Faculty and Staff FAQs
Getting Ready to Work from Home
Olin General Services
Olin Information Technology
Posted on March 23, 2020, at 1:58 p.m.
Hold on Parking Permits
WashU’s Parking and Transportation to allow a hold on parking permits: Do you pay for a parking permit on campus? Did you know that Parking and Transportation is allowing faculty and staff to place a hold during this telecommuting transition? Employees can request a hold using this form on monthly deductions until work resumes on campus again.
Posted on March 23, 2020, at 1:43 p.m.
Zoom Toolkit from the CDE
You are in full Zoom mode preparing for your first day of class this week! The CDE has gathered our most useful resources (attached) and compile a Zoom Toolkit for you that we think will help you during meetings. Here is a link to a Box folder with the toolkit. The Zoom toolkit includes:
The Pre-Meeting Slides for your PPTs - Remember those landing slides at the beginning of our trainings? You can use those with your students, in fact, if you do, you will significantly cut down on questions and hardware problems. Simply open the PowerPoint and copy those slides right into your own.
The Zoom Student Start-up Guide - We've created a short document that you can provide to your students that tells them how to properly sign in, troubleshoot their own audio/video, and how to participate during meetings.
The Zoom Meeting Checklist - Just like pilots have a pre-flight checklist, we've created one for you so that you'll know your meetings are "cleared for take-off!"
Instructor Zoom Cheat Sheet - We don't expect you to remember everything from our trainings, so here is your two-page reminder of all the most important things. Keep this one handy.
Our new Zoom FAQs:
You asked some really great questions during training last week and we have compiled them along with their answers in a FAQ Google Doc that we will continue adding to as new questions arise. Please check this out if you have a Zoom inquiry, we've probably got you covered (potentially with screenshots!).
A few announcements and reminders:
Don't forget that our Virtual Zoom Office Hours are still happening this week! Since today is the first day of class, we will be extending them to between 1 p.m. and 4 p.m. today. Join our VZOH at this link this afternoon.
Check out our Olin Zoom Support page to view our archived training recordings as well as to see new training that will be available later this week.
Coming soon: Kaltura training (how to upload recordings from Zoom, how to record your own videos!)
Don't forget that if you need immediate Zoom help, the Olin AV team is on it! If you haven't already, you might want them on speed dial: (314) 935-8864
Please contact the CDE at email@example.com if you have any questions.
Posted March 20, 2020, at 10:52 a.m.
Update on Accounting Procedures
Submit supporting documentation for payment or reimbursement to your accounting assistant electronically when possible, including the appropriate department approval. If documentation cannot be sent electronically, you may submit via campus mail, but please be aware that payments will be delayed.
Reimbursements can be made for airline cancellation fees or non-refundable tickets, with the exception of cases where the airline provides a credit toward future travel. In order to reimburse, we will need documentation from the airline.
Travel Report Signatures/Approvals – Any of the following will be accepted
Scanned ink signatures
Scanned or electronic signatures w/audit log
An email from approvers stating, “This email serves as my signature/approval for the attached XX Form.” Supporting documentation must be attached to all email approvals.
Note: OSRS/SPA will accept email with documentation forwarded by the DA, or from the PI directly.
Before booking future travel, please get confirmation of the refund policies for airline tickets, conference registrations, and hotels.
Department Heads: Please review your budget and evaluate whether adjustments should be made, given the change in our operation. Inform your financial analyst of any revisions to your current fiscal year projected spending.
As always, please reach out to Sue Dunn (firstname.lastname@example.org) if you have any questions or you need assistance.
Posted March 19, 2020, at 8:07 a.m. (this section updated again at 11:08 am.)
Operation at Olin During COVID-19 Work-at-Home
Beginning Monday, March 23, Olin Operations Services will be conducted as follows:
Access Control: Beginning Friday, March 20th at 5 p.m.
For the safety of our community, faculty and staff should strictly avoid coming to campus until further notice, unless absolutely necessary. Olin’s buildings will be placed into the school break default mode. This will allow Olin to quickly identify who is in the building in an emergency. Faculty and staff will be able to access their building(s) 24/7 for essential functions but should strive to stay away from campus. Although instructed not to come to campus, students can access their school’s buildings 24/7, but cannot access any other school’s buildings.
Group study rooms and classrooms will be locked to discourage unauthorized student use. Please direct inquiries regarding classroom use to General Services to ensure adequate facilities and/or AV support is available.
Access to buildings will require a swipe of your campus ID.
Please continue to submit swipe access and key requests using the appropriate form on the General Services website.
Questions regarding access control can be directed to Shante Redden at email@example.com.
Mail Service and Package Receiving (FedEx, UPS, Amazon, Courier Services)
Campus Mail is an essential service and will continue with altered pickup/delivery sites. Please direct package delivery services to the appropriate mail receiving location.
Knight Center and Knight/Bauer Halls
Monday and Wednesday mornings, mail will be delivered to Knight Hall 541 for pickup.
Tuesday, Wednesday and Friday, mail will be held at the Knight Center front desk for pickup. If there is no associate at the desk, knock on the office door for service.
Contact the Knight Center for additional assistance during business hours: 314-933-9400
Please contact Sue Ugalde (firstname.lastname@example.org) if you wish for your mail to always be held at the Knight Center front desk or to discuss alternate pickup/delivery plans if your department does not plan to send anyone to pick up mail/packages.
Mail will be delivered to the Faculty Lounge for pickup.
Contact General Services for additional assistance during business hours: 314-935-7788.
Please contact Sue Ugalde (email@example.com) if you wish for your mail to always be held in the General Services offices or to discuss alternate pickup/delivery plans if your department does not plan to send anyone to pick up mail/packages.
Olin’s General Services Team will offer reduced on site services. Hours of support are subject to change based on Olin Community needs.
Please continue to contact Olin General Services at 314-935-7788 during core business hours for urgent requests. Please continue to use the forms on the Olin General Services website to submit various Facilities, Cleaning and General Services requests: https://sites.wustl.edu/olings/forms/
Please continue to use the forms on the Olin General Services website to submit various Facilities, Cleaning and General Services requests.
WFF and FLIK will continue custodial/cleaning services, although likely on an altered schedule. Both companies have increased their cleaning efforts in compliance with CDC recommendations and their respective corporate protocols regarding sanitation in the event of group/community illness.
For specific cleaning requests, please continue to use the form on the Olin General Services website to submit Cleaning requests.
All Olin Dining Outlets will be closed for the duration of the University’s COVID-19 protocols
CFU Facilities Planning and Management will continue operations as normal at this time.
For emergency Facilities issues, please contact Facilities Customer Service at 314-935-5544. For non-emergency maintenance requests, please continue to use the forms on the Olin General Services website to submit requests.
Posted March 18, 2020, at 1:03 p.m.
Answering Your Office Phone by Computer
This is possible! Scroll down to the "work at home" section below and look for the instructions on answering your office phone on your computer ("In addition to forwarding your phone"). This is an option if you did not forward your office phone to your cellphone.
Posted March 18, 2020, at 8:23 a.m.
From Parking and Transportation
After reviewing the alternate operations plan outlined by the university, Parking and Transportation believes the need for parking on the Danforth Campus will be minimal through April 5, 2020. That being said, we will switch our “open park” operations, effective immediately through 7 a.m. on April 6. During this timeframe, parking in yellow permit or visitor designated spaces is allowed without permit/payment. More information here.
Posted March 17, 2020, at 2:09 p.m.
WCC support for securing speakers for virtual classes
The Weston Career Center’s Corporate Relations team will be working closely with faculty to…
Continue to support current plans for faculty to have in classroom speakers via Zoom and/or video.
Work with external speakers to utilize Zoom or pre-record as necessary.
By request, secure additional speakers for online Zoom classroom/video speaking engagements.
Reach out to Jessica Martsolf, firstname.lastname@example.org or 314-935-3471, or Dorothy Kittner, email@example.com or 314-935-6365.
Jessica will plan to work with your respective faculty support member to help with the process as needed.
Posted March 16, 2020, at 11:03 a.m.
Coronavirus disease (COVID-19) fact sheet
What to do if you are sick with coronavirus disease 2019 (COVID-19) (fact sheet)
Posted March 16, 2020, at 10:56 a.m.
Washington University Research Community,
As the novel coronavirus (COVID-19) continues to spread, we’re taking great care to ensure the health and well-being of our entire Washington University community as we work to maintain essential research and business operations. I want to let you know about our efforts to assist you during these challenging and rapidly evolving times.
In collaboration with university leaders, the Office of the Vice Chancellor for Research posted guidance and FAQs to help address your questions and prepare for changes that may affect your research. You can find this information here.
The guidance, which will be updated as new information becomes available, covers advice on:
Continuity planning for research operations
Human subjects and clinical research, including information from the Human Research Protection Office
Research involving animals
Undergraduates involvement in research
Sponsored projects including information from federal agencies, such as NIH and NSF, regarding grants and funding
Other key sources
A virtual Town Hall is scheduled for Wednesday, March 18 from 11:00 am to noon to hear from you and answer your questions about research operations. Questions may be submitted in advance here. Representatives from Washington University Emergency Management, Environmental Health & Safety, Human Research Protection Office, Sponsored Projects Accounting, Clinical Research Office, Joint Research Office for Contracts, Office of Sponsored Research Services and the Division of Comparative Medicine also will give short presentations and will be available to answer questions.
We are strongly recommending that your research group/lab develop continuity plans in case research personnel are unable to come to work or the situation here in St. Louis worsens. Advice on how to develop a continuity plan is posted on the OVCR website, and each school at Washington University may decide to make these mandatory, or may ask for different information, depending on the type of research that occurs in each school. In addition, Emergency Management is conducting workshops to help you make continuity plans to help minimize disruptions to your research, in the event that some personnel are unable to come to work. A schedule of the workshops is here, and we encourage you to register.
If you do human subjects research and/or clinical trials, new guidance has been posted on the OVCR website (link). We are recommending: screening participants by phone prior to their visit; moving as much as possible to remote access; and postponing non-essential visits.
We appreciate your understanding and attention as research guidance can change rapidly as the COVID-19 situation evolves. Also, please continue to follow updates and FAQs from Washington University on the coronavirus.wustl.edu website.
Please contact my chief of staff, Johnnie Cartwright (firstname.lastname@example.org) if you have questions or concerns regarding your research.
I thank you for your cooperation and support as we work to map out our path forward.
Jennifer Lodge, PhD
Vice Chancellor for Research
Update as of March 16, 2020, 8:48 a.m.
As schools are starting to cancel and government entities are recommending social distancing, we want to ensure that our community is taking appropriate measures to safeguard the well-being of the Olin community.
Due to the extenuating circumstances related to COVID-19, employees may request a short-term virtual work arrangement for the remainder of March. Before working remotely, connect with your supervisor to discuss the arrangement and any questions you might have.
When working virtually, you will be expected to maintain the same office hours, participate in all regularly scheduled meetings and be easily accessible via email, phone or Microsoft Teams chat (if your team utilizes this tool). Please use Zoom to conduct meetings when needed. Also, make sure that you have reviewed how to use the WashU VPN and update your call forwarding and voicemail to be sent to email.
Olin HR is working on an overall Olin telecommuting FAQ as well as an official process with Central HR for telework.
Please note, the university will be providing additional related information and guidance for faculty and staff soon.