What to Expect in Your Classroom | COVID-19 Information for CAS Faculty
In order to protect ourselves and our community, there are many changes to our teaching environments on the Forest Grove campus. The information below highlights some of the more important items that you will experience as a CAS faculty member this fall.
In-Person and Remote Learners
All Forest Grove undergraduate students have been given the option to study in-person and/or remotely this semester. Even students who are living in university housing can attend some or all of their classes remotely. To encourage students to stay home if they are not feeling well in any way, students can decide to attend any class remotely, including classes that they have been attending in-person. This means that every class will likely have face-to-face students and remote students in attendance on any given day. This is perhaps one of the greatest changes -- and challenges -- that you will face as a faculty member.
To accommodate remote learners in every class, UIS has equipped all classrooms with web cams and microphones so that the class can be live-streamed via Zoom (or similar platform) to remote learners. As a faculty member, you will need to monitor your email frequently in case a student needs to let you know they will be attending remotely and you need to make sure that your class meetings have a personal Zoom ID that can be shared with all students on your syllabus, Moodle site, and all course communications. Zoom meetings can be established as recurring meetings that use the same ID, and you can provide students with calendar invites that will publish to their electronic calendars complete with the meeting link. The CETCI Zoom Tutorials page and the UIS Zoom FAQ are good resources for this.
Recording your class session in Zoom is not required, but it is encouraged to support your remote learners. Using the "record to cloud" feature in Zoom should be selected so that the recording can be processed and made available to students without the need to be uploaded from a classroom or faculty computer. Cloud recordings are also automatically closed-captioned, which also benefits students.
The college has added some new teaching spaces to our usual pool of classrooms. These spaces provide us with greater capacities under social distancing requirements and allow the college to limit the number of classes that meet in the same room every day. All new spaces have been equipped with the requisite teaching materials and technologies. All classrooms are outfitted with a web cam to allow for live streaming of in-person courses to remote learners. Our new spaces include:
- Washburn 110 - the MPR. A large meeting and gathering space, the MPR accommodates 49 students at tablet-style desks and has designated entries and exits.
- Creamery 101 - The "Milky Way" or "Outdoor Pursuits". This space seats 22 students at tables and desks and has designated entries and exits.
- The Theatre in the Grove - 2028 Pacific Avenue, across the street from Brown and Carnegie Halls. This historic theatre is now a Pacific University classroom! The stage has been converted to a teaching space and there is seating for 43 in the "house". Seats have been removed to enforce 6-feet of social distancing.
- Important note: The main entry to Theatre in the Grove will be locked at all times to keep the public from entering the space. Faculty will enter the building through a side door using an access code that they will be given. Faculty must then block open the main doors to allow students to enter for class. Students can be asked to manage the doors until the class begins. Students who do not arrive to class on time to gain entry should have a "buddy" in the class that they can call or text to meet them at the front doors when they arrive.
- Tran Library - The Tran Library now has a teaching space on the first and second floor. The first floor space is to the right of the main entry and seats 24 students at tablet-style desks. The second floor space is just to the right at the top of the main stairs and seats 30 students at tablet-style desks. These spaces are not completely enclosed within the library but partitions have been placed to provide some separation from other library spaces. The library will be limiting services in the fall and should not have the usual flow of patrons and foot traffic. The stacks are also not open to users.
- Tents - There are four large tents on campus. They are located outside Taylor-Meade Hall, Marsh Hall, Carnegie Hall, and Jefferson Hall. These are not being used for regular classes, but the tents outside of Taylor-Meade and Carnegie Halls are reservable for classes. Please contact Conferences and Event Support Services for more information or use the EMS online reservation system to book a tent for your occasional class meetings.
Classroom Social Distancing
Every classroom has been set up so that faculty and all students are at least six-feet apart. Desks have either been removed or blocked off so they cannot be used. Desk locations have been marked with tape on the floor so their position in the room can be maintained. Desks should not be moved at any time. A "teaching space" has been clearly marked on the floor with tape. Faculty need to remain within this space at all times to avoid coming within 6-feet of any student. In cases where faculty need to get close to students, such as in labs, art studios, and performance spaces, the faculty member must wear a face shield in addition to their cloth face covering. The amount of time spent within 6-feet of a student should be minimized as much as possible. Passing near students when entering or exiting a space is allowed and does not pose the same amount of risk as sustained proximity.
To insure the required amount of space is available to all occupants of a room, occupancy signs have been posted near the entries of all classrooms. These signs indicate the total number of people who can be in the room at one time, including the faculty member and any guests. Regardless of a room's documented capacity, remember that the university must adhere to the state's guidelines for the maximum size of gatherings within a space. Washington County is in Phase I of the state's guidelines. This means that the maximum size of any single indoor gathering is 25. Should the county enter into Phase II during the fall semester, this number will be raised to 50.
Meeting outdoors allows provides a safer way to meet with students in larger numbers while enjoying the natural beauty of our campus. Faculty are encouraged to take their classes outside whenever possible. Campus grounds cannot be reserved, but the two tents (mentioned above) can be. While there are some real benefits to meeting outdoors, faculty should be aware of the following when deciding if meeting outdoors is appropriate for their class:
- There is no teaching technology to accommodate remote learners. However, wi-fi coverage on campus is more than capable of allowing a faculty member to remain connected to Zoom or other Internet services on their laptop or mobile device.
- The main campus lawn is mowed every Monday. The areas of campus North of University Avenue (near the Stoller Center) are mowed on Tuesdays. Leaf-blowing, when needed, will also happen regularly.
- People will still be walking around campus. Remember to keep your students clear of sidewalks and places where others may gather.
- The campus community, in general, will have less spaces to meet, gather, study and eat. The open areas of campus will be populated by those needing a place to be during the day.
- The grass will be watered regularly. You may find certain areas of campus damp.
- Students may have allergies. Be sure to make sure that you are not going to inconvenience any students before moving a class outdoors.
- It's Oregon. Rain happens.
You will find that many doors on campus buildings and classrooms are blocked open. Classroom doors should be propped open to avoid touching door handles and to increase air ventilation. While there is no rule saying faculty cannot close a classroom door, you should try to keep them open, especially if the class is longer than 50 minutes and windows don't open. If classroom windows can open, faculty should open them. It is also important to mention that bathroom doors across campus are also propped open to avoid the need to touch the door handles. While this goes against cultural norms and personal practices, do try to keep bathroom doors open as much as possible.
Handing Out Materials in Class
While it is still allowed to hand out physical materials in class, the college encourages you to distribute items to students in an electronic format as much as possible. This increases safety while also accommodating your remote learners. When distributing physical items to students, faculty members should be the only ones to hand things to students and only after their hands have been sanitized. Please do not allow students to distribute materials to one another in class.
Personal Teaching Supplies
Every faculty member has been given a supply of chalk, dry erase markers, and erasers to use in their back-to-school "care kits". This is to eliminate the need to share these items in classrooms. Please bring your own teaching supplies to class, and if you happen to find markers, chalk, and erasers in your classroom, do not use them.
Classes That Meet for More than Two Hours
If your class meets for more than two hours, please consider ending class early. If this is not possible, please build a 20-30 minute break into the middle of class, and ask students to leave the building during this time. While all of our classrooms comply with building codes for ventilation and air filtration, it is in everyone's best interest to leave the room long enough during long meetings in order to allow for adequate air exchange. In classes where students may breathe heavily, such as those in Kinesiology, Theatre, Dance, and Music, faculty should similarly build frequent breaks into class meetings.
Eating and Drinking in Class
Eating should not be allowed in any class as it would require the temporary removal of a face covering. Students and faculty can drink in class but using a beverage container with a straw is preferred as it allows face coverings to remain in place.
Revised "Add" Process for Classes
The timeline and process for students adding a class after the first day of classes is changing this Fall to better support the online environment we must accommodate. The information below sums up the key changes, a few automation constraints that you will want to be aware of, and finally the timeline and process through which students will add new classes, including how you can provide your enrollment consent and, where necessary, raise the enrollment caps on your classes to accommodate additional students.
Please contact the Registrar’s Office if you have questions or need support for these processes.
Changes to processes:
- In the past, BoxerOnline course “adds” ended when classes began, waitlists were closed, and all adds were done manually with instructor consent; for this fall, waitlists will be maintained and BoxerOnline “adds” will be allowed without instructor consent (unless the course section requires it for all enrollment) for the full first week of classes, delaying the manual instructor consent override process to week two. (Concordia transfer students have been granted certain exceptional enrollment privileges.)
- In the past, after classes started students used paper add/drop forms and collected signatures from instructors; now and going forward, faculty will use BoxerOnline (“Students’ Course Permissions – Enter”) to provide instructor consent and, where it applies, prerequisite waiver; students will then add themselves via BoxerOnline.
- Instructor consent through BoxerOnline cannot automatically override a section enrollment cap; faculty seeking also to over-enroll beyond the cap must ask the Registrar’s Office to raise the enrollment cap so that students given consent can enroll themselves. (Instructions below.)
- The BoxerOnline system is automated to allow any eligible student to enroll until the class enrollment cap is reached; there is no mechanism for faculty to control which or in what order students can enroll.
- Waitlists are automated in relation to official class caps — so if, in the first week, a student drops, making a seat available, or if the instructor raises the class cap, students will automatically be enrolled in waitlist order into available seats up to the (new) cap.
Fall 2020 “Add” Process and Timelines:
- The extended BoxerOnline Add/Drop window will allow students to control their own adds without instructor consent through the first week of classes (Aug 31-Sept 4 at 5pm), up to the defined class enrollment cap.
- The enrollment cap cannot differentiate between students intending to participate in-person or online – so can’t be set, e.g. to allow more online adds than in-person.
- If faculty increase an enrollment cap before 5 p.m. on Sept 4 (i.e. before the end of the first week of classes), waitlisted students will automatically be added in automated waitlist order up to the new cap; if a faculty member with a full class intends to override the waitlist order, they must NOT formally raise the enrollment cap until after the automated add/drop week. Note: the automated system moves waitlisted students into available seats daily at 7 a.m.
- On Friday, September 4th at 5:00 p.m.,
- The BoxerOnline Add option ends at 5 p.m. September 4.
- Waitlists will be de-activated.
- UIS will begin the process to flip all course sections to "add by instructor consent only", effective immediately (so, soon after 5 p.m. September 4).
- Faculty who want to raise their class caps to allow additional adds only with consent should request enrollment cap increases on or after Monday, September 7.
- Faculty seeking help over the weekend to manage the BoxerOnline instructor consent process should contact their School Director.
- Roster accuracy check: On Monday, Sept. 7, faculty should verify accuracy of their class roster in BoxerOnline:
- Contact students attending but not enrolled and remind them to enroll ASAP so that seat will not go to someone else;
- Contact students enrolled but not attending to verify intent; instruct to drop ASAP if dropping.
- After sorting true enrollment, check Moodle for alignment with the BoxerOnline roster.
- To allow students to add after week one, instructors must:
- raise the class section enrollment cap where they want to override the cap for additional students, and then,
- provide instructor consent override to individual students. Students can then still process the add through BoxerOnline through September 14 (last day to add/drop without record). Documentation on granting permission can be found on the Registrar’s Website.
- After the end of week two,
- The BoxerOnline add/drop without record option closes; (Note: Last day to add/drop first-half semester classes is Friday, September 4).
- Students may withdraw from courses online until the withdrawal deadline;
- Late add/drops may, with justification, be approved by the Advising Center for up to one week after the deadline and subsequently through petition to the Academic Standards Committee. Add/Drop form for late add/drops is available on the Registrar’s Form page.
- Faculty should check their course and Moodle rosters again after the Add/Drop window and contact any students who failed to add or drop.