For Employees

In preparation for the gradual return to campus of employees across the University of Maine System, helpful materials have been prepared to assist in this important transition.

As per the Chancellor’s announcement of July 1, there is now important guidance available in The Return to Campus Training Guide.

Training to accompany The Guide is strongly encouraged and available in both ASL and non-ASL formats in UMS Academy.

Here are some helpful hints to assist in accessing the training in UMS Academy:

  • Please login to your campus portal before clicking the link(s) to the training.
  • Hoonuit uses third-party cookies so your browser needs to be configured to allow cookies.
  • For further assistance in checking your browser’s settings in case of difficulty, here is a handy Job Aid as well: I.T. Guidance for Adding a Cookie Exception for Hoonuit

University of Maine System employees will be invited to return to working on campus in increasing numbers during the month of July by their respective campus emergency operations teams and their University’s leadership. The institutions of the University of Maine System in general will be increasing operations on campus during July and there is more information about that elsewhere on this web site with further guidance anticipated on or around July 1.

Any employee invited to return to campus will receive specific individual communication about returning. No employee currently working remotely should decide to return to work on campus or at other University locations unilaterally or independently. Employees should only return once they have received specific invitation or direction from their manager or supervisor or other appropriate University authorities.

Employees who would like to return to campus but have not yet been contacted are invited to contact their supervisor or manager. Supervisors and managers may in turn check on current workforce status with Human Resources to support the process in the event of questions or concerns. Supervisors and managers who are considering return to work decisions for employees must also coordinate with the emergency operations team on their campus.

Employees at greater risk for COVID-19 should continue to work remotely. For more information about understanding if you are at greater risk visit the CDC’s People Who Are at Higher Risk for Severe Illness page.

This pandemic continues to be a rapidly evolving situation. This information is subject to change. Employees should check the Health Advisory page routinely for updated information or changes in existing information.

Returning to campus will involve safety constraints. To provide for social distancing and other pandemic practices, the University may in certain cases continue to limit the personnel in certain offices, programs or facilities. Keeping everyone safe is among the reasons why no employee should decide to return to campus unilaterally. Cloth face coverings will be required in almost all places at almost all times. A further description of that requirement is posted in the face covering portion of this web site.

This guidance about employees potentially returning to campus is intended for employees only and does not alter or otherwise affect instructions or updates for students, remote or in-person instruction or the status of previously cancelled summer programming or activities.

Certain activities continue to be exempted from these restrictions under the Governor’s executive order. Employees who already were required to continue to perform duties or were permitted to do so at a physical location other than home may continue to do so in consultation with their supervisor. Employees with questions about this guidance are encouraged to contact their supervisor or manager and may also consult with Human Resources as appropriate to their needs and concerns.

All employees are asked to follow the Governor’s directions in their personal conduct.

In early July, the Office of Human Resources will be reaching out with more information and training materials to support a Safe Return to campus for those employees who will be returning in July.

(Last reviewed/updated: 06/19/2020)

The Tools for Remote Teaching, Learning and Work Resource Guide (https://www.maine.edu/information-technology/support/tools-resource-guide/) has been developed to provide a comprehensive source of information for faculty and staff exploring options for teaching or working remotely, including how to access voicemail and forward incoming calls. We encourage everyone to please refer to this guide for timely updates and information as new tools or services are offered. We would also like to remind faculty and staff that updated remote work guidelines will be made available on the UMS Health Advisory site (https://www.maine.edu/health-advisory/).

(Last reviewed/updated: 06/16/2020)

UMS Workplace Policies and Guidance regarding COVID-19

As the University of Maine System continues to monitor the local, national, and worldwide incidence of the coronavirus and the illness it causes, COVID-19, faculty and staff members are asked to review the workplace policies and guidance on this web site which reflect established UMS approaches to a variety of workplace circumstances and challenges.

The University of Maine System’s priorities in maintaining workplace policies in the context of the current public health situation are to:

  • Encourage fairness, open communication, and concern for the wellbeing of our faculty, staff, and students.
  • Maintain a safe and healthy workplace, including minimizing the transmission of contagious disease such as the COVID-19;
  • Sustain the University of Maine System academic mission and operational integrity

Potential Additional Policy Changes

If public health conditions warrant, the University of Maine System’s policies may be further adjusted. Faculty and staff will be notified as necessary of such changes and should also check the Health Advisory page for the University of Maine System for updates.

Questions may be directed to your campus Human Resources Office.

(Last reviewed/updated: 06/16/2020)

Important Actions to Take To Be Safe and Prepared

  • All faculty and staff are urged to take basic steps to avoid exposure to or infection from the virus causing COVID-19 and to protect themselves and others.
    • Stay home if you are ill.
    • Stay home if you are at higher risk.
    • Follow the CDC guidance for protecting yourself and others.
    • See more information about staying safe in the “For Everyone” section of this web site.
  • Take the steps necessary to set up direct deposit for paycheck processing if you have not already done so. Please visit https://mycampus.maine.edu to access Employee Self-Service.
  • Should you need assistance with feelings of stress or anxiety or with resources for child care, pet care, etc., you or your family are encouraged to contact the Employee Assistance Program available through Cigna at mycigna.com or 1-800-274-7603.

(Last reviewed/updated: 06/16/2020)

Yes. Because of the nature of campuses and the importance of face coverings in keeping individuals and the community safe, face coverings are required at all times on University of Maine System campuses, property and facilities, both indoors and outside.

Current exceptions to the University’s face covering requirement include: 1. when a person is alone in an office or other room with a closed door; 2. when a person is alone outside in a space where and when they can reasonably expect to be alone and they have a face covering available in the event it is needed; 3. when eating or drinking; 4. when a medical or disability situation requires an exemption; 5. When a situation (i.e. childcare settings) or a person (i.e. children younger than 2) are specifically exempted by Maine civil authorities; and, 6. in other special circumstances as may be determined by campus leadership. Note: Exceptions for the purposes of effective in-person instruction or presentations are pending the broader determination regarding the return to such instruction and are not addressed here at this time.

The CDC further recommends and the State of Maine further require that cloth face coverings must be worn in various circumstances to mitigate the spread of COVID-19.

Civil orders in Maine require face coverings at large gatherings, including gatherings held outside; in “public settings” where social distancing may be difficult, such as retail stores, parking lots or public transportation; OR when conducting activities/tasks, including work activities and tasks, where social distancing is not possible. The requirements of civil authorities apply to employees of the University of Maine System and, under these requirements, the University also may determine additional persons or circumstances when face coverings must be worn. Employees also can wear cloth face coverings at other times of their own choosing. When in doubt about whether a face covering is warranted or required, please wear a face covering.

In addition to employees wearing face coverings, University departments and business units are to promote the governor’s orders regarding social distancing, among other occupational controls, when conducting work activities and tasks.

If a department or business unit does not have access to face coverings, they should promote social distancing during activities/tasks, utilize other control methods, AND contact their campus emergency operations center or the office of strategic procurement for assistance.

Face coverings do not replace respirators or other types of breathing safety protocols that may be required by OSHA. If social distancing cannot be maintained and supervisors or employees have questions about what controls are most applicable to the work at hand, please refer to the Safety Management section of the University’s employee portal for more information.
This pandemic continues to be a rapidly evolving situation. This information is subject to change. Employees should check the Health Advisory page routinely for updated information or changes in existing information.
(Last reviewed/updated: 06/16/2020)

If you have a contractor or vendor coming on campus, please have them review and respond to these questions (see attached) prior to their arrival.  Consistent with guidance provided by the governor and Maine CDC, these questions are necessary to help prevent the spread of COVID-19.

If you have any questions, please contact your campus Emergency Operations Center (EOC) contact.

Covid-19 Vendor/Contractor Questions & Guidance (docx)

Covid-19 Vendor/Contractor Questions & Guidance (Accessible PDF)

(Last reviewed/updated: 06/12/2020)

UMS work and pay guidance has been intended to continue to provide opportunities for employee income and benefit stability while also ensuring that employees do not face involuntary layoff as a result of the COVID-19 pandemic at least through June 30.

With UMS remote work directives now extended through May (and guidance regarding June still pending), the University has updated certain guidance for the May 17 through June 30 time period regarding compensation and benefits. Please review the updated guidance.

(Last reviewed/updated: 05/05/2020)

For UMS employees, we recognize that during the current COVID-19 pandemic receiving the most accurate and up-to-date human resources information possible is of utmost importance. In compliance with Federal guidelines, we are providing the very latest information about the Families First Coronavirus Response Act, (FFCRA), that takes effect April 1, 2020.

Information has been added on the Human Resources COVID-19 Guidance Page

(Last reviewed/updated: 04/02/2020)

Due to the 2020 COVID-19 pandemic emergency, doctors and hospitals have cancelled annual wellness visits and wellness screenings that serve as primary qualifications for University of Maine System employees to satisfy their Level 1 incentive and earn lower health care premiums.

Recognizing this consequence of the COVID-19 pandemic to UMS members of the benefit plan, an adjustment to the Level 1 incentive structure is effective immediately until December 31, 2020.

Changes to the guidelines for achieving Level 1:

  • Employees who met level 1 in 2019, will continue to have the incentive premium rate (p rate) apply until December 31, 2020
  • Employees hired on or between 1/1/20 and 5/31/20 will need to complete level 1 requirements by 8/31/20 (date extended by 4 months). Those hired 6/1/20 or later will have the usual 90 days to complete level 1

Remaining unchanged:

  • Employees who did not meet level 1 in 2019 and are currently at the higher non-participant rate (n rate) can satisfy level 1 at any time until 11/30/20 to be switched to the lower p rate
  • Level 2 award requirements remain the same

*2021 will revert to previous practice and employees will have until 4/30/2021 to satisfy Level 1 for 2021.

Should you have any questions, please contact your Employee Benefits Center at benefits@maine.edu or 207-973-3373.

(Last reviewed/updated: 03/30/2020)

The University of Maine System has entered into a Memorandum of Understanding with the Maine Emergency Management Agency that will guide and expedite deployment of facilities, available supplies, services, and personnel into Maine’s response to the COVID-19 Public Health Emergency.

As part of this agreement the University will be coordinating with MEMA to maximize the impact of these contributions and will be tracking resources that are transferred for potential disaster relief reimbursement.

Faculty and staff who have recommendations on University resources and materials that could be transferred to the relief effort should please send these suggestions to UMSC19Request@maine.edu for coordination, approval, and tracking. Review of all suggestions will be expedited.

Managing Requests for Resources: If you are aware of a request for University property, supplies or resources, or the availability of such resources to contribute, please send this information to UMSC19Request@maine.edu for consideration and potential distribution. All transfers of University materials must be managed through this request process for coordination and tracking purposes.

To provide detailed information about the resources and materials:

    1. Please make a copy of this Google Sheets spreadsheet
    2. Fill in the the description(s) of the product/resources/supplies
    3. Share your spreadsheet with umsc19request@maine.edu

Note: For additional information on completing the spreadsheet, see these detailed instructions.

(Last reviewed/updated: 03/25/2020)

Full pay through April 4 without need to take leave! Per the Chancellor’s message, employees are asked to continue to work remotely if possible or as part of our reduced on campus operations. Special Time Reporting Codes have been established for regular part-time and full-time hourly and salaried employees beginning March 15 through April 4, 2020 for any time away from your regular work schedule for the following reasons:

  • Employee is not currently ill but has been advised by a health care professional or per UMS guidance to self-quarantine or is asked to leave the workplace by their supervisor due to indications of illness
  • Employee is not currently ill but needs to be away from work due to family member’s or dependent’s illness or self-quarantine requirements
  • Employee is not currently ill but needs to be away from work to care for child(ren) due to school or daycare closure
  • Employee needs to tend to matters related to COVID-19

Information on time reporting details are provided below:

UMA Employees Guidance on Administrative Leave on Monday, 3/16/20:

Questions? Don’t hesitate to contact the Payroll Team.

(Last reviewed/updated: 03/20/2020)

The University of Maine System is making the commitment that all regular employees will continue to receive their normal pay for their normal work hours through April 4, even if they are unable to work full-time during that time. This is an adjustment from guidance provided up to March 22, and will be updated following April 4.

Employees are asked to continue to work remotely if possible or as part of limited on-campus presence as already planned with their supervisors. Employees who need to be away from or are unable to work do not need to utilize sick or vacation time through April 4.

HR will provide more detailed guidance. Please see Chancellor Malloy’s March 19 message for additional information.

(Last reviewed/updated: 03/19/2020)

Cigna is closely monitoring the 2019 Novel Coronavirus (COVID-19) outbreak and is committed to taking appropriate actions to ensure customers have the medication needed to stay healthy. Should a customer have any questions or concerns about an individual situation, Cigna pharmacists are available 24/7.

State Orders are being issued regarding Refill-Too-Soon edits and the guidance varies from State to State. Lifting the edits across the country prematurely would remove the safeguards in place to prevent stockpiling which could potentially result in a strain on supply chain and disrupt current inventories. Our position as a company is to address the state specific orders as they are issued.

More Cigna Pharmacy and Refill Information is available on the Human Resources Guidance Page.

(Last reviewed/updated: 03/19/2020)

In partnership with Cigna, UMS has taken steps to help plan participants worried about symptoms or exposure to COVID-19 find greater peace of mind with easier access to screening, testing, telehealth services, and behavioral health support.

  • COVID-19 diagnostic testing will not be subject to co-pay or deductible. These out-of-pocket costs will be waived.
  • These out-of-pocket costs will also be waived for testing-related visits with in-network providers, whether at a doctor’s office, urgent care clinic, emergency room or via telehealth, at least through May 31, 2020.
  • Additionally, Cigna is actively adapting pharmacy benefits to align with evolving state and federal guidelines related to the pandemic.

Please note Cigna has opened an additional 24-hour toll-free help line (1-866-912-1687) to connect you directly with qualified clinicians who can provide support and guidance.

More information is available on MyCigna.com.

(Last reviewed/updated: 03/17/2020)

Cigna Telehealth Connection allows you to receive medical support and care while supporting the notion of social distancing and minimizing exposure.

Cigna Telehealth Connection lets you get the care you need, when you need it. Cigna provides access to two telehealth services as part of your medical plan – Amwell and MDLive. Both are national telehealth providers, with 24/7/365 access to board-certified doctors via video chat or phone. Telehealth services can be a cost-effective alternative to a doctor’s office or non-urgent ER visit. However, they are not intended to replace your primary care relationship or for use with life-threatening emergencies. To register or for any questions, please visit MyCigna.com.

More information is available on MyCigna.com.

(Last reviewed/updated: 03/17/2020)

Cigna Employee Assistance Program is available to all employees and their families, regardless of whether they have UMS medical coverage or not, to help cope with challenging times. EAP is free and confidential. The EAP can be reached at 1-877-622-4327.

More information is available on MyCigna.com.

(Last reviewed/updated: 03/17/2020)