Business Partner.

Vacation Time/Carry-Over

For many, vacation time has traditionally been synonymous with travel. Given the ongoing travel restrictions, we recognize that some may hope to store up vacation days for a favorable time period in the future. However, the University’s vacation policy carryover rules will continue to apply this year. Employees covered under a collective bargaining agreement should refer to their applicable agreement for carry-over provisions.

Employees are encouraged to utilize their paid time off; vacation time is an important part of work/life balance and a much-needed break from the demands of work, even -- and perhaps especially -- in the current circumstances.

Exceptions for carry-over above the applicable limits will be considered on a case-by-case basis in accordance with the policy. Not all requests can be granted, and preference will be given to employees unable to take time off due to essential and necessary work requirements.

Frequently Asked Questions Regarding COVID-19 Related Time Off/Leave

What time off/leave is available to me if I am subject to a mandatory or precautionary order of quarantine or isolation due to COVID-19?

Employees who are subject to a mandatory or precautionary order of quarantine or isolation issued by the state of New York, the department of health, local board of health, or any governmental entity duly authorized to issue such order due to COVID-19 are eligible for at least fourteen (14) days of paid leave during the order of quarantine or isolation. Employees should provide proof of the order of quarantine or isolation to the appropriate Human Resources Officer/Business Partner. Such leave will not be deducted from any of the employee’s accrued leave balances. Employees may work remotely while in quarantine or isolation if they are asymptomatic or have not yet been diagnosed with any medical condition and are physically able to work.

What if I am not subject to a mandatory or precautionary order of quarantine or isolation, but need time off/leave due to another COVID-19 related reason?

Effective June 1, requests for COVID-19 related time off/leave that are not due to the above order of quarantine or isolation (e.g., requests based on a doctor’s note or requests to care for a family member), employees should follow any applicable University time off/leave policies and procedures. For a list of University time-off policies, please see the University’s Managing Time Off page. Employees covered under a CBA also should refer to the appropriate CBA for any applicable leave provisions. Faculty members also should refer to the Faculty Handbook for any applicable leave provisions. If employees have additional questions, they should contact the appropriate HR Officer or Business Partner.

What if, for example, I have a child in primary or secondary school and it is closed due to coronavirus?

For employees covered under the NYU Sick and Safe Leave Policy and Procedure – New York City (Sick Leave Policy), employees may use up to 40 hours of paid sick leave where the employee needs to care for a child whose school or child care provider is closed by order of a public official due to a public health emergency. For employees covered under the NYU New York Paid Family Leave Policy and Procedure, employees also may be eligible for paid family leave where the school is closed due to a mandatory or precautionary order of quarantine or isolation issued by the state of New York, the department of health, local board of health, or other government entity duly authorized to issue such order due to COVID-19. Employees should follow the applicable procedures under the relevant policy to apply for such leave.

If a covered employee chooses not to take such leave, if the school closure is not covered under the relevant University policy, or if the employee is not covered under the relevant University policy, an employee may make a request to their supervisor or department head to telework if the circumstances warrant. If the circumstances do not warrant telework, the employee can request to use their unused, accrued paid time off. If an employee has questions, please contact the appropriate Human Resources Officer or Business Partner.

Guidance on Student Employment for Summer

At the end of March, there was a pause on hiring for the remainder of the spring semester. Many requests have since come through related to student hiring for the summer. We are providing additional guidance here to address some of those questions.

In all cases, requests for student hiring must include the following:

  • Number and level (e.g., undergraduate, graduate, doctoral) of student employees requested
  • Purpose
  • Total cost broken down by hourly rate, hours per week, and number of weeks

Research Roles

Students may be hired for research positions using external funds. If external funds have been exhausted, a request to use internal funds to hire students for research positions may be made to both Yanoula Athanassakis in the Office of the Provost and Nancy Daneau in the Office of Sponsored Programs. Requests must document the following:

  • If related to a specific sponsored project: how employment will support research being conducted in accordance with University guidelines (remote/critical) and per the sponsor’s expectations.
  • If unrelated to a specific sponsored project: an explanation of how employment will enhance the competitiveness of an application for specific external funding opportunities within the next 3 months or will directly enhance the student and faculty member’s joint research project or the faculty member’s research whether or not it involves further funding opportunities.

In either case: an explanation that delaying employment for the next 90 days will prove detrimental in lost time and opportunities.

Decisions will take into consideration the following principles:

  • Employment should be tied to a specific sponsored project for which there are no other extramural funds available to support cost.
  • Employment should support application for specific external funding opportunities within the next 3 months.
  • Lack of employment will directly cause delay to matriculation of a course of study.

Please note: Requests to engage undergraduates in on-site laboratory research may be sent to Stacie Bloom and will be considered on a case-by-case basis ONLY under the following situations:

  • The undergraduate student is an essential team member for the project
  • The project itself has been authorized for access
  • The work of that student must be performed in person in the research space
  • No other work can be assigned to that student that can be performed remotely

Instruction Related Roles

Student employment for teaching needs is allowable assuming there is sufficient enrollment and is funded by departmental and program budgets. To request use of other funds (e.g., faculty research accounts or a departmental position) for instruction related roles, the school should send justification, including the course’s predicted enrollment, the nature of the work needed, and any other relevant information to Cathie Nadeau and Sabrina Ellis. In all cases, employment is dependent on summer enrollment and course offerings (a unit must be able to fund its employees and classes that are canceled will necessarily not be staffed with teaching assistants).

Other Student Employment

Student employment for other roles is allowable when the work is deemed essential and cannot be accomplished with existing full-time employees. Requests to hire for other student employment roles may be sent to the Wasserman Center (oncampusemployment@nyu.edu). Examples of allowable roles/departments may include:

  • Student Admissions Representatives
  • Peer Tutors
  • IT Support for web services, remote learning, or other essential services
  • Pre-college program support and mentors
  • Orientation staff
  • Public Safety
  • Facilities

Matriculation Related Employment for Summer

Some student employment types may relate to continued matriculation in a degree program. Requests related to these types of employment should follow the same process as stated here including the number of positions, nature of employment, academic program, and total cost breakdown (rate, hours, duration, etc.). The request should also state whether employment with the University is required as an aspect of continued matriculation.

Any additional questions related to student employment can be sent to the Wasserman Center (oncampusemployment@nyu.edu).