October 29, 2020

UMW-themed Zoom Backgrounds Available

Show your Mary Washington spirit by choosing one of several UMW-themed backgrounds custom-designed for UMW for your next Zoom meeting. Find all the options online.

What do I do if I hear of a COVID positive?

What do you do if you hear a student/employee is positive or a confirmed close contact?

From time to time, we may hear of or interact with students or employees who reveal that they are positive or are a close contact to a confirmed positive. Here’s what we should do as staff and faculty:

  1. Stay calm. If MMDC is followed and our classrooms maintain the established 64 square feet social distancing requirements, the risk has been minimized and members of the UMW community would not be considered close contacts.
  2. Self-report. If you are alerted by a student or employee that they have tested positive, encourage them to self-report.
  3. Email Dave and copy Safety Mike. If you become aware that a member of the UMW community has tested positive, email Dave Fleming – COVID-19 Monitoring and Tracing Coordinator – (dflemin3@umw.edu) and CC Mike Muckinhaupt – Director of Emergency Management and Safety – (mmuckinh@umw.edu).
  4. Let UMW processes take over. UMW contact tracing efforts, in concert with the Rappahannock Area Health District (RAHD), will immediately assess the situation and make determinations about next steps, including notifying students, faculty and staff who may have been close contacts. Generally, because of MMDC and our classroom configurations, students and faculty in classes will not be close contacts.

If you have any questions, do not hesitate to contact us.

Jeff McClurken and Tim O’Donnell
COVID-19 Co-coordinators

Make Good Choices Campaign – Joining Our Collective Voices

A message from the COVID-19 Co-Coordinators. 

Colleagues,

As the Implementation Team discussed this morning, two things are converging. First, email fatigue is real (the irony is not lost on us as we prepare to hit “send” on this) and the more we use email exclusively to communicate with students, the less effective it will be. Second, there is urgency around pushing out a resounding message about the importance of making good choices this weekend – our first big test since students are on campus and the weather is nice.

Consequently, we are asking everyone to share with students, in your own unique way, the imperative to be smart and continue adhering to MMDC as we head into the weekend. For example, if you are an instructor of a lab course, you might say “we are starting in-person labs next week, please be smart this weekend so that we can make this happen!”

At the same time, we should acknowledge that this is difficult – we all want to congregate – so we should also express our empathy as well as appreciation for the good work that has been done so far.

It will take all of us to push out this message, but it can make a real difference.

Thank you for your participation.

Jeff McClurken and Tim O’Donnell
COVID-19 Co-coordinators

Banner maintenance this week

Banner Downtime: 

Starts: 6:00 PM, Friday, 10/9

Ends: 6:00 AM, Saturday, 10/10

Impact To You: Banner SSB (Self-Service Banner for students, faculty, and staff), Banner 9 (for administrators) and Reporting (for administrators) will be unavailable during this time while scheduled maintenance is performed. This means that actions like registration and student payments through Banner via EaglePay must wait until the maintenance is complete and the system is returned to active status.

Updates: If needed, updates will be posted to our UMW System Status page http://status.umw.edu and our Twitter account https://twitter.com/umwIT

Thanks for your patience as this work is completed. Please contact the IT Help Desk if you have any questions or concerns.

 

Phone: 540-654-2255

In Person: HCC Room 112 (by appointment only)

Email: helpdesk@umw.edu

Website: technology.umw.edu/helpdesk

Flexible Workplace: Support for K-12 Parents

A message from the Office of Human Resources. 

Dear Colleagues,

COVID-19 has presented challenges for the workforce since early spring; UMW staff and faculty have kept the university running without missing a beat, and that has taken enormous effort and dedication. The past months have required all of us to be creative and flexible in our approach to how work gets done, and we’ve learned a lot so far! Everyone has done an outstanding job of adapting to telework or hybrid arrangements. We continue to be challenged to find new ways of working and communicating.

Now that the new school year has begun, there is an even greater need for flexibility in the workplace. K-12 schools have resumed in a primarily virtual format, which means many parents and caregivers will be required to supervise their children’s schooling while also performing their own job duties. UMW values its workforce and we recognize how challenging it is for families to ensure their children’s needs are met while also striving to meet the demands of their jobs.

It’s important to support those in our workforce who are serving the dual role of UMW employee and school teacher for children at home. With this in mind, we encourage you and your manager to collaborate and think flexibly about how your work is best performed, how the job is structured, how the work of the team is organized, and what kind of changes may be made to support you and your colleagues at this time, while maintaining effective departmental operations.

Some options may include:

  • Use of Families First Coronavirus Relief Act (FFCRA) and personal leave for either initial positioning of your children for learning success (first few weeks of the school year), or daily support of your children’s learning
  • Schedule changes to days worked, including, as applicable, evening and weekend work
  • Schedule changes to hours worked, for example, working from 6 a.m. to 9 a.m., and then from 3 p.m. to 8 p.m.
  • Restructured jobs to support telework or weekend hours
  • Reorganized team operations and work schedules
  • School Assistance and Volunteer Service Leave (SCSL) may be used by employees with students engaging in virtual learning this fall. The policy permits up to 16 hours per leave year for employees to assist in the education of their child, step-child, or child for which the employee has legal custody. Any SCSL hours already used since January 10th must be deducted from the 16 hour allotment

If you need help coping with the additional stress of home-based schooling, the EAP can help – it’s confidential, free and available 24/7.

Managers and supervisors are encouraged to contact Human Resources with questions or for additional guidance.

Listed below are links to telework resources for employees and supervisors; many of these may already be familiar as they were distributed several months ago, but I encourage you to revisit the links of interest to you.

 

Telework Resources for Supervisors:

Teleworking: Guidance and Assistance for Supervisors and Managers
Tips:  Managing Remote Employees
Teleworking Learning Tools – March 31, 2020
Leading Virtual Meetings– Microcourse from DDI and  Dr. Steven G. Rogelberg
COVID-19 Has My Teams Working Remotely: A Guide for Leaders– Gallup
15 Questions About Remote Work, Answered – Harvard Business Review

Telework Resources for Employees:

15 Questions About Remote Work, Answered– Harvard Business Review
Telework Fundamentals – Employee Training  
Teleworking Learning Tools – March 31, 2020
DHRM-WC – Safety Tips for Teleworkers – COV Learning Center course to help educate teleworkers on typical safety hazards encountered while working from an alternative work location.

 

Thank you,

Beth Williams
Executive Director for Human Resources
University of Mary Washington
540-654-1294
bwilli22@umw.edu

Update on Police Community Advisory Panel

To the UMW community:

President Paino convened The UMW Police Community Advisory Panel (CAP) in the wake of the protests (the Protests) in Fredericksburg May 31st and June 1st, 2020, and the impact of police involvement on members of our UMW Community. CAP was charged with providing a full and open accounting of the events surrounding the Protests with a focus on the role played by the UMW Campus Police. The objective of this inquiry is to (i) distill lessons learned from the events and (ii) recommend to the President, if warranted, changes to UMW Campus Police policies, procedures and practices to ensure that campus police operations are aligned with UMW’s Statement of Community Values (ASPIRE). Within this inquiry, CAP has also been asked whether, and in what way, should the role of the campus police be reframed to reflect the current climate on campus, in Fredericksburg, and across the country.

The CAP members originally convened represent students, faculty, staff, and Fredericksburg community members. UMW Police Chief Michael Hall was later appointed as an ex-officio member to (i) help CAP navigate campus policies and the complex local, state and federal laws and regulations governing policing practices; and (ii) provide timely access to data and other information essential to meeting CAP’s charge. Further, Chief Hall brings the campus police perspective to the table. His participation is important to satisfy our obligations to ASPIRE, which require each of us to act with integrity, inclusiveness, and respect for all points of view.

Our focus to date has been data gathering – building a foundation of information and resources to support our discussions and future recommendations. Dr. Debra Schleef, Associate Provost for Institutional Analysis & Effectiveness, is working with CAP to develop a Campus Climate Survey on UMW campus policing that will be distributed for student input no later than September 30, 2020. CAP is also consulting with the Board of Visitors to complete an internal audit of the Campus Police Department, also expected before the end of September. Both the campus climate survey and the internal audit will provide CAP with insight on the role and effectiveness of the UMW Campus Police.

Community engagement is an imperative if CAP is to meet its objectives and provide meaningful recommendations. After the August 21st email outreach to the UMW community, we heard from several community members present at the Protests who expressed a willingness to share their experiences with CAP. We are scheduling times for individual conversations with these community members. CAP also received a copy of the August 23rd demand to defund the UMW Campus Police from the Radical Students’ Union, the Black Student Association, the Latino Student Association, and the Jewish Student Association. CAP has invited representatives from these groups to discuss their position and ideas with CAP. Beyond the campus climate survey, we will be organizing future opportunities for members of the community to engage with CAP. To ensure that all community members feel that they may express themselves freely, Chief Hall will not participate in CAP meetings where conversations with individual community members are scheduled. Where CAP offers an opportunity for public conversation, all community members will be welcome.

We encourage all community members to reach out to CAP to share their experiences with the UMW Campus Police and their perspectives on how policing should be conducted to fit our community’s needs. You may share comments and request for a meeting using the CAP Comment Form.

We appreciate this opportunity to contribute to our UMW community.

Rhonda S. VanLowe
Secretary, Board of Visitors
Chair, UMW Police Community Advisory Panel

Notice of UMW Board of Visitors Electronic Meeting

The University of Mary Washington Board of Visitors will hold an electronic meeting on Friday, September 18, 2020, beginning at 8:30 a.m. A lunch break will be taken at approximately noon. This is a scheduled quarterly Board meeting to discuss and take action on University affairs and Board operations.

Members of the public may witness this meeting by connecting to: https://youtu.be/tbaNo4OmB-A (via PC, Mac, Linux, iOS or Android) until the electronic communication concludes at the end of the meeting. In the event of an interruption in the feed broadcasting this electronic meeting, the public may notify the host by dialing (540) 654-1671. 

This is an open meeting. No public comment will be taken. The meeting agenda can be accessed online at http://www.boarddocs.com/va/umw/Board.nsf (public site) or by calling the Office of the President at (540) 654-1301.

Preventing Zoombombing

A message from the Chief Information Officer.

UMW Students, Faculty, and Staff,

If not configured correctly, an unauthorized person may gain access to your Zoom meeting with the intention of disrupting it. These actions, known as Zoombombing, have occurred at many institutions, including UMW. However, there are ways to secure your Zoom meetings to prevent Zoombombing, as well as techniques you can employ to deal with Zoombombing, if it occurs. The Digital Learning Support Department has created a guide to help everyone understand the Zoom security options available by default, ways you can increase security if you choose to do so, and steps to take if you have a Zoombomber in your meeting.

Please review and follow the guide to help ensure the security of your Zoom meetings.

https://academics.umw.edu/dls/2020/08/28/zoombombing/

If you have any questions or concerns, please contact the UMW Help Desk at helpdesk@umw.edu or 540-654-2255.

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

Changes to MyTime Approval Deadlines for Full-Time Employees

MyTime Supervisors and Employees,

Effective with the 8/10/20-8/24/20 pay period, MyTime timecard approvals for fulltime employees and their supervisors will change from a two-day review/approval period to a one-day review/approval period. The State’s upcoming implementation of new payroll and human resources software necessitate changes to our MyTime approval deadlines.

Approval deadlines for administrative faculty and classified employees will be earlier. Effective 8/24/20, administrative faculty and classified employees must approve their own timecards by  NOON the day after the pay period ends. Supervisors of these employees must approve their employees’ timecards by 5pm the day after the pay period ends.. The pay periods end the 9th and the 24th of each month. If the day after the pay period end falls on a weekend or holiday, the employee’s approval is due noon on the next business day and the supervisor’s approval is due by 5pm the next business day. The semi-monthly pay period calendar on the UMW Payroll website reflects the new timecard approval deadlines.

 

Approval Deadlines for classified and administrative faculty

Pay Period 8/10-8/24/20, EMPLOYEE approval due no later than 12 noon, Tuesday, 8/25/2020

Pay Period 8/10-8/24/20, SUPERVISOR approval due no later than 5pm, Tuesday, 8/25/2020

 

MyTime reminder email notifications have been updated to support the new approval deadlines.

Timecards and leave requests must be completed and approved by the deadline to ensure accuracy of leave and time records and for timely payment of overtime.

Questions concerning this communication may be sent to Payroll@UMW.edu. MyTime instructional materials are located on the Payroll website.

A message from President Paino about the start of on-campus instruction

A message from President Troy Paino:

 

To our faculty and staff,

Like you, I have been closely following recent trends with the COVID-19 virus. It goes without saying that the increase in the number of cases in Virginia and across the country gives us pause. We had hoped and believed, just a month ago, that we were headed in the right direction. However, after careful study of the most recent data, a thorough discussion of our options with the COVID-19 Implementation Team, consultation with our local public health and health care officials, and deliberation with my senior leadership team, we have made the decision to delay move-in and the start of on-campus instruction.

This means that we now aim for the following:

  • All classes will still begin on Monday, August 24, but in-person and hybrid courses will be conducted remotely for the first three weeks.
  • Residential students will return to campus by Monday, September 14 (move-in will take place September 10-13).
  • Classes on September 10 and 11 will be cancelled to support residential student move-in.
  • Residential students will still return home on Friday, November 20.
  • As previously announced, classes will resume remotely on Monday, November 30, and the semester will conclude with exams the week of December 7.

What has caused us to adjust our plans? Since we completed our plan – #ForwardUMWand shared it with you at the beginning of July, the pandemic’s impact has worsened, both here in Virginia and around the country. The number of daily cases has gone up, as have hospitalizations and test positivity rates. We remain fortunate that our region (the Rappahannock Health District) has not witnessed the increases in cases and hospitalizations that are cause for alarm in other areas of our commonwealth. In addition, our health care partner, Mary Washington Hospital, continues to report that the demand remains low for intensive care beds – a key measure of hospital surge capacity. Nonetheless, we have observed that both here and nationally the availability of tests has tightened, while the return time on results has lengthened. Both of these conditions – trends in public health and the ability to test adequately – are critical to our ability to return fully to campus this fall. Today’s announcement provides a little more time to monitor and evaluate these conditions.

You might be asking, “why shouldn’t we just move the entire semester online at this point?” I understand this perspective. It would be an easier way forward and would provide the certainty that we would prefer to plan our courses, organize our labs, and design our assignments. It is not, at this time, the right approach for our students. Deciding prematurely to forego an on-campus experience for our students would deny them a critical opportunity for growth and development that is optimized through the residential experience. We have invested significantly and developed substantive engagement opportunities at every level of the institution this fall. Therefore, we need to extend, as much as possible, the chance for our students to have an experience that we all recognize as transformational.

To move forward, I have asked Provost Mikhalevsky, to work with the college deans and the leadership of faculty governance to recommend any adjustments to the academic calendar that this delay may require. I expect that those decisions will be made by the end of this week and shared with you as soon as they are final.

I know that for our faculty members who had planned to start their classes in-person, whether face-to-face or hybrid, this is difficult news. While our decision to start with remote learning is not something any of us were seeking, I know that your preparation and talents in the classroom will translate to our students,  regardless of modality. I am well aware of how much we have asked of you these past few months and am so very grateful for your continued dedication and commitment to our students.

And to our staff, who have been working so diligently to provide for an outstanding student experience, irrespective of whether our students are on campus or at home, I know that this is also disappointing news. However, I am confident that your efforts to engage and support students through advising, counseling, activities or events will be realized in new and different ways.

We are all here to welcome our students to the fall semester, regardless of modality or on-campus start date. We know that our students are eager to join us. We also know that their desire for residential living, despite the circumstances, remains high. We will do everything we possibly can to see that this is possible in what will now be a more compact on-campus experience. We do this because we know that residential living provides opportunities for growth, discovery, and personal development that cannot be realized in any other way.

Finally, I would be remiss if I did not acknowledge again what I have said previously, this pandemic has put us – along with our colleagues in higher education across the state and around the nation – in a precarious financial situation. This decision, made in the interest of public health, is the right one for us despite the fiscal challenges that it presents. Difficult decisions often don’t offer simple solutions.

We will continue to provide updates to keep you informed and are planning Q&A sessions with both faculty and staff, as well as students and their families, next week. In addition, we have focused on Tuesday, September 1, as a date to provide further updates about the fall semester.

So many have done so much in support of our return to campus this August, and we have done everything in our control to make this possible. And though we cannot foresee the future, we will continue to adapt and respond as new information is available. While this virus has repeatedly demonstrated that it doesn’t care about our best laid plans, I am confident that the strength of our community will prove resilient and ready.

 

Troy