COVID-19 Resources for UAB Employees

UAB United | Resources for Managers

UAB United

UAB is transitioning from the university’s Limited Business Model into Modified Business Operations. The university's entry website provides details on UAB's entry plan, as we strive to preserve the health of our university community and Birmingham. For more information, visit uab.edu/uabunited.

• COVID-19 Operational Plan
• Entry Checklist for Faculty & Staff
• UAB Healthcheck

Campus Entry Resources for Managers

Resources for Returning to Campus

• COVID-19 Exposure Response Protocol: Checklist and policies for supervisors if an employee or student becomes symptomatic or tests positive for COVID-19.
• Compensating Employees with COVID Symptoms or Exposures: Chart for compensating Workgroups A, C and F, effective 9/13/2020.
• Telecommuting Checklist for Leaders: A guideline/procedural checklist to assist leaders in extending telecommuting requests.
• Furloughed Employee Return to Work Form: Request for return of a furloughed employee to active status prior to the end of the furlough period.
• Campus Entry Safety Training: Instructions for completing the COVID-19 Basic Safety & Awareness Course.
• What is UAB Healthcheck: Instructions for reporting COVID-19 symptoms and exposure history with UAB Healthcheck.
  
  

Preparing for Campus Entry

• Ten Tips for Supervisors for a Successful Return to Campus: Things won't be the same. Here are the essentials to keep people safe, understand your resources, live the UAB Shared Values and put empathy into action.
• Entry Guidance for Supervisors for Employees in Workgroups A & F: General guidance for supervisors as employees begin to transition from limited business operations to campus re-entry.
• Re-entry Readiness: Guidelines and template for developing an operational plan for re-entry to campus.
  
  

Re-entry Dashboards

• Re-entry Dashboard: Org Admins
• Re-entry Dashboard: Supervisors

UPDATE: Medical Plan Coverage for COVID-19

As concerns over the spread of the Coronavirus Disease 2019 (COVID-19) grow, we want to inform you of the steps Viva Health, Blue Cross Blue Shield and UAB have taken to remove barriers to appropriate testing and care. For details on current COVID-19 coverage for the Viva Health and Blue Cross Blue Shield medical plans, please see below.

COVID-19 Updates for VIVA Health (PDF) | COVID-19 Updates for BCBS (PDF)

2019 FSA Filing Deadline Extended

Employees who participated in a 2019 healthcare flexible spending account will now have until September 30 to file any eligible 2019 claims. The deadline has been extended from April 30 in order to provide additional leeway due to the ongoing COVID-19 impact. Any 2019 claim must be filed by September 30 in order to be reimbursed. You may file your claims directly with Payflex online at payflex.com. If you have any questions, you may reach PayFlex direct at 1-844-PAYFLEX or the benefits department at benefits@uab.edu.

See FSA Claim Filing Deadline Extension Notice (PDF) for more information.

Voluntary 403(b) Employer Match Suspension

As our limited business operations model continues, it has become necessary to announce a benefit program change to help address the financial impacts of COVID-19.

After consultation with the Board of Trustees, as well as campus and medicine leadership, UAB has made the difficult decision to temporarily suspend the voluntary retirement 403(b) employer match program. The UA System 403(b) employer match will be suspended beginning in May 2020 through September 2020. The UAB Hospital Management LLC 403(b) employer match will be suspended May 2020 through December 2020. This measure is being implemented across the UA System entities and will provide essential cost savings in addition to the other measures that have been implemented.

You are not required to take any action related to this change. A list of common FAQs may be found here to address any questions you may have related to this decision. Any additional questions can be directed to the Benefits office directly at benefits@uab.edu.

Stop Dependent Care FSA deductions if your daycare has closed or daycare needs have changed

If your daycare has closed or your daycare needs have changed, you can cancel or adjust your dependent care FSA account. You would also be able to restart your contributions once the daycare reopens. To make the change submit a life event in the UAB for Me portal at uab.edu/hrintouch.

CARES Act updates to voluntary retirement plans offer economic relief

The Coronavirus Aid, Relief, and Economic Security (CARES) Act recently passed by Congress offers some relief from the economic effects of the COVID-19 pandemic through updates to voluntary retirement plans. For details and eligibility requirements, visit TIAA's online CARES Act guide or refer to UAB Benefits Office guidance for University of Alabama System participants to learn more.

Virtual counseling appointments with a TIAA consultant are available by phone and virtual meeting. A TIAA financial consultant can direct you to important information on the CARES Act and help you review your asset allocation strategy to determine if it is in line with your future goals. Go to UAB TIAA Virtual Meetings to schedule an appointment.

TIAA Virtual Counseling (PDF) | CARES Act Provisions affecting Retirement Plans (PDF)

CARES Act to allow over-the-counter (OTC) drugs and medicines without prescription

As part of the CARES Act signed into law March 27, 2020, participants in the Health Savings Account (HSA) and Flexible Spending Account (FSA) can now purchase the following products:

1. This law allows patients to use Health Savings Account (HSA), Heath Reimbursement Arrangements (HRA) and Flexible Spending Accounts (FSA) funds to purchase over-the-counter (OTC) drugs and medicines, including those needed in quarantine and social distancing, without a prescription from a physician.
2. This law also adds feminine hygiene products to the list of eligible over-the-counter items.

These OTC changes are effective for expenses incurred after December 31, 2019, and do not have an expiration date. For members using their PayFlex debit card for newly eligible OTC items, the purchase is typically “verified as eligible or not” at the point of sale using Inventory Information Approval System (IIAS) when paying for eligible items at various locations or online. Given the new legislation, members should allow time for the debit card system to update. Updating the card system isn’t something PayFlex manages or has control over. If the PayFlex debit card doesn’t work at time of purchase, members can pay out of pocket and request reimbursement from their PayFlex account funds.

Fitness at Home | Healthy Eating | Preventative Steps

Find wellness resources below to help keep you and your family healthy at home. For more, join My Health Rewards or visit UAB Employee Wellness online.

Fitness at Home

• At Home Workouts: 100+ free exercise videos from fitness coach Les Mills provided by UAB Recreation
• Deskercise: 20 ways to get moving while you work (PDF)
• Physical Activity Breaks Resource Guide (PDF): Recommended by the Centers for Disease Control & Prevention
• 10-Minute Chair Workout
• Arms and Hands Dance
• Chair Aerobics Workout
• Chair Tai Chi
• Virtual Yoga: UAB EACC Gentle Yoga instructor's virtual yoga channel
• UAB News: How to stay healthy while working out during the coronavirus pandemic

Healthy Eating

Employee Wellness Recipe Hub

Explore UAB Employee Wellness's online collection of recipes and healthy information.

Farm Stand at UAB Produce Box

Check out available produce from the UAB Farm Stand by visiting Boozer Farms online. Order a weekly regional produce box in the spring and summer featuring a variety of fresh fruits and vegetables from Boozer Farms, and select a pickup location that is convenient for you.

Healthy Pantry Items

• Keeping Pasta Meals Healthy
• 7 Ways to Add Beans to Your Diet
• Applesauce Waffles (when you're out of milk and eggs)
• 50 Things to Make with Oats

Preventative Steps

UAB Infographics

• Social Distancing Dos & Don'ts
• Protect Yourself from Spread of COVID-19
• COVID-19 Affects All Ages
• COVID-19 Food Safety
• How do I know if I was exposed?

CDC Infographics

• How to Protect Yourself & Others
• Prevent the spread of COVID-19 if you are sick
• Cleaning And Disinfecting Your Home
• 10 things you can do to manage your COVID-19 symptoms at home
• Use of Cloth Face Coverings to Help Slow the Spread of COVID-19

Mental Health Screens | EACC Virtual Programs | Online Resources | Apps

Explore mental health services, self-care tips and more to help you through this rapidly evolving public health emergency. For more resources, visit the UAB Employee Assistance & Counceling Center online.

Mental Health Screens

Online mental health screenings are a fast, free and confidential way to check for signs of mental health issues. Check out some of the available online screens below.
Please note — online screens are not a substitute for consultation with a health professional. Regardless of the results of a screen, if you have any concerns, see your doctor, counselor or other mental health professional.

• UAB Medicine Wellbeing Index: This online self assessment tool allows users to measure burnout, assess valuable resources and compare their scores to peers, as well as track progress overtime to promote self awareness.
• Mental Health America: MHA offers free, confidential and anonymous mental health tests for depression, anxiety, work health, addiction and more — plus guidance for those unsure of which test they should take.
• Additional Online Screening: See EACC's list of available mental health screens focused on burnout, depression, eating disorders, PTSD and veterans issues, and more.

EACC Virtual Programs

The UAB Employee Assistance & Counseling Center is offering a variety of online programs and events to support you in achieving successful work-life integration during this unprecedented time of uncertainty and social distancing. Visit the EACC Events Calendar to view all upcoming events.

EACC programs are free and open to all UAB employees and members of their immediate household.

• Coping Conversations: Maintaining self-care practices and enhancing positive wellbeing during challenging times can be difficult. Meets weekly via Zoom, Tuesdays, 4:15-5 p.m. Interested participants can sign up online at See flyer for details.
• Self Care Studio: A collaboration between the UAB EACC and the Institute for Arts in Medicine that offers employees a space to enhance creativity and focus on personal wellness. Meets via Zoom the first and third Tuesday of the month, noon-1 p.m. Check the EACC Events Calendar for upcoming sessions.
• Virtual Yoga: UAB EACC Gentle Yoga instructor's release twice weekly sessions on her virtual yoga channel — go.uab.edu/VirtualYoga
• Financial Wellness Services: Through the Financial Wellness Program, the Employee Assistance & Counseling Center provides personalized counseling and various resources designed to help employees cope with financial stressors. Visit uab.edu/humanresources/home/eacc/financial-wellness for a complete list of services.

Online Resources

• EACC Handouts
• Resources & Referrals for use during UAB Limited Business Model: A list of mental health services and resources you may access during limited business operations
• Mental Health Tips for Managing Coronavirus Concerns: Symptoms of distress, self-care strategies and more
• Stay Calm & Reduce Fear during the COVID-19 Pandemic: What you need to know about COVID-19 and mental health, and how to keep yourself calm during the outbreak
• How to Support Employees during the COVID-19 Pandemic: Tips for UAB managers and supervisors on helping employees during this time
• Wellness at Home: What you can do to stay mentally and physically well (yes, they are connected!)
• How to maintain social connections while being physically distant: Internal and external strategies plus apps to help maintain social connections
• Code Blaze: Quick access to an extensive catalog of tools for solving stressful situations, relaxation and techniques for managing difficult emotions
• LinkedIn Learning: Happiness Tips: Get a new happiness tip to help you live a happier life. This course provides practical, actionable techniques for finding more time for the things you love and maximizing your day-to-day happiness.
• Coping with Stress during the 2019-nCoV Outbreak: Stress management strategies from the World Health Organization
• Creating a Healthy Mindset during a Pandemic: By practicing balanced and accurate ways of thinking, we can create more healthy thoughts and calm our emotional reactions.
• Working Remotely During COVID-19: Your Mental Health & Wellbeing: Practical tips for finding new ways to work and interact while taking care of our mental health and wellbeing.
• Managing Healthcare Workers’ Stress Associated with the Covid-19 Pandemic
• Guide to Mental Health Resources for Healthcare Providers
• Caring for Yourself and Others During the Covid-19 Outbreak: Managing Healthcare Workers' Stress (VIDEO)
• Coping Through The Coronavirus from TAO provides concrete ways to manage the anxiety and uncertainty that we are all facing. (VIDEO)
• Psychological First Aid: Supporting Yourself and Others During COVID-19: This Red Cross course will review basic principles of providing psychological first aid, including how to recognize and manage stress in yourself and in others and how to lend support to family members, friends and coworkers during and following the COVID-19 outbreak.

Mental Health Apps

myStrength

EACC has partnered with myStrength to provide free and confidential access to web and mobile e-learning tools on topics such as stress management, depression, anxiety, chronic pain, parenting, substance use concerns, trauma and more. Visit myStrength for UAB online.

Apps for Mental Health

Breath2Relax — guided breathing exercises
Android | iPhone

Headspace — personal meditation guide
Android | iPhone

Self Help for Anxiety Management — developed by a university team of psychologists, computer scientists and student users
Android | iPhone

Daylio Journal — mood tracker and private journal
Android | iPhone

Mood Tools — tools to deal with depression developed by the Anxiety & Depression Association of America
Android | iPhone

Fear Tools — tools to deal with anxiety developed by the Anxiety & Depression Association of America
Android | iPhone

Remente — goal setting and self-improvement
Android | iPhone

WoeBot — self-care app using Cognitive Behavior Therapy (CBT)
Android | iPhone

Wysa — mood tracker, mindfulness exercises, mental health assessment, powered by AI
Android | iPhone

Youper — emotional health assistant, powered by AI
Android | iPhone

Ten Percent Happier — features free coronavirus Sanity Guide, guided meditations for coronavirus Responders, along with a podcast, talks and newsletter on how to handle coronavirus anxiety. Healthcare workers not currently subscribed to Ten Percent Happier receive free access by emailing care@tenpercent.com for instructions.
Android | iPhone

With childcare in high demand, HR has identified resources for employees who are working onsite and experiencing the need for immediate childcare due to school and childcare center closures. This space will be updated as new resources become available.

Visit the Resources for Employees with Childcare Needs page for information to help you get started in your search for childcare options.

UAB Remote Workers | L&D Virtual Workshops | LinkedIn Learning | Online Resources

Tools for UAB Remote Workers

Temporary Telecommuting Agreement

UAB Remote Toolkit

The UAB IT department's Remote Working Toolkit offers you access to technology and other tools to help empower success, no matter where you need to work: go.uab.edu/remotework. For troubleshooting tips and connectivity updates from UAB IT, click here.

Recommended Resources from HRIS

• Make your iPad a Second Monitor (VIDEO)
• Feedback or audio echo in your virtual meeting? Check out Zoom Audio Best Practices (VIDEO).
• Learn how Microsoft Teams enables remote work: Microsoft Teams Best Features (VIDEO)
• Finding it difficult to collaborate with your remote team? Check out How to Collaborate Effectively If Your Team Is Remote (VIDEO).

Learning & Development Virtual Workshops

To support our new and rapidly changing reality, Learning and Development has postponed all in-person workshop and replaced them with a full schedule of online learning programs and events to support employees. Visit the L&D Learning Calendar to view all upcoming events.

Programs are organized in three areas to give you opportunities to connect with others, share challenges and ideas, take advantage of learning during times of unprecedented change...

• The Resilient Self: Programs and resources to help people manage new realities and provide ideas and tools to maintain productivity, leverage strengths, improving communication and balance work and life.
• The Resilient Team: Programs to help teams connected and engaged and work effectively under stress.
• The Resilient Leader: The Resilient Leader Virtual Series is designed to give leaders an opportunity to reflect and get revitalized by spending time with colleagues in an interactive session. Each session will have a new topic relevant for right now and plenty of time for discussion. Start your day by learning with other leaders, get ideas, inspiration and guidance as we navigate uncharted waters together. Sessions are Tuesdays and Thursdays in April, 9-10 a.m. Click here and select a date to register.

LinkedIn Learning

Explore recommended LinkedIn Learning courses on a variety of topics related to successfully managing change and working remotely. Membership to LinkedIn Learning is free to all benefit-eligible UAB employees.

Staying in Touch

• Communicating within Teams
• Communicating via email (3m 57s)
• Working Remotely
• Staying in touch (3m 19s)
• Using technology to build connections (3m 25s)
• How to prevent feeling isolated (3m 27s)
• Building rapport with remote colleagues (3m 26s)

Managing Stress

• Seven ways to eliminate stress (9m 19s)
• Managing stress and avoiding burnout (1m 52s)
• Managing Stress
• Learn to manage stress (57s)
• The impact of stress (3m 15s)
• Identifying triggers (2m 41s)
• Managing your time (3m 26s)
• Making positive personal choices (3m 11s)
• Managing Stress for Positive Change
• Defining stress (3m 14s)
• Your brain on stress (4m 25s)
• The problem with stress (3m 17s)
• Stressing as a blessing (2m 59s)
• The stress mastery formula (2m 38s)
• Reactions vs. responses (3m 6s)
• A quick stress audit (3m 43s)

Overwhelmed?

• How to Manage Feeling Overwhelmed
• An overview of overwhelm (1m 56s)
• Coming to your senses to disrupt stress (3m 47s)
• Cultivating flow with positive emotions (4m 17s)
• Focus on a new perspective (3m 35s)
• Take imperfect action to boost focus (3m 48s)
• Using strategic distractions (3m 4s)
• Getting to the core of your overwhelm (3m 39s)
• Recognizing stress sensitivity (4m 10s)
• Ending overwhelm for good (4m 59s)

Resiliency & Productivity

• Building Resilience (34m 25s)
• Managing Virtual Teams (56m 14s)
• Time Management: Working from Home (1hr 25m)
• Cultivating Mental Agility (37m 12s)
• Being an Effective Team Member (31m 42s)
• Finding Your Productive Mindset (59m 33s)
• Leading at a Distance (36m 50s)
• Developing Resourcefulness (18m 2s)

Online Resources

• UAB News: Four ways to save energy and money while working from home
• Learning & Development Newsletter
• The Remote Work Experiment
• Leading Virtually
• 8 Effective Tips for Working Remotely (PDF)
• 8 Tips for Managing Remote Teams (PDF)
• Working Remotely During COVID-19: Your Mental Health & Wellbeing (PDF): Practical tips for finding new ways to work and interact while taking care of our mental health and wellbeing.
• Harvard Business Review (COVID-19 coverage is available free to the public)
• A Guide to Managing Your (Newly) Remote Workers
• 10 Digital Miscommunications and How to Avoid Them
• 8 Ways to Manage Your Team While Social Distancing

Families First Coronavirus Response Act | Financial Planning | Resources for Caregivers | Back-to-School Resources | Eldercare Resources

Families First Coronavirus Response Act

From April 1, 2020 until December 31, 2020, the Emergency Family and Medical Leave Expansion Act (EFMLEA) and the Emergency Paid Sick Leave Act (EPSLA) provided paid leave to eligible employees of a covered employer under certain defined circumstances associated with the COVID-19 pandemic.

• Employee Rights: Paid Sick Leave and Expanded Family and Medical Leave under The Families First Coronavirus Response Act (PDF)
• Employee Rights: Paid Sick Leave and Expanded Family and Medical Leave under The Families First Coronavirus Response Act Spanish Language (PDF)

Financial Planning

CommonBond Student Loan Quick Tips

Go to info.commonbond.co/student-loan-quick-tips to view CommonBond's collection of short (2-3 minute) educational videos on managing student debt. This month's micro-webinar topics include:

• The CARES Act and its impact on student loan borrowers
• How to apply for Federal Subsidized Loans
• Understanding the difference between federal and private student loans

CommonBond is a UAB financial wellness partner offering a student debt refinancing program for UAB benefit-eligible employees.

Online Resources

• Harvard Business Review (COVID-19 coverage is available free to the public)
• Understanding the Economic Shock of Coronavirus

Resources for Caregivers

Online Resources

• Covid-ready Communication Skills: A playbook of VitalTalk tips
• Coronavirus Videos for Healthcare Workers:
• Front Line Support
• Building Your Resilience
• Recognizing Burnout
• Managing Healthcare Workers’ Stress Associated with the Covid-19 Pandemic
• Guide to Mental Health Resources for Healthcare Providers
• Coronavirus and Mental Health: Taking Care of Ourselves During Infectious Disease Outbreaks
• Caring for Yourself and Others During the Covid-19 Outbreak: Managing Healthcare Workers' Stress (VIDEO)

Caregiver Wall of Thanks

Check out the messages of thanks for all UAB and UAB Medicine employees working on the front line of defense against COVID-19 for our great state and beyond.

Back-to-School Resources for Parents

• Child Mind Institute: For families and educators alike, the transition into this school year comes with new challenges. Going "back to school" might mean attending in person with lots of distancing, navigating through another round of remote learning, or some of both. This site offers practical tools and expert advice to help you make the best of going back to school during the Coronavirus crisis.
• CDC Guide for Going Back to School: Back-to-school planning resources with checklists to guide parents and caregivers. Whatever situation you are faced with returning back to school, these checklists are intended to help parents, guardians, and caregivers, plan and prepare for the upcoming school year.
• Healthy Children Organization: Resources on how to return to school as safely as possible, including how to navigate crowded hallways, buses, and playgrounds.
• Alabama Public Health: This page offers a back to school toolkit, web presentation, potential outbreak form, district investigators map, and many more resources for school age children in Alabama.
• Alabama State Department of Education: The resources on this page include a timeline of ALDSE communications to help understand the school’s role during a closure and our commitments to Alabama’s students.

COVID-19 Resources for Older Adults

Government Information

• Coronavirus.gov: Get the facts about Coronavirus and take steps to care for yourself and help protect others in your home and community. Here you can also review resources for daily activities and staying safe when you go out.
• Medicare: The source for your Medicare questions about COVID19. This site has resources on how to slow the spread of Coronavirus, coping with stress, medicare related needs, and how to stay safe as our states reopen.

Benefits and Services

• Benefits Checkup (National Council on Aging): Here you can search your benefit programs to get relevant program information about benefits available in your state. Search for information on medication, healthcare, income assistance, transportation, and many more.

Caregiving

• Family Caregiver Alliance: The Family Caregiver Alliance is committed to supporting caregivers through the evolving situation associated with the Coronavirus. During this time of heightened awareness about public health and reducing risk of exposure for ourselves and those we care for, it is very important to gather updated information from trusted sources.

Finances

• Protect yourself financially from the impact of the Coronavirus: Protect yourself financially from the impact of the Coronavirus and review information on how to bills and other financial obligations, what to do if you experience loss of income, how to get more help with your money issues.
• COVID-19 Fraud: Financial scams related to the Coronavirus are becoming more prevalent. Use these resources to protect yourself from COVID19 scams and related Medicare fraud.

Mental Health & Social Isolation

• How to stay connected while intentionally isolated: The Coalition to End Social Isolation & Loneliness is monitoring the situation closely and has put together a compilation of resources on the physical, behavioral, and mental health effects of physical distancing and how to stay connected with others while intentionally isolating oneself.

Veterans

• Department of Veterans Affairs — Public Health: The Department of Veterans Affairs has implemented an aggressive public health response to protect and care for Veterans, their families, health care providers, and staff in the face of this emerging health risk. The VA is working directly with the CDC and other federal partners to monitor the outbreak of the virus.

The COVID-19 pandemic continues to evolve and have a significant impact on UAB’s business operations. Initially, UAB elected to pay employees who were not working during limited business operations. Unfortunately, the fluid and dynamic nature of this health crisis has made this offering impossible to sustain. Due to the financial impact the COVID-19 health crisis has had on UAB, the very difficult decision was made to implement a furlough after the careful review of many options.

Furloughed employees are eligible for unemployment benefits and UAB is doing everything possible to assist with filing the claim to expedite the process. Visit the Resources for Furloughed Employees page for information and resources to assist furloughed UAB employees during this process and throughout this difficult time.