Novel Coronavirus (COVID-19) Resources & Protocol for UMD iSchool Faculty, Staff, and Students

FAQs

  1. Self-monitor and self-isolate: https://www.cdc.gov/coronavirus/2019-ncov/hcp/guidance-prevent-spread.html
     
  2. Notify the UMD Health Center (UHC) immediately: healthconcerns@umd.edu, (301) 314-8180. UHC will assess your situation, provide a checklist of steps and precautions to take, and will continue to monitor and provide guidance.
     
  3. Notify your primary care physician immediately. Your doctor should be alerted and may be able to test you now.
     
  4. Notify your supervisor or professor and Assistant Director of Communications, Mia Hinckle, mhinckle@umd.edu. Please do NOT notify others in the college due to privacy issues. UHC will evaluate the need to notify others and guide the college in this.

Currently no iSchool personnel should be working from campus (excluding approved research exceptions). Hourly students should not come to campus for any work related reason. For those approved to be on campus for research or a short visit, please follow this protocol:

  • Do not come to campus to use iSchool facilities for an extended period of time (our buildings have not been cleared for extended use).
  • If you need to visit campus briefly (e.g. to pick something up)
    • Complete the COVID-19 symptom check (Please note that the iSchool will not collect any medical information).
    • Please fill out this form and, for staff, let your supervisor know of your visit
    • When on campus, practice social distancing, wear a mask,  and follow CDC Guidance for preventing the spread of COVID-19.  
    • Additional Safety information and other useful materials can be found by visiting  return.umd.edu
  • While it is no longer required or expected, if you would like a formal letter indicating that you are allowed to visit campus, contact ischooladmin@umd.edu 
  • Please have your UMD ID card with you at all times when on campus in order to access buildings.  If you need any assistance with access to campus facilities, please contact cpdiallo@umd.edu directly.

See additional Research Guidance below.

Events Guidance

  • The University of Maryland strongly discourages hosting or attending any non-essential gatherings. We do not recommend scheduling any new in-person events.
  • Social distancing is strongly encouraged in all situations. As defined by the CDC, social distancing means avoiding mass gatherings and maintaining distance (approximately 6 feet) from others when possible.
  • For events of any size, practice social distancing and use technology for teleconferencing and video conferencing when you can. For resources for online meetings and calls, visit keepworking.umd.edu.
  • Maryland Day 2020 is canceled. Spring Commencement (May 2020) will be held virtually, details TBD.
  • Deans and Vice Presidents have authority to assess essential events and address other questions. 

Travel Guidance 

  • All university-related international travel is not permitted. This guidance applies to all upcoming travel, including any that has been previously approved.
    • The iSchool will not process Faculty/Staff international Travel Approval Requests (TAR) during this time.
  • All university-related, out-of-state domestic travel is not permitted unless reviewed by the Dean and determined as essential.
  • All personal international travel is strongly discouraged and extreme caution is recommended for personal domestic travel.
    • If you choose to travel internationally, you may be asked to self-isolate when you return.
    • For domestic travel, we urge extreme caution with use of mass transit. Take into account the possibility of travel delays or the potential need for self-isolation in the future.
  • Guests traveling from or through countries with a Warning Level 3 travel advisory for COVID-19 from the CDC should postpone their visits to campus.

Faculty/Staff Travel Expense Mitigation

  • For travel on grant funds that cannot bear cancellation or change fees, the iSchool will absorb those fees.
  • For travel on startup funds, the iSchool will absorb cancellation and change fees.
  • If you have paid for travel-related expenses for trips that currently have an approved Travel Approval Form processed, we will work with you to ensure you are reimbursed for any expenses you cannot refund.
  • The iSchool will continue to process travel reimbursement requests for trips that have already completed and have approved TARs.
  • iSchool travel forms can be found here: https://internal.ischool.umd.edu/finance-administration/travel/. Contact Melekte Truneh, mtruneh@umd.edu, for support.
  • ​Travel Reimbursements: If you have reimbursement needs for travel expenses for travel that has already occurred, please submit those requests to ischooladmin@umd.edu ASAP. The same limitations apply to travel expense reimbursements, so getting these requests in as soon as possible will lower your chances of a possible long delay. 
    • Reimbursements for non-refundable travel with an approved iSchool Travel Approval Form should be handled by: 
      • 1) Contact the travel provider (airline, hotel, conference, etc) and request a refund. Many travel providers are relaxing their cancellation policies due to COVID-19, so you must first try to obtain a refund. 
      • 2) If a refund will not be provided for your travel expense(s), we will need to see this in writing from the travel provider. The best way to obtain this in writing is to email their customer service. 
      • 3) For reimbursements for your non-refundable travel, you will need to send iSchoolAdmin@umd.edu (a) your original payment receipt (with proof of expense on your account), (b) written notification from travel provider that a refund will not be provided, and (c) signed statement from you stating that you have not and will not receive a refund for this expense. 
    • We will be able to process reimbursement requests for non-refundable expenses after the original dates of your intended travel. We cannot provide reimbursement for bookings that will be credited for future use. If you are in this situation and you use this credit for a future approved University trip, you can be reimbursed for that expense after that trip. 
    • If you need to cancel or rebook travel made by a University travel agent, please work with the travel agency or email iSchoolAdmin@umd.edu for assistance with cancellations/rebookings. 
    • For all trips, we highly recommend that you work with our University travel agencies to book and pay for your travel expenses. This will avoid any undue financial burden on you for trip cancellations and modifications. 
    • If you have any questions or concerns, please contact Joan Cole at jcole124@umd.edu or Melekte Truneh at mtruneh@umd.edu.  ​

Student advising and services are currently being held virtually, please visit these pages for more information.

I'm looking for a job or internship. What can I do?​

  • Join our online Career Guidance Drop-in Hours - Mondays & Tuesdays 9 AM - 1 PM 
    • All iSchool students welcome! 
    • Help with job & internship search
    • Resume review (be prepared to share your resume online during the call)
    • Tips for promoting yourself
    • Test your technology before online interviews
  • Email ischoolcareers@umd.edu with questions or to request an online appointment
  • Visit our Career Resources Page for tips, webinars, and web sites

UMD International Student & Scholar Services (ISSS) guidance for international students can be found on the ISSS "FAQ During Covid-19" webpage, including information on:

  • Enrollment requirements
  • Travel
  • Leave of absence
  • OPT or CPT concerns
  • Public charge
  • ISSS advising

Please keep in mind that additional countries are being added to the U.S. list of countries suspending travel into the United States. President Trump’s proclamations regarding travel restrictions can be found on the ISSS "Immigration Updates" webpage.

The University of Maryland (UMD) is issuing the following guidance for dissertation defenses scheduled from now until the end of the Spring 2020 semester:

  • If campus is open and on-campus instruction continues (through March 15 and after April 11): Dissertation defenses must occur on campus.  Permission can be requested for the student, chair, and/or dean’s representative to participate remotely if they are unable to return to campus.  
  • If campus is open and on-campus instruction has been suspended (March 16 to April 10): Dissertation defenses may occur on campus using social distancing and permission can be requested for the student, chair, and/or dean’s representative to participate remotely if they are unable to return to campus.  If the student and advisor agree, permission can be requested to hold the defense remotely, but provision must be made for participation of the campus community in the public presentation portion of the defense.
  • If campus is closed (not currently planned):  Dissertation defenses must occur remotely. Provision must be made for participation of the campus community in the public presentation portion of the defense.
  • To request permission for remote participation by student, chair, or dean’s representative, or to request permission for a remote defense, please complete the form at go.umd.edu/gs-rrd.
  • Policy on Remote Dissertation Defense in a Public Health Emergency

Please visit each resource's website for their latest updates and schedules:

  • Housing
  • Dining
  • Health Center
  • Counseling Center
  • Accessibility and Disability Service (ADS)
  • RecWell
  • Libraries
  • Stamp Student Union
  • UMD Shuttle
  • Google Hangouts Meet (Up to 25 video participants and up to 250 total participants, no recording.)
  • Webex (Up to 1,000 attendees, cloud recording)
  • Zoom is now available as an additional web conferencing system for UMD students, faculty, and staff. Zoom unifies web video conferencing, simple online meetings, and group messaging into one easy-to-use platform. To get started, go to the UMD Zoom website and sign in with your Directory ID and password. Your profile will be automatically created, and you may customize your preferences and settings. The website includes a link with video tutorials about how to use Zoom.   
  • Technology Resources: Resources for hardware (including laptops), software, and techology for teaching: https://it.umd.edu/tech-resources

Faculty and Staff

  • UMD Telework Resources: keepworking.umd.edu
  • UMD Telwork Accessibility and accommodations: University employees with disabilities experiencing challenges to complete their job duties while teleworking (that is, inability to use technology, not having the needed assistive technology, software or hardware and so on.) may seek assistance at:
  • UMD has created a new resource for faculty, keepteaching.umd.edu, which includes guidance, strategies, and resources to change from in-person instruction to virtual instruction.
  • Instructors will find resources on how to implement students’ accommodations in online courses at the Keep Teaching accessibility page.
  • For information on equipment, technology, and other resources available to support online working and teaching, visit keepworking.umd.edu.
  • UMD researchers whose research activities require access to specialized equipment or materials that cannot be moved home and have received permission can now work on campus. Face to face research with human subjects is still not permitted. To request permission to conduct research on campus, please contact Keith Marzullo, Dean, marzullo@umd.edu, and Susan Winter, Associate Dean for Research, sjwinter@umd.edu.
    • Researchers must work remotely if they are not approved by the deans to be on campus in Phase 1. 
    • Researchers must not come to campus if feeling unwell.
    • Researchers must complete the COVID 19 Employee Screening Checklist for symptom tracking/monitoring prior to coming to campus every day.
    • Researchers must complete the Employee Building Visitation Log daily for contact tracing purposes.
    • Researchers must not come to campus if living with or caring for someone with COVID 19 or if awaiting a COVID 19 test result.
    • Researchers must wear face coverings/masks in university buildings.  Please bring your own face coverings. 
    • Researchers must practice good hygiene (frequent handwashing) and must clean and disinfect all high contact surfaces.
    • Researchers must abide by the following social distancing restrictions in research spaces: no more than 25% occupancy and not to exceed 1 person/ 200ft2.
       
  • Please visit the UMD Division of Research website for research resources and guidance, such as:
    • Federal Guidelines and Information about Financial Assistance, Proposal Submission, and General Support
    • UMD Research Administration Support
    • Checklist for Researchers to prepare for emergency restrictions
    • University Research Guidance
    • University Research Resources
       
  • Questions from Principal Investigators and Research Administration staff can be sent to researchcommunications@umd.edu.
     
  • IRB guidancehttps://research.umd.edu/IRB. Please email the IRB Office at irb@umd.edu with questions.
  • Patuxent Building Coverage: iSchool spaces in Patuxent will be available when campus is open administratively. There will be a very limited staff presence during this time in Patuxent. Currently, one staff member will be available on Wednesdays from 9am-4pm. Other than this time, there is no guarantee of a staff presence. Signage will be posted on exterior doors and throughout the space identifying contact information for assistance. 
  • Mail & Packages: As of 4/1/20, the iSchool operations staff will no longer be delivering mail or packages to individual offices through the closure of campus for the COVID-19 crisis. This is being done in an effort to help keep our faculty, staff, and students safe by encouraging compliance with Governor Hogan’s Stay at Home order. Protocol for the handling of deliveries:
    • Packages (UPS, FedEx, other Shippers) - If you have items that you need to order, please contact your business manager (or dbaugh@umd.edu for technology needs) so that they can place orders and route them for appropriate delivery. If there is an urgent need for you to retrieve a delivery from UPS or FedEx, please send the tracking number to ischoolfm@umd.edu so that we can notify you of the delivery and make arrangements for you to pick up the delivery directly from UMD’s Central Receiving Office in the Severn Building.
    • Mail (U.S. Postal Service) - Incoming mail will continue to be received and sorted at UMD's mail services office in the Severn Building (Room 702). Mail is available for pick up by appointment, Monday-Friday between 9 a.m. and 11 a.m.  To schedule an appointment, please contact Manager of Mail Services, Sean Wynn at swynn3@umd.edu or by calling 301-405-8205. A UMD ID must be presented at time of mail pickup.
  • Paychecks: Physical paychecks will be mailed to payroll address on file the day that they are issued. The state is highly encouraging all personnel to sign up for direct deposit to avoid any delays in paycheck delivery. You can sign up for direct deposit using the following form: https://marylandtaxes.gov/statepayroll/Static_Files/Direct_Deposit_Form.pdf. If you have any concerns you can email ischoolhr@umd.edu
  • Expense Reimbursement: If you have purchased anything that requires an expense reimbursement from the University, please submit your requests with receipts to ischooladmin@umd.edu ASAP. Processing expense reimbursements require that iSchool staff be physically present in the office and is dependent on the functioning of other UMD units and the State of MD. Given the rapid changes occuring, there may be a chance that your reimbursement may not be able to be processed until the University and State are back at full operations. Getting these requests in as soon as possible will lower your chances of a possible long delay. 
  • Purchasing: Until the University and State are back to full operations, do not purchase anything with your own funds. There will be long delays in getting reimbursed for these expenses. College purchasing during this time will be limited to essential needs only. If you have an essential purchasing need, please contact the following: 
    • Software and technology - Dave Baugh, dbaugh@umd.edu
    • All other expenses - ischooladmin@umd.edu  
    • Requests will be vetted by College leadership to assess actual need prior to purchase being made. 
  • ​Hourly Student Worker Usage: The College is asking that no hourly student work from a campus location. With supervisor approval, and as appropriate, hourly students may continue to work remotely. As a supervisor, if you are uncomfortable continuing to work with a student remotely, you should ask them not to log any hours until they are able to come back to campus. Graduate Assistants should continue to work with their supervisors remotely. As a supervisor, if you are not able to accomodate remote work for your graduate assistant, please contact ischoolhr@umd.edu immediately. ​

The iSchool will have a limited amount of staff physically present in the Hornbake and Patuxent buildings.  In addition, the north wing of the Hornbake Building will be locked and only accessible to faculty and staff who have card access, beginning today through the duration of the closure of campus. All other iSchool buildings will continue to operate with normal hours.

If you need to access your office or any resources on the ground floor of Hornbake, please do so by entering from the South wing and passing through the corridor on the Ground floor..

 I would also strongly encourage all iSchool faculty and staff to carry their University ID cards at all times when on campus.  All of our full time faculty and staff have swipe access to these spaces enabled.  However, should you encounter any issues accessing the space, please contact the UMPD non-emergency number (301)405-3555 for immediate assistance and follow up with the iSchool Facilities team (ischoolfm@umd.edu) as needed.

If you encounter any facilities-related issue, please contact UMD Facilities Management at 301-405-2222 to report. After reporting, please pass along an email to ischoolfm@umd.edu so that we can follow up on reported issues as necessary.

As we prepare for the potential continued spread and impact of COVID-19, please review and update your contact information, including emergency contacts, on file in the UMD system (ARES).

  1. Access the ARES website at www.ares.umd.edu
  2. On the left-hand side of the main ARES screen, click Payroll and Human Resources
  3. Click Access Personal PHR Information
  4. Enter your Directory ID and Password
  5. Click Login
  6. Click Continue
  7. Review all pages and make changes to your information as necessary
  8. Click on the "Emergency Contact" tab in the black bar located on the top of the page.
  9. Scroll to the bottom of each page where changes were made and click "Save Changes"

Please direct any questions to iSchoolHR@umd.edu.

 

University-wide alerts, protocol, and resources are posted on the UMD COVID-19 page: https://umd.edu/virusinfo.
Please also sign up for UMD email and text alerts at https://alert.umd.edu.