[Pols-announce] FW: Graduate Education and COVID-19

Fri Mar 13 13:33:08 CDT 2020

FYI, please note the elements on GTAs and the fact that in person requirements for MA and PhD exams have been suspended.

Let me know if I can be of assistance
DHM

From: ku at messages.collegenet.com <ku at messages.collegenet.com> On Behalf Of KU Graduate Studies
Sent: Friday, March 13, 2020 1:17 PM
To: Haider-Markel, Donald Patrick <dhmarkel at ku.edu>
Subject: Graduate Education and COVID-19

[https://admit.applyweb.com/admit/services/external/resources/15322/18]

This message is being sent to Deans and Associate Deans, Department Chairs, Directors of Graduate Study, and school-level graduate administrators.

Dear Colleagues,

I want to provide additional details regarding how graduate students in your programs may be affected by Wednesday night’s announcement that the University of Kansas will be extending Spring Break, with courses resuming online March 23.

Student Employees
Supervisors should work closely with graduate student employees on a case-by-case basis to determine how individual GTA, GRA, GA, and student hourly employees should continue their work functions next week (March 16-20). Guidance to student employees should include clear expectations for maintaining on-campus duties or assigning remote work as most appropriate for each individual situation.

As instructors, GTAs will be involved in the shift of all courses to online instruction as of March 23. We recommend that supervisors work closely with their GTAs and give clear guidance, as soon as possible, about the plan for online instruction and the responsibilities of GTAs. Ensuring that your GTAs have the tools and access needed to conduct their expected duties is essential. As your plans develop, please communicate early and regularly with GTAs and, as soon as possible, translate into writing any guidance or instructions you would normally offer verbally. Although additional tasks may be required to move instruction online, GTA work should still be limited to an average of no more than 20 hours per week during the semester (for students appointed at 0.5 FTE). Please encourage GTAs to avail themselves of KU's resources to support online learning. The best place to start is at remote.ku.edu<https://nam10.safelinks.protection.outlook.com/?url=http%3A%2F%2Fmessages.collegenet.com%2Fr%2Fc%2FsUjb92pfeDs3hSrYp-ZJSA%3Fi%3D314744919&data=02%7C01%7Cdhmarkel%40ku.edu%7Ca9790e6499154b13ae1b08d7c77ac209%7C3c176536afe643f5b96636feabbe3c1a%7C0%7C0%7C637197202363406970&sdata=kA8l9SratKQ7mgHM3Zq9nXnjNUeTtemhAGqJdbBQFgw%3D&reserved=0>.

Students and other workers should stay home if they experience any symptoms including fever, cough, or difficulty breathing. We also encourage limiting physical contact with others, such as hand-shaking (substitute elbow bumps or bows) and sharing of food. Finally, the most effective prevention measure is frequent, thorough hand-washing. The World Health Organization has produced this poster<https://nam10.safelinks.protection.outlook.com/?url=http%3A%2F%2Fmessages.collegenet.com%2Fr%2Fc%2FgORRnefsZRnPqHli8NRGSQ%3Fi%3D314744924&data=02%7C01%7Cdhmarkel%40ku.edu%7Ca9790e6499154b13ae1b08d7c77ac209%7C3c176536afe643f5b96636feabbe3c1a%7C0%7C0%7C637197202363416965&sdata=oYifcoI3bp6vFOa5DKO52flgaz5mPmmIz4iq9HPSkwo%3D&reserved=0> detailing the most effective manner in which to wash your hands.

Research
Campus remains open, and therefore graduate students can continue to use their office spaces, work in research laboratories, and access the libraries. We recommend that departments and supervisors work with graduate students to allow them to continue their research either on or off campus. We recommend the following basic principles:

  *   Shared Spaces: We strongly encourage all researchers to think carefully about what work must be conducted on-site in a shared space and what tasks can be completed as effectively from a more isolated office or home. Individuals working in shared spaces are encouraged to disinfect work surfaces regularly. Supervisors are encouraged to allow, without prejudice, for remote work whenever possible.
  *   Communications: Establish clear modes of communication with research group members. Also crosscheck your contacts lists to ensure no one who ought to be included is left out of your communications.
  *   Plan: Department chairs and research supervisors should discuss approaches now in the event that some personnel are unable to come to work. Such advanced planning will make future decisions straightforward and minimize disruption to research activities.
  *   Remote Access: All students, post-docs, staff, and faculty involved in research projects should ensure they have access to the information and tools they need to carry out work remotely. This might include, for example, access to literature, access to existing datasets and research-related files (while maintaining security over any data accessed remotely), and access to meeting software (such as Zoom).

Master's and Doctoral Exams
We recognize that remote work will necessarily change our approach to master’s and doctoral exams. Existing rules requiring in-person attendance at milestone exams are being temporarily suspended. Any or all students and/or committee members may participate using mediated means (video-conferencing) through May 14, 2020. Students and committee members are encouraged to use their discretion in evaluating whether some or all individuals should participate remotely. In cases where the student prefers for all committee members to be physically present, the student’s preference shall be honored. However, this preference may require rescheduling and therefore delay progress to degree.

All participants in an exam involving remote participation must be fully aware of what is transpiring and fully able to participate in all components of the discussion with the student and each other. Any material presented during the examination, orally or in writing, shall be seen and heard by all members. Oral examinations that do not meet these participation requirements are not valid. A student’s milestone outcome will not be influenced by any proceedings that take place without full engagement of all participants. If a committee member has not arrived, the exam may not begin; if a committee member leaves, the exam may not proceed.

Prospective Students and Campus Visits
As circumstances surrounding COVID-19 evolve, university officials are monitoring the spread of the disease and taking steps to keep our community healthy. Programs must follow the same guidelines for domestic and international travel, which means that university-sponsored visits of graduate students are not allowed. Departments are encouraged to host virtual events so that students can receive pertinent information in a timely manner. Graduate Admissions is working with Enrollment Management to provide a webinar resource through Slate software; the webinar, which would be accessible by prospective students, could serve as a virtual event. Please email graduateadm at ku.edu<mailto:graduateadm at ku.edu> if you are interested in using this tool.

Prospective students who reach out to our office will be encouraged to contact their program of interest for information about virtual options.

Please continue to visit coronavirus.ku.edu<https://nam10.safelinks.protection.outlook.com/?url=http%3A%2F%2Fmessages.collegenet.com%2Fr%2Fc%2Fho0wxmEEO-C9G1nAMl1Gbg%3Fi%3D314744926&data=02%7C01%7Cdhmarkel%40ku.edu%7Ca9790e6499154b13ae1b08d7c77ac209%7C3c176536afe643f5b96636feabbe3c1a%7C0%7C0%7C637197202363416965&sdata=JjxRGVjs7mFq9W%2FBJzrGjisTXVhIAc8XnosW3NRSmv8%3D&reserved=0> for additional details about campus plans.

Council of Graduate Schools' April 15th Resolution
The Council of Graduate Schools has received several inquiries regarding the implications of COVID-19 on the April 15th Resolution. They have posted an updated statement on their website<https://nam10.safelinks.protection.outlook.com/?url=http%3A%2F%2Fmessages.collegenet.com%2Fr%2Fc%2Fv3JoxDoZi7sSkGG-PuFFcQ%3Fi%3D314744927&data=02%7C01%7Cdhmarkel%40ku.edu%7Ca9790e6499154b13ae1b08d7c77ac209%7C3c176536afe643f5b96636feabbe3c1a%7C0%7C0%7C637197202363426960&sdata=3Ahd%2FuOCH7s%2BYKNDIniUI57rBHbJH2ft7iWzNuY8DfY%3D&reserved=0>.

Student Travel
The University of Kansas has discontinued all university-sponsored, business-related travel and attendance at meetings, conferences, etc., effective immediately. Graduate students previously planning to travel outside of Kansas and Missouri for academic reasons should make every effort to rearrange travel plans and pursue refunds, change-fee waivers, and other cost-saving measures when possible.

The application portal for the Graduate Scholarly Presentation Travel Fund will remain open, but no new funding will be approved for travel that takes place between 12 March 2020 and 10 May 2020. Applications from students experiencing hardships due to these travel restrictions will be considered (e.g., non-refundable costs already incurred).

Student Wellness
The COVID-19 outbreak is a source of anxiety for many. If your graduate students are experiencing heightened levels of stress or anxiety, please help direct them to the counseling services available through KU Counseling and Psychological Services<https://nam10.safelinks.protection.outlook.com/?url=http%3A%2F%2Fmessages.collegenet.com%2Fr%2Fc%2FokA3SwUpMdjCtEQNwmVC1Q%3Fi%3D314744929&data=02%7C01%7Cdhmarkel%40ku.edu%7Ca9790e6499154b13ae1b08d7c77ac209%7C3c176536afe643f5b96636feabbe3c1a%7C0%7C0%7C637197202363426960&sdata=s0wEHbGT7WCeOf3CJM9TBNsHhoETem%2BXgjE%2F4ePpW2E%3D&reserved=0>.

The Office of Graduate Studies will do our utmost to assist you in providing guidance to your graduate students as this unique situation evolves. Please reach out with any questions to graduate at ku.edu<mailto:graduate at ku.edu>.

Best,

Jennifer A. Roberts, PhD
she / her / hers
Professor
Department of Geology
Vice Provost for Graduate Studies
Director and Managing Trustee
Self Graduate Fellowship

KU Graduate Studies
graduate at ku.edu<mailto:graduate at ku.edu> • 785-864-8040 [https://admit.applyweb.com/admit/services/external/resources/15322/130]

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