December 2, 2021

Update to Vaccine Deadline

Dear Colleagues,

On Nov. 10, President Biden revised the deadline by which covered employees of organizations that hold certain federal contracts must receive their final COVID-19 vaccine dose. Under the Executive Order 14042 and related guidance, covered federal contractors like the University of  Mary Washington previously had until Dec. 8 to have their workforce fully vaccinated. The new compliance deadline is now Jan. 18, 2022.

This email is to inform you that UMW accordingly will move its deadline for employees to receive their final vaccination dose to Jan. 18, 2022.

Several details about this Jan. 18 deadline are important:

  • Based on the scope of the executive order, the University determined that it would require all University employees to be vaccinated against COVID-19 unless they have an approved religious or medical exemption.
  • If you have not applied for an exemption and are not yet vaccinated, we encourage you to make your appointment for a vaccine as soon as possible in order to ensure that you meet the new deadline. Here are the timelines for getting vaccinated that must be met to ensure compliance with the Jan. 18 deadline, specific to each type of vaccine:
    • Moderna vaccine: Get the first shot by Dec. 21, 2021 and second by Jan. 18, 2022.
    • Pfizer vaccine: Get the first shot by Dec. 28, 2021 and second by Jan. 18, 2022.
    • Johnson & Johnson’s one-dose vaccine: Get the shot by Jan. 18, 2022.
  • More than 95% of UMW employees are already vaccinated, and this revised deadline does not affect them.

To request an exemption, complete the COVID-19 Vaccination Medical Exemption Request form or the COVID-19 Vaccination Religious Exemption Request form and upload to the Faculty/Staff Vaccine Survey. Exemption requests must be received no later than 5:00pm, Friday, December 10 in order to provide time for review, approval, or requests for additional information if needed.

The federal vaccination requirement includes all full-time and part-time employees, including employees working remotely. After Jan. 18, anyone who is not in compliance, either by being vaccinated or receiving a University-approved exemption, will be subject to disciplinary action consistent with the University’s policies, up to and including unpaid leave or termination.

We will continue to monitor conditions and provide regular updates. We thank those who have been vaccinated, and continue to encourage you to wear masks when appropriate and stay home if you are not feeling well in order to help limit the spread of the virus.

 

Thank you,

The Public Health Advisory Work Group

REMINDER: Holidays and MyTime Approval Deadlines

MyTime Supervisors and Employees,

Winter break is rapidly approaching (12/20/21-12/31/21). In order for employees to be paid as scheduled, it is imperative for supervisors to ensure timecards are error free, complete and approved by the deadlines below.

Bi-weekly Timecard Approval Deadlines for wage and students

Winter break, pay period 12/6/21-12/19/21, approval due no later than 9am on 12/20/21!

If the employee has completed working for the pay period and will not work during the holidays, we strongly encourage employees and supervisors to approve the timecards for the pay period(s) prior to leaving for break. Reminder: when approving in advance, select “Current Pay Period.”

 

Semi-monthly MyTime Approval Deadlines for classified and A/P faculty

Pay period 12/10/21-12/24/21, approval due no later than noon on Monday, 1/3/22!


Supervisors

  • It is critical that you review timecard exceptions and resolve missing punches prior to the holiday closures. Reviewing timecards in advance, before the pay period ends, allows you time for resolving issues. Red blocks indicate a punch has been missed.
  • Take care when editing punches as MyTime defaults to “a.m.” Please ensure the timecards reflect all time worked and have the employee’s approval.
  • Incomplete or unapproved timecards prevent the entire Payroll from being processed.

Manager Delegation

Supervisors that are unavailable to approve timecards or time-off requests may Delegate their approval to another MyTime supervisor. Supervisors receiving the delegation must accept the request in MyTime before they will have access. Please use the MyTime Supervisor Manual to view the instructions.

Time-off Requests

Many employees and supervisors will use leave prior to and/or after break. Please ensure leave requests are processed and approved prior to timecard approval deadlines.

Estimated Leave Loss for Classified Employees

The new leave year begins on 1/10/22. Maximum carry over limits are applied to annual leave balances. Classified employees can determine if they may lose leave by viewing their leave balances on their timecard or their supervisor may run an Accrual Detail report. You may determine your estimated leave loss by following these instructions. The MyTime Supervisor Manual explains how a supervisor may run the report.

Please contact the Payroll Office at payroll@umw.edu with any questions.

 

HAPPY HOLIDAYS!

Eagle Resource Closet donations

Eagle Resource Closet The Eagle Resource Closet is in need of these items for donation!  Donations can be dropped off outside of the CCE office of the third floor of the UC, outside of the Eagle Resource Closet in Lee Hall (In the attic, take the elevator on the side closest to Monroe hall), and inside the Eagle Resource Closet if you have cold items!

Free Group Fitness Classes: Finals Week Edition!

From Monday, December 6th to Wednesday, December 8th, Campus Recreation will be having FREE Group Fitness Classes! Come unwind and take a break with CREC! No registration is required.From Monday, December 6th to Wednesday, December 8th, Campus Recreation will be having FREE Group Fitness Classes! Come unwind and take a break with CREC! No registration is required.

Demolition of Alvey Hall

Over this year’s winter break, the University plans to raze Alvey Hall. This residence hall, adjacent to the Fitness Center, was closed during the summer of 2018 due to ongoing moisture control issues, which led to some mold growth within the building.

Alvey Hall has remained closed; during this time, we have explored a number of options, including full renovation as a residence hall as well as repurposing it for other uses. However, we currently have sufficient capacity in our other residence halls to fully meet the current and projected demand for on-campus housing. In addition, the cost of renovating Alvey Hall was estimated to be $12 to $15 million. That expense would have to come through higher residence hall rates, or – if the space was repurposed — increases in the Comprehensive Fee.

The razing of Alvey Hall will allow us not only to save renovation costs but also to provide additional green space in an area that is less open than other parts of campus. Final landscaping will occur later in the spring as weather permits.

Additionally, this project will aid us in reducing some of the University’s deferred maintenance, help us right-size the campus and reduce our operating costs for utilities, housekeeping and general maintenance.

Paul C. Messplay
Vice President for Administration and Finance & CFO
University of Mary Washington
(540) 654-1410

COVID-19 Vaccine Requirement/Update on Boosters and Vaccine for Children 5-11

This message is from the Public Health Advisory Work Group and the Office of Human Resources

Dear Colleagues,

President Biden’s Executive Order 14042 requires employees of organizations that hold certain federal contracts to be fully vaccinated against COVID-19. UMW qualifies as such an organization, therefore, all UMW employees are required to be fully vaccinated by December 8, 2021, unless they have a University-approved religious or medical exemption.

Since August 23, 2021, all employees who are not fully vaccinated have been required to undergo weekly COVID testing. This requirement will continue and employees with a religious or medical exemption must be tested every week.

You may apply for exemption from the COVID-19 vaccination requirement by completing the COVID-19 Vaccination Medical Exemption Request form or the COVID-19 Vaccination Religious Exemption Request form.

Contraindications to vaccination are described by current CDC recommendations and these serve as a basis for determining medical exemption. Valid evidence for any medical contraindication is required and should be submitted via the COVID-19 Vaccination Medical Exemption Request form signed by a licensed medical provider. Religious exemption request forms must be notarized. Exemption request forms must be uploaded to the Faculty/Staff Vaccine Survey by 5:00pm Monday, November 29.

The submitted materials will be evaluated and determinations of exemption will be provided as soon as possible. If the exemption is not granted, you will not be considered compliant with the University’s vaccination requirement.

 

Thank you,
UMW Public Health Advisory Work Group

…………………………………………………………………………………

Dear Students, Staff, and Faculty,

We want to provide you a quick update about COVID-19 vaccines and boosters based on the latest information from the CDC and VDH.

  • The Virginia Department of Health has confirmed that any student or employee of an institution of higher education in the Commonwealth of Virginia is now eligible to receive a COVID booster based on the congregate nature of college campuses.
  • The CDC also now recommends that children between the ages of 5 & 11 received the Pfizer-BioNTech pediatric vaccine. Families should seek guidance from their pediatricians for household children within this age group. Vaccinating children can help protect family members, including siblings who are not eligible for vaccination and family members who may be at increased risk of getting very sick if they are infected. See the following from the Rappahannock Area Health District for more: CVC_PressRelease-RAHD 5-11 final.

Please let us know if you have any questions at COVIDvaccination@umw.edu.

 

Sincerely,
Public Health Advisory Working Group

Business Services eUpdate

Assorted Notes

Beverage Supply Chain Shortages

Pepsi is experiencing ongoing challenges in their business operations due to labor and material shortages. As a result of these supply chain issues, there may be shortages or delays in products at the Bookstore, vending machines, and the dining hall. Your patience is appreciated.

ATM Move

The BB&T ATM, now operated by Truist, has been relocated from the third floor of Lee Hall to the second floor of the University Center. It is located by the dining kiosk adjacent to Panera.

Office Supply Purchases

The University’s exclusive office supply contractor, The Supply Room (TSRC), must be used for all office supply orders. TSRC maintains a convenient punch-out catalog within eVA and ships next day for most traditional supply items if the order is placed before 4PM. If there are needs that absolutely cannot wait for a next day delivery, the University bookstore should be the secondary contract resource prior to making a purchase from an alternate source. Note that purchases from alternate sources will require compliance with applicable procurement regulations. Please address any related questions to Procurement Services.

Bookstore

Visit the UMW Bookstore to Take Advantage of These Promotions

Promotion Good Through
30% Off Paperback Favorites Ongoing
20% Off Select New Releases Ongoing
2 for $2.22 Candy Promotion December 1, 2021
Eat, Drink & Be Merry Books 20% Off December 25, 2021
Children’s Gift Books 20% Off December 25, 2021
Best New Titles 20% off December 25, 2021
30% Off Paperback Favorites January 3, 2022
Pepsi – Starbucks 13.7oz Frappuccino 2 for $3 December 31, 2021

Compostable Coffee Pods

The Green UMW working group is pleased to announce the availability of an alternative to plastic K-Cups®, right here on campus! The UMW Bookstore offers Boyd’s Coffee compostable pods, which will work in most brewers that accept K-Cup® portion packs, excluding Keurig® 2.0 brewers. With a bio-based filter and a ring made of coffee chaff, Boyd’s pods provide a sustainable single-serve caffeine solution that supports UMW’s goal of reducing plastic waste. Mix and match by purchasing individual pods, or order a single blend by the case. (When purchasing a case, please allow 5 business days between order and delivery to the Bookstore.) Departmental and Faculty Staff discounts apply! Please contact the UMW Bookstore at sm8306@bncollege.com or x1017 with questions about ordering Boyd’s coffee pods.

Your interest in and efforts towards a more sustainable future are appreciated! Questions about sustainability may be directed to GreenUMW@umw.edu.


Copy Center

Multi-Functional Devices: A Desktop Alternative

Multi-functional devices (MFDs) are centrally located print, copy and scanning devices. The MFDs are a valuable resource, especially in light of current  supply chain and chip production issues that are affecting the availability of desktop printers. Their use also reduces plastic consumption and waste associated with desktop printers. If you need help finding and MFD near you, or would like assistance in using them, please contact the Copy Center at x1935. Instructions for use can also be found here. Saving files as e-documents rather than printing is another great way to be kind to both the planet and departmental budgets!

Partners In Printing

Did you know the Copy Center partners with local companies for jobs that can’t be completed in-house? Contact us with your printing needs, and we will work with our selective local partners to secure the best value in price and quality. Contact the Copy Center with questions at copies@umw.edu, or by calling x1935.


Dining

Dining Tips

View the latest news about Faculty and Staff dining here. The link includes:

  • Dining tips
  • Campus Dining news
  • Call for volunteers to serve Thanksgiving Dinner

EagleOne

New Customer Service Form

Do you need assistance with your EagleOne Campus Card? We can sometimes assist you remotely! Use our customer support form to report an issue with your EagleOne card or contact us at x1005 or eagleone@umw.edu.

EagleOne for Personal Copy and Mail Jobs

Faculty and staff can use the EagleOne card to pay for personal jobs at the Copy Center, Post Office, MFDs, and more! The full list of locations is available on the FAQ page. Funds can be added to the EagleOne card through the online deposit portal, in person at the EagleOne Card Center in Lee Hall 110, or through payroll deduction.


Parking Management

Faculty/Staff Lot Reservation

On Thursday, December 16, the GW parking lot and Double Drive parking spaces are reserved for an event in Dodd Auditorium. To stay up-to-date with planned lot closures, visit the Parking Lot Reservations Calendar.


Post Office

Staffing Changes

Please join us in congratulating LaTanja Kelly as the new interim supervisor at the UMW Post Office. LaTanja has been with us for over 4 years and is well-versed in Post Office operations. LaTanja may reached at lkelly@umw.edu or x1049.

Mailing Delays

With the holidays fast approaching, USPS is stating that mail can take 3-5 days longer in transit than usual. The UMW Post Office is urging everyone to get their holiday packages mailed early. Did you know that UMW gets discounted pricing on outbound USPS packages? The UMW Post Office can ship USPS and UPS so stop by soon and let us help you find the best and most cost effective way to mail your packages. Have questions? Email us at umwpo@umw.edu or give us a call at x1049.

REMINDER: Zoom Phone Soft Launch

UMW Faculty and Staff,

This is a reminder the Zoom Phone service is available to you now as a “soft launch“. During the soft launch period, you can make and receive internal phone calls with your colleagues using their 4-digit extension.

However, you will not be able to make or receive calls to external numbers until the full launch on Wednesday, November 10, 2021. No change will be made to your current Cisco phones during the soft launch. They will continue to work as usual.

I encourage you to take some time during the soft launch to practice using Zoom Phone. Investing time now to get familiar and comfortable with the service will ensure a smooth transition to the full launch on November 10th.

The soft launch period provides you with the opportunity to get familiar with the Zoom Phone application and begin to practice placing phone calls, checking voicemail, etc., as well as configuring personal settings, like changing your voicemail greeting and PIN. It also provides the IT Department with time to correct any system configuration problems that may surface during testing.

For instructions on how to use many of the features and functions of Zoom Phone you can reference the guide below:

You can also view a recording of a live training session that was held Wednesday, October 27th using the link below.

When you log into the Zoom application, you will see an additional phone icon at the top of the screen. Click this icon and you’ll be able to make and receive internal calls.

Yealink Phones

Some areas and individuals were issued Zoom Phone-compatible desk phones from Yealink. The Yealink phones can also be used during the soft launch to make and receive internal calls. If you have an open network wall jack in your area, you can plug in your Yealink phone for testing. If you don’t have an open network jack, you can unplug your Cisco phone, plug in and test your Yealink phone, and then swap them back when you are finished testing.

If you have questions or concerns about the soft launch, please contact the Help Desk as 540-654-2255 or helpdesk@umw.edu.

For more information about UMW’s Zoom Phone project, including FAQs and how-to’s, visit https://technology.umw.edu/connecting/zoomphone/.

Hall Cheshire
Chief Information Officer
University of Mary Washington
540-654-1379
hcheshir@umw.edu

Message to the Community

Dear UMW Community Members,

As part of the continuing work of the UMW Police Community Advisory Panel (CAP) process, I am writing to inform you of the formation of the Community Advisory Board (CAB). This is a presidential committee that will strengthen the University’s commitment to community policing, which is a strategy and a philosophy that emphasizes proactive and collaborative partnerships between police and community members. Ideally, this collaboration allows for an exchange of ideas and identification of concerns that encourages our dedication to inclusive excellence, builds trust, and strengthens public safety as a community-wide commitment and responsibility.

Input and recommendations from students, including the UMW NAACP 2020 Campus Police Assessment report, have informed the creation and mission of the Community Advisory Board. The CAB’s charge, purpose, and membership are below.

Sincerely,

Troy D. Paino
President

 

Charge

The Community Advisory Board (CAB) will be comprised of students, faculty, staff, administration and UMW Police; it will serve as a bridge between the campus community and UMW Police. The Community Advisory Board will recommend reforms to reflect best practices in bias-free, inclusive policing and develop a process to continuously review and assess the effectiveness of campus policing policies and procedures, while also actively working to ensure alignment with accreditation standards.

Purpose
The purpose of the Community Advisory Board is to reinforce the community policing philosophy embraced by the UMW Police. Through its representation from various stakeholders, the CAB will support the UMW Police’s efforts to promote transparency of operations and services in affirmation of their mission to provide a safe and secure environment for the University of Mary Washington. CAB recommendations and input will help the Chief of Police and UMW Police staff improve their operations and make community-informed decisions.

CAB Members

Dr. Juliette Landphair, Vice President for Student Affairs, Interim Chair
Officer Giovanni Baez, UMW Police
Dr. Bridget Brew, Assistant Professor, Sociology and Anthropology
Arin Doerfler, Sr. Accountant-Fixed Assets
JoAnna Raucci, Associate Director, James Farmer Multicultural Center
Dr. Danny Tweedy, Associate Professor, English and Linguistics
Nahjah Wilson, UMW Student
Brian Wolf, UMW Student, Resident Assistant

 

Ex-Officio Members:

Mike Hall, Assoc. Vice President of Public Safety and Chief of Police
Dr. Shavonne Shorter, Associate Provost for Equity and Inclusion and Chief Diversity Officer

If you see something, say something — ‘TAT’ and ‘VPT’ are here for you

The University of Mary Washington promotes a safe and secure environment in which to learn and work by prohibiting threats and acts of violence by or against members of the University community, and by prohibiting such threats and acts on University property and within University facilities. Members of the Threat Assessment Team (TAT) and Violence Prevention Team (VPT) are here for you. If you see or sense something, say something. Learn how.