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UH Professor Steven Hankins

The following Faculty Frequently Asked Questions (FAQs) are for UH Mānoa faculty for the 2020–2021 academic year. The FAQs will continually be updated as new questions arise. If your question is not answered, please email covid19@hawaii.edu.

On this page


COVID-19 Testing & Vaccination Locations

  • Testing: A COVID-19 test is required if you are not vaccinated. A PCR test must be taken within 7 days of when you need to be on campus, or an antigen test must be taken within 3 days of when you need to be on campus.
    For the fall 2021 semester, Clinical Labs of Hawaiʻi (CLH) has been contracted to provide FREE PCR tests at 24 locations across the state. Make an appointment with CLH.
    For other state-approved testing locations go to https://hawaiicovid19.com/ and click on “testing.” Testing at sites other than the 24 CLH locations are not free.
  • Vaccinations: Use the CDC Vaccine Finder to find COVID-19 vaccines at a pharmacy or retail location in your neighborhood, or text your ZIP code to 438829. For more information about the COVID-19 vaccine in Hawaiʻi visit the Department of Health (DOH) COVID-19 site.

Health Protocols: vaccination, testing, Lumisight UH

Protocols for Exposed and/or Diagnosed Individuals

Well-Being and Behavioral Health

Course Instruction

Dining and other Services

Space Protocols

Research

Business Processes


Health Protocols: vaccination, testing, Lumisight UH

What protocols are in place for coming to campus?

First and foremost, stay home if you are sick.

In order to be on campus, students, along with all employees and campus visitors, are required to use a daily, check-in mobile app (Android or iOS) or web form that monitors/screens for COVID-19 symptoms called LumiSight UH. You must receive a green “You may report to campus” status with the current date on the app to be on campus. Employees who are unable to access LumiSight UH may come to campus to complete the check in.

For the fall 2021 semester, anyone who is unvaccinated and wants to come to campus must show proof of a negative COVID-19 test result weekly.

Checking in daily using the LumiSight UH app is simple and will take less than 30 seconds. The user will review the list of symptoms and possible exposure to COVID-19 in the app, answer “yes” or “no,” and the app will indicate if they are cleared to come to campus.

You can upload vaccination information to Lumisight UH. Instructions to upload vaccination information: Lumisight UH web app or Lumisight UH app on iPhones. For assistance with Lumisight UH, check the Lumisight UH FAQ or contact help@hawaii.edu.

Will a COVID-19 vaccination be required for students being on campus?

The COVID-19 vaccination has been added to the University of Hawaiʻi student health clearance requirements as of the fall 2021 semester. To be on a UH campus or property, students must be fully vaccinated against COVID-19. As with existing health clearance requirements, students will be able to request exemptions for medical and religious reasons. Students are required to load their vaccination information to the Lumisight UH app. You need a green “You may report to campus” status with the current date on the app to be on campus.
See the COVID-19 Vaccination Requirement for Students FAQs page for more details.

Will a COVID-19 vaccination be required for employees being on campus?

UH employees are required to either be fully vaccinated or show proof of a negative COVID-19 test weekly. Employees are required to upload their vaccination information or a COVID-19 negative test result weekly to the LumiSight UH daily health check app. Everyone needs a green “You may report to campus” status with the current date on the app to be on campus. Employees who are unable to access LumiSight UH may come to campus to complete the check in.

Instructions to upload your vaccination information: Lumisight UH web app or Lumisight UH app on iPhones. For assistance with Lumisight UH, check the Lumisight UH FAQ or contact help@hawaii.edu.

Do I need to be screened before coming to a UH campus/facility?

Yes, you need a green “You may report to campus” status with the current date on the Lumisight UH daily health check-in app to be on campus. The Lumisight UH app screens for possible COVID-19 symptoms and exposure and stores vaccination information or weekly proof of a negative COVID-19 test result. Employees who are unable to access LumiSight UH may come to campus to complete the check in.

Do I need to be tested for COVID-19 before coming to a UH campus/property?

Beginning Monday, August 23, 2021, unvaccinated students and employees, and those not fully vaccinated (two weeks after final dose), are required to provide weekly proof of a negative COVID-19 test from a UH-recognized testing facility to be on a UH campus or property.
A PCR test must be taken within 7 days of when you need to be on campus, or an antigen test must be taken within 3 days of when you need to be on campus.
Visitors and vendors must also follow this requirement. Delivery service workers such as the U.S. Postal Service, FedEx and UPS are not required to provide proof due to the limited/transient exposure to the campus.

For the fall 2021 semester, Clinical Labs of Hawaiʻi (CLH) has been contracted to provide FREE PCR tests at 24 locations across the state. Make an appointment with CLH.
For other state-approved testing locations go to https://hawaiicovid19.com/ and click on “testing.” Testing at sites other than the 24 CLH locations are not free.

Where do I direct a student if they need a COVID-19 test?

A PCR test must be taken within 7 days of when someone needs to be on campus, or an antigen test must be taken within 3 days of when they need to be on campus.
For the fall 2021 semester, Clinical Labs of Hawaiʻi (CLH) has been contracted to provide FREE PCR tests at 24 locations across the state. Make an appointment with CLH.
For other state-approved testing locations go to https://hawaiicovid19.com/ and click on “testing.” Testing at sites other than the 24 CLH locations are not free.Students can also be referred to University Health Services Mānoa. Report all positive cases of COVID-19 to the University Health Services Mānoa COVID-19 Resource Team at uhsm.covid@hawaii.edu or (808) 956-8965.

Where do I go if I want a COVID-19 test?

A PCR test must be taken within 7 days of when you need to be on campus, or an antigen test must be taken within 3 days of when you need to be on campus.
For the fall 2021 semester, Clinical Labs of Hawaiʻi (CLH) has been contracted to provide FREE PCR tests at 24 locations across the state. Make an appointment with CLH.
For other state-approved testing locations go to https://hawaiicovid19.com/ and click on “testing.” Testing at sites other than the 24 CLH locations are not free.Report all positive cases of COVID-19 to the University Health Services Mānoa COVID-19 Resource Team at uhsm.covid@hawaii.edu or (808) 956-8965.

Will a COVID-19 test cost me anything?

For the fall 2021 semester, Clinical Labs of Hawaiʻi (CLH) has been contracted to provide FREE PCR tests at 24 locations across the state. Make an appointment with CLH.
For other state-approved testing locations go to https://hawaiicovid19.com/ and click on “testing.” Testing at sites other than the 24 CLH locations are not free.

What if I had COVID-19 recently and am unvaccinated? My test will be positive.

Employees who test positive due to previous infection should submit a verification letter from their medical provider and positive test result with the date of the test as part of their campus health clearance process. These employees would not be required to test for 90 days from the positive test date. Individuals who have not been vaccinated are strongly encouraged to take the vaccine, so that they will not be required to begin/resume testing after 90 days.

Where on campus am I required to show my clearance on the daily health check-in app, LumiSight UH?

Any area that requires entry may require that everyone to show their green “You may report to campus” status with the current date on the LumiSight UH App before allowing entry. That includes classrooms, teaching laboratories, the Warrior Rec Center, UH Bookstore, in-person campus events, etc.

Can I expect my fellow colleagues to be vaccinated?

No, although 90% of UH employees say they are vaccinated according to a survey with a near 50% participation rate. Everyone who wants to be on campus is required to be vaccinated or submit a negative COVID-19 test result weekly. Vaccination status and COVID-19 test results are uploaded to the LumiSight UH daily health check app. Everyone must receive a green “You may report to campus” status with the current date on the app to be on campus. The app also screens for possible COVID-19 exposure before granting a green “You may report to campus” status. Instructors teaching in-person courses may request to see a student’s status on LumiSight UH.

Can I ask students and other employees to disclose their vaccination status?

Students and employees can be asked to show their green “You may report to campus” status with the current date on the Lumisight UH daily health check app to reflect the confirmation that they have completed the required daily check-in, AND are fully vaccinated, or have a current negative COVID-19 test result.

Do I have to wear a face mask?

Everyone on campus must wear face masks indoors. This includes classrooms, laboratories, offices, shops and common spaces such as hallways and elevators. Face masks with a clear window over the mouth are allowed if visible facial features are necessary to support learning or an activity.

Classroom and teaching laboratories are considered public spaces, and masks should be worn at all times if there is more than one person in the room.

Face masks are not required when outdoors, including lanais/patios. They are strongly recommended in crowded outdoor settings and for activities with close contact with others.

You are not required to wear a face mask while working in isolation, (e.g., if you are working in a room by yourself) or if you have a medical condition or disability and wearing a face mask poses a health or safety risk. Reasonable accommodations will be made in those instances.

What do I do if a student refuses to wear a mask in my class?

Anyone without a medical reason who refuses to wear a face mask indoors will be asked to leave campus. Contact the Department of Public Safety if assistance is needed and report the student to the Office of Student Conduct at osc@hawaii.edu.

Please refer students to https://manoa.hawaii.edu/covid19/ and asked them to monitor their hawaii.edu email for updates.


Protocols for exposed and/or diagnosed individuals

What do I do if I or someone close to me tests positive?

If you have tested positive for COVID-19, come into close contact with someone who tested positive or were told to quarantine or isolate, stay home and notify the UH Mānoa COVID-19 Resource Team at University Health Services Mānoa as soon as possible at (808) 956-8965 or uhsm.covid@hawaii.edu.

You are not allowed to return to campus until you are cleared by University Health Services Mānoa.

What do I do if a student in my class tests positive?

If you are conducting in-person instruction and a student tests positive, contact the University Health Services Mānoa (UHSM) COVID-19 Resource Team at uhsm.covid@hawaii.edu or (808) 956-8965. It is more likely that you will be notified by the COVID-19 Resource Team and/or a contact tracer from the Hawaiʻi Department of Health. They are also responsible for contacting the students in class.

You should self-isolate immediately, monitor for symptoms and contact your health care provider for guidance, who may recommend taking a COVID-19 test.

For more information on reporting procedures, see the COVID-19 Guidelines for UH Mānoa.

If someone is believed to have symptoms that may be COVID-19 related, what should they do?

Faculty can report a suspected case to the UH Mānoa COVID-19 Resource Team at University Health Services Mānoa uhsm.covid@hawaii.edu or (808) 956-8965.

Will employees and students be notified if someone tests positive?

UH Mānoa will not publicly disclose the identity of anyone who tests positive, which is against multiple federal laws. Positive cases reported on campus in the previous 14 days will be announced via email if that case is considered to be a risk to campus safety. Close contacts of the positive case will be notified. The number of positive cases reported on campus are also listed on UH’s website.

Do I notify the rest of my students if one of them tests positive?

Do not share any personal medical information about any student or employee. The university and the Hawaiʻi Department of Health are responsible for contacting those who need to be notified.

Who is responsible for clearing the return to campus of someone who tested positive for COVID-19?

Anyone who tests positive for COVID-19 is not allowed to return to campus until they are cleared by a medical provider consistent with the standards of DOH and the CDC. The infected individual will have to receive a green “You may report to campus” status from the LumiSight UH daily health check app to be on campus.

Will UH ensure my confidentiality if I have/am exposed to or diagnosed with COVID-19?

The university follows all laws that protect the privacy of students and employees, including the Health Insurance Portability and Accountability Act (HIPAA)  and the Family Educational Rights and Privacy Act (FERPA). No personal identifiable data will be collected by the daily health check-in app.

The university will not disclose the identity of any employee or student who is exposed, diagnosed with, or is suspected of having COVID-19, except for those who need to be notified, such as the Hawaiʻi Department of Health. All positive cases must be reported to the health department, which is responsible for the state’s COVID-19 pandemic response, including contacting close contacts of infected individuals

Will UH provide testing for faculty/staff/students?

A COVID-19 test is required if you are not vaccinated. A PCR test must be taken within 7 days of when you need to be on campus, or an antigen test must be taken within 3 days of when you need to be on campus.
For the fall 2021 semester, Clinical Labs of Hawaiʻi (CLH) has been contracted to provide FREE PCR tests at 24 locations across the state. Make an appointment with CLH.
For other state-approved testing locations go to https://hawaiicovid19.com/ and click on “testing.” Testing at sites other than the 24 CLH locations are not free.

How will you ensure these guidelines are up-to-date?

The guidelines will be updated based on the status of the pandemic and when government guidance is updated. All major changes in guidance will be immediately and broadly communicated to the campus community via email announcements and other channels.


Well-Being and Behavioral Health

Are mental health services available?

Faculty and staff can contact the UH Employee Assistance Program for counseling services at (808) 597-8222, for Oʻahu and (877) 597-8222 for the neighbor islands.

Students can call the UH Mānoa Counseling and Student Development Center (CSDC) at (808) 956-7927 to schedule an appointment with a counselor or to hear more about counseling resources on campus.

For more information and a list of mental health resources, see the COVID-19 Guidelines for UH Mānoa.

Additional Crisis Services

National Suicide Prevention Lifeline (NSPL) – 24/7 crisis line
Toll free (800) 273-8255
NSPL website

Crisis Text Line – 24/7 crisis text line
Text ALOHA to 741741
Crisis Text Hotline website

If you prefer texting over talking or are deaf or hard of hearing, the Crisis Text Line connects you with a crisis counselor who will invite you to share at your own pace.

Hawaiʻi CARES (Coordinated Access Resource Entry System)
Call (808) 832-3100 (Oahu) or (800) 753-6879 for neighbor islands
CARES website

When you call Hawaiʻi CARES, you will be connected with a local crisis counselor who will ask a bit about you, what your needs are, and how they can help.

What if I or one of my students has special needs, are immunocompromised or have disabilities?

Students should be advised to contact the KOKUA Program at (808) 956-7511 or kokua@hawaii.edu for assistance. Please accommodate the student as much as possible.

Will I be able to use the Warrior Recreation Center?

The Warrior Recreation Center will follow state and county guidelines regarding gyms and fitness centers. The latest information and updates can be found on the center’s Instagram page. An Instagram account is not needed to view the page.


Course Instruction

How will courses be delivered in fall 2021?

Instruction for fall 2021 will have more in-person classes than the two previous semesters. The instruction mode of every course (online synchronous, online asynchronous or online combination, hybrid or in-person) is available in the STAR registration system.

What if course delivery changes?

A course will never change from online to hybrid, or in-person or from hybrid to entirely in-person. The university is prepared to go entirely online depending on the status of the pandemic. All faculty should be aware of and prepared for that possibility.

Do instructors need to offer an online version of their in-person/hybrid class or a different access mechanism, for unvaccinated students?

Unvaccinated students are only allowed on campus if they upload a negative COVID-19 test result weekly to the LumiSight UH daily health check app. Everyone needs a green “You may report to campus” status with the current date on the app to be on campus. Instructors may ask students to show their green “You may report to campus” status with the current date before in-person instruction begins.

Which students are expected to be vaccinated without exception?

There may also be some courses where vaccination is required, without exemption, where physical distancing cannot be maintained. That may include clinical and laboratory settings, along with the performing arts. The decision is made at the department and college or school level. Speak to your department chairperson if you have questions. Students in on-campus housing and student athletes are also required to be vaccinated, although they may apply for religious or medical exemptions. If a student receives an exemption, they are required to be tested weekly for COVID-19.

Can faculty determine their teaching format after asking vaccine status?

Students and employees can be asked to show their green “You may report to campus” status with the current date on the Lumisight UH daily health check app to reflect the confirmation that they have completed the required daily check-in, AND are fully vaccinated, or have a current negative COVID-19 test result.

How will UH communicate with me about any changes in class delivery, etc. that may arise because of the pandemic?

If the campus moves to all online delivery, there will be broad communications across all of the campus communications platforms including email, social media, appropriate UH websites (MyUH, UHNews.org) and the mainstream media.

For in-person courses, do instructors need to verify if a student is vaccinated or has proof of a negative test result in the previous seven days?

Students, and everyone who wants to be on campus, are required to be vaccinated or submit a negative COVID-19 test result weekly. Vaccination status and COVID-19 test results must be uploaded to the LumiSight UH daily health check app. Everyone must receive a green “You may report to campus” status with the current date on the app to be on campus. The app also screens for possible COVID-19 exposure before granting a green “You may report to campus” status. Instructors teaching in-person courses may request to see a student’s status on LumiSight UH.

How many students will be in a class at once?

It depends on the size of the room. Each classroom and teaching laboratory has been reconfigured to ensure 3 feet of social distancing, which has reduced room capacity in some instances.

What will in-person classrooms be like?

Each classroom and teaching laboratory has been reconfigured to ensure 3 feet of physical distancing. Everyone is required to wear a face mask, and each classroom and lab is equipped with hand sanitizer stations and sanitizing wipes. Rooms will be cleaned and disinfected daily.

What kinds of help/support with hybrid or online instruction are available for faculty?

There a multiple resources available for faculty including:

Who can I call for tech support if my class is a synchronous hybrid?

Instructors can call (808) 956-8075 for ITS technical support

If I am teaching Here-or-There and the internet goes down, do I need to stop my class because some students can’t access or can I carry on?

Every situation is different (internet goes down at the beginning vs. towards the end of the class), and instructors are asked to use their best judgement. If the internet is lost at the start of class, the lesson should be stopped or the online students must be given an opportunity to learn the material via a separate lesson. If it happens toward the end of a class, there could be a review of the material missed at the beginning of the next class.

Will there be a commencement?

For updates see the UH Mānoa commencement website.


Dining and other Services

What dining services will be available?

Check the Mānoa Dining Services website for the latest information on which locations are open and their hours. Dining locations normally include Gateway Care and Hale Aloha dining halls, the Market @ Noelani Apartments, Starbucks, Jamba Juice, Simply to Go, Campus Center Food Court, Stir Fresh, Pizza Hut and Ba-Le.

For more information about food service at Paradise Palms and food trucks on campus, visit UH Mānoa Food Services.

Will the Campus Center / UH Bookstore be open?

The UH Bookstore is open and patrons will be allowed to enter after showing a green “You may report to campus” status with the current date on the Lumisight UH daily health check app. Steps have been taken to limit face-to-face contact or exchanges and to minimize pedestrian traffic congestion including signage, tape, etc. to keep 3-foot spacing for people in line to maintain appropriate distance. Online purchasing is encouraged at the bookstore.

The Campus Center dining and food services are open, though seating will be limited and self-serve drink stations are not available. Steps have been taken to limit face-to-face contact or exchanges, to minimize pedestrian traffic congestion and to keep 3-foot spacing for people in line.

Go to the Campus Center and UH Bookstore websites for hours and information.

What safety procedures will be in place for people to use the Campus Center?

Everyone is required to receive a green “You may report to campus” status with the current date on the Lumisight UH daily health check app to be on campus. You can only receive a green “You may report to campus” status with the current date if you upload to Lumisight UH your vaccination status or weekly proof of a negative COVID-19 test AND clear the daily screening. While on campus, everyone is required to follow UH COVID-19 guidelines including face masks indoors and safe physical distancing.

Steps have been taken to limit face-to-face contact or exchanges, to minimize pedestrian traffic congestion and to keep 3-foot spacing for people in line.

Campus Center services are also available online and virtually, wherever possible, to help limit face-to-face contact or exchanges.


Space Protocols

I need to use equipment/a room that is closed. Whom do I contact?

Do not enter rooms until they are officially opened. Please contact your department administration regarding equipment or spaces that you need and plan ahead, whenever possible.

Are custodial staff cleaning before my class, or should I be wiping down the podium teaching desks on my own?

Classrooms and teaching laboratories are being cleaned daily. Instructors and students are encouraged to take whatever steps that they feel are necessary to protect themselves, including wiping down their personal spaces before and after each use.

Whom do I contact if a room/space isn’t being cleaned?

Please let your professor or department administration know, and they can contact the appropriate facilities staff member. You can also email COVID19@hawaii.edu and please include the name of the building, room number, date and time.

Whom do I contact if the hand sanitizer dispenser is empty?

There should be signage on the dispenser that has the contact to call or email. If there is no information, please reach out to the unit where that dispenser is located. You can also email COVID19@hawaii.edu and please include the name of the building, room number, date and time.

Can I enter a room while it is being cleaned?

Please do not enter rooms until staff are finished cleaning and disinfecting.

Can I use my own cleaning supplies to wipe off equipment before using it?

Yes, as long as they are non-toxic and do not pose a hazard to yourself or others. Only cleaning and disinfection products approved by the Environmental Protection Agency and the Centers for Disease Control and Prevention for use against COVID-19 are allowed.

What do I do if I see someone not wearing a mask or wearing it improperly?

Do not confront. Move away if you are uncomfortable. The individual may have a medical condition or disability that does not allow them to wear a face mask.

Anyone without a medical reason who refuses to wear a face mask indoors will be asked to leave campus. Contact the Department of Public Safety if assistance is needed and report the student to the Office of Student Conduct at osc@hawaii.edu.

Where did these guidelines come from?

These guidelines are based on guidance provided by the Centers for Disease Control and Prevention and Hawaiʻi State Department of Health; state and county COVID-19 orders, and input from the UH Mānoa COVID Health Committee. They will be updated if/when the situation regarding COVID-19 changes.


Research

Where can I find the Research Working Group guidance?

The Research Continuity and Planning for COVID-19 at UH Mānoa document provides guidance.

Are services provided by the UH Office of Research Services (ORS) still open on campus?

All UH System research support services at ORS remain open. For the latest status, visit ORS research and continuity planning website.

How will ORS grant awards be awarded and processed?

ORS continues to operate on a normal schedule. You may check on the status by accessing myGrant. myGRANT is the UH System’s personalized version of the Kuali Foundation’s open source research administration software, Kuali Coeus (KC). KC provides proposal development, pre- and post-award administration and research compliance while allowing for future integration with other administrative systems.

For updates on federal sponsor policies in response to COVID-19, ORS directs you to the Council on Governmental Relations COVID-19 web page. In cases where the sponsor defers to institutional policies and procedures, you may contact Dawn Kim at dawnkim@hawaii.edu or ORS Financial Compliance at orscomp@hawaii.edu for additional guidance. Inquiries will be addressed on a case-by-case basis.

Our faculty have already been granted Institutional Review Board (IRB) approval. However, since the research involves human subjects, what changes need to be made?

In restarting human research involving face-to-face interactions, researchers are advised to consult the UH Human Studies Program (HSP) website for updated UH IRB requirements. Also, the UH HSP requires researchers to review their active protocols and submit a “Modification form” including a Safety Plan Form (see IRB requirements).

What should be done to ensure the safety of researchers in our laboratory and other research facilities?

For guidance on preparing your research laboratory and support shop/facility back online or to evaluate your continued research, please refer to specific guidelines listed in the “Research Laboratories” section of the “Research Continuity and Planning for COVID-19 at UH Mānoa” document.

What type of face mask should be worn in a lab? Can those in the lab wear a cloth mask?

Yes, face masks are required in UH buildings at all times in addition to maintaining a 3-foot distance from others. Cloth face masks are generally adequate for most laboratory activities though materials may differ based on specific commodities such as when working in a BSL 2 lab or with pyrophoric materials. Contact your EHSO Lab Safety or Biosafety representative for commodity-specific questions.

Do faculty have permission from UH to conduct field research during COVID-19?

Yes. Field research activities that are short duration and local are allowed to continue during the COVID-19 pandemic. However, in addition to normal safety considerations, each research group must carefully consider COVID-19 related risks and plan accordingly to minimize the potential spread of the virus during field activities. Additional considerations beyond those provided here will need to be considered for extended field operations (i.e., field operations that extend beyond 2–3 days). In general, where field personnel will be in remote, extended field conditions and access to medical care is limited, employees may need to quarantine for two weeks before an operation. Testing for COVID-19 prior to extended field operations may also be indicated. If followed, these steps would eliminate the need for social distancing and face masks in the field.

Is a COVID-19 risk assessment required for teams to conduct research?

No, but it is highly recommended. To create a safe work environment for supervisors and supervisees, you are encouraged to utilize the Optional Risk Assessment worksheet for each individual project.


Business Processes

What are the critical operations of UH campuses at this time?

Critical aspects of UH business operations will continue as outlined in the interim COVID-19 guidelines. These include: health services, food services that are available to-go, public safety, mail services, some financial services, residence halls, janitorial and maintenance services, limited library services, certain technology support and certain scientific research.

Visit UH Mānoa’s COVID-19 page for more information.

What resources are available to assist staff and faculty?

The COVID-19 Guidelines for the 10-campus system and each campus’s individual plans can be found at the UH COVID-19 resource website that includes additional information for coping with stress and mental health resources.

Please check your email daily for information including regular updates and reminders from the UH system and your respective campuses. You can also stay informed by regularly checking UHNews.org and UH’s social media sites.

Contact your supervisor, HR representative or email covid19@hawaii.edu if you have questions or concerns.

What resources are available for employees who are working remotely or for managing a remote workforce?

Employees and managers can find a quick resource guide to supporting telework arrangements at the Office of Human Resources (UH log in required). Decisions on working arrangements will continue to be made at the unit level. Employees and supervisors are requested to continue and maximize the use of the COVID-19-work-from-home option indefinitely whenever the necessary work of the university can be done from off-campus. Supervisors should work with the HR representative in their unit, as needed, for questions on updated procedures related to COVID-19.

A more formalized telework policy that will allow for the continuation of work-from-home arrangements for the duration of the COVID-19 pandemic will be provided in the coming week, with a target implementation on September 1.

Can I purchase personal protective equipment (PPE) and coronavirus safety supplies through my department/office?

Please work directly with your supervisor to purchase PPE and supplies for your department as determined as necessary and appropriate for your operations. Only cleaning and disinfection products approved by the Environmental Protection Agency and the CDC for use against COVID-19 are allowed.

Is there online COVID-19 training for UH employees?

Yes, all employees are required to view and complete the mandatory online UH COVID-19 safety training program, produced in accordance with the State of Hawaiʻi Occupational Safety and Health requirements (fall 2021 update pending). The training includes a general overview of COVID-19 control measures to prevent or minimize transmission, and other specific procedures/resources for UH Mānoa employees to stay safe on campus.

This video is not intended to replace job or task-specific training in relation to COVID-19, that is more appropriately addressed at the unit level. Updated information will be provided as the pandemic evolves.

Also, please take the time to review information including interim COVID-19 guidelines. The guidelines are interim only and are subject to revision, until consultation is completed with stakeholders.

Can I hire to fill a vacant position in my department?

As of July 23, 2020, there is a freeze on all new UH hires into regular (permanent or temporary) positions using non-extramural funds. This includes UH General Funds (GF), Tuition and Fee Special Funds (TFSF), Research and Training Revolving Funds

(RTRF) and other special and revolving funds. Graduate Assistants are exempt from this freeze but must be part of hiring plans approved by a UH Officer. Also exempt are new hires for whom a formal offer was extended and formally accepted in writing on or before the initial freeze on March 24, 2020. Only the UH President can approve exceptions to this freeze.

How will New Employee Orientation be handled during this time period?

Video conferencing can be utilized to orient a new employee where possible and NeoGov electronic onboarding will enable electronic submission of most requirements other than I-9 forms. Regardless of the method used, continue to notify the appropriate union of the new hire orientation. See the OHR website for further instructions.

How do I forward my mail? Can I have department mail delivered off campus?

See Campus Mail Services for more info on how they are supporting departments at this time.

If I am working remotely, can I suspend my payroll parking deductions for the fall semester?

Employees may return their parking permit for a refund and utilize the flat rate parking at the parking structure or the hourly visitor parking upper campus as needed. Employees who forgo their parking permit can later request one if they find that they need to park on campus more often, although they are not guaranteed the same zone. Employees should contact their department parking coordinators regarding either returning or purchasing their permits because of deadlines for permitting and payroll deductions. Please contact UH Mānoa Commuter Services for more information.

Will the Office of Human Resources and other fiscal and budget offices maintain in-person operations?

Yes, by appointment only. No walk-ins will be allowed. To arrange a meeting or to drop off materials, please contact your department’s designated administrative/fiscal representative. Meetings normally held in-person should be held virtually or by phone, whenever possible.

Will departments under the Office of Student Affairs such as Financial Aid Services or Office of the Registrar also transition to a paperless format?

Financial Aid Services and the Office of the Registrar opened on July 6 for limited in-person services and will continue to also offer all services remotely. Please check their respective websites for updated information.

Students have the option to submit financial aid documents using UH File drop. UH File Drop offers students the convenience of safely and securely uploading documents to our office for review and processing. Inquiries can be sent to: finaid@hawaii.edu.

The Office of the Registrar hosts a virtual front desk, Monday–Friday 9 a.m.–12 p.m.

Please expect additional time to complete requests and plan ahead for your registration and records needs.

How will procurement, purchase orders, contracts and PCard purchases be handled through this new workflow? Will there be delays in processing?

Visit the Office of Procurement website for updates on procedures and forms. As of July 23, 2020, there is a freeze on all equipment purchases, purchase orders over $25,000, and all vehicle purchases with non-extramural funds. There is also a freeze on all new contracts over $25,000 with non-extramural funds. Contract renewals are not frozen but should be carefully scrutinized to determine if they are absolutely necessary at this time.

Only the UH President can approve exceptions to this freeze. Expenditures with extramural funds are explicitly exempt, as UH extramural funds are a welcomed and significant source of economic stimulus for Hawaiʻi. Expenditures with extramural funds must be consistent with applicable contracts, grants and guidelines.

How will operations that cannot transition to a paperless workflow be handled?

For more information, please visit the Financial Management Office website.

Are there any special risks we should be aware of in regards to fraud/phishing?

As you work to keep business going, be cautious about phishing or other fraudulent inquiries. If you encounter suspicious activity, forward to help@hawaii.edu for confirmation before taking action. Learn more about phishing from ITS.

Who can help my department faculty or staff with questions?

For questions or assistance, please contact your designated fiscal or administrative officer. They are available Monday through Friday during normal business hours to answer any questions or can host a remote meeting.

Is business travel allowed for faculty and staff?

Please check the UH System COVID-19 Travel updates page for current information on conditions for travel. As of July 23, 2020, there is a freeze on all out-of-state and inter-island travel with UH General Funds or Tuition and Fee Special Funds (TFSF) funds. Only the UH President (out-of-state travel) or UH Officer (inter-island travel) can approve exceptions to this freeze. Interisland travel is subject to all normal university procedures and approvals, as well as all conditions imposed by the State relating to airline transport within Hawaiʻi.

It is important to remember that the COVID-19 pandemic is a rapidly evolving situation. If you are considering travel, everyone is strongly encouraged to follow the travel recommendations of the CDC, the U.S. State Department and the Hawaiʻi Department of Health.

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