Faculty and Staff
What You Need to Know Now
- University employees who test positive for COVID-19 may fill out the confidential Employee COVID-19 Self-Reporting Form.
- See the plan of action [PDF] for when a faculty or staff member tests positive for COVID-19.
- All employees, except for those with an ADA accommodation approved through the Office of Human Resources, are expected to return to on-campus work by Monday, August 9, 2021. Individual units may establish earlier dates for returning to campus.
- Travel restrictions that are currently in place will continue until further notice.
- Effective Monday, June 28, face masks will no longer be required inside campus buildings for anyone who is fully vaccinated against COVID-19. Additionally, face masks will no longer be required for anyone in outdoor settings.
- All faculty and staff must complete the required employee training program before returning to campus.
Office of Academic Affairs
Memoranda from the Office of Academic Affairs
The Office of Academic Affairs has published a series of memoranda that provide guidance, policy, and suggested practices for addressing issues and concerns associated with maintaining instructional and operational continuity throughout the current disruption of institutional operations.
The fifteen memoranda issued, to date, are:
- 20-01: Introduction and Basic Instructional Directives [PDF]
- 20-02: Faculty, Staff, and Administrative Searches [PDF]
- 20-03: Continuity of Student Advisement [PDF]
- 20-04: Maintaining Operational Continuity Utilizing Flexible Work Agreements [PDF]
- 20-05: Guidance and Policies for Non-lecture Learning Experiences [PDF]
- 20-06: Optional Tenure Clock Extension [PDF]
- 20-07: One-Time Changes to Undergraduate Academic Regulations for Spring 2020 [PDF]
- 20-08: Fall 2020 Instructional Modality [PDF]
- 20-09: Guidance for Preparing for the Fall Term [PDF]
- 20-10: Guidance for Section-level Changes in Instructional Modality [PDF]
- 20-11: Policy Guidance and Instructional Support Resources for Fall 2020 [PDF]
- 20-12: Probationary Extension of Tenure Clock [PDF]
- 20-13: Guidelines on Final Exams for Fall 2020 [PDF]
- 20-14: Guidance Concerning Course Modality Changes During Spring 2021 [PDF]
- 20-15: Senate Fall 2021 Planning Task Force on Academics and Student Support [PDF]
These memoranda are to remain in effect until superseded by future memoranda or revoked by a return to normal institutional operations.
Instructional Preparedness Subcommittee Recommendations for Faculty for Fall 2020
The Instructional Preparedness Subcommittee of PFW Prepared has developed a set of recommendations for faculty that address frequently asked questions and are based on CDC guidance, institutional policy, and best practices across higher education. These recommendations cover the following subjects:
- Face Masks and Face Shields
- Students Who Attend Class Without a Face Mask
- Instructor and Student Illness
- Students and Instructors Who Test Positive For COVID-19 or Have to Self-Quarantine
- One-on-one and Small Group Meetings, Both Inside and Outside of Class
- Hybrid Courses
- Courses That Are Scheduled to Meet Face-to-Face Once a Week
- Classroom Exchanges
- Distribution and Submission of Paper Documents in Classes
- Classroom Windows
- Classroom Technology
- Face-to-Face Testing (Final Exams)
- Applied Experiences (e.g., music instruction, labs, clinicals)
- Off-Campus Experiences
See the Recommendations for Faculty [PDF].
CELT Message on Virtual Classroom Tool Options
View the message from the Center for the Enhancement of Learning and Teaching regarding virtual classroom tool options [PDF].
Classroom Seating Charts and Contact Tracing
- To support contact tracing efforts by the Indiana State Department of Health and the Allen County Department of Health, the university is requiring all instructors to upload a seating chart to a dedicated module labeled “Seating Chart” in each Brightspace course where students meet in a university classroom for any part of the course. Please make every effort to update these seating charts as course enrollments and participation methods change.
- Instructors may use the model seating charts created by Special Events for all general usage classrooms; instructors will need to create their own seating charts for all labs and other specialized and departmental instructional spaces. Seating charts should clearly indicate the course CRN, number, and title; the name of the instructor; the classroom; and the seating arrangement of students in the course.
- Please see Create Modules and Add Content in Brightspace for information on how to create a new seating chart module in Brightspace and then upload your chart to the course.
Fall 2021 Planning Task Force Recommendations on Academics and Student Support
See the latest memorandum for information about academics and student support for fall 2021.
Town Hall on Fall 2021 Planning
Two university committees have been hard at work developing guidance and recommendations for summer and fall university operations and instruction, including return-to-campus planning for all employees and units currently working remotely. We held a virtual town hall on Friday, April 16, from 9 to 10 a.m., to preview the recommendations and answer questions about the planning process. Feedback provided at the town hall will help the planning groups to clarify and improve the recommendations before they are finalized.
If you have any questions about the town hall, please contact Jeff Malanson, director of strategic planning and university COVID-19 point of contact, at [email protected].
Leave Time and Health Plan Coverage
Ensuring the health and well-being of the Purdue Fort Wayne community, especially as the COVID-19 outbreak continues to evolve, remains the university’s top priority. Part of our response to this emergent public-health issue is to encourage telework whenever possible and to ask faculty and staff to stay home if they are sick. This key recommendation has raised several important questions about leave time and health plans. The entire Purdue system has a consistent message for these and related issues that’s covered in the University Leave Time and Health Plans section of its COVID-19 FAQ.
Mental Health Resources
The Employee Assistance Program (EAP) provides voluntary, confidential, and professional assistance to help employees and their families resolve problems that affect their personal lives or performance at work. Services include problem evaluation and assessment, individual counseling, and referral to community services.
The EAP—open 24 hours a day, 7 days a week—is available through the Bowen Center a t 800-342-5653.
These resources address the challenges you may be facing and the mixture of feelings you may be experiencing during this time.
- Healthy-at-Home: Programs, classes, workshops, and videos to help you stay active and well at home, both physically and mentally. Live virtual WebEx classes and presentations are also offered.
- Emotional Health Care: View this reminder video how the Bowen Center can provide positive options to deal with many issues we are all facing right now. EAP and SAP (Student Assistance Program) free sessions can be utilized by employees and students during COVID-19 telephonically.
- Be Well Indiana: COVID-19 resources include a resource guide, tools for daily coping, videos including COVID-19 Risk for Smokers and more. This site focuses on helping Hoosiers maintain their well-being; the resources have been validated by local and national experts to ensure that you have access to reliable information that you can trust.
- NAMI: COVID-19 Information and Resources offers resources and information guides, webinars, and more.
- Parenting during COVID-19: A parenting tool kit provided by many organizations including the CDC that addresses 1:1 time, keeping things positive, structure, difficult behavior, managing stress, keeping calm, and how to talk about COVID-19 with your kids.
- Corona Virus Resources and Mental Health Information for Disease Outbreaks: Click on the resources tab to view a variety of links to behavioral health. Compiled by the Purdue Fort Wayne Behavioral Health and Family Studies.
- Mental Health Headlines and Training–COVID-19 and Mental Health: View this list of resources regarding the COVID-19 and mental wellness. Includes a listing of webinars that are scheduled or have been archived for you to view at your leisure. Brought to you by the Purdue Fort Wayne Behavioral Health and Family Studies Institute.
Essential Equipment at Home
For faculty who will now be working from home to provide online learning, being able to take the tools you need home is a top priority. This may include your desktop computers, printers, and other related items. If you need to take computer equipment home with you, follow these directions:
- Use this link to the Qualtrics form.
- Once a user completes and signs the form using the mouse as a pen, the form goes to the Help Desk. A ticket is generated so that the loaner equipment may be tracked via Service Now until returned.
- You do not need to visit the Help Desk in person..
Please note, staff members are also permitted to take their computer and related items home if necessary. Please obtain your supervisor’s permission and complete the preceding Qualtrics form.
Guidelines for Staff Returning to Campus
Guidelines apply to staff only.
See the Guidelines for Staff Returning to Campus announcement [PDF] here. See the COVID-19 Back-to-Work Sample Plan [PDF] here.
Guidelines for Designating and Assigning Essential Personnel
In the event of a public health emergency or other crisis that requires access to the university to be severely limited, there are certain people who must report to campus to perform duties vital to the continuity of the university. Additionally, there will be other essential staff performing critical functions who can perform these duties from a remote location such as home.
Essential functions are those that need to be fulfilled when normal university operations have been suspended or closed. Departments must evaluate their department’s impact on the overall goal of maintaining essential university operations. Additionally, for continuity, they must designate these essential functions in advance. Pre-designation is especially important in incidents that happen with little notice. Individuals who directly support these functions are expected to report for work during the emergency period as requested by their department unless specifically directed by the department not to do so. The following information provides some general guidelines to be considered when designating the essential function positions.
Essential/Critical functions or responsibilities are activities:
- to preserve the health, well-being and safety of the Purdue campus community,
- to assist and support students and others who must remain on campus with needs generated by the emergency,
- to ensure timely and effective communication before, during, and after the emergency,
- to provide utilities to maintain and protect campus buildings,
- to maintain the health and well-being of animals,
- to preserve the campus cyber infrastructure,
- to preserve the core functions of the university (i.e. payroll, benefits, finance); and
- to protect assets required to allow the University to resume its normal functions when the emergency /public health emergency has subsided; and
- to preserve university facilities, including essential maintenance and repair
These assets may include, but are not limited to:
- cultures of valuable, unique, or irreplaceable living species,
- valuable, unique, or irreplaceable research specimens or samples,
- the environment surrounding and sustaining sensitive materials,
- facilities and equipment,
- sensitive or irreplaceable data, or
- critical business continuation functions.
Personnel designated by a unit head as "essential personnel" are employees who are needed in order to provide the minimum level of service in the department (i.e., human resources, finance, emergency services, utilities and provision of food and housing) and those needed to prevent irreparable damage to research and mechanical systems and those needed to maintain core functions of the university. Each affected unit head will designate Essential Personnel in his or her college or unit and notify them of their role and responsibility.
Examples of staff members who are expected to be defined as critical or essential:
- Police officers and fire fighters who respond to emergencies and maintain order
- Certain power plant and utilities staff who maintain utilities
- Certain operations and maintenance staff who monitor facilities and repair serious problems
- Certain grounds staff who provide refuse removal and assist in equipment supply
- Certain computer staff who maintain infrastructure and support emergency operations
- Certain building services staff who provide refuse removal and clean occupied areas
- Certain senior university staff who make decisions
- Certain business office staff who process emergency payments and payroll
- Certain human resources staff who process payroll, benefits, and provide employee relations
- Certain animal caretakers who feed and monitor animals
- Certain health care staff who triage, treat students and staff and dispense medication
- Certain communications staff who disseminate information and policies
- Certain student services staff who aid in recruitment and admissions processes and assist students on campus
The above list is by no means exhaustive but illustrates types of personnel considered as essential to report to campus or provide support from a remote location.
Additionally, essential staff may change depending on factors such as the time during the year, severity of the public health emergency, and the length of time suspension of classes or normal operations is in force. The number of essential support staff, such as building services personnel will be highly dependent on the number of other students and staff who are on campus.
Prior to or at the declaration of a public health emergency period, Executive Vice Presidents, Vice Presidents, Vice Provosts, Deans, Directors, and Department Heads should review the designation of essential staff and the expectations for all employees during this period.
Virtual Meetings and Support
Information Technology Services supports WebEx, Skype for Business, and Microsoft Teams as our primary web conferencing tools. Both solutions provides a secure method for hosting virtual meetings. Skype for Business has a direct integration with your Purdue Fort Wayne address book, allowing you to invite campus members directly. Skype for Business also requires the host to create the meeting through using Purdue Fort Wayne account credentials. WebEx is hosted through Purdue West Lafayette, of which meetings can be created, by requiring a password to enter. Information Technology Services advises against the use of Zoom, currently, due to security concerns. You can learn more about both solutions by following the links below.
Work Environment Concerns and Questions
For employee relations concerns or any questions regarding your work environment during this time, please contact Melissa Helmsing at [email protected].
PFW Prepared Q&A Sessions for Faculty and Staff
The PFW Prepared Committee will continue weekly PFW Prepared Q&A sessions as we enter the fall semester. Each session will be hosted by Jeff Malanson, director of strategic planning and the Office of Academic Innovation, Purdue Fort Wayne’s COVID-19 point of contact. Sessions are devoted to providing the latest updates on safety and planning efforts, answering questions, and addressing concerns.
All sessions are scheduled for Fridays at 9 a.m. and are scheduled to last one hour. You can access each PFW Prepared Q&A session here (password: GoMastodons).
If you have questions or concerns about what is and is not working in classrooms and other spaces on campus, please contact Malanson at [email protected].
When an Employee, Their Children, or Other Dependents Need to Isolate or Self-Quarantine
In the event that an employee needs to isolate due to a positive COVID-19 test or self-quarantine due to a potential COVID-19 exposure, the employee should work with their supervisor and Human Resources to determine appropriate accommodations.
If the employee is healthy enough to continue working from home and their job responsibilities allow them to do so, the employee can most likely complete a temporary telework arrangement. If the employee is too sick to work, or if their job responsibilities will not allow them to work from home, they may need to take a leave. Human Resources can help navigate these processes.
Employees may submit an Employee COVID-19 Self-Reporting Form to indicate a need for assistance.
Telework and leave options are also available for employees who need to remain home with children or other dependents who must isolate or self-quarantine. Employees may contact Melissa Helmsing at [email protected], associate director of human resources, or Amy Jagger at [email protected], senior benefits administrator, directly for assistance.
Purchasing and Travel Restrictions and Guidance
In order to support recent budget guidance from West Lafayette and adapt to changes that have resulted from COVID-19, Purchasing is announcing expanded purchasing and travel restrictions.
Nonessential expenditures—such as travel, conferences, and use of consultants—are to be suspended, and new financial commitments should be avoided until further notice. Essential functions are defined as purchases or contracts that support research, online learning, or infrastructure (technological or physical). Purchasing should be limited to activities and items that support essential functions.
Purchases must be approved prior to committing funds. During the next few months, a Purchasing Approval Form must be completed and routed through DocuSign for approval of all essential purchases.
Research conducted on sponsored-fund accounts should use standard purchasing approaches. Orders for perishable items should be made only when it is certain they will be received and used within shelf life. New faculty hires may purchase equipment and/or supplies using startup funds as specified in their offer letters. Prior to purchasing, arrangements must be in place for receiving the order by the intended ordering unit (e.g., the department) at the receiving location. More information including guidance on other sponsored funding can be found on the COVID-19 research operations page.
Travel restrictions that are currently in place will continue until further notice.
Purchasing is working with campus stakeholders and vendor partners to identify personal protective equipment (PPE) and protective supplies (hand sanitizer, disinfecting wipes, etc.) for the fall semester. There should be no need for departments to purchase on their own; all requests for specific products should be submitted to Purchasing at [email protected].
Effective May 1, purchasing card (P-card) monthly limits will be reduced to $1,000, and the following purchase types will no longer be allowed on P-cards:
- IT hardware, software, and services
P-cards used to support research activities may need different monthly limits. Those requests should be submitted as a temporary increase using the P-Card Temporary Increase Request Form. Travel cards should be used to reserve travel activity, such as airline and hotel reservations, if a travel waiver is approved.
Ariba catalogs must be used whenever possible, and orders placed on P-cards will be monitored to ensure compliance and support of essential functions. For purchases in which P-card use is appropriate, please follow the P-card guidelines.
Direct questions to [email protected].
Canceled Meeting or Conference
An attempt should be made to request refunds, transfer tickets, or otherwise minimize financial impact. All remaining expenses should be submitted using standard travel processes. If the airfare is used in the future for a personal trip, then the costs will need to be reimbursed to the university by the employee.
Nonrefundable Out-of-Pocket Canceled Trips
Previously paid travel and other expenses related to conferences that have been canceled due to concerns with COVID-19 will be reimbursable.
An attempt should be made by the traveler to request refunds, transfer tickets, or otherwise minimize financial impact. All remaining expenses should be submitted using standard travel processes. Please note that you will need to provide documentation that the expense is not refundable to get reimbursement.
The procedures for covering the cost of nonrefundable out-of-pocket expenses for trips that were canceled due to COVID-19 have been updated:
- Create an expense report in Concur for the canceled trip.
- Give your report a name according to the standard naming convention. Use the originally planned dates of travel.
- Create expense items for each out-of-pocket or travel card-paid expense. For each expense, include
- the receipt, as required;
- documentation showing that the expense is nonrefundable or creditable to a future expense;
- documentation, if available, of any credits received (e.g., confirmation number, credit voucher number).
- Add the comment “travel canceled to COVID-19” to all nonrefundable expenses such as registration fees, lodging, and airfare.
- Submit the report for approval.
Departments should track all unused airfares (traveler, expiration date of credit) to maximize the chance of rebooking the fare.
If you have questions, contact Phil Davich, director of managerial accounting, at 260-481-6326 or [email protected].
Online Conference and Workshop Registration Process
Purdue Travel has published new guidance for online conference and workshop registrations.
- A travel waiver is not required for online conference or workshop registrations. Fees of $1,000 or more should be reviewed by the appropriate business office before the conference or registration is booked.
- Online conferences should be paid by:
- Individuals who have a Purdue Travel card:
- Request a temporary card increase using the online form.
- Enter the conference fee in the "Single Transaction $$ Increase to" field.
- Select attend a Virtual Conference.
- Submit the form.
- Individuals without a Purdue Travel Card:
- Department Purchasing Card should be used.
- If the charge does not go through, contact [email protected]for assistance. The Merchant Category Code (MCC) may need to be opened for the card to post.
To see Purdue’s complete current travel restrictions guidelines and processes, visit https://www.purdue.edu/procurement/travel/spend-reduction/index.php.
Travel Card Guidance During Travel Restrictions
While the university remains under travel restrictions, all travel cards are capped at $1 to prevent unauthorized travel. If you receive a waiver to travel and you intend to use your travel card, you must complete the online TCard Temporary Increase Request form to have your travel card limits increased for your trip. If you fail to do this, your card will remain capped at $1.
Employees are strongly encouraged to check their travel card limits before departing on travel.
- Current Travel Restriction Guidelines and Processes
- Travel Guidelines for Spring 2021
- Travel Restriction FAQs
If you have any questions, contact Phil Davich, director of managerial accounting, at [email protected].