December 4, 2020

Coronavirus Information for Staff and Faculty

To: All Staff and Faculty

From: Beth Williams, Executive Director of Human Resources

With the constantly evolving coronavirus (COVID-19) situation, the health, safety and well-being of  UMW staff, faculty and students is our primary concern, and we want to ensure we are providing timely and accurate information, support and resources. This message is intended to reiterate important information provided in prior campus-wide emails, and provide additional information of particular concern to UMW employees.

Things to do now:

  • Read all the University email updates and stay informed with accurate information. The University’s Coronavirus Information page is a reliable resource.
  • Continue to practice frequent handwashing and respiratory etiquette, as detailed on the Coronavirus FAQ page.
  • Managers should ensure that any employees who are able to telework are prepared to do so. Review your part of the Continuity of Operations Plan (COOP) and ensure your team knows who is designated as essential personnel.
  • If you are sick, please stay home, to care for your own health as well as to avoid spreading the illness to others.  Follow your department procedures for notifying your supervisor that you are staying home (or leaving work) and report your time off in MyTime.
  • Use your health insurance to seek medical care.  All the Commonwealth medical plans offer options for online doctor visits, which can be a good option for some, as it minimizes exposure.
  • The coronavirus situation may cause heightened anxiety levels; if you would like assistance coping with anxiety, or need other emotional support, the Commonwealth’s health insurance plans offer individual counseling sessions through Employee Assistance Programs (EAP). Covered employees and their dependents qualify for up to four sessions at no charge. Confidential assistance is available 24 hours a day, seven days a week.  Simply call the number below that corresponds to your health plan and you will speak to an EAP specialist who will assess your concerns and coordinate the appropriate assistance. This benefit is always available through your health plan.


Member Services: 1-855-223-9277

EAP Brochure

EAP Website

(Select Member Login, then enter “Commonwealth of Virginia” as the company)


COVA HealthAware

Aetna –
Member Services:  1-888-238-6232

(Username and Password:  COVA)


Kaiser Permanente HMO

Member Services:  1-866-517-7042

EAP Brochure


  • Employees covered under the Virginia Sickness and Disability Program (VSDP), whose illness lasts longer than seven calendar days, may be eligible for short-term-disability. To apply, you may call the Reed Group directly at 1-877-928-7021 or apply online at
  • Employees who are quarantined but not sick, and for whom telework is not an option, should use annual or family/personal leave rather than sick leave.
  • Leave share donations are an option for Non-VSDP classified and AP Faculty employees who have exhausted their leave.  VSDP employees are not eligible for leave share donations except to care for an ill family member (must meet the requirements for FMLA).


In the event of a disruption to University operations or a shutdown:

  • Managers and Supervisors:  Encourage employees to adhere to the guidance provided in emails and on the Coronavirus FAQ page.   Support your staff members’ decisions to go home when feeling sick or work from home. Respect the privacy of employees by not seeking information from them about their medical conditions. As necessary, HR will provide more supervisory guidance.
  • Nonessential Staff: Talk with your supervisors about working at home remotely. Refer to the telework page on the HR website.
  • Designated Essential Staff: Talk to your supervisors regarding expectations, work assignments, and various relevant operational contingencies.  Be prepared for the possibility that your schedule may need to be modified, including any leave you have requested.
  • Faculty: A separate memo from the Provost was distributed Sunday evening, March 8, and can be found on the University’s Coronavirus Information page.
  • If the University shuts down, UMW will follow the state’s emergency closing policy:  Under this policy, full-time employees will be paid at their regular rate of pay.

Support the members of our community:

In keeping with ASPIRE, we are committed to a working and learning environment that supports the wellbeing of all faculty, staff and students free from harassment, discrimination and unfair bias. Faculty, staff, and students who have questions or concerns are encouraged to report a bias incident or contact Terri Arthur or Sabrina Johnson directly.

We will send updates as things progress.

For questions about benefits or time off, please visit the Human Resources Website; if you don’t find what you need, contact the HR Department.

2020 Holiday Calendar

The 2019 Fall and 2020 Holiday Calendar is provided below. Included are hours of leave granted by the Governor and other state holidays. President Paino has awarded recognition leave for your continued contributions and dedication to the University. If you have questions regarding this schedule, please contact the Office of Human Resources at X1214. (* indicates important non-holiday dates)

Thanksgiving Holiday 2019
Wednesday, November 27, 2019
Thursday, November 28, 2019
Friday, November 29, 2019

Winter Holiday 2019
Thursday, December 19, 2019 thru Friday, January 3, 2020

University Reopens 2020
Monday, January 6, 2020*

Martin Luther King Jr. Day
Monday, January 20, 2020

Spring Break
Friday, March 6, 2020

Employee Appreciation Day
Monday, May 11, 2020

Memorial Day
Monday, May 25, 2020

Independence Day
Friday, July 3, 2020

Labor Day
Monday, September 7, 2020

Thanksgiving Holiday 2020
Wednesday, November 25, 2020
Thursday, November 26, 2020
Friday, November 27, 2020

Winter Holiday 2020
Monday, December 21, 2020 thru Friday, January 1, 2021

University Reopens 2021
Monday, January 4, 2021*

Department of Human Resources Management Health Benefits E-News

Department of Human Resource Management
Office of Health Benefits

2019 Health Plan ID Cards Will Be Mailed to Participants This Month

New health plan identification (ID) cards for COVA Care, COVA HDHP, COVA HealthAware and the Optima Health Vantage HMO are being mailed to participants beginning the week of June 10. Here are important things to know about the new ID cards:

All Health Plans: Members must use their new health plan ID card beginning July 1 to receive benefits, and destroy all other cards. Benefits will not process unless the new card is used.

COVA Care and COVA HDHP: ID cards will be mailed the week of June 17.

  • As part of a system enhancement, there will be a different prefix for the Member Identification Number displayed on the card. The new prefix will be FVI for employees, non-Medicare retiree group members and Extended Coverage (COBRA) participants. It is currently YTX.
  • Members should destroy all previous ID cards, including the card received in April 2019.
  • ID cards are provided in different sets based on membership. Those with single membership will receive only one ID card, while participants enrolled in Plus One and Family membership will receive a set of two cards. Members will need to contact Anthem directly to order additional cards.

COVA HealthAware: ID cards will be mailed the week of June 10.

  • Aetna will send a welcome letter to members along with their new ID card, which can be used for medical, pharmacy, dental and vision coverage. Contact information for each administrator is on the back of the card.
  • Members will need to update new plan administrator information with their providers for dental coverage (Delta Dental) and prescription drug coverage (Anthem Pharmacy delivered through IngenioRx.)
  • Aetna will continue to administer the Health Reimbursement Arrangement (HRA) as it does today.

Optima Health Vantage HMO: ID cards will be mailed the week of June 10.

  • There is a unique Optima Health member ID number on the card.
  • Tier 1 and Tier 2 pricing is noted. Visiting a Tier 1 provider will result in lower copayments on physician and specialist visits.
  • Out-of-area dependents will receive a separate card that lists the Private Healthcare System (PHCS) as in-network.

Health and Wellness Programs

As communicated in the 2019 Spotlight newsletter, state health plans will administer the health and wellness programs starting July 1. COVA Care, COVA HealthAware and COVA HDHP members currently enrolled in the ActiveHealth Healthy Insights, Healthy Beginnings and Healthy Lifestyle programs will be receiving a transition letter from their plan administrator (Anthem or Aetna). The letter will have information on how to engage with their new coaching team and, if applicable, how to maintain their health plan incentive.

Premium Reward

To earn a Reward AFTER July 1, 2019:

  • Complete a health assessment by the 15th of any month, and you will receive a reward in six to eight weeks.
  • Health Assessments completed between May 16, 2019, and June 30, 2019, should be submitted to ActiveHealth

Visit  to complete or update your online health assessment

  • Beginning July 1, 2019, visit the COVA Care or COVA HealthAware plan website to complete your online health assessment.

New employees and/or spouses added during Open Enrollment to COVA Care or COVA HealthAware may have to wait until July 1, 2019 to complete a Health Assessment, starting July 1, 2019, will be administered by the member’s health plan.

Employee Assistance Program (EAP) Services Can Assist Employees

In the wake of the Virginia Beach tragedy, remember that each individual health plan has an EAP to help enrolled members with workplace or personal issues. To contact the EAP:

COVA Care and COVA HDHP: 855-223-9277 or (Company Name: Commonwealth of Virginia)

COVA HealthAware: 888-238-6232 or (Password: COVA)

Kaiser Permanente HMO: 866-517-7042 or

Optima Health Vantage HMO: 866-846-2682 or

Managerial assistance also is available for Critical Incident Responses to address traumatic incidents, natural disasters and workplace issues. Anthem EAP is the primary provider for these services to agencies impacted by this tragedy and other emergency or workplace situations. Contact Anthem EAP at 1-855-223-9277 at any time to discuss or arrange these services.

Beth Williams: Do the Right Thing

Beth Williams ’94 was intrigued by human behavior well before she earned a degree in psychology at Mary Washington. Since then, she’s built a dynamic career in human resources, working for government contractors in Northern Virginia and closer to home at CVS, Rappahannock Electric Cooperative, and Hilldrup Moving and Storage.

She circled back to her alma mater this spring, when she became executive director for Human Resources at UMW. Through it all, her focus has stayed the same.

[Read more…]

Beth Williams New Rappahannock United Way Secretary

Rappahannock United Way announces new officers, board members and staff promotions (

Beth Williams, human resources executive director for the University of Mary Washington, will serve as secretary.

Beth Williams Named Executive Director of Human Resources

Beth Williams will be joining the University of Mary Washington as Executive Director of Human Resources.

Beth, a Mary Washington College psychology graduate, currently serves as Vice President for Human Resources at Hilldrup, a 600-employee organization with locations in multiple states. She has previously served in Human Resources roles at Rappahannock Electric Cooperative, CVS/Pharmacy’s Fredericksburg Distribution Center and several defense contractors in the Northern Virginia area.

Active in the local community, Beth serves as a board member for Rappahannock United Way and is a past chair of Workforce NOW. A Leadership Fredericksburg graduate, she has served as a mentor for several Leadership Fredericksburg participants. Beth was named a Top 10 of the Next Gen by the Next Generation of Business Leaders in 2012. She holds a coaching certification from the Institute for Professional Excellence in Coaching.

Her start date is July 10, 2018.