California state workers may use sick leave to take care of children who are home due to school closures, according to guidance CalHR sent to state departments Sunday night.

The new guidance followed an announcement Saturday from Elk Grove Unified School District that it was canceling classes for the week. The district, the largest in the region, closed its 67 schools after the Sacramento County Public Health Department placed the family of a student on quarantine.

The district was the first in the state to close all its schools due to the COVID-19 outbreak. About 12,000 California state employees lived in Elk Grove in 2017, according to an analysis by The Sacramento Bee.

Employees who are required to stay at home under quarantine will receive administrative time off, and “telework may be considered,” according to the memo CalHR emailed to department human resources directors. That’s unless the worker chose to travel to a high-risk country — then they will not receive administrative time off, according to the email.

Workers should use leave to stay home if they remain sick after a quarantine period, according to the email.

Departments should consider telework, administrative time off and any applicable types of leave for workers who have sick family members or who face increased health risks due to heart disease or diabetes.

The full text of the guidance, sent on behalf of CalHR Director Eraina Ortega, is below.

Dear Colleagues,

This email serves as an update to previous communication about the impacts of Coronavirus (COVID-19) on your departments. In light of the latest guidance from the California Department of Public Health (CDPH) regarding school closures and mass gatherings, departments may have an increase in absenteeism, requests for telework, and may need to make decisions about deferring large meetings or events. While departments make necessary adjustments to ensure the continuity of critical functions of state business, we recognize these actions will have an impact on the state workforce.

Earlier today, CalHR and CDT sent joint guidance on an emergency telework program that included a quick guide that can be shared with employees. In addition, both departments have identified staff that will be available to answer department specific questions as this situation progresses. We will continue to review all guidance issued by both the state and local health departments and will send additional guidance and updates as the situation warrants.

Below is additional guidance on the authorized use of Administrative Time Off (ATO) for state employees during the period state departments are managing the impacts of COVID-19.

Employees subject to quarantine

An employee who is subject to quarantine or self-monitoring as issued from a local public health department, will be provided ATO and telework will be considered, consistent with department policy. An employee who chooses to travel to a high-risk country, however, after the CDC has posted its warning and upon returning to the US, becomes subject to quarantine will not be provided ATO and the employee should contact their department’s human resources office regarding leave options.

Employees who become ill during quarantine

An employee who has been subject to quarantine or self-monitoring as issued from a local public health department and tests positive for COVID-19 or otherwise becomes ill shall, no sooner than 14 days after the quarantine or self-monitoring began, use leave credits of all types available.

Employees caring for a sick family member

Employees caring for a family member or members who have tested positive for COVID-19 shall use leave credits of all types available to care for a sick family member.

Employees who have tested positive for COVID-19 or are caring for a family member who has tested positive for COVID-19 may be eligible for Family Medical Rights Act (FMLA) or California Family Rights Act (CFRA). Employees can work with their Human Resources office to determine if they meet eligibility. If the employee is eligible, they will need to obtain certification from their health care provider. Please see CalHR’s Online HR Manual http://hrmanual.calhr.ca.gov/Home/ManualItem/1/2107.

Employees impacted by school closures

CDPH provided guidance to local school officials regarding school closures that may be required to protect public health. Sudden school closures could disrupt work schedules and increase absenteeism. Departments should consider all viable options for telework and flexible work schedules. Employees shall use leave credits of all types available, including sick leave, to care for children as a result of school closure that officials determined was necessary to protect public health.

Employees considered at greatest risk

CDPH advises that the information available about risk groups is based on limited information and could change as we learn more about the disease. Early information out of China, where COVID-19 first started, shows that some people are at higher risk of getting very sick from this illness. This includes:

• Older adults
• People who have serious chronic medical conditions like:
  • Heart disease
  • Diabetes
  • Lung disease

Upon an employee’s request, departments should consider all viable options for telework and flexible work schedules for individuals considered at greatest risk. Employees shall use leave credits of all types available, including sick leave, if their position is not conducive to telework.

ATO may be authorized, in limited circumstances, for employees who have exhausted all available leave balances and face a hardship due to illness, caring for a family member, or school closure as a result of COVID-19. ATO provided due to hardship shall be reported to CalHR.

Departments are reminded to review the provisions for leave usage, including catastrophic leave, return to work, and medical verification in the appropriate collective bargaining agreements.

Updated Guidance on general health and safety best practices from CDPH in counties without evidence of community transmission

Promote everyday preventive health messages to your staff, which include:

• Stay home when you are sick, except to get medical care.
• Cover your coughs and sneezes with a tissue or sleeve, then throw the tissue in the trash.
• Wash your hands often with soap and water for at least 20 seconds, especially after going to the bathroom; before eating; and after blowing your nose, coughing, or sneezing.
• Avoid touching your eyes, nose, and mouth with unwashed hands.
• Clean frequently touched surfaces and objects daily.
• Minimize hand shaking or hugging.
• Consider remote participation capabilities such as video or telephone conferencing, live streaming meetings, or other options that permit staff the flexibility to stay home when they are sick, need to care for sick household members, or are at high risk for complications from COVID-19.
• CDPH does not recommend cancellation of meetings or events at this time if no COVID-19 cases exist within the community.

Updated Guidance on general health and safety best practices from CDPH in counties with evidence of community transmission

• Anticipate that some non-essential meetings and events may need to be modified (e.g., conducted as a video webinar), canceled, or postponed.
• Consider canceling non-essential meetings and events primarily for or attended by older adults and people with chronic medical conditions at higher risk for severe illness.
• Stay informed about the local COVID-19 situation. Get up-to-date information about COVID-19 activity in California on the California Department of Public Health web page.
• Staff should stay home if they at higher risk of severe illness or have any respiratory symptoms (cough or runny nose) or fever regardless of the presumed cause.
• Ensure that large meetings areas/venues are well ventilated and are adequately equipped with facilities for hand washing and supplies including hand sanitizer that contains at least 60% alcohol, tissues, and trash baskets.
• Increase the frequency of cleaning commonly used areas with detergent and water followed by a disinfectant that is EPA-approved for emerging viral pathogens.
• Recommend no hand shaking or hugging.
• Provide alternative options for attending the event via phone, video, or web applications.
• Additional Resources
  • Centers for Disease Control and Prevention Website
  • California Department of Public Health Website

Please direct questions regarding use of Administrative Time Off or other Human Resources/Labor questions to CalHR’s Personnel Services Branch at psb@calhr.ca.gov or 916-323-3343.

This story was originally published March 9, 2020 at 3:17 PM with the headline "What coronavirus means for California state workers: Telecommuting, sick time."