Staffing Options for Return to Work
At this time, Loyola employees should come to campus only as scheduled and should work from home whenever possible and feasible. Please consult your manager or department leader for more information on returning to work.
COVID-19 Related ADA Accommodations Requests
The health, safety, and well-being of our faculty, staff, and students remains our priority. As the University plans for the re-opening of our campuses, we understand that some employees are at higher risk for severe illness from COVID-19, as identified by the Centers for Disease Control and Prevention (CDC). The risk of severe illness from COVID-19 increases with age. Other factors can also increase your risk for severe illness, such as certain underlying health conditions. Getting a COVID-19 vaccine is an important step in helping to prevent getting sick from COVID-19. In addition, Loyola has expanded the CDC criteria to include any employee living in a household with an individual who would be considered in the high-risk category.
As an employer, Loyola is taking steps to reduce the risk of exposure to COVID-19 for all employees, especially those in high-risk categories, while being compliant with relevant Americans with Disabilities Act (ADA) and Age Discrimination in Employment Act (ADEA) regulations.
- Department chairs/managers should first discuss planned work/course assignments (i.e. online, on campus, or hybrid) with their individual faculty/staff members.
- Employees at higher risk can be encouraged to self-identify through this process; however, department chairs/managers should not inquire about an employee’s underlying medical conditions or age, as this would create regulatory violations around discrimination in the workplace. The Equal Employment Opportunity Commission (EEOC) also warns that employers are not allowed to exclude employees from the workplace, or take any other adverse action, solely because the employee has a condition, or falls into an age category, that potentially places the employee at higher risk of severe illness from COVID-19. In other words, the decision whether to return to campus to work (if work is available), even if an employee falls into one or both of the CDC high-risk categories, resides with the employee.
- If an employee self-identifies as being in a high-risk category, in keeping with federal regulatory guidelines, the University encourages flexibility in providing a reasonable work accommodation if at all possible. This would be a temporary job modification (e.g., remote work) that enables the employee to perform the essential duties of his/her position, with some modification, without creating an undue hardship to the business unit. Undue hardship is subjective; it is defined by the department chair/manager as an act that substantially impedes the ability of the unit to perform its duties satisfactorily and without undue financial burden (i.e., current circumstances that show that a specific reasonable accommodation would cause significant difficulty or expense; refer to undue hardship as defined by the ADA.)
Request for Reasonable Accommodation for COVID-219 High Risk Employee
For situations where a reasonable accommodation is being requested by the employee for COVID-19 related criteria, a Request for Reasonable Accommodation Form should be completed and submitted to Human Resources. Human Resources will then work with the employee and their department chair/manager in the interactive process to determine if such an accommodation can be made. While the formal request is being processed by the University’s third-party vendor, the accommodation may be temporarily implemented if there is no concern that reasonable accommodation would create an undue hardship within a department.
Title VII of the Civil Rights Act of 1964 also requires consideration of a reasonable accommodation based on an employee's religious beliefs or practices, unless doing so would cause an undue hardship on business operations. This means that the University may be required to make reasonable accommodations for those employees whose religious beliefs, practices or observances conflict with work requirements that would allow an employee to practice or preserve his or her religion.
- Human Resources will notify department chairs/managers when requests for reasonable accommodations are received from one of their employees.
- Department chairs/managers will work with Human Resources and Faculty Administration to determine final approval for a requested accommodation.
- Employees will be notified by Human Resources with the decision on the requested accommodation along with any additional documentation that is required.
For questions related to this process, please contact Human Resources at hr-lsc@LUC.edu.
Employee Assistance Program
The University offers an Employee Assistance Program (EAP) through Perspectives to help find solutions to issues and difficulties of daily life, including but not limited to COVID-19 related concerns. This resource is available to all employees and their families. To schedule an individual appointment with one of their licensed professionals, call 800.456.6327.
Perspectives schedules appointments weekdays from 8 a.m. to 6 p.m. and has 24-hour/7-day-a-week emergency services. To access Perspectives online, please go to perspectivesltd.com and use the following:
- Username: LOY500
- Password: perspectives
Family Medical Leave Act
Under the Family and Medical Leave Act (FMLA), an employee, after 12 months employment (not necessarily consecutive) and 1,250 hours actively worked (does not include leave hours, holiday hours, etc.), is eligible for up to 12 weeks of unpaid leave on a rolling calendar year basis, unless circumstances allow paid-time-off banks to be used. Vacation and sick time do not accrue during any unpaid portion of a leave of absence. FMLA may be granted for the following reasons:
- For the birth and care of the newborn child of an employee
- For placement with the employee of a child for adoption or foster care
- To care for an immediate family member (i.e., spouse, child, or parent) with a serious health condition
- To take medical leave when the employee is unable to work because of a serious health condition
- To file for FMLA, please visit matrixabsence.com or call 877.202.0055 after notifying your supervisor.
For more details on FMLA, please visit Loyola’s HR website at LUC.edu/hr/policies/policy_loafmla.shtml.
Health Care Resources, COVID-19 Related – AETNA Insurance
Teladoc is a 24/7 telemedicine platform offering Aetna members video consultations with a licensed practitioner. They can answer questions about COVID-19, assess a member’s risk, and provide support to help relieve symptoms. Additionally, Teladoc doctors can treat a variety of medical conditions (including mental health) remotely and may prescribe medication, if medically necessary. The fee for everyday care is $47 or less and Mental Health services range from $85-$190.
The CARES Act temporarily allows medical plans with an HSA (i.e., Loyola's PPO 3 HSA) to cover any telemedicine or remote care expenses, even if the participant has not reached their deductible. This change continues through 2020 and 2021.
For more details on Teladoc, please visit LUC.edu/hr/wellness/teladoc-247medicalassistance.
Your Aetna medical plan provides coverage to you and covered family members for both inpatient and outpatient mental health services and substance use treatment. You can locate behavioral health professionals who specialize in mental illness, addiction, and other conditions such as anxiety, depression, stress, etc., by contacting the Aetna Concierge Line (Monday to Friday, 8 a.m. to 6 p.m.): 855.586.6958 or access the Aetna online portal to search for a provider. Enter your ZIP code, select the number of miles you wish to search, and click "Search." Then you will be able to choose from a variety of categories of health care providers and facilities.
COVID-19 Testing and Antibody Testing
Both of Loyola's health plan provider Aetna and prescription benefit provider CVS are covering vaccine administration at 100 percent, not subject to any copays or deductibles at in-network providers. More information regarding vaccine availability can be found at https://www.aetna.com/individuals-families/member-rights-resources/covid19.html.
COVID-19 testing and antibody testing ordered by a physician is covered 100 percent with no cost share to the patient. Additionally, CVS Health has a variety of drive-thru test sites for COVID-19. (Drive-thru antibody screening is not offered at this time.) A complete list of drive-thru test sites can be found at https://cvshealth.com/covid-19/testing-locations.
At Home Prescription Delivery
CVS is offering home delivery of prescriptions at no extra cost. You can have your prescriptions delivered to your home or wherever you need them by CVS Caremark Mail Service Pharmacy in 90-day supplies at no extra cost. To get started for you or a family member, you can choose one of the following options:
Option 1: Ask your doctor to send an electronic prescription to a CVS Caremark Mail Service Pharmacy. It needs to be a prescription for a 90-day supply of your maintenance medication.
Option 2: Sign in or register at Caremark.com. Select “prescriptions” from the navigation bar, then from the drop-down menu select “request a new prescription.” Search for your drug name and strength, add to your cart by selecting “request a new prescription,” and then complete your order.
Option 3: If you cannot contact your doctor and you are not able to register at Caremark.com, we can contact your doctor for you. To start this process, complete the Start Mail Service request form.
Leaves of Absence
Depending on the circumstance, an employee may be eligible for a leave of absence. This may include a general leave, or a leave for medical reasons (family medical leave, FMLA).
More information can be found at LUC.edu/hr/policies/policy_loafmla.shtml.
If you have staff who are working remotely, please refer to the Manager’s Reference Guide for guidance, resources, and support. In addition, a comprehensive list of resources for managers can be found at LUC.edu/hr/manager_resources.shtml.
Contact the HR manager assigned to your business unit with any questions or concerns. You can also email hr-lsc@LUC.edu or call 773.508.3140 for assistance.
Short-term disability coverage provides salary replacement to benefit-eligible employees during a medical leave due to non-work-related medical conditions that prevent one from performing regular work responsibilities for three or more days. The benefit allows employees to maintain all or part of their pay lasting up to three or six months (depending on the employee’s classification). Short-term disability runs concurrently with the Family Medical Leave Act (FMLA).
To file for short-term disability, please visit matrixabsence.com or call 877.202.0055 after notifying your supervisor.
For more details on Loyola’s short-term disability policy, visit LUC.edu/hr/policies/policy_shorttermdisability.shtml.
Sick Time and Other Paid Time Off
The University provides paid sick leave to regular full-time and part-time employees including seasonal, active casual hourly staff and hourly paid student workers (monthly-paid employees are excluded). In cases of absence in excess of three consecutive days due to a serious illness or health condition, the employee must contact Matrix Absence Management to report their absence at matrixabsence.com.
During COVID-19, staff members (with the approval of their supervisor) can use paid sick time and other personal accruals if they need time off for their own illness, a family member’s illness, or child care needs.
For more details about paid sick time, applicable use, and accrual guidelines, visit LUC.edu/hr/paid-time-off.
Responding to the financial realities the University is facing in the wake of the COVID-19 pandemic, Loyola remains under a hiring freeze in the vast majority of situations. However, in rare circumstances, staff positions that perform essential business, research, or academic duties may be approved for posting. We encourage University staff to monitor the Loyola Careers Website for any opportunities that become available.
The University will provide benefits under the Workers' Compensation Act and the Workers' Occupational Diseases Act for an employee who suffers an accidental injury or a disabling occupational illness arising out of and in the course of employment by the University.
To learn more about Loyola’s Workers’ Compensation Policy, visit LUC.edu/hr/policies/policy_workerscomp.shtml.
To report a workplace injury or illness, employees can complete this form.
For questions related to this process, please contact Human Resources: