Human Resources has compiled a list of frequently asked questions regarding procedures and processes during COVID-19.
To all employees from Mark Coldren, Associate Vice President, Human Resources
As you know, the university is planning to bring employees back to campus safely and prudently. To help accomplish this task, UB units were asked last week to develop and submit return-to-work plans that follow a set of best-practice health guidelines. These guidelines recommend the continuation of remote work arrangements, where effective, in order to lower the density of people on campus – with a target of having 50% less people in unit work areas. As a university community, we also will focus on maintaining social distancing in our work spaces and we will require all employees to wear face coverings where social distancing standards cannot be met.
As of June 15, more than 20 UB units have submitted return-to-work plans for review by expert teams within the offices of Facilities, Human Resources, and Environment, Health and Safety. Until a unit’s plan receives approval, employees who are working remotely should continue to work remotely
Before we begin the gradual return of employees, there are several key components that will be developed and completed university-wide:
We sincerely appreciate the patience and diligence of all UB employees as we carefully plan to bring people back to campus while managing risk and implementing health and safety guidelines.
To all employees from Mark Coldren, Associate Vice President, Human Resources
At this time, all employees that are working remotely should continue to do so until further notice.
UB will begin building plans to return employees to working on campus. The approach to build a plan has been shared with all UB leaders, Unit Business Officers, and unit HR Administrators. Plans will be developed by all units and submitted for review and approval in order to be able to support work areas with key operational services.
Information will be shared by unit leaders for their specific areas when and how plans are finalized for employees to return to campus. More information on return to campus guidelines is at the following: http://www.buffalo.edu/administrative-services/ub-forward-employees.html
We continue to appreciate all of the folks who have been on campus to keep it operational. If you have any questions, please contact me at 645-8155 or mcoldren@buffalo.edu.
To all employees from Mark Coldren, Associate Vice President, Human Resources
This message is to communicate to the UB community that the governor’s directive advising all non-essential employees to stay at home and work remotely will continue through May 28. The extension, announced this morning, comes as five regions of upstate New York can begin reopening because they have met criteria laid out by the governor's office.
When there is a change in the governor’s directive, UB will provide a planned and phased approach for any changes in operations, services and the return of non-essential employees to the campus. Until then, non-essential employees must continue to work remotely.
Please let me know if you have any questions or concerns. Again, I would like to express the gratitude of the entire UB community to all of our essential colleagues who continue to work on campus each day to maintain the operations of the university.
To all employees from Mark Coldren, Associate Vice President, Human Resources
This message is to remind the UB community of the governor’s directive advising all non-essential employees to stay at home and work remotely until further notice is given by the university.
If there is a change in the governor’s directive, you will receive official notification from the university indicating a date when non-essential employees can return to the campus. Until then, non-essential employees must continue to work remotely.
Please let me know if you have any questions or concerns. Again, I would like to express the gratitude of the entire UB community to all of our essential colleagues who continue to work on campus each day to maintain the operations of the university.
To all employees from Mark Coldren, Associate Vice President, Human Resources
In response to the continuing COVID-19 public health emergency, Governor Cuomo has extended to May 15 the directive indicating that all non-essential state employees in all New York State agencies and public authorities are not to report to work.
As a reminder, non-essential employees are defined as anyone who does not need to be physically present to perform job functions, or who are not required to meet the core function and programs of their agency or institution during the state’s emergency response.
Essential employees continue to be defined as anyone whose job function is essential to the effective operation of their agency or institution, or who must be physically present to perform their job; and those involved in the COVID-19 emergency response, and individuals who are currently providing a vital service for students who returned to campus and who are enrolled via distance learning. Once again, I would like to express the gratitude of the entire UB community to all of our essential colleagues for their efforts to maintain the operations of the university every day.
Please also note that state-funded student workers are still operating under the governor’s executive order, which provides direction on pay, working from home, and reporting to work only if deemed essential. Supervisors of student employees should continue to submit timesheets for work up until May 15. Federal Work Study (FWS) students should also continue to be paid until the identified funding is depleted. If any department has questions regarding FWS student funding, please contact the Financial Aid Office.
Included with the governor’s May 15 extension is a host of tools for campuses to use, including but not limited to:
In compliance with the State Executive Order for face coverings, UB’s Environment Health & Safety team is currently facilitating the distribution of masks for all essential employees. In anticipation of non-essential employees returning to UB campuses, we will need to prepare for resources and materials, per State guidance and mandates. To be more efficient and effective in this transition, all Personal Protective Equipment and disinfectant materials will be sourced centrally for the entire university. This would include face coverings and disinfectant cleaning materials such as Clorox wipes and hand sanitizer. Centralizing this process will enable consistent, compliance-based and cost-effective purchasing to be accomplished. Individual units should not initiate purchasing transactions for any of these items. Acquisition, storage and distribution will be managed centrally. More information about this process will provided as plans are developed for the return of non-essential employees to campus.
To all employees from Mark Coldren, Associate Vice President, Human Resources
In accordance with the recent Executive Order issued by Governor Cuomo (4/12/20) and guidance provided by the Center for Disease Control (CDC) regarding the voluntary use of face coverings, UB intends to supply our essential employees with suitable face covering materials for use in the workplace. As was shared previously, we are working to have these materials to be distributed with area supervisors as soon as they are sourced and available.
It is important to note that the use of a face covering is not intended to protect the wearer from exposure to the virus. Face coverings are a physical barrier intended to stop the spread of respiratory droplets from the wearer into the environment. While proper social distancing protocols are the best method against transmission, the use of face coverings is an important tool to help prevent the spread of the virus because individuals can be contagious before they develop symptoms of the viral infection, or may not be aware they are infectious. Higher levels of respiratory protection (N95 masks or other filtering-type respirators) are in short supply and are being reserved for use by medical professionals and first responders. NYS and the CDC is not recommending these types of respirators for general use face coverings in the workplace or in public settings.
Essential employees are now required to wear a face covering only in situations where they are interacting with a customer, or where they are unable to maintain proper social distancing. For other job activities where essential workers are able to properly social distance, the face coverings being supplied are for voluntary use. Supplies of manufactured surgical masks may be prioritized for use by customer interacting personnel.
The face covering being supplied to employees may vary depending on what is readily available. Options supplied may include:
*The CDC provides guidance for those wishing to make their own face covering https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html
Some work activities require the use of a higher level of respiratory protection. If an individual is performing a work activity which they believe may require additional respiratory protection, they should contact their supervisor for guidance. Supervisors may consult with EH&S to determine the most appropriate respiratory protection for such activities.
For additional information University Facilities has created a helpful video for essential employees: (UBITName and password required) https://buffalo.box.com/s/4f1nj7s9x5s141mib6928ypi6r0irq2p
We know that these are challenging and fluid times. Please know that everyone’s health and safety is our top priority. Thank you for your continued support and cooperation to help us conserve higher levels of respiratory protection for medical professionals and first responders. This guideline is designed to be consistent with local, state, SUNY and federal guidelines so we can continue to protect the well-being of the entire campus community. Again, many thanks to all of our essential colleagues for all that they are doing for our campus community.
To all employees from Mark Coldren, Associate Vice President, Human Resources
UB received confirmation in response to the continuing public health emergency for the COVID-19 virus, that the Governor extended his directive for all non-essential State employees for New York State’s agencies and public authorities in every county, to not report to work until April 29.
Essential employees continue to be defined as anyone whose job function is essential to the effective operation of their agency or authority, or who must be physically present to perform their job, those involved in the COVID-19 emergency response, and individuals who are currently providing a vital service for students who returned to campus and are undergoing distance learning. I know that the entire UB community joins me in appreciation for all our essential colleagues are doing to maintain the operations of the university every day.
As a reminder, non-essential employees are defined as anyone who does not need to be physically present to perform job functions, or they are not required to meet the core function and programs of their agency during this emergency response.
State part time and student workers are still operating under the Governor’s executive order which includes receiving pay, potential working from home, and reporting to work only if deemed essential. With this extension comes a host of tools for campuses to use including, but are not limited to:
To all employees from Mark Coldren, Associate Vice President, Human Resources
On April 4 the CDC recommended that, in addition to maintaining 6-feet social distancing, the use of face coverings can help prevent spread of the coronavirus by people who have the virus but who have yet to show symptoms. Based on these new guidelines, we would like to update our recommended safety measures for essential personnel who are still working on UB’s campuses.
It is important to remember that social distancing is still the primary way to slow the spread of COVID-19, and should be maintained regardless of whether a person is wearing a mask or face covering. If social distancing is not an option or is not feasible, essential staff members are strongly encouraged to wear face coverings when they are in close proximity of other individuals or when providing customer services. Essential staff members are not required to wear face coverings in situations when they are working alone in an area where they are isolated from other staff.
Currently, commercial masks are in short supply and UB may not be able to provide you with a commercial mask at this time. The university is attempting to obtain a supply of masks and as they become available, we will attempt to provide you with one.
Essential staff are welcome to wear a face covering they bring from home. Face coverings from home may include such items as cloth masks, surgical masks, shop/carpenter masks, bandanas, scarfs, etc. CDC guidance for making your own face covering is available here. Cloth face coverings can be laundered at home and used multiple times. UB encourages their re-use, unless the user suspects their face covering has been contaminated.
If an employee brings an N95 respirator from home, they must report their intent to use the equipment to their supervisor. Because N95 respirators are tight-fitting, filtering face-pieces, their use requires UB to maintain compliance with the OSHA respiratory protection standard. Therefore, the employee may be required to read OSHA appendix D regarding the voluntary use of respirators, and sign off that they have read and understood the material. Your supervisor will assist you with this task.
Individuals who work in patient-care situations or areas of special risk (Dental Clinics, Student Health Services, LAF, and University Police) should continue to wear personal proactive equipment as prescribed by their departmental manager. If anyone has questions, please contact your direct supervisor or you can contact Mark Coldren in Human Resources at 716-645-8155 or mcoldren@buffalo.edu. Thanks very much – be safe and well.
To all employees from Mark Coldren, Associate Vice President, Human Resources
In response to the COVID-19 public health emergency, the Governor extended his directive for all non-essential State employees for New York State’s agencies and public authorities in every county, to continue to work remotely until April 15.
With this directive, UB essential employees will continue to follow their assigned work schedules to ensure we are providing vital services for our students, distance learning, and campus-wide essential operations.
Please know, that this extension includes New York State funded and Federal Work-study student workers.
As a reminder, employee guidance shared previously will continue. This includes:
If anyone has questions, please contact Mark Coldren in the Office of Human Resources at 716-645-8155 or mcoldren@buffalo.edu. Thank you.
To all employees from Mark Coldren, Associate Vice President, Human Resources
Hello everyone. I would first like to express a great deal of thanks to everyone for their patience, diligence, concern, and compliance with all of our institution’s efforts this past week in the face of a rapidly changing and evolving situation. On March 20, the governor issued an executive order mandating that all employees from “non-essential businesses” stay home beginning March 22. This message is to reinforce that UB is still operating under guidance from the governor issued on March 17 regarding essential and non-essential employees at SUNY institutions.
According to this guidance, the essential employee designation includes those employees whose worksite presence is necessary to the continued operation of the university, who are integrally involved in the COVID-19 response effort, or those who must be present at the workplace in order to carry out their work-related duties and responsibilities. Under this guidance, essential employees include:
All non-essential SUNY employees have been assigned to perform their work-related duties and responsibilities from alternate work locations, via telecommuting. Non-essential status may change at the discretion of management; accordingly, employees should contact their supervisor daily to confirm their status. As the operational needs of the COVID-19 response change, management may modify specific job functions and/or work locations. For more information, please refer to UB’s March 17 memo “Information for Employees Regarding COVID-19.”
I encourage all non-essential employees working remotely to stay in regular contact with your supervisors and your co-workers via phone/Webex/Zoom/text, etc. It is very important for us to stay connected as a community. I know we all have a special appreciation for UB’s essential employees as they continue to support our students and University’s operations moving forward. Please continue to monitor information on UB’s web site focused on COVID-19. Thank you very much.
To all employees from Mark Coldren, Associate Vice President, Human Resources
In this continuing evolving situation, UB is taking proactive and prudent measures to ensure the health and safety of the UB community in accordance with the guidance provided by Federal and State governments, including the SUNY Chancellor, SUNY Administration, the Centers for Disease Control and Prevention (CDC) and the Erie County Department of Health. It is important that you review UB’s COVID-19 website to receive the latest information and guidance from the University (https://www.buffalo.edu/coronavirus/).
While we understand that the novel coronavirus is creating anxiety and uncertainty, we must follow university policies and practices regarding health and safety issues including the approval of alternate work locations.
University Guidance
Temporary Alternate Work Assignments
By direction from the NYS Governor’s office, effective March 17, 2020 and until further notice, all non-essential SUNY employees shall be assigned to perform their work-related duties and responsibilities from alternate work locations, via telecommuting. This telecommuting assignment is part of a telecommuting pilot program, recently negotiated by New York State and the CSEA, PEF and UUP labor organizations. Both the telecommuting assignment and the telecommuting program apply to all SUNY employees, including M/C designated employees.
The Essential employee designation includes those employees whose worksite presence is necessary to the continued operation of the University, who are integrally involved in the COVID-19 response effort, or those who must be present at the workplace in order to carry out their work-related duties and responsibilities. Non-essential status may change at the discretion of management; accordingly, employees should contact their supervisor daily to confirm their status. As the operational needs of the COVID-19 response change, management may modify specific job functions and/or work locations.
All telecommuters will be required to submit a work plan that includes hours worked and work completed. Employees must treat a telecommuting day as a regular workday in which the employee must maintain a regular work routine. More information about this policy as well as necessary forms will be provided as soon as possible. Employees will be required to complete the UB Temporary Alternate Work Assignment form (attached to this email). Completed forms will require unit leadership signatures and then should be submitted to the Office of Human Resources. If you have any questions, please contact Mark Coldren at mcoldren@buffalo.edu, or 645-8155, or the HR Service Center at 645-7777.
To all employees from Mark Coldren, Associate Vice President, Human Resources
Erie County officials declared a state of emergency for the county on Sunday, March 15, 2020. At this time, the University at Buffalo remains open and operational. Employees and supervisors may have questions regarding their work arrangements.The university will provide more guidance on how best to support remote work in the coming days. Supervisors should maintain communication with and support their employees as circumstances evolve.
These guidelines will remain in effect so long as current circumstances, involving the COVID-19 pandemic, warrant. These guidelines are subject to change, and may be rescinded, at any time. Please continue to monitor official UB communications.
In order to consider a remote work option for UB employees, all of the following criteria must be met:
Departments should ensure that there is an auditable record of work performed for each employee.
The alternate work location arrangement will be re-evaluated as needed. Remote work assignments may be modified or revoked at any time. Key things for supervisors and employees to work through include:
Up-to-date information on COVID-19 can be found here:
Updated June 8, 2020
New York State Commissioner of Health Dr. Howard Zucker issued a letter to state employees on March 4, 2020. You can read the letter here.
Updated March 11, 2020
The Center for Disease control has found that people at risk for serious illness from COVID-19 include the following:
It is important to consider not only the risk of exposure to UB students and employees, but also those they come into regular contact with due to living or caregiving arrangements.
Updated March 13, 2020
Faculty and staff who are not feeling well are asked to stay home and consult their health care provider as needed. Please notify your supervisor that you will be absent.
If faculty or staff are experiencing symptoms consistent with COVID-19, such as fever, cough and/or shortness of breath, contact your health care provider. Be sure to call ahead and tell your provider about any travel and symptoms you are experiencing. Faculty or staff must notify their supervisor and then Mark Coldren, associate vice president for human resources, at (716) 645-8155 or mcoldren@buffalo.edu to ensure that the University takes appropriate preventive actions.
Students experiencing symptoms should call UB Student Health Services at 716-829-3316.
If you are sick with COVID-19 or think you might have it, stay in your apartment or residence hall room unless you need URGENT medical care. The most common symptoms reported include:
Most people have only mild to moderate symptoms and are able to manage their symptoms at home.
Everyone should practice social distancing and good hygiene. UB is asking members of the campus community to follow these public health recommendations to avoid the spread of respiratory illnesses:
For your day-to-day life in the coming weeks or months, this guidance translates to the following points:
*The CDC provides guidance for those wishing to make their own face covering https://www.cdc.gov/coronavirus/2019-n
Updated March 17, 2020
Information on working remotely and other updates pertaining to employees’ safe return to campus will be provided on the Administrative Services Gateway page.
Visit the employee Return to Campus website for important guidance, including information and protocols such as:
Updated June 8, 2020
Several states in the U.S. and many regions of the world are experiencing a high number of cases of COVID-19. The university is strongly recommending that UB faculty, staff and students avoid traveling to regions that are being impacted by the virus.
In coordination with New York State officials, the university will follow guidance on mandatory quarantines when a person travels to the university from non-contiguous states.
Erie County strongly discourages travel to states with high rates of COVID-19 transmission. All travelers must complete the NYS traveler form upon arriving in New York State. Travelers from states not bordering New York State who want to shorten their mandatory 10-day quarantine must follow New York's testing regimen.
For additional information, see
As of Nov. 4, 2020 - Some travelers to New York may now “test out” of the mandatory 10-day quarantine.
Travelers from Contiguous States: Travelers from states that are contiguous with New York are not required to observe the mandatory 10-day quarantine after entering New York. They are, however, required to fill out the NYS Traveler Health Form.
Essential Workers: Essential workers are exempt from the 10-day quarantine after travel unless they stay for more than 3 days.
Travelers from Non-Contiguous States (and International Travelers): For any traveler to New York State from a noncontiguous state, US territory or CDC level 2 and higher country, the new guidelines to test-out of the mandatory 10-day quarantine are below:
For travelers who were out-of-state for more than 24 hours:
For travelers who were out-of-state for less than 24 hours:
Local health departments will validate tests, if necessary, and if a test comes back positive, will issue isolation orders and initiate contact tracing. The local health department must make contact with the state the traveler came from, to ensure contact tracing proceeds there as well. If the test comes back negative, the traveler may exit quarantine early upon receipt of the negative diagnostic test result.
Read more about the state's new guidelines.
Read the ECDOH standing order for travel, close contacts and quarantine.
Travel to Canada - Effective November 21, 2020, the Canadian government has announced new requirements that all travelers with a final trip destination of Canada must submit information through the ArriveCAN mobile app or online portal. For the most up to date information, refer to: https://travel.gc.ca/covid-19-travel.
The university is assisting students on a one-on-one basis if they are unable to travel to UB because of travel bans. International students who are unable to return are advised to contact International Student Services (isss@buffalo.edu) to discuss the best course of action for continuing their academic careers at UB.
Faculty and staff might have already made travel arrangements and incurred UB business-related expenses for upcoming travel that may have been cancelled due to concerns related to COVID-19. Visit the UB Travel Services website for information on UB and SUNY policies on reimbursement.
Please check with event organizers for the most updated information about scheduled UB conferences or events.
Visit the following page for the latest information on UB's travel reimbursement practices.
Updated June 4, 2020
Employees returning from areas designated by the CDC with Level 3 Travel Health Notices will be required to follow CDC guidelines for limiting exposure, including self-quarantine (staying at home) for 14 days.
Employees should contact their supervisor to report their plan to self-quarantine. Employees in self-quarantine who develop symptoms of illness should contact their health care provider. Employees with questions related to local health department guidelines should call the Erie County Department of Health helpline at 716-858-2929.
Updated June 4, 2020
No. The University can only require this for areas specified by the CDC or state or local public health officials as having widespread sustained (ongoing) transmission. Individuals with medical conditions, disabilities, or other circumstances that render them vulnerable in cases of exposure should contact their department supervisor, manager, or Human Resources liaison to discuss their options.
Updated March 13, 2020
No. You are not required to disclose whether you have a medical condition that might place you at higher risk. The laws prohibiting discrimination based on disability prohibit UB from making these inquiries or requiring medical examinations of employees without symptoms.
If you voluntarily disclose that you have a specific medical condition or disability that puts you at increased risk for COVID-19, or that you are living with someone with such a condition or disability, the department will keep this information confidential. Your supervisor will consult with their unit HR manager to determine the type of assistance that will be needed to mitigate your risk. The appropriate response will depend upon your job duties, responsibilities, and will be determined on a case-by-case basis.
Updated March 17, 2020
You should contact your supervisor who will consult with HR to determine what benefits or leave options may be available to you (i.e. accrual usage, NYSPFL, FMLA, or leaves as may be appropriate), and to consider whether there are any alternative work arrangements that would allow you to perform essential job duties. Alternative arrangements will be considered on a case-by-case basis and their appropriateness will depend upon the nature of your essential duties and responsibilities.
Updated March 13, 2020
FMLA will be administered at UB by the Office of Human Resources based on the legal requirements and individual circumstances with approriate medical documentation.
Updated March 11, 2020
If you voluntarily disclose that you have a specific medical condition or disability that puts you at increased risk COVID-19, or that you are living with someone with such a condition or disability, the department will keep this information confidential. You and your supervisor will determine the type of assistance that will be needed to mitigate your risk. The appropriate response will depend upon your job duties and responsibilities, and will be determined on a case-by-case basis.
Updated March 13, 2020
Students, faculty and staff are cautioned against making judgments regarding a fellow student or colleague’s health. If you see someone who is clearly ill, encourage them to contact their health care provider or UB’s Student Health Services at 716-829-3316
As with other forms of influenza (flu) or contagious illnesses such as colds, maintaining a reasonable distance from the person is a starting point. Do not shake hands or make other physical contact. Use a sanitary wipe after the person has left to wipe areas of your work station that the person has touched and follow good hand-washing practices. There may be situations in which a meeting can be rescheduled to a time when the person is feeling better, or the business can be conducted by phone or e-mail.
Everyone should practice social distancing and good hygiene. UB is asking members of the campus community to follow these public health recommendations to avoid the spread of respiratory illnesses:
For your day-to-day life in the coming weeks or months, this guidance translates to the following points:
*The CDC provides guidance for those wishing to make their own face covering https://www.cdc.gov/coronavirus/2019-n
Updated March 23, 2020
UB provides resources to help full-time academic and staff employees and eligible dependents cope with these types of life events through its Employee Assistance Program Hotline (EAP). Call 716-645-4461 (24 hours a day, 365 days a year). The EAP provides confidential, short-term counseling at no cost to the employee.
You can also find guidance from the Centers for Disease Control and Prevention on mental health and coping here:
Updated March 11, 2020
CDC provides recommendations on postponing or canceling travel. These are called travel notices and are based on assessment of the potential health risks involved with traveling to a certain area. A list of destinations with travel notices is available on the CDC website.
Updated March 13, 2020
UB Human Resources encourages employees to take the following four actions now to prepare for any possible future changes to normal business operations:
For help with these or additional questions, contact UB's Office of Human Resources at 645-7777 or ub-hr@buffalo.edu.
Updated March 6, 2020
Please contact your supervisor or UB Human Resources’ Service Center at (716) 645-7777 for specific guidance regarding your personal work situation.
Updated March 11, 2020
Customer Service
Human Resources
120 Crofts Hall
Phone: 716-645-7777
Contact your supervisor or UB Human Resources at 716-645-7777 for specific guidance regarding your personal work situation.