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COVID-19 & Coronavirus Updates for Faculty & Staff

Learn more about updates on:

Interim Teleworking Policy & Procedures

All University employees should check their email for the latest information on teleworking.

Teleworking Policy and Agreement in Cornerstone
All staff will receive email communication to review and acknowledge the Teleworking Policy in Cornerstone. Essential employees will be assigned by their supervisor to telework during the COVID-19 response. Non-essential employees who have a desire to telework must contact their supervisors to submit a request.

Read the Teleworking Policy.

Teleworking and Leave Guidance info available on the Human Resources webpage
Please visit the Office of Human Resources' webpage for specific information regarding Protective Workplace Guidelines, COVID-19 Employee Leave Guidance, Remote Unit Operations, and Teleworking.

Changes to Recruiting and Hiring Procedures
Effective immediately, in response to COVID-19, procedures for Recruiting and Hiring University faculty and staff have changed as follows.

  • All non-faculty job offers are on hold until further notice. Hiring managers should notify recently interviewed candidates of the delay.
  • Onboarding sessions for new hires will be postponed.
  • Supervisors who have a new hire with a pending start date should email Human Resources Consultancy at hrconsultancy@louisiana.edu for specific guidance.

Electronic communication should be used for submitting personnel actions wherever possible. Please note that activities related to job postings and personnel action approvals may be delayed as our administrators respond to the evolving COVID-19 situation.

Deadline for Payment of Wage Payroll Vouchers
Any outstanding Wage Payroll Vouchers for hours worked through Friday, March 6, must be approved and submitted to the Office of Human Resources by the close of business on Friday, March 20.

Notice to Supervisors of Student Workers and Graduate Assistants
To ensure the health and safety of the University community, supervisors must provide student workers with instructions and contact information for reporting current or possible future exposure to COVID-19.

All student workers and graduate assistants are required to notify their supervisors if they:

  • experience any symptoms associated with COVID-19;
  • have tested positive for COVID-19; or
  • have been exposed to someone who is exhibiting symptoms or has tested positive for the virus. Learn about the symptoms associated with COVID-19.

If any employee experiences symptoms, isolate yourself, do not come to work, and seek medical attention by calling your health care provider. As with all contagious diseases, you should limit contact with other people; self-isolate if possible. Inform your health care provider of your symptoms and any recent travel or potential exposure before going to a health facility.

Advising, Registration & Withdrawing from Classes

Registration
Registration for the Summer Intersession, Summer, and Fall semesters has also been postponed and will begin April 14.

All students must meet with their academic advisors and have their advising holds lifted prior to registration. View your holds via ULink on the Registration tab, beneath Get Ready to Register, click on Check Holds.

Students may register at any time after the date/time indicated on their registration time ticket.

Students may check their registration time ticket via ULink. Log in to ULink. On the Registration tab, beneath Get Ready to Register, click on Prepare for Registration.

Registration Guide
The Registration Guide for Summer Intersession, Summer, and Fall 2020 is now available. This bi-annual guide is intended to help students navigate many of the processes and requirements for registering for classes and ultimately getting their degrees. It includes helpful content, such as the Academic Calendar, the process for registration, and whom to contact with questions about tuition.

Advising
Advising holds and registration time tickets have been posted to student records. If you advised any students prior to March 18, you will need to lift their advising holds.

Advising for the Summer Intersession, Summer, and Fall semesters has been postponed for two weeks. Advising is scheduled to begin March 30.

Class Schedules
Summer Intersession, Summer, and Fall 2020 class schedules are available online via ULink on the Registration tab, beneath Register for Classes, click on Register for Classes. On the following page, click on Browse Classes.

As always, departments may adjust class schedules following the initial posting, so remember to always refer to the online class schedule for the most up-to-date information.

Withdrawing from Classes
The University is developing a process with each academic college that will enable students to withdraw from a class with a W remotely. The process should be finalized soon.

Currently, the last day to withdraw with a W is still April 8. Updates will be provided if this date should change.

Remote Course Delivery Resources

Resources from Distance Learning

The Office of Distance Learning Instructional Support Team is offering webinars to support remote teaching. Please take this survey and indicate the topics you are most interested in learning more about in the coming weeks.

Faculty can also ask questions or request consultations by emailing distancelearning@louisiana.edu or calling (337) 482-4357. If you are unable to reach someone by phone, leave a message. The voicemail system will automatically create a service ticket for your call.

Access resource pages 24/7 by using the “Search FAQ” widget on the bottom right corner of the Teach Remotely website.Then, search for an EduTool or Moodle feature to find support and troubleshooting documents.

Continue to support students by directing them to available tutoring, library, and counseling information found on the Remote Learner page.

Workshops & Trainings

The Office of Distance Learning has several options available to assist faculty in using Moodle for instruction. These options include workshops, webinars, tutorials, guides, videos, and other resources.

To register for any of the webinars and for a full schedule of the Office of Distance Learning's webinars, visit the signup form.

Live Q&A webinars

Ask questions about any topic related to bringing your course online on:

  • Monday, March 23 from 10-11 a.m.
  • Friday, March 27 from 10-11 a.m.
  • Monday, March 30 from 10-11 a.m.

Register for a webinar session.

Moodle Basics for Faculty Workshop

Faculty are invited to attend a workshop and learn how to use Moodle for instruction. The workshops will cover how to:

  • locate the Moodle course shell;
  • make the course available to students;
  • post contact information;
  • upload course syllabi and instructional materials;
  • send announcements;
  • create quizzes and discussion forums;
  • monitor student activity;
  • grade assignments; and
  • host virtual office hours.

Each workshop includes an hour-long presentation and a Q&A session. The Office of Distance Learning will host the workshops at the following times and locations:

  • Tuesday, March 24
 from 1-2:30 p.m.;
  • Tuesday, March 26 from 1-2:30 p.m.; and
  • Wednesday, April 1
 from 9-10:30 a.m.

Sign up for a workshop time.

How to Communicate Via Zoom Webinar

Learn how to hold real-time discussions for virtual class meetings and office hours.

Sessions will be held on:

  • Thursday, March 26
 from 10-11 a.m.

Sign up for a webinar time.

Video Lectures Using VoiceThread Webinar

Learn how to record lectures, share PowerPoint presentations and foster asynchronous discussions online through VoiceThread.

Sessions will be held on:

  • Monday, March 23
 from 2-3 p.m.

Sign up for a webinar time.

Video Lectures Using Panopto Webinar

Learn how to create video and audio podcasts of lecture materials such as PowerPoint presentations.

Sessions will be held on:

  • Friday, March 20
 from 9-10 a.m., and
  • Wednesday, March 25
 from 2-3 p.m.

SIgn up for a webinar time.

Webinars
Faculty can also participate in other webinars as they are announced. View available webinar times and register.

Teaching Remotely FAQs
View FAQs and alternate resources.

Questions
If you have any questions regarding the workshops, email distancelearning@louisiana.edu.

Faculty-Led Webinars

Using Moodle for Quizzes/Exams

Learn techniques for testing students using Moodle, led by psychology instructor Christie Charles.

Session will be held on:

  • Monday, March 23 at 10 a.m. on Zoom (Meeting ID: 977 591 295)

Converting Lectures to Online Conversations & Research

This presentation will explore ways of converting a lecture-based course into the conversations that are more suited to remote learning, and making life-long learners of students. Led by Professor of English Keith Dorwick.

Session will be held on:

  • Monday, March 23 at 1 p.m. on Zoom (Meeting ID: 475 698 226)

Setting Up Your Online Course Using Simple Tools

Learn how to set up course objectives, assignments and assessments in a few simple modules to carry your course to the end of the semester. Led by Professor of Sociology Jacques Henry.

Session will be held on:

  • Tuesday, March 24 at 10 a.m. on Zoom (Meeting ID: 666 023 971)

Moodle for Independent Classroom Discussions & Learning

Learn how to set up modules in your Moodle course that allow you to run a class without having to lecture directly and leading independent learning through collaborative virtual groups.

Led by Clinic Director and CODI Instructor Christine Weill. Feel free to email me if you have any questions earlier than this presentation.

Session will be held on:

  • Tuesday, March 24 at 1 p.m. on Zoom (Meeting ID: 797 930 840)

Disability Services & Accommodations

The Office of Disability Services has posted guidelines and updates for accommodating students with disabilities as we transition to remote delivery.

Dupré Library

Edith Garland Dupré Library will be closed until further notice beginning at 5 p.m. on March 23

For students who need computer and internet access to complete remote coursework, Agnes Edwards Hall Computer Lab, 110 Rex St., will remain open 24 hours a day, 7 days a week. Printing services will not be available. Learn more on the STEP website.

Dupré Library will continue to provide services to the University community through online resources and remote consultations with students, faculty, and staff.

Research Services

Electronic Resources: The library’s digital collections are available remotely 24 hours a day, 7 days a week. Search digital collections, including research databases, electronic journals, and full-text e-books. View guides to resources and tutorials.

Reference Assistance: Students and faculty can interact with librarians through the “Ask a Librarian” service. It is accessible from 7:30 a.m. to 9 p.m. Monday through Thursday, and 7:30 a.m. to 4:30 p.m. on Fridays. On weekends, the service is available from 10 a.m. to 4:30 p.m. on Saturdays, and 2-9 p.m. on Sundays. Appointments are also available via email at reference@louisiana.edu. Librarians can set up calls or Zoom meetings.

Departmental Librarians: Faculty members with questions about remote instruction may consult with a subject specialist librarian in their area.

Interlibrary Loan Services (ILL)

ILL is accepting requests for electronic journal articles, book chapters, theses, and dissertations. Materials will arrive in about 24 to 48 hours. ILL is unable to fill requests for physical items during the closure. ILL will not charge overdue fines for materials on loan from other libraries.

Circulation Services

Overdue fines for books and other library materials have been suspended and will not be charged. Please do not return books until Dupré Library resumes normal operations. Library staff will not be monitoring book drops. Email questions about borrowing physical materials, circulation rules, fines and renewals to circulation@louisiana.edu.

Please monitor this page on the library’s website for potential changes to operating hours, events, and policies.

Interoffice Mail

As you work remotely, you are encouraged to utilize electronic means of communication whenever possible. Most business that used to be done on paper can now be done electronically. Visit department websites for information regarding each departments' online forms.

Interdepartmental Mail
Instead of sending interdepartmental mail, scan and email it. Learn more about using scanner apps in the University announcement posted on March 24.

Interdepartmental mail that cannot be scanned, e.g., contracts, checks, etc, can be dropped off at the University Post Office in the "Interoffice and Outgoing Mail" slot for placement in department mailboxes. View a list of all department/office P.O. boxes.

Post Office

The USPS retail stamp counter will be open March 23 from 7:30 a.m. to 2 p.m. but will be closed once the University shifts to telework beginning March 24. 

The Post Office will be open every day this week from 7:30-2:00 to sort and distribute incoming mail as well as meter and send University departmental mail. Beginning March 29, the Post Office will be open on Tuesdays and Thursdays from 7:30-2:00 for University incoming and outgoing mail.

The Student Union is still officially open, so you should be able to access your campus mailbox during Union hours. If you have any questions or concerns, please contact the Post Office at 337-482-6113.

Purchasing, Chrome River & Direct Deposit

All updates are available on the Purchasing website.

Protocol for Emergency Purchases

Gov. John Bel Edwards has declared a state of emergency for COVID-19. An emergency condition is a situation that creates a threat to the public health, welfare, safety, or public property as defined in accordance with regulations.

During this time, any emergency purchase related to COVID-19 must be put on a purchase requisition and have CV19 listed as the activity code in the Accounting section. You must attach firm quotes from three or more vendors to the requisition along with the Emergency Procurement Justification Form (Word and fillable PDF versions also available). At this time, it is not necessary to get original signatures on this form as it will be attached to the requisition.

Home Delivery now possible

Home delivery is allowed during this state of emergency. When entering your requisition, add “INSTRU” as the ship to address and add the physical address for delivery in the comment section. This will be communicated to the vendor on the Purchase Order.

University departments are asked to scan all receiving reports and/or utilize the online fillable pdf partial receiving reports and email them to accountspayable@louisiana.edu. Scanning of packing slips is preferred if possible. Email purchasing@louisiana.edu with questions.

LaCarte Cards

Departments may use LaCarte cards and purchase up to $5,000 per transaction. You must follow as closely as possible standard procurement and LaCarte card policies, and emergency procedures as well. Employees must do their due diligence to ensure the University is not overcharged on purchases.

Contact purchasing@louisiana.edu with questions.

Chrome River Assistance

The Office of Purchasing has suspended its in-person help sessions on Wednesdays and Thursdays to minimize face-to-face gatherings.

Purchasing personnel will provide assistance via teleconferences, webinars, and email. You will receive an email when these services become available.

If you need immediate assistance, email purchasing@louisiana.edu.

Direct Deposit for Vendors

The Office of Administrative Services encourages employees and vendors to set up direct deposit for expense reimbursement and invoice payments. Vendor invoices should be emailed to accountspayable@louisiana.edu.

Download the Direct Deposit Authorization Form. A copy of a voided check or letter from your bank with the banking information must be attached. To combat fraudulent activity, someone from accounts payable will call the vendor at the telephone number on file to verify banking information prior to setting up direct deposit.

University departments are asked to scan all receiving reports and/or partial receiving reports and email them to accountspayable@louisiana.edu.

Direct Deposit for Employee Reimbursement

Employees who are not set up to receive direct deposit for out-of-pocket expenses are encouraged to do so at this time. Download the Direct Deposit Authorization Form for employees.

If you do not wish to have your check deposited in the same account as your payroll, a copy of a voided check or letter from your bank with the banking information must be attached. Completed forms should be emailed to accountspayable@louisiana.edu.

Email questions to accountspayable@louisiana.edu.

Research & Sponsored Programs

SPFAC has posted information on its website regarding how COVID-19 is affecting sponsored programs, including how to analyze and assess your sponsored research project and determine next steps. The website also lists links to resource information from sponsoring agencies and federal regulators. Links are added as information becomes available.

Read COVID-19 updates related to Sponsored Programs.

Contact your post award specialist immediately if you need assistance with notifying sponsors or if you have questions related to your project. Contact the Sponsored Program Office with any other questions at spfac@louisiana.edu or (337) 482-2840.

Travel Restrictions

Effective immediately and until further notice, all state-supported international travel is prohibited.

Out-of-State travel, whether by ground transportation or air, must be approved in advance by the Louisiana Commissioner of Administration and will be evaluated based on business necessity.

In-state travel is strongly discouraged and will be denied unless it is essential and there are no other means of conducting business.

These restrictions apply to new and all previously approved travel requests. All requests for the Commissioner's consideration and any questions should be emailed to purchasing@louisiana.edu.

Students of Concern

The Students of Concern Team is a campus resource dedicated to assisting students who may be in distress or experiencing challenging or difficult life circumstances. The team provides consultation and intervention to assist students who may be struggling. Learn more about the Students of Concern Team.

Faculty are encouraged to work with the Dean of Students if a student exhibits concerning behaviors that interfere with their ability to succeed in school. This may include:

  • Students who are disruptive.
  • Students who are not engaged or participating, or who have difficulty with the remote learning process.
  • Students who are dealing with depression, anxiety, or suicidal thoughts. These may be evident through students’ writings, online posts, emails, or interactions on Zoom.
  • Students who become physically ill and cannot engage in remote learning for a few days because of medical issues.

Student Records & FERPA

The U.S. Department of Education has provided a list of FAQs regarding student privacy and student records as it relates to the COVID-19 response.

Timesheets

University Computing Support Services has developed a service that enables employees to access WebAid on- or off-campus using their web browsers. No additional software is needed.

Access WebAid via a web browser.

View instructions and learn more about accessing WebAid remotely. Email the IT Service Desk with questions at ithelp@louisiana.edu.

IT Support

The IT Service Desk is maintaining its regular support structure. Employees are encouraged to seek answers to questions and tech issues before contacting the service desk. View resources to assist you as you transition to work remotely, including information such as how to access Webaid remotely and establish remote desktop access.

You can contact the service desk during normal work hours via phone at (337) 482-4357. If you are unable to reach a support person, leave a message. The voicemail system will automatically create a service ticket for your call. You can also email support personnel at ithelp@louisiana.edu.

Transfer University calls to your cell or home phone

In accordance with the Interim Teleworking Policy, faculty and staff must be accessible via phone during business hours. The University is still open and maintaining personal communication with students and other employees is essential.

The best way to remain accessible while teleworking is to have your work calls forwarded to your cell or home phone. To do so, fill out the Digital Phone Service form and select “Campus to cell request” in the dropdown menu.

When you submit the form, the system will create and send you a service ticket. Any questions related to your request should then be submitted via a reply to the ticket email. Network Services will arrange for your calls to be forwarded. If you have any questions, email ithelp@louisiana.edu.

Attend a virtual Microsoft Teams training

Faculty and staff are invited to learn more about the University’s Office 365 Teams platform for online chats, calls, video conferences, screen sharing, and general departmental communication.

Training sessions will be held at:

  • 2 p.m. on Wednesday, March 25, and
  • 9 a.m. on Thursday, March 26.

Sign up for Teams training. In the dropdown on the form, select that you "Want to be included in Teams training."

Learn more about Office 365 Teams including how to access it on various devices and add members and channels.

Tech shortages and delivery delays possible

With a surge in demand nationwide for technology resources such as laptops and WiFi hotspots that enable teleworking, some companies are experiencing supply shortages and delivery delays. AT&T, Dell, Verizon, Apple, and others have reported challenges in fulfilling orders and keeping ahead of customers’ needs.

As a result, UL Lafayette, other higher education institutions and private companies are experiencing delays in having orders fulfilled and shipped. Though vendors are working to ramp up their production schedules, it will take a while to fulfill back orders.

UL Lafayette’s procurement, information technology, and telecommunications staffs ask for patience as they work to deliver the tools the University needs to continue its operational functions remotely.

STEP grant cycles suspended

Until further notice, the Student Technology Enhancement Program has suspended its spring and fall 2020 STEP grant cycles.

More Information

See all University updates for the campus community.