To provide support to UCLA employees who may be affected by the devastating wildfires in LA County, we are re-issuing guidance on the options available for emergency leave and related support services.
Emergency Leave
Administrative leave with pay is available during natural disasters or other emergencies under section F of PPSM-2.210: Absence from Work. In consultation with Campus Human Resources or Health Human Resources, Organization Heads may approve up to two days of administrative leave with pay and may request authorization for additional leave as needed to address situations in which staff are unable to report to work due to a natural disaster or emergency.
Additionally, departments have the discretion to allow employees who are unable to work as a result of the fires to use their accrued vacation, compensatory time off, or leave without pay. The option to use accrued vacation, compensatory time or leave without pay may also be made available to employees who volunteer for or are asked to participate in emergency response activities, such as volunteer firefighters. Employees called to active duty for emergency National Guard leave may be eligible to receive their regular University pay in accordance with section E of PPSM-2.210: Absence from Work.
In appropriate circumstances, department heads may approve telecommuting for employees who are able to work remotely if they are unable to access the campus. Contact your Employee & Labor Relations consultant in Campus Human Resources or Health Human Resources for guidance.
Employee Assistance Program
Dealing with emergencies such as wildfires can take a serious toll on all of us. The professionals at the Staff and Faculty Counseling Center are available to help employees deal with the impact of these circumstances. The Center can be reached at (310) 794-0245.
403(b) Plan – Emergency Loans and Hardship Withdrawals
The University offers several options for emergency loans for employees in need of financial assistance. Employees who participate in UC’s 403(b) Plan may borrow their own funds for emergency needs or, if ineligible for a loan, they may be able to take a hardship withdrawal. For loans and hardship withdrawals, plan participants should call Fidelity at 1-866-682-7787 or login to Fidelity’s website.
We urge managers and supervisors to be flexible during this period and hope everyone remains safe. Should you have any questions about the above guidance, please contact Kathleen Shiroma at kshiroma@chr.ucla.edu or Jane Miller at janemiller@mednet.ucla.edu.
Additional Resources
- Employee Assistance Program: Staff and faculty can contact the Staff and Faculty Counseling Center at 310-794-0245 for support in coping with these emergencies.
- Campus Catastrophic Leave Program: Eligible employees who are nearing vacation accrual maximums are encouraged to donate their hours to fellow colleagues in need of time off.
- Administrative Leave: If you have been impacted by the fires and are unable to come to work or work remotely, administrative leave with pay may be available. Contact your supervisor and HR representative for more details.
- Emergency Loans and Financial Assistance: Employees needing financial support can access emergency loans and hardship withdrawals through the UC 403(b) Plan. For more information, contact Fidelity at 1-866-682-7787 or log in to Fidelity’s website.
- Emergency housing: Vacant units in our faculty housing facilities and at UCLA South Bay are available for employees who have lost their homes to the fires. Please reach out to UCLAHousing@housing.ucla.edu to learn more.
- Discounted hotel rates: Reduced rates for evacuees and those who have lost their homes are available at the UCLA Meyer and Renee Luskin Conference Center, The Inn at UCLA and the UCLA Lake Arrowhead Lodge. Please call 310-794-1600 to inquire about availability. Interested guests are asked to mention that their booking is due to a local wildfire evacuation or home loss and specify their desired location.
- BruinALERT: This is UCLA’s public alert and warning system, used to distribute emergency notifications to the campus community. A BruinALERT notification is primarily used in an emergency to notify the UCLA campus community of a dangerous situation and/or immediate threat to their health or safety. Click on the link to make sure your contact information is updated so you receive notifications.
- Bruins Safe Online (BSO): The latest updates regarding campus operations and emergency statuses will be shared at BSO, including access to the campus air quality dashboard.
- Bruins Safe App: The Bruins Safe app sends instant notifications and instructions when on-campus emergencies occur, and it allows for contact with campus safety staff quickly for help during an emergency or to report a hazard. The app also provides safety resources.
RELATED INFORMATION
