Search form

University of Virginia UVA Arts & Sciences Default

FAQ

This serves as the A&S-specific FAQ page.

These are the available answers to the A&S-specific FAQs. More answers to key questions will be added here soon. Please check back for updates. 

Submit a question

For the broader UVA-wide FAQ for RTG Fall 2020 Planning, visit here.

For a detailed instructional FAQ (in addition to the Academic Instruction information listed below), please visit the Learning Design & Technology website.

Guidance for Supervisors and Managers

Yes.  Employee Health will send a secure email notifying the following parties of a positive case which includes identifying information (name of the employee):

  1. Employee (UVA email address)
  2. Supervisor (UVA email address)
  3. Human Resources
  4. Emergency Management

The notification from Employee Health will include instructions and a notification template to use for notifying the affected employee's coworkers of the positive case without disclosing the name of the employee.

Since COVID testing information is sensitive and personal, it's important that this information is transmitted securely. As such, we are using secure email encryption. The message will come from ZIX secure email and may look like spam. Be alert for these kinds of messages.  For an example of the message, please consult the Responding to Suspected COVID-19 Cases for Faulty and Staff page for the most up to date information.

Yes.  If test results are negative the employee is cleared to physically return to work if they work on Grounds. Their manager and the employee will be notified by Employee Health.

Yes.  Once Employee Health performs an assessment, which may include referring an employee for testing, a notification below will be sent from Employee Health to the employee and their supervisor.

  • If the employee is able to work remotely, he/she should continue to do so pending the test result.
  • If the employee is unable to work remotely due to symptoms or the nature of their work, the employee should be placed in a paid leave category (PHEL - Public Health Emergency Leave) pending the outcome of the test.
  • Ask the employee to immediately begin (or continue) working remotely if they are able to do so. If unable to due to symptoms or the nature of their work, they are placed on paid leave.
  • Direct the employee to call Employee Health for assessment, instructions and to confirm diagnosis.
  • Employee Health will refer the employee for testing and/or instructions to self-isolate.
  • Consider the employee’s work-related activities in UVA buildings in the previous two weeks. In the event that the individual is confirmed positive for COVID-19, this information will be critical in limiting the spread and providing notification to those potentially exposed.

Please consult the Responding to Suspected COVID-19 Cases for Faulty and Staff page for the most up to date information.

Prior to returning to physically returning to work, the employee is required to obtain clearance from Employee Health. Upon receiving clearance, Employee Health will send the following notice to the employee and supervisor.

The Health Department will begin contact tracing within the next 24-48 hours and will contact you directly if they feel that you might have been exposed.

  1. Please keep in mind that this is a stressful time for not only the affected employee but for their coworkers as well. Please show compassion and support, and feel free to direct team members to FEAP as appropriate.
  2. Co-worker notification is required by law not only to provide information to individuals in the workplace of a positive case, but also to provide transparency and to allow for appropriate action that may be required. You will be provided a co-worker notification email to inform those who may have come into contact with the employee who tested positive. Guidance on who constitutes a co-worker can be found on the Responding to Suspected COVID-19 Cases for Faulty and Staff page.
  3. Please reach out to the employee (by phone if possible) who tested positive and inform them of next steps in the process which will be:
    • Placed on paid leave - PHEL (Public Health Emergency Leave) and refrain from working.
    • Stay home until cleared by Employee Health to return to work
    • Informed that UVA is legally required to send a notice to co-workers of a positive case; the employee name will not be shared to anyone other than those needing to know to facilitate protection of the community.

UVA HR is ready to support managers and employees through this process, please reach out to askhr@virginia.edu for assistance. The HR Benefits, Leave and Payroll (BLP) team will reach out directly to the supervisor and employee to coordinate the appropriate leave options consistent with established standard operating procedures.

Within Arts & Sciences, we will provide a list of email addresses by Wednesday, September 9 that can be used to send the co-worker notification to those assigned to specific buildings.  These distribution lists will enable you to send a broad notification and facilitate transparency.  Sending notifications are likely cause employee concerns about whether they were exposed to the positive co-worker. We recommend using your discretion and consider this guidance when sending the co-worker notification and using the building email distribution lists.

Tags:

“Co-worker notification” is not the same as contact tracing. The Virginia Department of Public Health is responsible for contact tracing, which involves connecting with individuals who may have come in close contact with a confirmed positive case. Co-worker notification operates very differently.  Managers and supervisors should not contact individuals to determine whether they came in contact with someone with a positive diagnose.  And in all cases, managers must maintain the confidentiality of the identity of the infected individual.

Yes.  Graduate student instructor case management will follow the same process as outlined on the Responding to Suspected COVID-19 Cases for Faulty and Staff page.

As a manager or supervisor, you are likely in the best position to have a sense of who was and was not in close physical contact with an employee who tests positive. If you are unsure of the status of whether an employee(s) should be included in the notification, we recommend erring on the side of caution and including the employee(s) in the distribution of the message.   While individuals who are working remotely all the time likely do not need to know of a confirmed positive case since they are not likely to have been exposed, being broad and inclusive in the notification mitigates the risk of missing anyone who should have been told.

Managers and supervisors should not contact individuals to determine whether they came in contact with someone with a positive diagnose.  And in all cases, managers must maintain the confidentiality of the identity of the infected individual. “Co-worker notification” is not the same as contact tracing. The Virginia Department of Public Health is responsible for contact tracing, which involves connecting with individuals who may have come in close contact with a confirmed positive case. Co-worker notification operates very differently.

No.  If the faculty or staff member has been working remotely and not been on Grounds, a co-worker notification is not necessary.

Co-worker notification is required by law not only to provide information to individuals in the workplace of a positive case, but also to provide transparency and to allow for appropriate action that may be required. 

As a manager or supervisor, you are likely in the best position to have a sense of who was and was not in close physical contact with an employee who tests positive. If you are unsure of the status of whether an employee(s) should be included in the notification, we recommend erring on the side of caution and including the employee(s) in the distribution of the message. While individuals who are working remotely all the time likely do not need to know of a confirmed positive case since they are not likely to have been exposed, being broad and inclusive in the notification mitigates the risk of missing anyone who should have been told.

The most important measure to evaluate is:  Was the positive case an employee who was physically on Grounds? If so, what is a reasonable assessment of who was also on Grounds that should be aware?

Within Arts & Sciences, we will provide a list of email addresses by Wednesday, September 9 that can be used to send the co-worker notification to those assigned to specific buildings.  These distribution lists will enable you to send a broad notification and facilitate transparency.  Sending notifications are likely cause employee concerns about whether they were exposed to the positive co-worker. We recommend using your discretion and consider this guidance when sending the co-worker notification and using the building email distribution lists.

Emergency Management will coordinate appropriate facility cleaning with Facilities Management upon receipt of the notification. Additional follow up may be required with you to confirm the employee’s physical work location(s) and areas that require cleaning.

To avoid the risk of sharing inaccurate information, we recommend waiting for the official secure email notification from Employee Health before sending a co-worker notification.  If you have not received the secure email notification, please check your spam folder or contact Employee Health.

Please exercise discretion to allow employee(s) to work remotely, if possible, to help alleviate employee concerns.  In addition, please reference What to do if Someone Around Me Tests Positive for COVID-19 handout.

As a manager or supervisor, you are likely in the best position to have a sense of who was and was not in close physical contact with an employee who tests positive.  While we recommend erring on the side of caution and including the employee(s) in the distribution of the message, if you have a clearer sense of those who need to receive a notification, you are welcome to send the co-worker notification to a more localized group of individuals.

Testing and Screening

The Health Department will begin contact tracing within the next 24-48 hours and will contact you directly if they feel that you might have been exposed.

Prior to returning to physically returning to work, you are required to obtain clearance from Employee Health. Upon receiving clearance, Employee Health will send the following notice to you and your supervisor.

Revised August 10

The HOOS Health Check app is now available in the Apple and Google Play stores. This easy-to-use tool will help members of the UVA community remain aware of their health and identify any possible COVID symptoms before they come to Grounds. HOOS Health Check will replace daily health attestations that UVA Health team members, researchers, and some other groups on Grounds have used this summer. 

Students, faculty, staff, and UVA Health team members are required to complete a daily health check each day that they are coming to Grounds or to work at a UVA Health clinic through the free HOOS Health Check app or the HOOS Health Check website. Anyone with symptoms suggestive of COVID-19 should stay home and immediately contact Student Health (for students) or Employee Health (for faculty, staff, and UVA Health team members), as directed by HOOS Health Check.

More details are available in FAQs on the Return to Grounds and Students on Grounds websites. Visit the ITS website to troubleshoot technical issues and learn more about the terms of use and privacy policy.

  • If you are able to work remotely, you should continue to do so pending the test result.
  • If the you are unable to work remotely due to symptoms or the nature of your work, you should look into a paid leave category (PHEL - Public Health Emergency Leave) pending the outcome of the test.
Tags:

Please review this document: What To Do If Someone Around Me Tests Positive for COVID-19

 It will not be appropriate to send mass emails or messages communicating positive results to departments.

Contact tracing will be conducted by the Virginia Department of Health.

UVA HR is ready to support managers and employees through this process, please reach out to askhr@virginia.edu for assistance. The HR Benefits, Leave and Payroll (BLP) team will reach out directly to the supervisor and employee to coordinate the appropriate leave options consistent with established standard operating procedures.

Yes.  If test results are negative you will be cleared to physically return to work (if you work on Grounds). You and your manager will be notified by Employee Health.

If a student tells you that they are feeling ill:

Please ask them to stay home and contact Student Health, [434-924-5362; 434-297-4261 After Hours]. If they hesitate, kindly remind than that they agreed to do so in the social contract that they signed.

If a student tells you that they have to quarantine:

  • Let them know what to expect in terms of participation in your course
  • They may transition from in-person to on-line participation during their quarantine if they are well enough to do so.
  • Please make accommodations for the student as you would in any other circumstance when a student is ill.

If a student discloses to you that they have been diagnosed with the virus:

  • Offer support to the student

If a student informs you that s/he has COVID, please report the case to Dean Rachel Most (The College) or Dean Laurie Casteen (ODOS). Please send an email to one of them asking for a time to talk; DO NOT, UNDER ANY CIRCUMSTANCES, SEND THE NAME OF THE STUDENT VIA EMAIL. Again, only email Rachel Most or Laurie Casteen to arrange a time to speak via phone or Zoom. This information is protected under the Family Educational Rights & Privacy Act.

  • Remind the student to contact Student Health [434-924-5362; 434-297-4261 After Hours]. (Since not all tests will be administered through Student Health, it is important for students to contact Student Health if they receive a positive test result from another source)
  • Outside of our normal guidelines on class attendance, the College does not mandate that instructors follow a particular attendance policy. This year, we expect that you would handle illness and absences in accordance with the policies outlined in your syllabus, as you would in a normal semester. As always, the Association Deans stand ready to assist you with individual student issues that may arise.
  • Even if the student asks you to keep their COVID status confidential, please contact the Office of the Dean of Students. The information will be shared with a very limited group of individuals who need to know in order to protect the health and safety of the community under the health and safety exception of FERPA (Family Educational Rights & Privacy Act). The information will be treated as confidential and private.
  • If the student has been in-person class, you do not need to automatically suspend in-person classes. The classroom is thoroughly cleaned daily and can continue to be used for classes. The current understanding is that the virus spreads primarily through airborne particles and not through touching contaminated surfaces. VDH’s contact-tracing protocol will contact those that may have been exposed.

Once a student has been diagnosed as being infected with COVID-19, a contact-tracing protocol established by the Virginia Department of Health will be initiated. VDH will contact others who might have been exposed through close and prolonged contact with that student.

  • If at any point you begin to feel ill, please call Employee Health [434-924-2013] immediately. If you are home, do not come on Grounds; if you are on Grounds, please return home.
  • If you have been diagnosed as infected or exposed to someone with COVID-19, please call Employee Health  [434-924-2013] . You must stay home for at least 10 days (for isolation if ill) or 14 days (quarantine if exposed), and as per University guidance found on the Return to Grounds website. Please let your department chair or immediate supervisor know that you must quarantine. If you are well, asymptomatic, or have very mild symptoms and you feel able to work, talk with your department chair about the possibility of working from home. They can give you guidance about teaching your course on-line or making alternative arrangements during your quarantine.
  • Employee Health has developed a printable one-pager outlining these steps and some other helpful suggestions.

You can reach Employee Health via telephone (434-924-2013) or email (employeehealth@virginia.edu)

Tags:

No, faculty and students will be asked to use the Hoos Health Check app/website.  It will be inappropriate for any faculty member to require or request that students check their temperature with a thermometer before entering a classroom.

Yes.  Employee Health will send a secure email notifying the following parties of a positive case which includes identifying information (name of the employee):

  1. Employee (UVA email address)
  2. Supervisor (UVA email address)
  3. Human Resources
  4. Emergency Management

The notification from Employee Health will include instructions and a notification template to use for notifying the affected employee's coworkers of the positive case without disclosing the name of the employee.  Since COVID testing information is sensitive and personal, it's important that this information is transmitted securely. As such, we are using secure email encryption. The message will appear different from a traditional email. Be alert for these kinds of messages as they may look like spam.  For an example of the message, please consult the Responding to Suspected COVID-19 Cases for Faulty and Staff page for the most up to date information.

While you are free to share your own test results, your manager or supervisor will be informed not to include your name in any communication.

Yes, all students, faculty, and staff must complete a wellness attestation every day before coming to Grounds. The attestation procedure and app will be released in coming weeks. 

We do not recommend requiring students to show their app before entering the lab.  This will be considered a privacy violation.  However, reminding students to complete their daily attestation via the Hoos Health check app prior to entering the lab is appropriate.

Tags:

PPE & Sanitation

The COVID-19 Supplies Purchasing Guide (posted on the Procurement site) provides an overview of the cleaning items that will be purchased by the university and items to be purchased by schools or departments

As a reminder, the university will purchase and install hand sanitizer stations.

Within Arts & Sciences, we recommend the following.  Please check back in for updates to this information.

Hand Sanitizer Wipes and Paper Towels: Please follow the guidance in the COVID-19 Supplies Purchasing Guide and purchase wipes via UVA Marketplace or another vendor.

Gloves: We discourage the purchase of gloves outside of laboratory use.

Storage: Due to the flammability of sanitizer and disinfectant, large quantities must be stored properly.  If you have questions about quantity and storage, please consult with Anna Towns.

The following items will be purchased centrally for distribution across A&S.  Additional information will be shared as planning continues.

  • Hand Sanitizer Bottles, Liquid, and Gel
  • Spray Disinfectant for use on the high touch surfaces in offices, meeting rooms, kitchens, copy/mail rooms, common spaces and etc.

For additional information on cleaning protocols, please consult with the Facilities Management FAQ on custodial and environmental hygiene and the Enhanced Cleaning Protocols and Standard Operating Procedures.

Tags:

Revised July 6, 2020

Cloth face coverings will be distributed in mid/late July.  Department Managers will determine how to best distribute cloth face coverings to faculty and staff. 

Working on Grounds

HR has created a helpful infographic on how to approach individuals not wearing masks and the Provost's office has developed some scripts you can use to engage students and colleagues.

If an individual is a repeat offender or engages in egregious behavior, please report them using the Just Report It system.

If at any point you fear for the immediate safety of yourself or others, call the UVA Police [434-924-7166].

Please see the P&T website for up to the moment information on parking and transportation options.  

The university policy department responds to criminal activity and will not be involved in compliance.  If repeated violation of facial covering or social distancing policy results in a no trespass order, the university policy department support managing that order.

UVA has launched two different portals for reports of concerns regarding compliance with the University’s rules and norms to prevent the spread of the virus. In an effort to be a responsible neighbor to the larger Charlottesville community, the University has developed a new reporting portal.  The portal enables individuals to share concerns or report behavior that may be contrary to University policies and the expectations for students and employees regarding COVID-19 compliance. Individuals are encouraged to report significant violations or persistent instances of non-compliance. The form provides the reporter with the opportunity to submit photographs and other substantiating documents. All reports will be reviewed by University staff and appropriate remedial action will be pursued. As explained on the portal’s landing page, the University may not be able to share information about what actions are taken in response to reports due to federal privacy regulations.

A similar tool is available to UVA students, faculty, and staff through the COVID-19 Compliance Reporting tab on Just Report It.

If at any point you fear for the immediate safety of yourself or others, call the UVA Police [434-924-7166].

Tags:

Academic Instruction

At this time, there no plans to change class times.  However, the volume of classes delivered online will reduce foot traffic during class transitions. 

Tags:

Once social distancing measures are put into place, many of our classrooms will be too small to use for regular classes. We are developing a process to allow instructors to reserve these rooms (as you would a conference room) for occasional meetings with students, office hours, independent studies, and other similar activities.

No. As President Ryan’s message indicated, in addition to our standard process for ADA accommodations, all faculty will be able to request that they not teach in person.  It is my intention that we will grant all such requests. I also wish to be clear that a request not to teach in person will have no impact on any evaluation, renewal, or promotion decision. We will share more information about the in-person teaching exemption request process within the next two weeks.

Per Dean Baucom's email to all faculty on July 8, please see details for the Fall 2020 semester academic calendar below.

  • Undergraduate courses will begin on schedule on Tuesday, August 25, 2020. 
  • There will be no Fall Reading Days. 
  • For all students in Arts & Sciences (undergraduate and graduate), the last day of classes will be Tuesday, November 24, 2020 (the Tuesday before Thanksgiving).  
  • Exam Reading Days will be Monday, November 30 and Tuesday, December 1, 2020.  
  • Exams will begin on Wednesday, December 2, 2020 and end on Friday, December 11, 2020.  
  • After Thanksgiving, there will be no in-person activities—all exams and other final assessment activities need to be held online.  
  • The Associate Deans and I expect to hear more information soon about the revised examination schedule from Laura Hawthorne, Associate Vice Provost and University Registrar, and we will share timely updates.  

Faculty have several options if their internet connectivity at home is a concern. First, you should feel free to teach from your office on Grounds. Second, you can request a small classroom in which to conduct your online teaching. Finally, you may request a hotspot to improve connectivity at your home.

REQUEST HOTSPOT

A&S already offers many courses through the evening hours and any instructor may, when scheduling their courses, select a time in the evening. The University has decided not to pursue weekend courses at this time.

Revised August 24

It is important to establish clear expectations that align with the University’s public health measures; the easiest way is by adding them to your syllabus. Here are some ideas and options should someone refuse to comply with University policy:

  • If a student is attending class in-person when they are not cleared in SIS or not complying with the masking/distancing rules, please begin by engaging with them or others in the immediate surroundings. HR has created a helpful infographic on how to approach individuals not wearing masks. We have developed some scripts you can use to engage students.
  • You may also ask the student if they have an approved SDAC accommodation due to a disability-related condition that would prevent them from wearing a mask. If so, you should have received instructions from SDAC by email; if not, please contact SDAC@virginia.edu.
  • If an individual is a repeat offender or engages in egregious behavior, please report them using the Just Report It system.
  • You have recourse to a variety of disciplinary options if students do not comply with your expectations:
    • ask the student to leave the class
    • cancel the remaining part of the class
    • reduce a student’s grade for noncompliance
    • discuss other disciplinary actions with your department chair or the dean of students

If at any point you fear for the immediate safety of yourself or others, call the UVA Police [434-924-7166].

We encourage you to limit in person meetings, meeting virtually when practical. In-person meetings may be scheduled outdoors, or in conference rooms. You may meet with students in your office. However, your office will need to be arranged to allow six feet social distancing, all attendees should wear face coverings while meeting, you should wear a face covering if in your office during the three hours prior to any meetings, and you should wipe shared surfaces with sanitizer prior to meeting.

It is important to establish clear expectations that align with the University’s public health measures; the easiest way is by adding them to your syllabus. Here are some ideas and options should someone refuse to comply with University policy:

  • If a student is attending class in-person when they are not cleared in SIS or not complying with the masking/distancing rules, please begin by engaging with them or others in the immediate surroundings. HR has created a helpful infographic on how to approach individuals not wearing masks. We have developed some scripts you can use to engage students.
  • You may also ask the student if they have an approved SDAC accommodation due to a disability-related condition that would prevent them from wearing a mask. If so, you should have received instructions from SDAC by email; if not, please contact SDAC@virginia.edu.
  • If an individual is a repeat offender or engages in egregious behavior, please report them using the Just Report It system.
  • You have recourse to a variety of disciplinary options if students do not comply with your expectations:
    • ask the student to leave the class
    • cancel the remaining part of the class
    • reduce a student’s grade for noncompliance
    • discuss other disciplinary actions with your department chair or the dean of students

If at any point you fear for the immediate safety of yourself or others, call the UVA Police [434-924-7166].

Faculty should submit requests for workplace accommodations via the Office of Equal Opportunity and Civil Rights.  More information is also available on the UVA HR Return to Grounds website, under “Remote Work and Leave Considerations”.

Student Disability Access Center (SDAC) handles all student accommodations, including captioning, and will reach out to the instructor directly. If it is requested by a student, ask them to reach out to SDAC.

There are several resources available through Student Financial Services for current undergraduate, graduate and professional students needing support for travel, technology, food, medication, and other living expenses.

Tags:

Classroom

Updated August 13, 2020

Online Courses 

Online courses cannot have class in person and cannot hold class outdoors. They can host occasional in person meetings, office hours, etc, but cannot require attendance and must offer an alternative for remote students.  

In Person Courses 

All in person only courses must have an officially designated classroom.  If a class is in person only and everyone in the class is willing to go outside, please ensure that the outdoor space can accommodate 6’ distancing and facial coverings must still be worn.  The social distancing requirements apply to those in the class and others that might also be in the same outdoor space.  The use of an outdoor space should be a spontaneous event, not an regular practice.

Hybrid Courses 

Hybrid courses cannot hold class outdoors. They can host occasional in person meetings, office hours, etc, but cannot require attendance and must offer an alternative for remote students. 

Revised August 24

Each classroom will be thoroughly cleaned and disinfected every evening. In addition, there will be cleaning wipes available in each classroom. Please clean your workspace before and after you use it, and ask your students to do the same.

  • In or near every classroom there will be extra disposable masks should someone forget theirs.
  • Classrooms have been modified so that physical distancing can be observed. Students will sit at least six feet apart, and they will be at least six feet from the instructor. Everyone is expected to wear a mask or other covering over the nose and mouth the entire time that they are in the classroom. The full University policy on marking and distancing can be found on the University’s policy website.
  • Some classrooms have been equipped with a plexiglass shield on the podium. Instructors are allowed to take off their masks when speaking from behind the shield.

More information about classroom facilities can be found on the Information about Classroom Maintenance page.

No. While it is our intention to keep the current schedule (days and times) intact, all in-person courses will be assigned to new classrooms based on their new capacities incorporating social distancing measures.

Classrooms will have disinfecting stations. Each station will include a spray bottle of disinfectant and multifold paper towels in a plastic container. The stations will be placed around each classroom to promote social distancing. Only rooms used for instruction will receive the centrally funded disinfecting stations. The custodial team responsible for each building will fill and service these stations.  Bottles will be refilled/replaced and multifold towels replenished as needed. 

Equipment and Technology

Mobile hotspots are available for faculty or staff.  Please click on the link below to submit information for a mobile hotspot.

 

A&S HOTSPOT REQUEST FORM

A&S Learning Design & Technology is developing resources for creating content for your online course, which will be available soon on our website. You can also access information about A&S media studios and sign up for a time to use one of them if you are interested.

Tags:

A&S Learning Design & Technology has a limited supply of hardware that they can loan for the purpose of facilitating online teaching.

HARDWARE REQUEST

Tags: