COVID-19 Information for CAS Faculty

The COVID-19 pandemic means changes to a number of CAS policies, procedures and practices. Below you will find the latest information specific to the College of Arts and Sciences. This information will be updated regularly.


Table of Contents. Click an item to jump directly to it
Grading and Senior Capstones Work-in-Progress and Incomplete Grades
Finals and Reading Day Policies Appropriate Accommodations for Students
Financial Aid Research
Travel Course Cancellations Startup Funds
Summer 2020 Courses Sabbatical Reports
Spring Academic Statuses Academic Alerts and Mid-term Grades
Reimbursements Spring Course Evaluations
Add/Drop/Withdraw Deadlines Working from Home
Technology Support When Faculty Get Sick
Being On Campus Student Wages (WS and Non WS)
Guide For Student Success Online  

Grading and Senior Capstones

Updated: April 30, 2020
Forest Grove Undergraduates now have the option of switching any of their spring 2020 courses, including capstones, to Pass/No Pass grading. Detailed information about this can be found here: https://www.pacificu.edu/about/media/passno-pass-option-expanded-forest-grove-undergraduates

The college has waived the capstone presentation graduation requirement. Departments may still have students do a required or optional presentation — remotely, of course.

Due Dates for Grades

  • Grades for graduating students are due by Thursday, May 14. This deadline must be met by grading faculty.
  • Faculty will make final grades available to students by end of day Friday, May 15.
  • Graduating students must submit grade change requests by end of day Monday, May 18.
  • Continuing students must submit grade change requests by end of day Tuesday, May 26.
  • Graduating students will have a degree conferral date of May 16, 2020, but will not be able to access transcripts or degree verification until after May 22, 2020.

Work-in-Progress (WP) and Incomplete (I) Grades

Updated: April 8, 2020
We are expanding how faculty may use incomplete (I) and work-in-progress (WP) grades this spring semester. Please understand that students’ financial aid awards can be affected if we do not process these correctly.

If your student gets sick and cannot complete the coursework, it is appropriate to assign an incomplete as a grade for that student. You will need to complete a contract with the student and specify a date by which the work will be completed (prior to May 2021). Here is contract form: I or WP Contract.

If a student cannot complete course work due to another COVID-19 reason (such as having to care for a sick relative, having to get a job to support the family, etc.) but the student him/her/their self is not sick, it is appropriate to assign a work-in-progress grade for that student. You will need to complete a contract with the student and specify a date by which the work will be completed (prior to May 2021). Here is the contract form: I or WP Contract.

If you, the professor, gets sick and we are not able to complete a course through some other means, it may be appropriate to assign the entire class work-in-progress grades. In this case, you will work this out with the help of your School Director and you do not need to complete contracts with individual students.

Final Exam and Reading Day Policies

Updated: April 13, 2020
Final exams are considered part of our instructional time for the semester and are required in some form. While we will be flexible in terms of what constitutes a final exam/project/activity for a class, classes should have something scheduled for finals and that activity must take place at the scheduled time for that final (if class is being taught synchronously).

Reminders of our existing policies on final exams and reading day:

  • Reading Day. no classes are to be scheduled on this day and all assignments other than the final exam or project must be due prior to this day. Instructors are encouraged to hold review sessions at this time.
  • All regular courses (with exceptions of labs, activity, and one-credit performance courses) must have a final exam, project or activity. If this work is to be completed outside of class, it must be due at the scheduled final exam time.
  • Final exams must take place during the scheduled exam period. The final exam schedule may be accessed at https://www.pacificu.edu/academics/undergraduate-curriculum/finals-schedule
  • However, when a student has three final exams scheduled on the same day, the student has the right to have one of the finals rescheduled. Normally, the middle final will be rescheduled. If the middle final cannot be rescheduled due to the nature of the final (e.g. the final consists of presentations, group projects, or performances), the professor will provide documentation to the student to that effect, and the student will have the third final rescheduled. If neither the second nor third final can be moved, the first one will be rescheduled. In the event that all three of the finals are deemed unmovable, the matter will be referred to the Dean’s Office for final determination. The student is responsible for contacting professors at least two weeks in advance to make necessary accommodations according to the guidelines above.

CDC Guidelines on Appropriate Accommodations for Students

Updated: April 2, 2020
Jennifer Yruegas has provided the following document for faculty. It makes recommendations for how to work with and support students who are affected by COVID-19. The document also provides links to numerous resources — on campus and off — for dealing with the stress and anxiety brought about by the pandemic. Please see: COVID-19 and Student Accommodations (PDF in Box).

Financial Aid

Updated: April 3, 2020
Students may share their concerns with you about how their financial aid -- or their financial situation, in general -- is affected by COVID-19. Please direct them to the: COVID-19 Questions | Financial Aid page. To best serve our students, faculty should familiarize themselves with this information as well.

Faculty Research

Updated: March 23, 2020
If there is a way to do your research not in a campus studio or lab, please do it. If this is not possible, and the work must be done on campus:

  1. Does it require gloves/goggles or other personal protective equipment that we may need to provide to health care workers?
  2. Does pausing the work do irreparable damage (not harm or inconvenience, which are assumed)?

These are the questions that will be asked of all those who still have research and creative work going on in campus facilities, so start thinking through them now.

Please use this form to officially request to continue your research on campus: Request to Continue Critical and Essential Activity During Public Health Emergency

Travel Cancelations

Updated: March 23, 2020
All faculty and student travel for school-related purposes has been canceled. Please make sure you request refunds and communicate with Jeane Canon and school directors as your travel plans change.

Startup Funds

Updated: March 20, 2020
For faculty who have start-up funding: We will add a year to the number of years you have to spend down your start-up funding. That said, if you have expenses that you could incur this fiscal year, that would be great. Please work with Jeane Canon and keep your School Directors up to date with your plans as well.

Summer Classes and Research

Updated: March 19, 2020
Summer classes must be online classes. Kevin Johnson is working with faculty who have been planning to teach in summer to see if those faculty want to continue to offer their class online. We will have more information about summer research soon.

Sabbatical Reports

Updated: March 27, 2020
The deadline for sabbatical reports submissions has been extended through the end of the term.

When you are ready to submit your report, please submit it using the link found on this page: https://www.pacificu.edu/mypacific/faculty-staff/policies-forms/cas-forms-resources/faculty-development-committee-resources

Academic Statuses for Spring

Updated: March 19, 2020
We will not assign academic statuses to our students this spring (meaning, we will not formally put students on suspension or probation, etc. based upon their semester GPA). We will still get a report of students struggling academically so that we can follow up with them, but no formal status will be assigned to their academic records. Hopefully this will relieve some pressure on students who are not used to learning online.

Alerts of Academic Difficulty and Mid-Term Grades

Updated: March 19, 2020
If you have submitted mid-term grades, that’s fine – we will follow up with students. If you have not submitted them, you do not have to. Please give your students a couple of weeks in the online environment and then start using the Academic Alert system. This form is already electronic and can be submitted via e-mail.

Reimbursements

Updated: April 25, 2020
Reimbursements can now be processed online. Effective March 20, 2020, the Business Office announced new temporary procedures in regards to processing reimbursement requests due to COVID-19. You will need to include the following statement with the emailed receipts:

Statement from Payee
“Due to the COVID-19 restrictions, I’m scanning my original receipt(s) for reimbursement to my school’s budget authority. I have written on each receipt “scanned for reimbursement”. I attest that I will not submit these originals again at a later date. Once I verify receipt of the funds I will shred the original receipts.”

Please download a Reimbursement Request Form. Completed/signed reimbursement requests with supporting documentation (including the required verbiage on each receipt) are to be scanned and emailed to the appropriate budget manager (i.e. to Jeane Canon for startup, conference travel, and professional development allocations, or, to your school administrative assistant for funds their office is managing).

Please do not overlap receipts. The full receipt/invoice must be viewable for auditing.

Accounts Payable will not hold checks for pickup until further notice. Payments will be sent via direst deposit or mailed to an off-campus address. Make sure all requests have a complete mailing address.

Please do not send reimbursement requests via intercampus mail at this time. If you recently submitted paperwork via campus mail, please notify the budget manager so they can retrieve it from the mailroom for payment processing.

Student Evaluations

Updated: March 23, 2020
Student evaluations will not be conducted for courses during the spring semester of 2020.

New Dates for add/drop and Withdraw

We have made it so that students can withdraw themselves from classes through BoxerOnline, and we have extended the withdraw deadline to give students a little more time in their online classes. With the registrar's help, we have set it up so that if a student’s withdrawal places them below full time enrollment, the student will get an email warning and so will the Academic and Career Advising Center.

  • April 7: last day to add 2nd half-semester course or drop 2nd half-semester with no record
  • April 22: last day to withdraw from a full-semester course
  • April 28: last day to withdraw from 2nd half-semester course

Working From Home

Updated: March 23, 2020
On March 23, Governor Kate Brown issued executive order 20-12, a “Stay at Home” order for the State of Oregon. This means that all faculty and staff need to be working from home and not coming to campus to work.

If you believe that you need an exception to this “Stay at Home” order, please contact your School Director. (Note: this was due by Tuesday, March 24 at 12 pm.)

Technology Help as Classes Start

Updated: March 27, 2020

UIS will have 10 people on stand-by to answer phone calls as classes start up again on April 1. Please call: 503-352-1500. Keep trying if you can't get through. You can also email help@pacificu.edu, but UIS says that the phone is better for immediate help.

The Helpdesk will also have a Zoom meeting room, staffed by Helpdesk staff during support hours, to provide live tech help.  The meeting ID for this room will be 503 352 1500.

Currently, the Helpdesk is providing live support weekdays 8am to 5pm.  As of March 30, the Helpdesk will expand support to 8am to 8pm on weekdays, and 11am to 8pm on weekends.

When Professors get Sick

Updated: March 25, 2020
Here is the process we will follow:

  1. The instructor who is sick will notify the Department Chair and School Director.
  2. The instructor will work with the School Director to identify a back-up instructor and give that back-up instructor access to course materials. The School Director will discuss and manage other appropriate responses depending upon the particular situation and progression of illness. School Directors will work with Department Chairs, but School Directors will be responsible for making final decisions so that we make sure extra work is distributed evenly and that we are using consistent parameters across the college when deciding on other action to take with a class (such as ending the class early).
  3. The instructor will provide clear notification to her/his/their students, letting the students know what to expect. Please include the Department Chair and School Director in this communication so that they know what has been said.
  4. School Directors will maintain a record of all such instances, including our decision-making in each case for NWCCU purposes.

Teaching from Campus

Updated: March 25, 2020
Please inform your School Director if you need to be on campus in order to teach. Please also note that this is what we are allowed to do now and it could change if the Governor issues additional restrictions.

Because we are required to track who is and is not on campus, and because housekeeping needs to focus on the areas on campus where students will be living, we have agreed to some guidelines for teaching on campus. Faculty must adhere to these guidelines every time they are on campus.

Student Wages (work-study and non-work-study)

Updated: March 26, 2020
We will continue to pay student workers even if their job duties have been interrupted. Please read and follow the protocol for paying federal work-study and non-work-study students.

Student Guide for Succeeding in Online Classes

This document, Maintaining Your Success as a Student During COVID, was created to provide students with some guidance for how to successfully make the transition to online learning and coursework. Faculty should be aware of the information contained in the document in case students have questions about it. Please feel free to download it and pass it along to your colleagues and students.