FAQ

 

The following items are updated continually.

General Operations

The University has implemented major changes to its operations in response to the coronavirus pandemic. See details below.

It is exceedingly unlikely, based on all that we know at this point, that this virus will have abated by the end of April. In light of the need for faculty, staff, and students to make plans, we are making the decision now—rather than waiting until April 5—to not hold any classes on Grounds this semester. For students who do not have the technology needed to complete their classes online, please visit our technology support fund page and read the instructions and guidelines completely. We are in active discussions about what changes we might make to our normal grading system this semester. We will be back in touch soon once we have made a decision.

All events should be cancelled this semester. These restrictions include events that are not University-sponsored but are planned to occur on Grounds, including conferences, symposia, and social gatherings. This does not preclude small internal meetings, where social distancing should be the touchstone.

We are making a number of modifications to various services. Dining services, will be limited to take out/grab and go only. Dining services, as described above, will be limited to take out/grab and go only. All libraries will be closed, except to faculty and staff who need to use them for teaching online classes or clinical care. Student activity spaces, like those in Newcomb Hall, 1515, and the Student Activities Building, will be closed. All gyms and fitness facilities on Grounds will be closed. University venues such as the museums, the McCormick Observatory, and the Rotunda will be closed to the public. Bus service will be reduced. More details will be forthcoming with respect to all of these topics and will be posted on the University’s coronavirus website.

In light of the evidence about the likely progression of the virus over the next couple of months, and when it will peak, we have made the difficult decision that Final Exercises will not take place as planned and plans are being made to consider other alternatives. We do not make this decision lightly, as we know how disappointing it will be to graduating students and their families. That said, a team is already focused on developing creative alternatives to mark this important occasion, including the possibility of holding Final Exercises at a later date, and we will communicate updates as we have them.

Detailed instructions are broken out in the Faculty and Staff section.

Please see the section below on Travel Restrications.

For students who left by March 23rd, the University will provide pro-rated refunds to student accounts for on-Grounds Housing and UVA Dining contracts using a March 16th effective date. Students who lived on-Grounds received a message from Student Financial Services on March 25th with information about the refund process. Students were given the option to request that their refund be applied toward future tuition, room, board, and other charges.

Students who live off-Grounds and have UVA Dining contracts received a message from dining@virginia.edu on March 20th with information about receiving a refund or maintaining their dining plans. No response will result in cancellation of the dining plan and processing of a refund. Should you need your meal plan reinstituted, please contact dining@virginia.edu.

As long as students remain enrolled full-time through the end of the spring semester, financial aid will not be impacted. If you receive financial aid and have any other questions, please contact Student Financial Services at sfs@virginia.edu.

Students who had permission to remain in on-Grounds housing beyond March 23rd and those who continued to use their UVA Dining plans beyond March 23rd will not receive refunds effective March 16th. Should those students leave housing or cancel dining plans before the end of the semester, their accounts will be addressed separately.

For specific questions about housing, please write to housing@virginia.edu and for dining questions, please write to dining@virginia.edu.

  • UVA is communicating regularly with our community through email, alerts and this website. Please continue to monitor all communications from the University.
  • This site will continue to be updated with information about university operations, academic instruction, travel, meetings and events and other details.
  • UVA will be moving our classes on line. We will not be holding classes on Grounds for the foreseeable future, quite possibly through the end of the semester. We will reassess after April 5th at the earliest and periodically after that date.
  • University events with more than 100 people are prohibited for the foreseeable future and should be postponed, cancelled, or offered virtually.
  • Please direct specific questions NOT addressed through these resources as follows:
    • Staff: refer specific questions to your immediate manager or supervisor
    • Faculty: refer questions to your department chair
    • Students:
      • If you need medical attention, contact Student Health at 434-982-3915 or 434-297-4261 after hours.
      • Questions involving housing-related questions or roommate issues, student groups, general safety contact the Office of the Dean of Students at 434-924-7133.
      • For issues related to advising, credits, or course registration, contact your Association Dean (in the College) or Academic Dean (other Schools).
      • Questions about accommodations because of physical or mental disabilities would go to SDAC in Student Health at 434-342-5188.

UVA Medical Center’s Hospital Epidemiology and Emergency Management teams have developed a response plan to help protect the health of patients and team members, and to quickly identify any patients that may have COVID-19. More information is available on the UVA Health site.

 

Academic Programming

In light of the need for faculty, staff, and students to make plans, we are making the decision to not hold any classes on Grounds this semester. For students who do not have the technology needed to complete their classes online, please visit our technology support fund page and read the instructions and guidelines completely.

We have an all-hands-on-deck approach to bringing our teaching on line. You can find general information on teaching continuity here.

Zoom is available to faculty, staff, and students across the Academic Division. Visit the UVA Zoom Home on the ITS website to create an account and find more information.

The University is moving all classes online for the foreseeable future. As with any unpredictable situation, it is prudent to have a back-up plan (for example, recorded lectures) in case there are any issues. The University is able to help you explore which type of virtual instruction will work best for you. Visit https://teachingcontinuity.virginia.edu to see the tools available to you and get help.

No. We have resources to help you convert your classes to make it possible for students to complete coursework. Visit https://teachingcontinuity.virginia.edu to get started.

While we are not prohibiting one-on-one meetings at this time, we encourage you to convert meetings with students to phone calls, zoom or Skype, and/or email. This is in line with the social distancing measures recommended to keep our community healthy. For assistance, visit https://teachingcontinuity.virginia.edu or reach out to your dean’s office.

Yes. Please hold virtual office hours. Potential virtual options include: email, chat functions, and phone calls. See https://teachingcontinuity.virginia.edu for more information.

Yes.

Yes. However, it is strongly recommended that you record your course and upload it to your learning management system so that students may access those materials at any time. This is especially helpful to students in different time zones. This is the recommended approach.

We recognize that creative and laboratory work can be difficult to transition to other formats. Please work with your dean’s office to determine options.

UVA is working as quickly as possible to make any and all resources available to you. To get started, first complete the survey sent to all primary instructors on March 11, 2020. This will help us determine need. You can also visit https://teachingcontinuity.virginia.edu/getting-help. Please recognize that we will do everything to help faculty as much as we can but we have not yet made final decisions on what tech help we can offer and in what hours.

 

Working Remotely

We are mandating telecommuting for all faculty and staff except those who must report in person to carry out key functions for their units, schools, or UVA Health. The latter includes faculty who need to come to their classrooms or offices to teach online and UVA Health faculty and staff who need to care for patients and support patient services. The traditional categories of “designated” and “non-designated” are not entirely relevant, given that those categories envisioned short delays due to weather problems.

School leaders, unit supervisors, and managers have the authority to identify those who must report and those who can work remotely and should share direct guidance with their faculty and staff. We understand that some staff may need to consult with their managers to better understand how to conduct their work under the changed circumstances, and some may need to return to Grounds to collect items necessary to work remotely. We expect these plans to be fully implemented no later than the end of the day, Friday, March 20.

For Academic division employees:

If an employee can perform work through a telecommuting arrangement while in self-isolation, there is no need to record leave.

A Medical Center policy provides the conditions under which a Medical Center team member may be granted administrative leave, once the situation is assessed by Employee Health and Infection Control. Seek the assistance of your HR Business Partner for further information.

Faculty should consult with their department leadership and/or dean.

The UVA Human Resources website has detailed information about how those in the Academic Division enter time, and how you will be paid, while UVA is in modified status. Please visit the UVA HR website for this information.

Academic Division employees who cannot telecommute or cannot come to work for the reasons stated above should use appropriate leave type based on your employee category. See the UVA HR website for details.

A Medical Center policy provides the conditions under which a Medical Center team member may be granted administrative leave, once the situation is assessed by Employee Health and Infection Control. Seek the assistance of your HR Business Partner for further information.

Faculty should consult with their department leadership and/or dean.

All employees who are able to work are expected to do so. If you are not able to perform your normal duties remotely, speak with your manager about other opportunities within your school or unit where you can contribute. If none are available, your manager should email the HR Solution Center at askhr@virginia.edu with the subject line “Redeployment Resource” with your name, user id, title and contact information. UVA HR is tracking employees available for redeployment and will contact your manager with next steps.

Yes, with agreement of your manager, you may bring home your desktop computer to enable you to telecommute during this period.

Zoom is available to faculty, staff, and students across the Academic Division. Visit the UVA Zoom Home on the ITS website to create an account and find more information.

/// Purchasing and Payables

It is not recommended that deliveries be made to home addresses. Facilities Management and loading docks at Pinn Hall and MR5 receive packages for their respective areas. Other schools and departments should refer to their Continuity of Operations Plan (COOP) for delivery of goods. If a home delivery is an absolute necessity, orders should be placed in the UVA Marketplace and the supplier should be called to redirect the delivery.

Supplier contact information can be found at UVA Procurement.

Procurement and Supplier Diversity Services will continue to be as responsive as possible while abiding by the University’s remote work policy. PSDS will adjust its phone tree (434-924-4212) message to advise callers that we are temporarily teleworking and will encourage them to email:

There are dedicated personnel monitoring these email boxes and will respond as quickly as possible to questions.

 

Research

We are committed to continuing our research mission while making sure we take steps to keep members of our community safe. We will provide guidance on this by Wednesday, March 18.

Faculty, staff, and postdocs engaged in research are permitted to continue that research, and should make arrangements with investigators for how best to proceed. We do not know how disruptive this virus will be and encourage anyone conducting research to begin planning for what to do if that research gets disrupted. We have created a research continuity website with information on how services might be affected and recommendations for how to plan.

Those responsible for conducting or directing research should seek guidance from the Office of the Vice President for Research for maintaining continuity.

All PIs with an active open research grant have been reached individually. There will be additional guidance for social and behavioral sciences, as well as for patient care-based clinical trials, shortly.

 

Travel Restrictions

We are suspending all international and non-essential domestic University travel, effective immediately and continuing at least through April 15th.

Effective immediately, we are prohibiting all international travel by faculty and staff on University business. If you require an exception, please submit a request to the Provost’s office at COVIDTravel@virginia.edu. Requests will require an endorsement of the employee’s dean, vice president, vice provost, or manager.

Effective immediately, we are suspending all non-essential domestic travel. Essential travel is defined as supporting activities that are absolutely necessary, cannot be rescheduled, and must be done in person. If a supervisor, associate dean, or dean can deem travel essential, it will be reimbursed. If not, it will not be reimbursed.

If you do travel, it is important to note that return may be difficult. As a result of the Presidential Proclamation on March 11th, University faculty and staff who have been in Europe’s Schengen area (26 European countries that allow free and unrestricted travel between them) in the previous 14 days before re-entry to the United States will face enhanced screening procedures for returning to the U.S. Please consult the Center for Disease Control for details.

University faculty and staff who are not American citizens or legal permanent residents of the United States who have been in the Schengen area in the previous 14 days may not travel to the United States, even with currently valid nonimmigrant visas, for the 30 day period beginning at midnight, March 13th. We are currently exploring whether the U.S. government may change this policy, and will share more information as we get it.

We ask all University employees to take account of this guidance as they evaluate their own personal travel.

If you must cancel travel, seek waivers and refunds directly from the airlines and hotels first. If airlines and hotels are not issuing waivers or refunds, employees can submit expense reimbursement requests through ExpenseUVA after the date of travel.

For more information, please see the “Travel and Expense” website and the more specific “Travel and COVID” site. If you have a question that isn’t covered on either of these sites, contact the travel team at travel@virginia.edu or 434-924-4121

We anticipate that American citizens, U.S. permanent residents, and their families will be able to travel unimpeded to the United States from the affected countries in Europe for the foreseeable future, though there may be some health-related screening upon arrival in the United States. The Center for Disease Control website will shortly provide details on how the health screening will work upon return to the United States.

If you are an international student who plans to return to the U.S. after the implementation of the travel prohibition at midnight March 13, please contact the closest U.S. Embassy or Consulate for guidance. UVA’s International Student and Scholar Advisors will also seek clarification from the U.S. Department of State.

UVA’s senior leadership is closely following this evolving situation and stands ready to provide appropriate assistance to our students in navigating emerging travel regulations. Please contact at +1 434-982-3010 or iso-prog@virginia.edu with any specific concerns you may have. Please continue to monitor your UVA email for messages from our office.

We anticipate that American citizens, U.S. permanent residents, and their families will be able to travel unimpeded to the United States from the affected countries in Europe for the foreseeable future, though there may be some health-related screening upon arrival in the United States. The Center for Disease Control website will shortly provide details on how the health screening will work upon return to the United States.

If you are an international student who plans to return to the U.S. after the implementation of the travel prohibition at midnight March 13, please contact the closest U.S. Embassy or Consulate for guidance. UVA’s International Student and Scholar Advisors will also seek clarification from the U.S. Department of State.

UVA’s senior leadership is closely following this evolving situation and stands ready to provide appropriate assistance to our students in navigating emerging travel regulations. Please contact at +1 434-982-3010 or iso-prog@virginia.edu with any specific concerns you may have. Please continue to monitor your UVA email for messages from our office.

The CDC maintains a current list of Warning Level 3 countries and advises all travelers to avoid all nonessential travel to those countries due to widespread concerns about local health conditions.

Students returning to Virginia are expected to follow the guidelines of the Virginia Department of Health and CDC regarding any mandatory quarantine or isolation procedures. Students, faculty, and staff are instructed to follow the CDC’s guidance for self-isolation if traveling from countries with widespread sustained transmission of COVID-19. Employees should contact the HR Solutions Center at 434-243-3344 or askhr@virginia.edu for any questions about leave. Students returning from affected areas to other states should follow guidelines from their state's public health department.

Travelers from countries with CDC Level 3 Travel Health Notices may face restrictions upon entering the U.S. Any U.S. citizen returning to the U.S. who has been in Hubei Province in the previous 14 days will be subject to up to 14 days of mandatory quarantine, to ensure they’re provided proper medical care and health screening. This applies only to U.S. citizens who have been in Hubei Province in the past 14 days. Any U.S. citizen returning to the U.S. who has been in the rest of mainland China within the previous 14 days will undergo proactive entry health screening at a select number of ports of entry and up to 14 days of monitored self-quarantine to ensure they have not contracted the virus and do not pose a public health risk. Foreign nationals, other than immediate family of U.S. citizens and permanent residents, who have traveled to China within the last 14 days will be denied entry into the U.S. for this time.

 

Events and Public Gatherings

All events should be cancelled this semester. These restrictions include events that are not University-sponsored but are planned to occur on Grounds, including conferences, symposia, and social gatherings. This does not preclude small internal meetings, where social distancing should be the touchstone.

 

Visiting and Touring the University

All University admission tours and information sessions are cancelled until further notice. Please monitor communications from the University, as well as this website.

 

Refunds and Reimbursements

No, students will continue in their classes and earn full credit for the semester’s work. Tuition and fees will continue to pay for the faculty’s delivery of instruction, as well as all the associated costs with educational delivery.

For students who left by March 23rd, the University will provide pro-rated refunds to student accounts for on-Grounds Housing and UVA Dining contracts using a March 16th effective date. Students who lived on-Grounds received a message from Student Financial Services on March 25th with information about the refund process. Students were given the option to request that their refund be applied toward future tuition, room, board, and other charges.

Students who live off-Grounds and have UVA Dining contracts received a message from dining@virginia.edu on March 20th with information about receiving a refund or maintaining their dining plans. No response will result in cancellation of the dining plan and processing of a refund. Should you need your meal plan reinstituted, please contact dining@virginia.edu.

As long as students remain enrolled full-time through the end of the spring semester, financial aid will not be impacted. If you receive financial aid and have any other questions, please contact Student Financial Services at sfs@virginia.edu.

Students who had permission to remain in on-Grounds housing beyond March 23rd and those who continued to use their UVA Dining plans beyond March 23rd will not receive refunds effective March 16th. Should those students leave housing or cancel dining plans before the end of the semester, their accounts will be addressed separately.

For specific questions about housing, please write to housing@virginia.edu and for dining questions, please write to dining@virginia.edu.

The University is able to offer pro-rated refunds for on-Grounds and UVA Dining plans because of the contractual agreements that we have in place with the students who use these services. These same agreements are what enabled us to be able to require students to move out unless they had an approved reason to stay. Given that students living off-Grounds have financial contracts with their landlords, the University has neither the same level of control nor the same ability to help that we have with our on-Grounds students.

Under certain circumstances, reimbursements for planned travel are possible. Please visit the a dedicated page on the TravelUVA site for details.

Yes, these expenses will be reimbursable from departmental funds.

We are temporarily suspending check holds for in-person pickup; checks will be mailed directly to the payee. Please note that the checks will be mailed to the address used at UVA Expense non-supplier registration.  If you want to confirm your address, please email (prs-vend@virginia.edu) and the supplier registration team can assist.

Payroll Services will continue to process pay on their normal calendar (https://payroll.vpfinance.virginia.edu/ - calendars are posted in the Academic, Medical Center and Physicians group tabs). In order to receive your pay and reduce the risk of waiting for checks we strongly encourage all employees to take advantage of direct deposit. Managing your payment elections is an easy process to complete within Workday and will ensure quick receipt of your funds (https://payroll.vpfinance.virginia.edu/update-your-direct-deposit-choices-workday)

Your department will be responsible for these fees. Many change fees are being waived depending on the airline or vendor. Airline change fees, if assessed, are not due until the credit is applied when purchasing a new ticket.

We have not received specific notice of supply chain disruption at this time.

Accounts Payable is operating on a normal schedule. Continue to use the Customer Service number (434-924-4212), selecting the appropriate areas. Please send any invoices or invoice inquiries to vendor-invoices@virginia.edu.

Please consult your school/organization’s local Continuity of Operations (COOP) plan. The Procurement and Supplier Diversity Services office has contacted local express mail companies, and they report no disruption in service to the University.

The University will issue pro-rated refunds for on-Grounds housing and dining plans in spring 2020. We will not refund other fees as a result of changes in our operations due to COVID-19. These fees cover fixed costs of these operations and enable us to continue to pay our employees.

The amount of the refund depends on where a student was living and what dining plan they were enrolled in for the semester. Housing and Dining are calculating those amounts on a rolling basis and sending that information to Student Financial Services. SFS will begin to process the refunds by April 2nd. Details will be reflected in a student’s account within SIS once the refund has been processed.

 

Steps You Can Take to Remain Healthy

Current symptoms reported for patients with COVID-19 have included mild to severe respiratory illness with fever, cough and difficulty breathing. Read about COVID-19 symptoms.

Coronavirus is thought to spread mainly from person to person between people who are in close contact (within about 6 feet). The virus spreads via respiratory droplets produced when an infected person coughs or sneezes and their droplets either land in the mouths or noses of nearby people or are inhaled into their lungs. It may be possible that a person can get COVID-19 by touching a surface that has the virus on it and touching their mouth or eyes before washing their hands, but this is not thought to be the main way the virus spreads. For more information, see the CDC page, How it Spreads.

Sustained community spread of respiratory illness caused by the novel (new) coronavirus (COVID-19) is occurring globally, with some countries dealing with a widespread sustained spread.

To mitigate risk and exposure, the CDC recommends:

  • Cover your mouth and nose with a tissue when coughing or sneezing, then discard tissue and wash hands immediately.
  • Wash your hands often with soap and water for at least 20 seconds. If soap and water are not readily available, use an alcohol-based hand sanitizer that contains at least 60% alcohol.
  • Older adults and people of any age with chronic medical conditions are at increased risk and should consider reducing contact with others and practice social distancing. Social distancing means staying out of crowded places, avoiding group gatherings, and maintaining distance (approximately 6 feet or 2 meters) from others when possible.
  • Individuals should monitor their health and limit interactions with others for 14 days after returning from any travel.
  • Individuals that are sick with fever, cough, or have trouble breathing should call your physician or the Virginia Department of Health hotline at: 877-685-4836.

If you have traveled abroad to a country associated with a CDC level 3 warning, it is critical that you do the following:

  • Stay home for 14 days from the time you return from travel, monitor your health and practice social distancing.
  • Take your temperature daily.
  • If you become sick with fever (100.4°F/38°C or higher), cough, or have trouble breathing, immediately
    • Seek medical advice. Call ahead before you go to a doctor’s office or emergency room.
    • Tell your doctor about your recent travel and your symptoms.
    • Avoid contact with others.

The CDC recommends simple but important measures including frequent hand-washing with soap and water or using hand sanitizer if soap and water are not available. Other measures are listed in the FAQ directly above. The CDC is not recommending the wearing of masks at this time unless you are sick or caring for someone sick.

The Centers for Disease Control and Prevention (CDC) has released information that individuals who are older and/or who have severe chronic medical conditions — such as heart, lung, or kidney disease — appear to be at higher risk for more serious COVID-19 illness. They are advising this higher risk population to take heightened precautions: stay home, limit close contact (6 feet, 2 meters) in public places, and avoid crowds. When going to public places, people in this risk category should distance themselves from others who are sick, limit close contact with others, and wash their hands frequently.

Sustained community spread of respiratory illness caused by the novel (new) coronavirus (COVID-19) is occurring globally, with some countries dealing with a widespread sustained spread.

To mitigate risk and exposure, the CDC recommends:

  • Cover your mouth and nose with a tissue when coughing or sneezing, then discard tissue and wash hands immediately.
  • Wash your hands often with soap and water for at least 20 seconds. If soap and water are not readily available, use an alcohol-based hand sanitizer that contains at least 60% alcohol.
  • Older adults and people of any age with chronic medical conditions are at increased risk and should consider reducing contact with others and practice social distancing. Social distancing means staying out of crowded places, avoiding group gatherings, and maintaining distance (approximately 6 feet or 2 meters) from others when possible.
  • Individuals should monitor their health and limit interactions with others for 14 days after returning from any travel.
  • Individuals that are sick with fever, cough, or have trouble breathing should call your physician or the Virginia Department of Health hotline at: 877-685-4836.

If you have traveled abroad to a country associated with a CDC level 3 warning, it is critical that you do the following:

  • Stay home for 14 days from the time you return from travel, monitor your health and practice social distancing.
  • Take your temperature daily.
  • If you become sick with fever (100.4°F/38°C or higher), cough, or have trouble breathing, immediately
    • Seek medical advice. Call ahead before you go to a doctor’s office or emergency room.
    • Tell your doctor about your recent travel and your symptoms.
    • Avoid contact with others.
  • Talk with your manager, department leadership, or dean to discuss your concerns. Every precaution is being taken to ensure a clean and safe work environment.
  • If you are experiencing anxiety, please contact the Faculty and Employee Assistance Program

The University has encouraged community members to become familiar with the facts about COVID-19 and support one another with compassion. The University's Preventing and Addressing Discrimination, Harassment, and Retaliation policies prohibit different treatment or harassment of students and employees based on their ethnicity, as well as retaliation against any individual who has complained about such discriminatory treatment or harassment. UVA's Equal Opportunity and Civil Rights Office has resources to help address any concerns both informally (through coaching and training) and formally, should the need arise.

 

Seeking Medical Attention

If you have travelled to an affected area, have been in contact with someone who has been diagnosed with, or is suspected of having COVID-19, or are experiencing symptoms (fever, cough, or have difficulty breathing), please self-isolate until you are able to obtain medical advice, as follows:

  • Students: Contact Student Health 434-982-3915, or 434-297-4261 after hours.
  • Faculty and Staff: If you have recently traveled to areas affected by COVID-19, seek immediate medical advice if you are experiencing COVID-19 symptoms: fever, cough, and difficulty breathing. Either call your local health provider, call Employee Health at 434.924.2013, or consult a primary care physician remotely through Teladoc  (available beginning 3/17). Employee Health and its Same Day Clinic are available to UVA and UPG paid employees (does not include contracted workers, volunteers, students, or family members).
teledoc

Beginning Tuesday, March 17th, a new service will be available through your UVA Health Plan. Teladoc offers you quick access to primary care physicians who can answer your questions about COVID-19, evaluate your risk, and provide support by phone or video to help relieve symptoms, both physical and mental.

To learn who can use Teladoc and how to register for Teladoc services, please visit https://hr.virginia.edu/benefits/teladoc.

teledoc

Teladoc provides 24/7 access to convenient, confidential and affordable healthcare.

  • You can speak with a licensed doctor about COVID-19 and non-emergency health issues anywhere you are - at home, at work, or on vacation.
  • Teladoc doctors can diagnose and treat cold and flu symptoms, allergies, upper respiratory infections, skin problems, behavioral issues, and more.
  • Teladoc doctors can send a prescription to your local pharmacy, when medically necessary.
  • Your dependents that are enrolled in the UVA Health Plan are also eligible for Teladoc.
  • You can connect with an experienced doctor by phone, web, or mobile app
teledoc

No. There is no cost for consultation with Teladoc about COVID-19 questions or testing. In addition, for all UVA Health Plan participants, UVA J1 Visa Health Plan participants, and wage and temp employees, UVA is covering 100% of the cost for all diagnostic screening for COVID-19. For additional FAQs, please visit the Teladoc benefit page.

teledoc
 

For Current Undergraduate Students

/// Coursework

In light of the need for faculty, staff, and students to make plans, we are making the decision to not hold any classes on Grounds this semester. For students who do not have the technology needed to complete their classes online, please visit our technology support fund page and read the instructions and guidelines completely.

In light of the evidence about the likely progression of the virus over the next couple of months, and when it will peak, we have made the difficult decision that Final Exercises will not take place as planned and plans are being made to consider other alternatives. We do not make this decision lightly, as we know how disappointing it will be to graduating students and their families. That said, a team is already focused on developing creative alternatives to mark this important occasion, including the possibility of holding Final Exercises at a later date, and we will communicate updates as we have them.

For this semester, for our undergraduate schools, credit/no-credit will be the default grading system for all classes where the work is not yet completed; students will also, however, have the option to receive a letter grade.

Students must decide whether to receive a letter grade by the last day of spring semester classes, Tuesday, April 28th. Please monitor your email for more information about this process.

Courses taken for credit/no-credit during Spring 2020 will count toward curricular, major, and graduation requirements. Such grades are not factored into a student’s GPA. Students who remain in the credit/no-credit option must complete the class with a grade of C or better to receive credit.

This policy applies to undergraduate level courses and nine graduate and professional schools: Architecture, Batten, Arts & Sciences, Curry, Darden, Data Science, Engineering, McIntire, and Nursing. For these schools:

  • Credit/no-credit (CR/NC) will be the default grading system for graduate and professional students in all courses where the work is not yet completed.
  • Graduate students, including masters and PhD students, will have the option to choose letter grades on a course by course basis up to the last day of classes for the spring semester or the final day of the spring modules.
  • Each school will inform their students of the process for selecting letter grades instead of credit/no-credit and the specific school requirements for credit.
  • UVA will include a designation on students’ transcripts to indicate that the CR/NC option was created in the midst of an extraordinary crisis and as part of the University’s effort to manage the transition to online instruction.

For the remaining three schools, Medicine, Law, and SCPS, they have or are developing their own policies and, if they have not already, the school dean or graduate program will announce them.

UVA will include a designation on students’ transcripts to indicate that the credit/no-credit option was created in the midst of an extraordinary crisis and as part of the University’s effort to manage the transition to online instruction.

As our resources and on-site staffing levels diminish due to social distancing directives, we will only be able to provide on-Grounds Housing for a very limited number of residents. Only students who have no other option will be permitted to remain on-Grounds. As a reminder, students who are returning solely to collect some of their belongings still have until Wednesday, March 18 at noon to do so. If you are not able to collect your belongings before then, please do not return to Grounds until you hear from us with guidance, which will be coming soon. We will provide details about how students will be able to gather all of their belongings.

Any students who stayed in on-Grounds Housing following our initial request to return home must make plans to leave by Friday, March 20 unless they meet one of the following criteria: 1) international students who are unable to secure travel to return home; 2) persons for whom their on-Grounds residence is their only home (including graduate students, postdocs, faculty, and staff for whom their on-Grounds residence is their permanent address); or 3) students for whom traveling home would present a severe health or safety risk. We are urging undergraduate and graduate students who live off-grounds to follow these guidelines as well. Housing & Residence Life will contact students who completed the original survey to remain on Grounds, and work with them to transition back home. As before, students currently receiving financial aid with questions related to financial resources for departing Grounds should contact UVA Student Financial Services at sfs@virginia.edu or 434-982-6000.

We are urging undergraduate and graduate students who live off-Grounds to follow these guidelines as well.

Dining options will be very limited. Effective immediately, Observatory Hill Dining Hall will serve as the only major dining facility in service, apart from those necessary to support UVA Health. Those using O-Hill can obtain their meals there but will not be able to eat inside the facility. Please visit the University’s Dining website for hours of operation and real-time updates. Wherever possible, we encourage students who have kitchens in their place of residence to prepare their own meals.

Dining services, as described above, will be limited to take out/grab and go only. All libraries will be closed, except to faculty and staff who need to use them for teaching online classes or clinical care. Student activity spaces, like those in Newcomb Hall, 1515, and the Student Activities Building, will be closed. All gyms and fitness facilities on Grounds will be closed. University venues such as the museums, the McCormick Observatory, and the Rotunda will be closed to the public. Bus service will be reduced. More details will be forthcoming with respect to all of these topics and will be posted on the University’s coronavirus website.

For students who left by March 23rd, the University will provide pro-rated refunds to student accounts for on-Grounds Housing and UVA Dining contracts using a March 16th effective date. Students who lived on-Grounds received a message from Student Financial Services on March 25th with information about the refund process. Students were given the option to request that their refund be applied toward future tuition, room, board, and other charges.

Students who live off-Grounds and have UVA Dining contracts received a message from dining@virginia.edu on March 20th with information about receiving a refund or maintaining their dining plans. No response will result in cancellation of the dining plan and processing of a refund. Should you need your meal plan reinstituted, please contact dining@virginia.edu.

As long as students remain enrolled full-time through the end of the spring semester, financial aid will not be impacted. If you receive financial aid and have any other questions, please contact Student Financial Services at sfs@virginia.edu.

Students who had permission to remain in on-Grounds housing beyond March 23rd and those who continued to use their UVA Dining plans beyond March 23rd will not receive refunds effective March 16th. Should those students leave housing or cancel dining plans before the end of the semester, their accounts will be addressed separately.

For specific questions about housing, please write to housing@virginia.edu and for dining questions, please write to dining@virginia.edu.

We have created a new resource, the Student Technology Checklist for Online Classes to help you prepare to use the technology and tools you’ll need to engage in coursework online. This page includes a preparedness checklist and a consolidation of valuable links to important technology resources and information (e.g., make sure that your devices are configured for 2-Step Login (Duo) and that you have tested Zoom for your virtual/online classes).

The UVA Help Desk is available 24/7/365 and can be contacted in a variety of ways.

Students can request financial support from Student Financial Services Please visit https://sfs.virginia.edu/techfundinghelp and read the instructions and guidelines completely.  SFS will review all requests as quickly as possible. Note: This assistance is available to students who (1) have not previously received a free laptop from the University as part of the Laptops for Students Program or (2) have not used the One-Time Computer Expense option. This financial support cannot be used to upgrade existing computing equipment.

You may need to make alternative connectivity arrangements, such as going to another location or procuring a WiFi hotspot from your cellular provider.   In cases of financial hardship, students can submit a request for financial support to Student Financial Services to help pay for these technology-related costs.  Please visit https://sfs.virginia.edu/techfundinghelp and read the instructions and guidelines completely before submitting your request for review.  SFS will review all requests as quickly as possible.  Students who have submitted a request should check their email regularly for possible communications from SFS.

The bottom line is to be proactive and direct. Here’s some more detailed help. https://advising.virginia.edu/resources/remote-communicate/

You need to create structure in your day and communicate proactively with your family and/or roommates. Here are some ideas. https://advising.virginia.edu/resources/preparing-remote/

You can use all of the same resources while away from Grounds. Read up here for some help thinking through your decision and for a list of offices you can ask for help—even while you’re away! https://advising.virginia.edu/resources/remote-major/

Here’s some guidance on how to structure your workday and communicate effectively during this period of online learning. https://advising.virginia.edu/blog/2020/03/12/coronavirus-help-adjusting-to-learning-while-away-from-grounds/

To inquire about accommodations, students should contact the Student Disability Access Center (SDAC). Current SDAC students with questions about their accommodation should contact their SDAC Advisor directly or email SDAC@virginia.edu. To apply for services or learn more about SDAC, visit the SDAC website.

Currently, UVA is approved by the State Approving Agency (SAA) to offer courses both in-person and online. We do not anticipate any interruption or reduction in benefits payments (including MHA) for the remainder of the spring 2020 semester following UVA’s decision to move classes online.  If you have questions regarding your current VA benefits certifications, please email the Office of the University Registrar (UREG) at veteransbenefits@virginia.edu.

With the help and creativity of faculty and staff, we will make sure you are able to meet your academic requirements remotely, and we will pay special attention to graduating students. You will be hearing from deans and professors over the next week with details about your classes, including any clinical, experiential, performance-based, or studio learning that may require alternative arrangements.

If we resume in-person classes, we will make sure that any student who has gone home and cannot get back to Grounds can finish the semester.

/// Housing and Belongings

No. Only students who have no other option will be permitted to remain on-Grounds. Any students who stayed in on-Grounds Housing following our initial request to return home must make plans to leave by Friday, March 20 unless they meet one of the following criteria: 1) international students who are unable to secure travel to return home; 2) persons for whom their on-Grounds residence is their only home (including graduate students, postdocs, faculty, and staff for whom their on-Grounds residence is their permanent address); or 3) students for whom traveling home would present a severe health or safety risk. We are urging undergraduate and graduate students who live off-grounds to follow these guidelines as well. Housing & Residence Life will contact students who completed the original survey to remain on Grounds, and work with them to transition back home. As before, students currently receiving financial aid with questions related to financial resources for departing Grounds should contact UVA Student Financial Services at sfs@virginia.edu or 434-982-6000.

Students who are returning solely to collect some of their belongings still have until Wednesday, March 18 at noon to do so. If you are not able to collect your belongings before then, please do not return to Grounds until you hear from us with guidance, which will be coming soon. We will provide additional details shortly about how students will be able to gather all of their belongings.

With your permission, we can arrange for a staff person to go to your room, retrieve essential items you need, and ship them to you. You also are welcome to have a friend do this. To make arrangements for either, please contact housing@virginia.edu. If you live Off Grounds, see the next section “What if I live Off Grounds”.

If you are currently living off-Grounds, including students living in Charlottesville, we strongly encourage you to return home. This strong request applies to all students regardless of where you are living – whether on Grounds or off.

We have enlisted the help of primary landlords in the area. If you need items from your home or apartment, please call your landlord for help with this or other critical matters. We also hope those of you residing in fraternity and sorority houses will return home. We have been in contact with alumni house corporation officers to seek their (and your) cooperation. If you have friends still in town, please consider asking for their help in collecting your belongings before they leave.

Housing & Residence Life recognizes that a small number of students may need to remain in University housing due to unavoidable circumstances. To receive permission to remain in your room, you must complete the form emailed to you on Wednesday, March 11 by Housing and Residence Life no later than noon on Wednesday, March 18. If you do not submit your request by then, HRL will assume you do not plan to remain, and you will not have access to your dorm. This requirement only applies to undergraduate students in dorms and students living on the Range.

We recognize that some students cannot go home, for a variety of reasons, ranging from the fact that their hometowns or countries are not safe to the fact that their only homes are in Charlottesville. We will continue to provide housing for students living on Grounds who genuinely cannot return home, and will continue to provide dining services, though they will be modified. We will also offer assistance to students on financial aid who need help in returning to their homes.

Students and parents can request that University Police do a visual exterior security check of a student’s dorm, apartment, or house, on Grounds and in their adjacent patrol area. Complete the following form https://uvapolice.virginia.edu/residence-security-check-request.

On-Grounds Housing residents: please see the Housing and Residence Life website information about mail services.

/// Financial Questions

The amount of the refund depends on where a student was living and what dining plan they were enrolled in for the semester. Housing and Dining are calculating those amounts on a rolling basis and sending that information to Student Financial Services. SFS will begin to process the refunds by April 2nd. Details will be reflected in a student’s account within SIS once the refund has been processed.

The UVA Human Resources website has detailed information about how those in the Academic Division enter time, and how you will be paid, while UVA is in modified status. Please visit the UVA HR website for this information.

This change in operations will have an impact on our student employees as well. For detailed information on how will affect you and your position, please see the UVA HR website.

For both undergraduate and graduate work study students, only remote work is possible. Due to concerns for student and staff health and safety, students may not be compelled, and are not allowed, to work on Grounds while the University’s operating schedule is modified due to COVID-19. Student workers may work remotely, with their manager’s approval, submitting hours in Workday as usual. Students who are not able to work remotely, but who have spring 2020 work-study awards/allocations with Student Financial Services (SFS) and who had earnings already this term, will be paid biweekly based on scheduled hours consistent with previous hours worked, not to exceed their total FWS award for the year. SFS has communicated directly with these students and their supervisors to provide details. You can see a pdf of the email message they received at https://sfs.virginia.edu/operations.

For both undergraduate and graduate student workers, only remote work is possible. Due to concerns for student and staff health and safety, students may not be compelled, and are not allowed, to work on Grounds while the University’s operating schedule is modified due to COVID-19. Student workers may work remotely, with their manager’s approval. Non-FWS student employees who cannot work remotely are not eligible to continue working while the University’s operating schedule is modified; therefore, they will not be paid.

UVA is providing emergency resources for students who need support:

UVA Human Resources has reached out to the supervisors of student workers who are not receiving support through the Federal Work Study program and posted details on the HR website. If a supervisor has questions, they should contact their HR Business Partner.

We have set up a Financial Resource Working Group that is looking into, among other things, offsetting dining and housing costs for students. We also have a Student Life and Leadership fund, which is a rainy day fund distributed by the Student Affairs Office for students with unexpected expenses.

The University is committed to assisting students in need during this unprecedented time. If you are currently receiving financial aid and have questions about resources for leaving Grounds and returning home, please contact UVA Student Financial Services through a special website for Emergency Travel Assistance.

/// International Travel

With the U.S. Department of State Global Health Advisory - Level 4: Do Not Travel for all locations outside the U.S. and CDC Level 3 Warning: Avoid Nonessential Travel for many countries, on Friday, March 20, UVA leadership elected to cancel summer education abroad programs.

Recognizing the risks to students, faculty and staff that the current world situation poses, student international travel for University-related purposes (including credit-bearing study abroad, research, and internships) has been suspended for Summer 2020. This includes student participation in non-UVA education abroad programs.

If you are interested in taking classes over summer, please check the Summer Session website. If you would like to discuss education abroad options for future terms, please schedule an appointment with an Education Abroad Advisor.

The University suspended all of its current study-abroad programs. For further information contact the International Studies Office.

We anticipate that American citizens, U.S. permanent residents, and their families will be able to travel unimpeded to the United States from the affected countries in Europe for the foreseeable future, though there may be some health-related screening upon arrival in the United States. The Center for Disease Control website will shortly provide details on how the health screening will work upon return to the United States.

If you are an international student who plans to return to the U.S. after the implementation of the travel prohibition at midnight March 13, please contact the closest U.S. Embassy or Consulate for guidance. UVA’s International Student and Scholar Advisors will also seek clarification from the U.S. Department of State.

UVA’s senior leadership is closely following this evolving situation and stands ready to provide appropriate assistance to our students in navigating emerging travel regulations. Please contact at +1 434-982-3010 or iso-prog@virginia.edu with any specific concerns you may have. Please continue to monitor your UVA email for messages from our office.

/// Remaining Healthy

Sustained community spread of respiratory illness caused by the novel (new) coronavirus (COVID-19) is occurring globally, with some countries dealing with a widespread sustained spread.

To mitigate risk and exposure, the CDC recommends:

  • Cover your mouth and nose with a tissue when coughing or sneezing, then discard tissue and wash hands immediately.
  • Wash your hands often with soap and water for at least 20 seconds. If soap and water are not readily available, use an alcohol-based hand sanitizer that contains at least 60% alcohol.
  • Older adults and people of any age with chronic medical conditions are at increased risk and should consider reducing contact with others and practice social distancing. Social distancing means staying out of crowded places, avoiding group gatherings, and maintaining distance (approximately 6 feet or 2 meters) from others when possible.
  • Individuals should monitor their health and limit interactions with others for 14 days after returning from any travel.
  • Individuals that are sick with fever, cough, or have trouble breathing should call your physician or the Virginia Department of Health hotline at: 877-685-4836.

If you have traveled abroad to a country associated with a CDC level 3 warning, it is critical that you do the following:

  • Stay home for 14 days from the time you return from travel, monitor your health and practice social distancing.
  • Take your temperature daily.
  • If you become sick with fever (100.4°F/38°C or higher), cough, or have trouble breathing, immediately
    • Seek medical advice. Call ahead before you go to a doctor’s office or emergency room.
    • Tell your doctor about your recent travel and your symptoms.
    • Avoid contact with others.

For further guidance see Remaining Healthy.

At this time, all CAPS appointments are being conducted remotely to make it easier for students to obtain care while sheltering in place. CAPS remains available to all students for support, referral assistance, and crisis services. If you need support call 434-243-5150 to speak with a counselor. If you have an existing appointment, a provider will call you via phone at your scheduled appointment time. Students with urgent after-hours needs should call the CAPS after-hours emergency line at 434-243-5150 to be connected to an on-call counselor. SilverCloud is another immediate, online, confidential mental health resource available for free to UVA students, providing self-help tools to address stress, anxiety, depression, resilience, and sleep. For more information on CAPS services, visit the CAPS website.

/// Travel

Yes. Enterprise Rent-A-Car and Hertz have announced that in order to help university students get home, the businesses are waiving their young renter fees and are reducing their minimum ages to rent a vehicle from 21 to 18 years old. The change is effective now through the end of May at all participating locations across the United States. In order to be eligible, students ages 18 to 24 will need to provide a valid driver’s license and official student ID card. For more information and to begin their car rental reservation process:

 

For Incoming Undergraduates (Class of 2024)

All admission information sessions and tours, and the Days on the Lawn open house programs, are cancelled until further notice. The Office of Admission will be in touch with admitted students in the coming weeks to offer alternatives to help introduce them and their families to the UVA community.

admitted incoming

At this point, there has been no change to the Summer Orientation programs, which are held in July and August. We will notify students and families of any future adjustments. The University will make every effort to support students whose travel to summer orientation is impacted by COVID-19.

admitted incoming

The coronavirus may impact an international student’s ability to obtain a visa in some countries as we approach the summer. Please contact the U.S. embassy in your country for information on applying for a student visa once you have selected a university to attend. The spread of the coronavirus is unpredictable, and it is possible that there may be delays and closures at some U.S. embassies and consulates around the world in the future.

admitted incoming

Students admitted to UVA as undergraduates can opt to take a gap year after they complete high school, prior to enrolling at the University. Students defer enrollment for many reasons. Some choose to travel, others work or volunteer, and in some cases deferring might be necessary for health or medical reasons. Each year 60-80 admitted students defer their enrollment until the next.

admitted incoming

We will work closely with students and schools if cancellations or the suspension of activities result in processing difficulties for final transcripts and end-of-year examinations and tests. This is outside of the student’s control and we will work with you to obtain results even if there is a delay over the summer.

admitted incoming

No, we will work with you and your school and you will not be penalized for events outside of your control.

admitted incoming

Given the diverse array of requirements across courses, academic programs, and schools - including pedagogical reasons for the presence of students in many classes - there is no standardized process for delivering online instruction. The University and its schools will continue to review options to support students who are unable to arrive on time to begin their studies.

admitted incoming
 

For Graduate and Professional Students

The University recognizes that many graduate and professional students call Charlottesville home. Graduate and Professional students who have primary residences in the Charlottesville area are not required to leave, but should follow the University’s latest guidance on working remotely and not coming to Grounds.

Graduate and Professional students living in University housing may remain in their residences if their on-Grounds residence is their only home.  Please refer to the guidance provided by the Office of Housing and Residence Life, below.

Graduate and Professional students who do not live on the range should consult the guidance offered here: https://vpsa.virginia.edu/communications/2020/message-faculty-graduate-and-professional-students-living-grounds-exception

Graduate and Professional students who live on the Range should consult here: https://vpsa.virginia.edu/communications/2020/message-undergraduate-students-living-grounds-housing-or-graduate-students

Graduate and Professional students without teaching or other research responsibilities in Charlottesville should remain in, or return to, their primary residence.  We recognize that for some of you your primary residence is in Charlottesville. Students enrolled in courses will access those online away from Grounds and will receive further communication from their instructors regarding the resumption of classes on Thursday, March 19.

Graduate students with appointments as research assistants or as research fellows should be in touch with their faculty advisors and supervisors to learn about any changes to the activities of their research group.  All GRAs who can work remotely, must work remotely, under the direction of their faculty supervisor.  For additional information, please consult the University’s Research Continuity Guidance provided by the Vice President for Research.

No. Faculty members may not designate students as employees who must report to the lab in order to fulfill key tasks. However, in very limited circumstances, student and a Primary Investigator may jointly submit a petition to the Provost for an exception to this rule. Details on the exception process are outlined in the University’s Research Continuity Guidance provided by the Vice President for Research.

As of Thursday, March 19, all University courses are being taught online. GTAs should be teaching their sections and performing other duties remotely (from off-Grounds) under the guidance of their faculty supervisors. GTAs should discuss with the course instructor any circumstances that may arise that require accommodation.

Yes. GRAs and GTAs will receive continuity of pay, for the period of their existing commitment as a GRA or GTA, whether or not they can work remotely. For more information, please see the UVA Pay Continuity Information site.

Students are encouraged to work with their faculty advisors to revise their academic goals for the coming months and to identify and prioritize work that can be done now. Students should also begin to think through with their advisors any long-term effects that such resequencing may have on their academic goals. Students with concerns about longer-term impacts on progress and time to degree should prioritize conversations with their faculty advisors and directors of graduate studies.

To inquire about accommodations, students should contact the Student Disability Access Center (SDAC). Current SDAC students with questions about their accommodation should contact their SDAC Advisor directly or email SDAC@virginia.edu. To apply for services or learn more about SDAC, visit the SDAC website.

For both undergraduate and graduate work study students, only remote work is possible. Due to concerns for student and staff health and safety, students may not be compelled, and are not allowed, to work on Grounds while the University’s operating schedule is modified due to COVID-19. Student workers may work remotely, with their manager’s approval, submitting hours in Workday as usual. Students who are not able to work remotely, but who have spring 2020 work-study awards/allocations with Student Financial Services (SFS) and who had earnings already this term, will be paid biweekly based on scheduled hours consistent with previous hours worked, not to exceed their total FWS award for the year. SFS has communicated directly with these students and their supervisors to provide details. You can see a pdf of the email message they received at https://sfs.virginia.edu/operations.

For both undergraduate and graduate student workers, only remote work is possible. Due to concerns for student and staff health and safety, students may not be compelled, and are not allowed, to work on Grounds while the University’s operating schedule is modified due to COVID-19. Student workers may work remotely, with their manager’s approval. Non-FWS student employees who cannot work remotely are not eligible to continue working while the University’s operating schedule is modified; therefore, they will not be paid.

UVA is providing emergency resources for students who need support:

UVA Human Resources has reached out to the supervisors of student workers who are not receiving support through the Federal Work Study program and posted details on the HR website. If a supervisor has questions, they should contact their HR Business Partner.

/// For Medical and Biomedical Students

The pre-clerkship curriculum has been modified such that all classroom activities are being taught online. Details are being provided by course directors. Clerkship and post-clerkship students will continue to participate in clinical activities. However, medical students will not participate in the care of patients suspected or confirmed to have COVID-19. Fourth-year students will meet as scheduled on Monday, March 16, for their small group pre-internship training.

/// For Prospective and Newly Admitted Graduate and Professional Students

Admissions points of contact for each of our graduate and professional schools are listed below. Please contact the individual listed and they will work to answer your questions.

Batten School of Leadership and Public Policy
Jeffrey L. Chidester, Executive Director of External Affairs
(434) 924-7330

Curry School of Education and Human Development
Eric Molnar
esm2h@virginia.edu
curry-admissions@virginia.edu 
(434) 924-0742 

Darden School of Business:
Whitney Kestner
kestnerw@darden.virginia.edu
(434) 243-5585

Graduate School of Arts and Sciences
gsasadmission@virginia.edu
(434) 243-0209

McIntire School of Commerce: 
Cathy Fox, Director of Graduate Admissions and Financial Aid
cjf3d@comm.virginia.edu
(434) 924-3571

School of Architecture:
Cindy Kiefer, Director of Admission and Financial Aid
kiefer@virginia.edu
(434) 924-6442

School of Data Science 
Patti Edson, Associate Director of Admissions & Financial Aid
Patti.edson@virginia.edu
(434) 243-1778

School of Engineering and Applied Science
Iva Gillet, Graduate Admissions Coordinator
gradengineeringinfo@virginia.edu
(434) 924-3734

School of Law:
J.D. Admissions 
admissions@law.virginia.edu 
(434) 924-7351

LL.M. and S.J.D. Admissions 
graduatestudies@law.virginia.edu 
(434) 924-3154

School of Medicine:
Patrick Grant, Associate Dean for Graduate and Medical Scientist Programs
pag9n@virginia.edu
(434) 924-1230

School of Nursing:
Austin Stajduhar, Assistant Dean for Admissions and Financial Aid
ans6n@virginia.edu
(434) 924-0066

The University is aware of the potential difficulties that prospective applicants may face in obtaining necessary test scores to complete their applications.  Prospective applicants should check for updated information from ETS and other testing services regarding the rescheduling of tests and online availability for certain testing platforms.  In the event that a prospective student cannot obtain a necessary test score prior to applying to the University they should contact, as soon as possible, and prior to the application deadline, the program to which they are applying to learn about potential accommodations.

Where possible, the University is working to bring such programs into online environments that will allow students to complete them remotely, and/or considering other accommodations. Please contact, as soon as possible, the program to which you have been accepted to learn about possible accommodations.

While some programs must have these documents before a student can matriculate due to accreditation requirements, others may be able to offer a range of accommodations allowing students an extension.  Students accepted to a UVA graduate or professional program should consult, as soon as possible, with their programs to confer on whether or not such accommodations can be made.

The University is cognizant of the difficult decisions that the COVID-19 crisis will create for newly accepted students and is committed to offering accommodations and deferments when possible.  If you are considering a request to defer your admission, we strongly encourage you to contact the relevant school and program as soon as possible to discuss these options.

 

For Faculty and Staff

/// University Operations

We are mandating telecommuting for all faculty and staff except those who must report in person to carry out key functions for their units, schools, or UVA Health. The latter includes faculty who need to come to their classrooms or offices to teach online and UVA Health faculty and staff who need to care for patients and support patient services. The traditional categories of “designated” and “non-designated” are not entirely relevant, given that those categories envisioned short delays due to weather problems.

School leaders, unit supervisors, and managers have the authority to identify those who must report and those who can work remotely and should share direct guidance with their faculty and staff. We understand that some staff may need to consult with their managers to better understand how to conduct their work under the changed circumstances, and some may need to return to Grounds to collect items necessary to work remotely. We expect these plans to be fully implemented no later than the end of the day, Friday, March 20.

We are committed to our employees. We are determined to ensure that the modifications to our operations caused by the coronavirus will not impact our existing commitments to compensate and continue existing benefits for UVA employees, whether part-time or full-time. We will therefore honor all existing commitments for the foreseeable future. The length of this crisis is difficult to predict at this point, as are the economic ramifications. There may come a point where we need to reassess in light of the length of time of the crisis or significantly changed circumstances, but our hope and plan is to weather this crisis together.

To be clear, those who must report for work will have to do so. Those who can work remotely will have to do so. Those who fall into neither category may be asked to perform other functions for their units or schools or to take on tasks elsewhere at the University. Whether or not these employees are able to be re-deployed, we will honor their existing employment commitments for the foreseeable future.

We have contracts with a wide range of contractors across the University, which present a variety of situations. We are in active discussions with our contractors about how those employees may be re-deployed in the weeks and months ahead.

This change in operations will have an impact on our student employees as well. For detailed information on how will affect you and your position, please see the UVA HR website.

Spring Break will be extended. Online classes will begin Thursday, March 19.

University Mail Services will continue delivering mail across Grounds for the foreseeable future. If mail carriers will not be able to physically access the mail drops due to staff telecommuting arrangements and/or facility closures, please contact University Mail Services at 924-2048 to make arrangements for weekly pickup at their Millmont Road office. Please contact University Mail Services with any questions.

For information on how this may affect GRA and GTA assignments, please see the UVA HR website.

The University has advice on how and when to conduct virtual interviews at: https://hr.virginia.edu/virtual-interview-guidance-covid-19

Parking and IM-Rec Sports membership fees will continue to be deducted on schedule. The University will not refund fees for parking or recreation as a result of operational changes due to COVID-19. These fees cover fixed costs of these operations and enable us to continue to pay our employees. IM-Rec Sports will communicate directly with members about the option to extend their membership based on the number of days that facilities are unavailable, beginning March 18, for a maximum of two months. See the IM-Rec Sports website for more information.

/// Absence Due to COVID-19

For the latest information about using PHEL, and guidance on situations where other leave types should be used, visit the UVA HR Website.

Guidelines from the Virginia Department of Human Resources for the use of Public Health Emergency Leave do not currently include childcare among permissible uses. Employees who must care for children while schools are closed and cannot work remotely should use University Time Off (University Staff) or the equivalent for classified staff. We offer benefits to assist with care for benefits-eligible employees who need temporary care and are looking into options for providing additional care options. We will provide updates about additional care options as they become available.

The University offers benefits to assist with care for benefits-eligible employees who need temporary care and we are looking into options for providing additional care options. We will provide updates about additional care options as they become available.

Faculty are encouraged to discuss with their department chairs and deans whether their research has been sufficiently disrupted by the virus to warrant a “clock stoppage.” As per current practice, the University will approve a tenure clock extension requested by a faculty member and approved by their dean if the circumstances are beyond the faculty member’s control and the disruption caused a significant delay (more than half a year, for example) or detriment to research productivity.

We recommend that faculty wait until the full effect of the virus can be quantified before seeking a tenure clock extension.

  • Above all else, take care of yourself
  • Do not report to work on Grounds
  • Communicate with your manager. If you are unable to work remotely or your job doesn’t lend itself to remote work, enter your time off in Workday as “Public Health Emergency.”
  • You may qualify for the New Pubic Health Emergency Leave Benefit discussed in the FAQ above, for those affected by the Coronavirus
  • Above all else, take care of yourself
  • Do not report to work on Grounds
  • You may be granted up to two weeks of paid leave upon approval of your dean.
  • You may quailify for the new leave benefit for those affected by the Coronavirus
  • As with all communicable diseases, Medical Center Human Resources Policy No. 600 will govern Medical Center team members’ leave
  • Above all else, take care of yourself and your family
  • Do not report to work on Grounds
  • Communicate with your manager. If you are unable to work remotely or your job doesn’t lend itself to remote work,, enter your time off in Workday as “Public Health Emergency.”
  • You may quailify for the new leave benefit for those affected by the Coronavirus
  • Above all else, take care of yourself and your family
  • Do not report to work on Grounds
  • You may be granted up to two weeks of leave upon approval of your dean
  • You may quailify for the new leave benefit for those affected by the Coronavirus

Our telecommuting policy is designed to give employees the flexibility to work remotely when necessary and possible. Talk with your manager or leaders of your department, school or unit to discuss options. Details about remote work can be found in the Working Remotely section of the FAQs.

  • If you are unable to work remotely or your job doesn’t lend itself to remote work, record your time as University Time Off (University Staff) or the equivalent for classified staff.

If you have a confirmed diagnosis of COVID-19, short-term disability may apply. Visit the Disability Benefits webpage for information.

If you have recently traveled to areas affected by COVID-19, seek immediate medical advice if you are experiencing COVID-19 symptoms: fever, cough, and difficulty breathing. Either call your local health provider, call Employee Health at 434.924.2013, or consult a primary care physician remotely through Teladoc (available beginning 3/17). Employee Health and its Same Day Clinic are available to UVA and UPG paid employees (does not include contracted workers, volunteers, students, or family members).

teledoc

If someone is sick, they should focus on taking care of themselves. UVA is committed to maintaining a safe and healthy workplace for all. Managers should ask any employee who is ill to go home immediately and seek appropriate medical attention, per CDC guidelines. Please cooperate with managers and leaders of departments, schools, and units who are taking on this uncomfortable responsibility for community well-being.

Talk with your manager or leaders of your department, school or unit to discuss your concerns. Every precaution is being taken to ensure a clean and safe work environment. If you are experiencing anxiety, please contact the Faculty and Employee Assistance Program

/// Working Remotely

Refer to the Working Remotely FAQ for this specific information.

/// Purchasing and Payables

Yes, beginning Wednesday, March 23, 2020, Accounts Payable will be making payments according to the following payment schedule (except holidays):

  • Monday thru Friday (holiday exceptions)
    • ACH (Automated Clearing House) - Students and qualified individuals
  • Monday, Wednesdays and Fridays (back to normal schedule-holiday exceptions)
    • Paymode (digital disbursement)
    • E-Payables (central credit card)
  • Monday and Fridays (holiday exceptions)
    • Paper Checks

No, Accounts Payable will be functioning normally with minimal adjustments to payments, according to the schedule posted below. Since it is unknown how other parties are responding to COVID-19, we cannot predict delays that may occur at the post office for checks or bank payment processes.

  • Monday thru Friday (holiday exceptions)
    • ACH (Automated Clearing House) - Students and qualified individuals
  • Monday, Wednesdays and Fridays (back to normal schedule-holiday exceptions)
    • Paymode (digital disbursement)
    • E-Payables (central credit card)
  • Monday and Fridays (holiday exceptions)
    • Paper Checks

It is not recommended that deliveries be made to home addresses. Facilities Management and loading docks at Pinn Hall and MR5 receive packages for their respective areas. Other schools and departments should refer to their Continuity of Operations Plan (COOP) for delivery of goods. If a home delivery is an absolute necessity, orders should be placed in the UVA Marketplace and the supplier should be called to redirect the delivery.

Supplier contact information can be found at UVA Procurement.

Procurement and Supplier Diversity Services will continue to be as responsive as possible while abiding by the University’s remote work policy. PSDS will adjust its phone tree (434-924-4212) message to advise callers that we are temporarily teleworking and will encourage them to email:

There are dedicated personnel monitoring these email boxes and will respond as quickly as possible to questions.

 

Managers and Supervisors

As a continuously operating residential university and Level 1 trauma center, many employees must work to provide services that are essential to residential life, patient care, health and safety, critical research, the protection of physical and intellectual assets, or the continuity or resumption of academic programs and operations. While the President has strongly encouraged students to return to their homes, some students will remain on Grounds because their personal circumstances do not allow them to return home.

To protect the health and welfare of our community, employees who are ill or need to care for ill dependents should not come to work, and managers should not pressure them to do so. Managers and supervisors are encouraged to provide as much flexibility as possible during this time to help minimize the spread of the illness. Guidelines for remote work may be found in the Working Remotely section of the FAQs.

Managers also should be mindful of the possibility of stigmatization. Public health emergencies, such as the outbreak of coronavirus disease 2019 (COVID-19), are stressful times for people and communities. Fear and anxiety about a disease can lead to social stigma. Managers should be aware of this possibility and be prepared to address it should it occur. You can read more about this in the Remaining Healthy section of the FAQs.

Employees (faculty and staff) can:

  • call their local health provider,
  • call Employee Health at 434-924-2013, which is available to UVA salaried, wage, and temp employees (does not include contract employees, volunteers, students, or family members),
  • consult a primary care physician remotely through Teladoc (available as of 3/17),
  • seek support through the Faculty and Employee Assistance Program.

There is no cost to employees to access these services for assessment.

teledoc

If you have an employee who is able to work but is not needed at their current position during UVA’s modified status, or who cannot work remotely and therefore may be redeployed, first look within your school or unit to identify opportunities for reassignment. If there are no opportunities there, please email the HR Solution Center at askhr@virginia.edu with the subject line “Redeployment Resource” with the employee’s name, user id, title and contact information. UVA HR is tracking employees available for redeployment and will contact you with next steps.

  • University Time Off (University Staff) or the equivalent for classified staff is the appropriate leave. Public Health Emergency Leave cannot be used for childcare.
  • w and reimbursable Back-up Care Benefits are available for benefits-eligible employees. See the options on the UVA HR website.
  • Managers should consider allowing employees to work remotely.
  • The University will provide updates about additional care options as they become available.

Anyone who has traveled to a CDC Warning Level 3 location or to an impacted area in the U.S. should self-isolate for 14 days. Managers can:

  • Require that the employee leave the worksite and work remotely, or
  • Require that the employee leave the worksite and use the appropriate leave. (Staff may use “Public Health Emergency Leave”.)

Faculty and staff should work with their manager to determine requirements for working remotely, including the need for hardware, software, or enhanced network connections to meet those work requirements. New costs incurred to meet these work requirements will be reimbursable by the employee’s department. For enhanced network connectivity, the University is under negotiated consortium agreement rates with all major providers. Individuals can contact these services directly and reference that they are UVA employees for the associated rates. Direct contact information can be found below.

Costs incurred related to COVID-19 will be the responsibility of the unit or department. If a department has a financial hardship due to emergency COVID-19 costs, this should be discussed with the respective dean or vice president. Departments, schools, and units should keep track of all costs incurred by their units (directly or by reimbursements to employees) related to the COVID-19 pandemic. While there may be an opportunity to seek reimbursement for costs from state and federal emergency funds, we do expect eligibility guidelines will be limited and specific. Once we have information related which specific costs may be eligible for reimbursement, UVA Finance will seek information on these recoverable costs from units.

Verizon

Contact: Keith deRenouard
Phone: 434-981-8011
Fax: (540) 512-5763
E-Mail: keith.derenouard@verizonwireless.com
For Customer Service, Billing and Technical Support, call (800) 295-1614

AT&T

Contact: Pete Hatcher
Phone: (804)334-2490
E-Mail: PH3193@att.com

Kelsey Corcoran
Account Executive
912-480-7901
kc9054@att.com

T-Mobile

Contact: Will Powell
Phone: 703-928-6382 (cell)
Fax: (813) 353-6633
E-Mail: William.Powell1@T-Mobile.com
Business Customer Care (for billing questions, not for ordering)
(888) 573-6664
businesscare@t-mobilesupport.com

Sprint

Sprint Sales Representative:
Primary: Farrell Butler, Farrell.butler@sprint.com
Secondary: Justin Harris, Justin.harris@sprint.com
540-941-4156
(877) 540-0223

Due to concerns for student and staff health and safety, students may not be compelled, and are not allowed, to work on Grounds while the University’s operating schedule is modified due to COVID-19. With their manager’s approval, these student workers are permitted to work remotely, submitting hours in Workday as usual. Student workers who are not able to work remotely, but who have spring 2020 work-study awards/allocations with Student Financial Services (SFS) had earnings already this term, will continue to be paid biweekly based on scheduled hours consistent with previous hours worked, not to exceed their total FWS award for the year. Student workers who do not receive support through the Federal Work Study program and who are not able to work remotely will not be paid. If a supervisor has questions, they should contact their HR Business Partner.

UVA is providing emergency resources for students who need support:

UVA COVID-19 Response Line

  • Domestic - 877-685-4836
  • International - +1 202 800-2408