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FYI, I let them know that some faculty and students will be using their offices over the break so hopefully they will leave the heat on</div>
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DHM</div>
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<div id="divRplyFwdMsg" dir="ltr"><font face="Calibri, sans-serif" color="#000000" style="font-size:11pt"><b>From:</b> Office of the Provost <provost@ku.edu><br>
<b>Sent:</b> Thursday, November 19, 2020 2:35 PM<br>
<b>To:</b> Deans, Directors, and Department Chairs <dddc@ku.edu><br>
<b>Subject:</b> Prepare Now for Winter Recess and Submit Plans</font>
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<span style="font-size:8.0pt; font-family:"Gotham Light"; color:white">Please submit plans as soon as possible.</span></p>
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<b><i><span style="font-size:11.0pt; line-height:120%; font-family:"Calibri",sans-serif; color:#1F4E79">Sent on behalf of Vice Provost for Operations Mike Rounds.</span></i></b></p>
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<span style="font-size:13.0pt; line-height:120%"> </span></p>
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<span style="font-size:24.0pt; color:#0051BA">Prepare Now for Winter Recess and Submit Plans</span></p>
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<span style="font-size:13.0pt; line-height:120%">Colleagues,</span></p>
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<span style="font-size:13.0pt; line-height:120%"> </span></p>
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<span style="font-size:13.0pt; line-height:120%">Please share the dates and information below about Winter Recess with faculty and staff in your unit. This information and more can be found on KU’s
<a href="https://winter-recess.ku.edu/">Winter Recess website</a>. </span></p>
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<span style="font-size:13.0pt; line-height:120%"> </span></p>
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<span style="font-size:13.0pt; line-height:120%">On Nov. 10, Chancellor Girod <a href="http://chancellor.ku.edu/news/2020/nov10-0">
announced</a> most Lawrence and Edwards Campus offices would be <a href="https://chancellor.ku.edu/news/2020/nov10-0">
closed Dec. 27 through Jan. 2</a>. KU employees will receive paid leave without having to use their accrued leave. As mentioned in the announcement, an alternative week (Dec. 20 ̶ Dec. 26) of leave is available for employees in those small number of units
that must provide minimal or continuous service during the campus-wide closure.</span></p>
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<span style="font-size:13.0pt; line-height:120%"> </span></p>
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<b><span style="font-size:13.0pt; line-height:120%">Please Note:</span></b><span style="font-size:13.0pt; line-height:120%"> If your unit has not yet filed plans for academic break (Dec. 12, 2020 – Jan. 31, 2021), please ensure that an authorized representative
for your office <a href="https://winter-recess.ku.edu/submit-plan">submits plans</a> for your unit as soon as possible.</span></p>
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<span style="font-size:13.0pt; line-height:120%"> </span></p>
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<b><span style="font-size:14.0pt; line-height:120%">Winter Recess and Academic Break</span></b></p>
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<span style="font-size:13.0pt; line-height:120%">During the recess, administrative and student services offices responsible for completing fall semester graduation checks, for processing promotion and tenure files, and for discharging operational and business
functions will continue, either remotely or onsite, although most buildings will be locked and accessible solely through key card.
</span></p>
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<span style="font-size:13.0pt; line-height:120%"> </span></p>
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<b><span style="font-size:13.0pt">Academic Calendar:</span></b><span style="font-size:13.0pt">
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<span style="font-size:13.0pt; font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><span style="font-size:13.0pt; font-family:"Times New Roman",serif">Last day of classes – Nov. 24
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<span style="font-size:13.0pt; font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><span style="font-size:13.0pt; font-family:"Times New Roman",serif">Study Week – Nov. 30 – Dec. 6</span></p>
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<span style="font-size:13.0pt; font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><span style="font-size:13.0pt; font-family:"Times New Roman",serif">Finals Week (conducted remotely) – Dec. 7 – Dec. 11.</span></p>
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<span style="font-size:13.0pt"> </span></p>
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<b><span style="font-size:13.0pt; line-height:120%">Academic Break:</span></b><span style="font-size:13.0pt; line-height:120%"> Dec. 12, 2020, through Jan. 31, 2021</span></p>
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<span style="font-size:13.0pt; line-height:120%"> </span></p>
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<b><span style="font-size:13.0pt; line-height:120%">Winter Recess, campus closed:</span></b><span style="font-size:13.0pt; line-height:120%"> Dec. 24, 2020, through Jan. 2, 2021; paid leave provided for employees.</span></p>
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<span style="font-size:13.0pt; line-height:120%"> </span></p>
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<b><span style="font-size:13.0pt">Holidays:</span></b><span style="font-size:13.0pt"></span></p>
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</span></span></span><span style="font-size:13.0pt; font-family:"Times New Roman",serif">Christmas Eve – Dec. 24</span></p>
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</span></span></span><span style="font-size:13.0pt; font-family:"Times New Roman",serif">Christmas Day – Dec. 25</span></p>
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</span></span></span><span style="font-size:13.0pt; font-family:"Times New Roman",serif">New Year's Day – Jan. 1</span></p>
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</span></span></span><span style="font-size:13.0pt; font-family:"Times New Roman",serif">Martin Luther King Day – Jan. 18</span></p>
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<span style="font-size:13.0pt"> </span></p>
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<span style="font-size:13.0pt; line-height:120%">Fall semester final examinations conclude Friday, Dec.11, 2020, and spring semester classes begin Monday, Feb. 1, 2021 (except for School of Law, which starts Jan. 25). To better protect facilities and equipment
after students leave at Thanksgiving, campus buildings will be locked and accessible through key card, beginning Monday, Nov. 30, through Sunday, Jan. 31.</span></p>
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<span style="font-size:13.0pt; line-height:120%"> </span></p>
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<span style="font-size:13.0pt; line-height:120%">Information will be provided to units at a later date about campus operations during Winter Recess and about related payroll and personnel procedures.</span></p>
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<span style="font-size:13.0pt; line-height:120%"> </span></p>
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<b><span style="font-size:14.0pt; line-height:120%">Purchasing and Deliveries</span></b></p>
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<span style="font-size:13.0pt; line-height:120%">During winter break, the ability to receive order deliveries on campus will be limited. Please use the processes and procedures your department used this spring and summer if your unit must continue purchases
during this time. The at-home delivery options for necessary office supplies are still available for your unit to use. If there are no available personnel to receive deliveries, please do not allow non-essential purchases.</span></p>
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<span style="font-size:13.0pt; line-height:120%"> </span></p>
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<b><span style="font-size:14.0pt; line-height:120%">Severe Weather</span></b></p>
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<span style="font-size:13.0pt; line-height:120%">Faculty and staff have received a reminder about severe weather that affects university functions. When severe winter weather appears imminent, members of the KU community should monitor
<a href="https://alerts.ku.edu">alerts.ku.edu</a> for news of closures and delayed start times for the Lawrence and Edwards campuses.
</span></p>
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<span style="font-size:13.0pt; line-height:120%"> </span></p>
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<span style="font-size:13.0pt; line-height:120%">I encourage supervisors to discuss potential work arrangements with employees now before winter weather affects our campuses and the surrounding area. Please be sure that any weather-essential staff members in
your unit understand their responsibilities when severe weather affects campus operations.
</span></p>
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<span style="font-size:13.0pt; line-height:120%"> </span></p>
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<b><span style="font-size:13.0pt; line-height:120%">Note:</span></b><span style="font-size:13.0pt; line-height:120%"> Because of remote work arrangements during the pandemic, decisions about essential staff may necessarily be different this year than in past
years.</span></p>
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<span style="font-size:13.0pt; line-height:120%"> </span></p>
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<span style="font-size:13.0pt; line-height:120%">Employees who currently work on campus but are not designated as “weather essential” are encouraged to use their judgement about safe travel and family needs during severe weather conditions and are expected
to keep their supervisor informed. Employees may use appropriate forms of their accrued paid leave for the time they may be absent from work.</span></p>
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<span style="font-size:13.0pt; line-height:120%"> </span></p>
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<b><span style="font-size:13.0pt; line-height:120%">Mike Rounds</span></b></p>
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<span style="font-size:13.0pt; line-height:120%">Vice Provost for Operations</span></p>
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<span style="font-size:13.0pt; line-height:120%"> </span></p>
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<span style="font-size:13.0pt; line-height:120%">cc: personnel-related staff</span></p>
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