Frequently Asked Questions for Supervisors

▼   COVID - 19 Vaccine Incentive - University main campus faculty and staff

As an incentive for faculty and staff to get the COVID-19 vaccine, University main campus employees who accrue vacation and who are fully vaccinated for COVID-19 by September 30, 2021, will be eligible to receive one day of personal leave, prorated based on FTE. 

Once verified, the personal leave will be available within one month of submitting vaccine documentation, if not sooner, and must be used by December 31, 2021. For employees not able to meet the deadline due to acquiring COVID-19 or receiving monoclonal antibodies, an exception may be made for the vaccination deadline date.   

University main campus employees who do not accrue vacation may receive a $50 Visa gift card as an incentive for getting the COVID-19 vaccine. The $50 will be reported as wages on each recipient’s W-2. 

In order to receive the Personal Day or gift card, as applicable, please scan a copy or take a picture of your COVID-19 vaccination documentation and email it to Human Resources at vaccineincentcampus@southalabama.edu by 5:00 p.m., on Monday, October 1, 2021. Please include, with your COVID-19 vaccination documentation, your full name, J number and the date(s) of vaccination. Employees already fully vaccinated for COVID-19 are also eligible for the incentive. 

Thank you for doing your part to keep our University healthy and safe.

▼   Personal International Travel - required post-travel quarantine

Travel increases the risk of getting and spreading COVID-19. Vaccination is strongly encouraged before travel. Anyone who chooses to travel, regardless of vaccination status, should self-monitor symptoms and follow masking and other safety protocols. Employees should follow the updated university protocols for international and domestic travel.

▼   What are the reentry requirements for Student Employees?

Student Employees will follow the same reentry requirements of general Students. For additional information please visit https://www.southalabama.edu/reopening/students.html.

▼   How can I prepare my team for work reentry? Approved updated operating guidelines and procedures

The Reopening Committee has approved updated operating guidelines and procedures that are effective immediately: 

Social Distancing: In most settings, social distancing is no longer required for individuals who are fully vaccinated. For the May and Summer terms, however, social distancing of 3 feet will be maintained in instructional settings. Individuals who are not fully vaccinated should continue to maintain social distancing according to Centers for Disease Control and Prevention(CDC) Guidelines.

Masking: Employees, students and guests are required to wear approved face coverings in all instructional settings (e.g., classrooms, labs) and in all indoor settings where 6-feet social distancing cannot be consistently maintained while on University of South Alabama academic campuses or while participating in USA-sponsored activities. Face coverings are also required while riding Jag Tran or other University transportation. Additional requirements may apply and must be followed as announced. 

Health and Safety Measures: For in-person events and meetings, all employees are encouraged to be mindful of room capacity for social distancing and opportunities for attending meetings remotely when practical. Keep plastic shields in place and do not dispose of shields that were purchased or installed. Continue all sanitation protocols.

Reporting symptoms, exposures, and positive cases: Daily health screenings using Guidesafe Jag Healthcheck are no longer required; however, all employees and students are required to monitor and report symptoms and exposures and to report positive cases. 

  • All employees and students are required to immediately report confirmed or suspected cases of COVID-19 to USA’s contact tracing team at ReportCovid@SouthAlabama.edu.
  • Regardless of vaccine status, if you have symptoms of COVID-19 or think you might have been exposed to COVID-19, stay home until you are cleared to return to campus. Students, contact Student Health at StudentHealth@SouthAlabama.edu (251) 460-7151. Employees, contact your supervisor and Employee Health and Wellness at PandemicHRCampus@SouthAlabama. edu or call (251) 461-1521.

Events: In-person events such as ceremonies, meetings and social gatherings are allowed if all USA COVID-19 precautions as listed above and on the University’s coronavirus website are followed. Individuals who are not fully vaccinated should follow applicable CDC guidelines to reduce risk of COVID-19.

Visitors: Visitors (any non-employee or non-student) are welcome on the University main campus and must adhere to the University's health and safety protocols. Visitor screenings are no longer required; however, anyone who has symptoms of COVID-19 or who has been exposed to individuals who are positive should avoid visiting campus until they receive medical clearance from a health care provider.


Travel: Travel increases the risk of getting and spreading COVID-19. Vaccination is strongly encouraged before travel. Anyone who chooses to travel, regardless of vaccination status, should self-monitor symptoms and follow masking and other safety protocols. Employees should follow the updated university protocols for international and domestic travel.


Vaccine Status: Faculty and staff should not inquire about vaccine status of other employees or students. Supervisors may only ask about vaccine status if there is a specific reason a supervisor is required to have this information (e.g., to follow international travel procedures). Supervisors should not ask unvaccinated individuals why they are not vaccinated.

▼   What should I do if an employee calls-in sick?

All employees are required to immediately report confirmed or suspected cases of COVID-19 to USA’s contact tracing team at ReportCovid@SouthAlabama.edu. Instructions on how to report are contained on USA’s Human Resources website.

If the employee is having symptoms of COVID-19 or think might have been exposed to COVID-19, the employee is required to stay home.

Employees should report the absence following departmental call-in procedures and must contact Employee Health and Wellness at PandemicHRCampus@SouthAlabama. edu or call (251) 461-1521.  

Remote work will not be available except in limited, short-term circumstances related to COVID-19 and only with your and department/division head approval. Remote working possibilities will be dependent on the specific position and department needs. Employees that are not able to function fully and effectively at home will be expected to work on-campus or on-site, take sick leave, or request a leave of absence. Final approval for remote work is at the discretion of the supervisor, department head and division head.

If working remotely is not approved, any absence due to a COVID-related event must be treated as sick leave or a leave of absence.  If the purpose of the leave is the employee's own serious illness, the employee will be required to use any accrued sick leave, subject to the University's sick leave policy.

Absences due to illness or injury of an employee related to COVID-19 may be eligible for FML. To apply the employee should complete this form:

https://www.southalabama.edu/departments/eforms/hr/leaveofabsence.pdf.

The form must be submitted to you for signature. You will then forward the form and supporting documentation to Human Resources for review and approval. If the employee is unable to complete the form, you should complete it on their behalf. The form must be signed by the supervisor and then forwarded, along with any supporting documentation, to the email address indicated on the form for review and approval.  

Any employees who are experiencing personal concerns related to COVID-19, such as anxiety or stress, are encouraged to reach out to the University of South Alabama’s Employee Assistance Program (EAP) for support. Counseling services are available via telephone, Zoom or in person, and are confidential.  For information, please call (251) 461-1346.

Please don't hesitate to reach out to your Human Resources office for questions and guidance during this process. You can reach us via phone at 251-460-6133 or via email at employeebenefitshr@southalabama.edu.

▼   Can I approve telework?

Remote work will not be available except in limited, short-term circumstances related to COVID-19 and only with your and department/division head approval. Remote working possibilities will be dependent on the specific position and department needs. Employees that are not able to function fully and effectively at home will be expected to work on-campus or on-site, take sick leave, or request a leave of absence. Final approval for remote work is at the discretion of the supervisor, department head and division head.

If working remotely is not approved, any absence due to a COVID-related event must be treated as sick leave or a leave of absence.  If the purpose of the leave is the employee's own serious illness, the employee will be required to use any accrued sick leave, subject to the University's sick leave policy.

For supervisors, if employees you supervise have a disability and wish to apply for a workplace accommodation, the employee should submit a request through the Workplace Accommodations program. Human Resources will assess the request in conjunction with the department, however Human Resources is responsible for the resolution of a reasonable accommodation.

Employees, with a serious health condition, or those who are caring for a family member with a serious health condition, and are unable to return to work June 1 may be eligible for Family Medical Leave. To apply please complete this form https://www.southalabama.edu/departments/eforms/hr/leaveofabsence.pdf. The form must be submitted to your supervisor for signature. Your supervisor will then forward the form and supporting documentation to Human Resources for review and approval.

Any employees who are experiencing personal concerns related to COVID-19, such as anxiety or stress, are encouraged to reach out to the University of South Alabama’s Employee Assistance Program (EAP) for support. Counseling services are available via telephone, Zoom or in person, and are confidential.  For information, please call (251) 461-1346.

▼   How is the employee paid while on a COVID-19 related leave?

Remote work will not be available except in limited, short-term circumstances related to COVID-19 and only with your and department/division head approval. Remote working possibilities will be dependent on the specific position and department needs. Employees that are not able to function fully and effectively at home will be expected to work on-campus or on-site, take sick leave, or request a leave of absence. Final approval for remote work is at the discretion of the supervisor, department head and division head.

If working remotely is not approved, any absence due to a COVID-related event must be treated as sick leave or a leave of absence.  If the purpose of the leave is the employee's own serious illness, the employee will be required to use any accrued sick leave, subject to the University's sick leave policy.

Absences due to illness or injury of an employee related to COVID-19 may be eligible for FML. To apply the employee will have complete this form https://www.southalabama.edu/departments/eforms/hr/leaveofabsence.pdf. The form must be submitted to you for signature. You will then forward the form and supporting documentation to Human Resources for review and approval.

Absences due to illness or injury of a member of the employee’s immediate family related to COVID-19 should be treated as sick leave.  If the purpose of the leave is to care for a serious ill family member, as defined by and in accordance with the University's sick leave policy, the employee may take up to 3  days paid sick leave per occurrence. If your absence is COVID-19 related and the employee will remain out of work for more than 3 days, if eligible, the employee may apply for FML. With FML approval the employee may use accrued sick leave up to 60 work days or 480 hours.  

For events covered under the Family Medical Leave Act please visit:

https://www.southalabama.edu/departments/financialaffairs/hr/fmla.html.

For events approved under a personal leave of absence please visit:

https://www.southalabama.edu/departments/financialaffairs/hr/absence.html

▼   What if the employee needs to be absent longer than two weeks?

The answer is leave specific. Absences due to illness or injury of an employee related to COVID-19, and the employee will remain out of work for more than 3 days, may be eligible for FML. To apply the employee will have complete this form https://www.southalabama.edu/departments/eforms/hr/leaveofabsence.pdf. The form must be submitted to you for signature. You will then forward the form and supporting documentation to Human Resources for review and approval.

Absences due to illness or injury of an employee related to COVID-19 should be treated as sick leave. If the purpose of the leave is the employee's own serious illness, the employee will be required to use any accrued sick leave, subject to the University's sick leave policy.

Absences due to illness or injury of a member of the employee’s immediate family related to COVID-19 should be treated as sick leave.  If the purpose of the leave is to care for a serious ill family member, as defined by and in accordance with the University's sick leave policy, the employee may take up to 3  days paid sick leave per occurrence. If your absence is COVID-19 related and the employee will remain out of work for more than 3 days, if eligible, the employee may apply for FML. With FML approval the employee may use accrued sick leave up to 60 work days or 480 hours.  

For events covered under the Family Medical Leave Act please visit:

https://www.southalabama.edu/departments/financialaffairs/hr/fmla.html.

For events approved under a personal leave of absence please visit:

https://www.southalabama.edu/departments/financialaffairs/hr/absence.html

For additional information regarding eligibility and the application process for a leave of absence of any type, please visit our Leave Policies webpage at:

https://www.southalabama.edu/departments/financialaffairs/hr/leavepolicies.html

▼   Are employees required to wear a mask at work?

Employees, students and guests are required to wear approved face coverings in all instructional settings (e.g., classrooms, labs) and in all indoor settings where 6-feet social distancing cannot be consistently maintained while on University of South Alabama academic campuses or while participating in USA-sponsored activities. Face coverings are also required while riding Jag Tran or other University transportation. Additional requirements may apply and must be followed as announced.