Tools and Resources

• ACA Administrator General Questions [pdf] – These FAQs are designed for managers and HR Contacts. 
• ACA General Employee Questions [pdf] – These FAQs are designed for general employees.
• ACA USC Department Guidelines [pdf]

Forms

• ACA Marketplace Acknowledgment of Receipt [pdf] – This acknowledgment of receipt must be signed by all new employees and included in their hiring paperwork.
• ACA Marketplace Notice for New Hires [pdf] – This notice must be given to all new employees within 14 days of their start date. 

General Information

Expand allWhat is measles and why is it a concern on campus?

Measles is a highly contagious respiratory virus that can cause serious illness and disrupt campus life. Even a single case is considered a public health priority. The measles vaccine (MMR and MMRV) is the best way to protect yourself and others against measles.

How does measles spread?

 Measles is airborne and can linger in the air for up to two hours after an infected person leaves a room. It spreads much more easily than COVID-19, especially in shared spaces like classrooms and residence halls.

What are the symptoms of measles?

Initial symptoms include high fever, cough, runny nose, and conjunctivitis (red eyes). After 2–4 days, a rash of flat, red spots that may create a lacy appearance develops and usually lasts 5–6 days, spreading from the head down the body to the lower extremities. Severe complications can include pneumonia, encephalitis (brain swelling), and even death.

Immunization Requirements & Proof of Immunity

Expand allHow can I check or submit my immunization records?

• Immunizations given in South Carolina since 2017 are required to be entered into the state registry (SIMON). Ones given before then are only included in SIMON if a provider entered the historical records. If you do not have an immunization record, you can check the public portal for SIMON (below) or other states’ registries if vaccines were given there, or contact the provider who administered your vaccines.
• For South Carolina records: Access the Statewide Immunization Online Network (SIMON).
• For records from other states: Contact that state. 
• Employees can also upload records to MyHealthSpace for secure storage and quick access.

What if I cannot find my immunization documentation?

According to the South Carolina Department of Public Health, receiving another MMR vaccine is safe even if you have already received the two-shot sequence or had natural infection. Pregnant women and immunocompromised people should not receive the MMR vaccine.

What if I was born before 1957 or between 1957–1989?

To be considered immune from the measles, you must have received one or more doses of the MMR vaccine, after the age of one, or had a blood test showing the presence of antibodies to the virus.

• Individuals born before 1957 when measles were widespread are assumed to be immune.
• Individuals born in the years 1957 to 1989 may not have been fully vaccinated against measles, may have received a less effective vaccine type, or may not have written documentation. Unless a person born during these years has documentation of receiving a live measles vaccine, DPH recommends receiving an MMR vaccine or a laboratory test confirming immunity.

 

Quarantine, Isolation, and Exclusion Policies

Expand allWhat is the difference between isolation and quarantine?

Isolation and quarantine are both public health practices used to prevent the spread of contagious diseases, but they apply to different circumstances based on the person's health status and potential exposure. Isolation is for people who are confirmed to be sick with a contagious illness (or have tested positive, even without symptoms) to separate them from healthy people. The goal is to prevent a known infected person from transmitting the disease to others. Quarantine is for people who may have been exposed to a contagious illness but are not currently showing symptoms. The purpose is to restrict their movement to see if they become sick, thus preventing potential "silent" spread of the disease before symptoms appear.

What happens if an employee is exposed to a confirmed measles case on campus?

Employees who are exposed and do not have documented immunity will be excluded from campus activities, and the South Carolina Department of Public Health will instruct you to quarantine for 21 days from the exposure. Quarantine may reset if new cases arise and exposure occurs again. Depending on your job, you may be allowed to work remotely or take annual/sick leave. Supervisors/Chairs will work with you on a case-by-case basis.

How long does isolation last for someone with measles?

Isolation lasts until four days have passed since the onset of rash.

Can exposed individuals avoid quarantine?

If exposed, individuals who do not have proof of immunity can avoid quarantine by receiving an MMR vaccine within 72 hours of exposure.

 

Exemptions and Special Circumstances

Expand allAs an employee, what exemptions are allowed for immunization?

• Medical exemption: Requires physician documentation.
• Religious exemption: Requires a notarized form.
• While exemptions are allowed, if you are exposed, you will need to quarantine for 21 days.

 

Practical Steps and Resources

Expand allHow do I upload my immunization records or exemption forms?

1. Take a picture or scan your document(s).
2. Log into MyHealthSpace using your network username and password.
3. Enter your date of birth and click Proceed.
4. Select Medical Clearances (left side).
5. Click the update button for Immunizations Record.
6. Upload your document and click Save.

As an employee, who can access my uploaded immunization records?

Student Health and Well-Being will provide your immunization status to the SC Department of Public Health if you are exposed. For employees, uploading is voluntary and for your convenience.

Where can I get vaccinated or tested for immunity?

• USC Student Health and Well-Being offers blood tests ($41) and MMR vaccines ($115).
• Adults with SC PEBA State Health Plan insurance may receive the vaccine at USC or network pharmacies for no cost.
• Schedule appointments via MyHealthSpace.

Who should I contact for help with immunizations?

• Message the Allergy, Immunization, Travel Clinic Provider in MyHealthSpace.
• CDC Measles Information
• SC DPH Measles Outbreak Updates

 

Prevention and Campus Safety

Expand allWhat can I do to prevent measles?

• Get vaccinated, Measles vaccine is extremely effective in preventing infection.
• Practice respiratory hygiene and cough etiquette
• Wash hands frequently
• Stay home when sick
• Disinfect frequently touched surfaces

What should faculty and staff do to prepare?

• Have immunization records readily available and consider uploading into MyHealthSpace
• Encourage colleagues to become familiar with the information about measles
• Review signs and symptoms of measles

 

Additional Resources

• CDC Measles Information
• SC DPH Measles Outbreak Updates

• Employee Performance Management System (EPMS) [pdf] – Form used to evaluate the job performance of classified and unclassified staff.
• Performance Feedback Assessment for Non-Covered Employees [pdf] – Form used to evaluate the job performance of university employees who are not classified or unclassified staff.
• Performance characteristics are qualities, traits, or individual characteristics that are  needed for employees to perform their job duties successfully. 

• Designing Effective Reward and Recognition Programs [pdf] – Consult package for all campuses. 
• Faculty and Staff Award Authorization [pdf] – Departments who would like to establish a new award for faculty and staff recognition must submit this form to Human Resources and the Board of Trustees.
• Guidelines for Awarding Pay for Performance Salary Increases for Classified Staff [pdf]
• Guidelines for Developing a Recognition Program at USC - Columbia Campus [pdf]
• Request to Establish Employee Recognition Program [pdf]

• Employee Assistance Program (EAP) – A practical and confidential resource for permanent employees and their dependents. The EAP provides many different types of assistance such as counseling, legal assistance, financial and health and wellness services.
• Grievances – There are laws, regulations, policies and procedures in place to provide covered employees an opportunity to challenge specific unfavorable employment actions they believe were issued inconsistently, improperly or not in accordance with University policy.
• Integrity Line – If talking with your supervisor or other administrator is not an option in dealing with a workplace concern, the USC Integrity Line is an anonymous reporting system, administered by an independent third-party provider, Lighthouse Services, Inc., to report your concerns about questionable or unethical behavior. 

• Academic Position Request Form [pdf] – This form is applicable to the Columbia campus only. If this request places your college over their FTE baseline, the department's FTE Baseline Increase form must also be attached when sending to the Provost Office.  

• Affiliate Appointment Form [pdf] – Please refer to Univ 2.50 policy on affiliate appointments [pdf]. 

• ACA Administrator General Questions [pdf]
• ACA General Employee Questions [pdf]
• ACA Marketplace Acknowledgment of Receipt [pdf]
• ACA Marketplace Notice for New Hires [pdf]
• ACA USC Department Guidelines [pdf]
• PeopleAdmin ACA Calculation Worksheet [pdf]

• Background Screening Candidate Tip Sheet [pdf]
• Department Electronic Background Screening Request form [pdf] – This form should be used for affiliates, students and volunteers that require background and/or drug screenings.

• Dual Request Form [pdf] – Use this form to hire external duals through PeopleAdmin.
• Retirement Program Guidelines for Dual Employment [pdf]

U.S. Citizenship and Immigration Services (USCIS)

• USCIS – I-9 Employment Eligibility Verification
• USCIS – E-Verify
• USCIS – Employee Rights

University of South Carolina

• Form I-9 Authorized Representative and E-Verify General User Agreement [pdf] 
• Form I-9 Authorized Representative and E-Verify Program Administrator Agreement [pdf]
• Form I-9 Authorized Representative and E-Verify General User and Program Administrator Fact Sheet [pdf]

•  Request for Floater Assistance (P-100) [pdf]

• Attestation of Hiring Process [pdf] – This form is a required attachment for all FTE, Research Grant and Time-Limited hiring proposals. Hiring managers and members of the selection committee must disclose any prior relationship with a selected candidate.
• Bridge to Faculty Hiring Process [pdf] This process is for a postdoctoral program designed to recruit talented early-career scholars with the goal of transitioning them to tenure-track faculty members after two years.
• Bridge to Faculty Sample APR Form [pdf]
• Business Process for USC Transfer [pdf]
• Faculty Terms and Definitions [pdf]
• Hiring Proposal Document Grid [pdf] – This document provides an overview of required attachments (supporting documents) by type of hire. If the required attachments are not present on the Hiring Proposal at time of submission, it could delay the hire.
• USC Transfer Form [pdf]

• Academic Position Request Form [pdf] – This form is applicable to the Columbia campus only. If this request places your college over their FTE baseline, the Request for FTE Baseline Increase form must also be attached when sending to the Provost Office.  

• USC Jobs Online Login for Hiring Managers – Position description system for hiring managers.
• See USC's Market Structure page for more information. 

• Retirees Returning to Work [pdf] – Guidelines for hiring employees who have retired from USC or another employer participating in a PEBA administered retirement program.
• HR 2.02 Post-Retirement Employment
• Retirement Program Guidelines for Retired Members of the SCPEBA Who are Returning to Employment

• Authorization Agreement for Electronic Deposits [pdf]
• EEO Data Reporting Form [pdf]
• IRS W-4 Form [pdf]

• Applicant Review Template [pdf] – This should be used to compare the candidates against set criteria to determine who to interview. The hiring manager should develop a job specific template prior to reviewing applications. A sample review template [pdf] may help you get started.
• Attestation of Hiring Process Form [pdf] – Once a candidate has been selected, the hiring manager must certify that they meet the minimum requirements and that there are no conflicting relationships. Upload this form into PeopleAdmin. 
• Basic Guidelines for Screening Applicants [pdf] – Hiring managers should follow these guidelines to ensure each application is reviewed carefully and that those chosen to be interviewed meet the minimum requirements for the job. 
• Justification Form [pdf] – Consider crafting a memo or completing this justification form to present to the department head or manager for approval to hire the selected candidate. 
• Rating Guide [pdf] – After constructing a good set of job-related questions for your interview, you should also produce a rating guide to help score each applicant you interview. 
• Reference Check [pdf] – Use this form to help conduct a thorough reference check on your top candidate for the job. 

• Additional Compensation (Multiple Assignment) Request for Research Grant/Time-Limited Positions (RG/TL-AC) [pdf] – This form is used for RG/TL employees who are requesting additional compensation. 
• Attestation of Hiring Process [pdf] – Hiring managers and members of the selection committee must disclose any prior relationship with a selected candidate. Upload this form into PeopleAdmin for all FTE, research grant and time-limited positions. 
• Business Process for USC Transfer [pdf]
• Procedures for Establishing, Filling, and Terminating RFP/TL Positions [pdf]
• RGP Hiring  Process Timeline [pdf]
• RGP/TL Reappointment Letter – Effective 4/1/2019, this letter replaces the RGP/TL Agreement form. Attach this letter to reappointment actions that are submitted to HR Operations and Services. 
• USC Transfer Form [pdf]
• Sample position descriptions:

               Laboratory Technologist
               Post Doctoral Fellow
               Research Assistant Professor
               Research Associate

• Foreign National Tax Information Form [pdf] – Required for international student hires. 
• Student Hire Request Form [pdf] - This form is only to be used if a student does not appear in HCM PeopleSoft search OR if the student is enrolled on a different campus than the campus on which they are being hired to work. Completed forms should be sent to your designated Service Team.
• Student Job Codes and Types of Pay [pdf]

• Procedures for Establishing a Temporary Position Description [pdf]
• Retirement Program Guidelines for Temporary Employees [pdf]

Measles is a highly contagious respiratory virus that can cause serious illness and disrupt campus life. Even a single case is considered a public health priority. The measles vaccine (MMR and MMRV) is the best way to protect yourself and others against measles.

 Measles is airborne and can linger in the air for up to two hours after an infected person leaves a room. It spreads much more easily than COVID-19, especially in shared spaces like classrooms and residence halls.

Initial symptoms include high fever, cough, runny nose, and conjunctivitis (red eyes). After 2–4 days, a rash of flat, red spots that may create a lacy appearance develops and usually lasts 5–6 days, spreading from the head down the body to the lower extremities. Severe complications can include pneumonia, encephalitis (brain swelling), and even death.

• Immunizations given in South Carolina since 2017 are required to be entered into the state registry (SIMON). Ones given before then are only included in SIMON if a provider entered the historical records. If you do not have an immunization record, you can check the public portal for SIMON (below) or other states’ registries if vaccines were given there, or contact the provider who administered your vaccines.
• For South Carolina records: Access the Statewide Immunization Online Network (SIMON).
• For records from other states: Contact that state. 
• Employees can also upload records to MyHealthSpace for secure storage and quick access.

According to the South Carolina Department of Public Health, receiving another MMR vaccine is safe even if you have already received the two-shot sequence or had natural infection. Pregnant women and immunocompromised people should not receive the MMR vaccine.

To be considered immune from the measles, you must have received one or more doses of the MMR vaccine, after the age of one, or had a blood test showing the presence of antibodies to the virus.

• Individuals born before 1957 when measles were widespread are assumed to be immune.
• Individuals born in the years 1957 to 1989 may not have been fully vaccinated against measles, may have received a less effective vaccine type, or may not have written documentation. Unless a person born during these years has documentation of receiving a live measles vaccine, DPH recommends receiving an MMR vaccine or a laboratory test confirming immunity.

Isolation and quarantine are both public health practices used to prevent the spread of contagious diseases, but they apply to different circumstances based on the person's health status and potential exposure. Isolation is for people who are confirmed to be sick with a contagious illness (or have tested positive, even without symptoms) to separate them from healthy people. The goal is to prevent a known infected person from transmitting the disease to others. Quarantine is for people who may have been exposed to a contagious illness but are not currently showing symptoms. The purpose is to restrict their movement to see if they become sick, thus preventing potential "silent" spread of the disease before symptoms appear.

Employees who are exposed and do not have documented immunity will be excluded from campus activities, and the South Carolina Department of Public Health will instruct you to quarantine for 21 days from the exposure. Quarantine may reset if new cases arise and exposure occurs again. Depending on your job, you may be allowed to work remotely or take annual/sick leave. Supervisors/Chairs will work with you on a case-by-case basis.

Isolation lasts until four days have passed since the onset of rash.

If exposed, individuals who do not have proof of immunity can avoid quarantine by receiving an MMR vaccine within 72 hours of exposure.

• Medical exemption: Requires physician documentation.
• Religious exemption: Requires a notarized form.
• While exemptions are allowed, if you are exposed, you will need to quarantine for 21 days.

1. Take a picture or scan your document(s).
2. Log into MyHealthSpace using your network username and password.
3. Enter your date of birth and click Proceed.
4. Select Medical Clearances (left side).
5. Click the update button for Immunizations Record.
6. Upload your document and click Save.

Student Health and Well-Being will provide your immunization status to the SC Department of Public Health if you are exposed. For employees, uploading is voluntary and for your convenience.

• USC Student Health and Well-Being offers blood tests ($41) and MMR vaccines ($115).
• Adults with SC PEBA State Health Plan insurance may receive the vaccine at USC or network pharmacies for no cost.
• Schedule appointments via MyHealthSpace.

• Message the Allergy, Immunization, Travel Clinic Provider in MyHealthSpace.
• CDC Measles Information
• SC DPH Measles Outbreak
• Updates

• Get vaccinated, Measles vaccine is extremely effective in preventing infection.
• Practice respiratory hygiene and cough etiquette
• Wash hands frequently
• Stay home when sick
• Disinfect frequently touched surfaces

• Have immunization records readily available and consider uploading into MyHealthSpace
• Encourage colleagues to become familiar with the information about measles
• Review signs and symptoms of measles

• Access/Removal Request to Human Resource Systems [pdf] – Complete this form to request or remove access to the following HR Systems:
  
  • PeopleAdmin/USC Jobs
  • HR Drop Box
  • HR Intranet
  • I-9/E-Verify
  • Background Check
  • Drug Screening
  • Tracking Log Notifications and Payroll Actions Report
  • Other HR Systems

• PeopleSoft HCM All Access Form [pdf] – Submit a ticket through the Service Now Portal and attach this form to request or remove access for the following roles in PeopleSoft HCM:
  • HR Roles
  • Payroll /Business Manager Roles
  • Finance Roles
  • Time/Labor and Absence Management Approval Roles

• User Agreement for Responsible Use and Confidentiality of Data [pdf] – This form should be submitted for anyone who has access to confidential personnel data, information systems and files in various forms. 

• Training Account Login
• Training Calendar
• Classes Listed by Subject

• Individual Development Plan (IDP) Form [pdf]
• LEAD Certificate of Completion Checklist [pdf] – Use this checklist to help keep track of your progress towards completion of the management development program.
• Non-Supervisory IDP Example [pdf]
• Supervisory IDP Example [pdf]

Required Workplace Posters

All university departments are required to have the following items posted in the workplace:

Federal Workplace Posters

• Employee Rights Under the Family and Medical Leave Act (FMLA) [pdf]
• Employee Rights Under the Fair Labor Standards Act (FLSA)(Minimum Wage) [pdf]
• If You Have The Right To Work... [pdf]
• Know your Rights:  Workplace Discrimination is Illegal [pdf]
• Notice of Affirmative Action Plan for Disabled Persons [pdf]
• Pay Transparency [pdf]

• Reaffirmation of Policy on Equal Opportunity and Affirmative Action [pdf]

• This Organization Participates in E-Verify [pdf]

• Your Rights Under USERRA Notice [pdf]
• USDA-And Justice for All (Federal Assisted Programs)[pdf]
• USDA-And Justice for All (SNAP Program)[pdf]
• EEOC Notice to USC Employees

State Workplace Posters

• Required Work Place Poster-SC Dept of Labor, Licensing and Regulation (LLR) [pdf]
• SC Discrimination-SC Dept of Human Affairs Commission (SCHAC) [pdf]
• SC Employment Discrimination-SC Dept of Human Affairs Commission (SCHAC) [pdf]
• SC Law Prohibits Employment Discrimination [pdf]
• SC Workers' Compensation Compliance-SC Workers Compensation Commission (WCC) [pdf]
• SC Workplace Laws: Notice to Employees [pdf]

Optional Workplace Posters

• USC's Employee Assistance Program [pdf]
• South Carolina Department of Employment and Workforce (SCDEW) Fraud Prevention [pdf]