Faculty and Staff FAQs
Getting Ready to Work from Home
Olin General Services
Olin Information Technology
Posted June 10, 2020, at 8:42 a.m.
Volunteer to be an SMP mentor
Want to give incoming students a warm Olin welcome? Sign up to be an SMP mentor! It’s a great opportunity to get to know a small group of students and support them as they get used to their new school. Get the details here or sign up here.
Posted April 21, 2020, at 4:26 p.m.
Fall Timelines for Grad Students
Plans for MBA Program
Start MBA program in late August instead of June; move the summer global residency to the spring (A or B). That includes Washington DC, Barcelona, Paris, and Peru (or other locations…).
Offer the VBDD course in early fall. Teams and communication courses will be offered during fall. Patrick and Ashley are working out the details with the relevant faculty and the MBA committee.
Calendar for SMP Students
Posted April 15, 2020, at 3:14 p.m.
Community Resources and Ways to Help
Jacqueline Slack Carter shares this message, including links to community resources and ways you can help if you're looking for a way to get involved. She writes: "In reference to the town hall, today, here is a list of different ways people can assist in the community or get resources."
"#314Together movement connects small businesses during coronavirus pandemic" via KSDK; movement on Facebook and Instagram "serves as a virtual, centralized place to unify and inform the community of ways they can continue to support businesses as coronavirus physically isolates so many of us."
"COVID-19 Giving Guide: How to Donate to Reach the Most Marginalized" via Forbes; "It’s critical, therefore, that we make sure to support those who face layers of marginalization with our dollars in this moment."
Meals to the Frontline Health Care Workers; "help feed healthcare workers and support restaurants.
SAGEConnect: "Join SAGE as we match LGBT elders with community members and allies who want to connect during this time of crisis...Sign up to participate in a 15-minute call, once a week, for the next six weeks."
"Take Action to Protect Unhoused Folks During the COVID-19 Outbreak" via National Coaltion for the Homeless; includes an easy portal for emailing demands to your representatives
"How you can help local food pantries during coronavirus pandemic" via KSDK
"YMCA partners with St. Louis Area Foodbank for for emergency relief donations" via KSDK
Heat Up St. Louis: donate to help provide assistance with utility bills for seniors and others in need of assistance
Face Shield Initiative STL: "In response to the quick and drastic needs of our local healthcare workers, the community of St. Louis makers and makerspaces have united to help fabricate much-needed hardware for nurses, EMTs and doctors."
St. Louis Equal Housing and Community Reinvesting Alliance: call for moratoriums on evictions, foreclosures, loans, and more due to the COVID-19 crisis
PrepareSTL is a campaign to "help prepare all St. Louisans for the effects of the COVID-19 response, how to stop its spread, and how to survive the pandemic physically, emotionally and economically."
Facing COVID-19 Together via PROMO; hub includes list of COVID-19 LGBT Older Adult Resources, Health Resources, Mental Health Resources, Recovery Resources, Food Resources, Financial Resources, Family and Youth Resources, and Additional LGBTQ+ Resources
WEPOWER resources hub; "The economic, health, and educational injustices that poor people and communities of color have been bearing the brunt of for centuries are now exacerbated by the brutal reality that these systems were never designed in service of them. Now is the time to act collectively to provide rapid responses and immediate services while also demanding long-term systemic change."
Operation Food Search: Emergency Response 2020 - "In addition to continuing our regular food distribution serving 200,000 people a month, we are providing emergency food packs to numerous school districts, independent schools and community sites."
Posted April 13, 2020, at 4:38 p.m.
Updates from Dean Mark Taylor
Diversity Committee. We have appointed members to the Olin Diversity and Inclusion Committee. Refer to my email this past week, and Olin in a Minute on Friday, for the names. The committee will serve in an essential role to help shape the future of diversity, equity and inclusion at Olin, by fostering a culture of belonging and contributing to the strategic priority of creating a world-class organization that attracts, retains, empowers and includes a diverse population.
Olin Kudos. Tip o' the hat to Elanor Williams for earning the AMA-EBSCO Annual Award for Responsible Research in Marketing. The award honors outstanding research that produces credible and useful knowledge that can be applied to benefit society. Why, that fits right in with the Olin brand, doesn't it? Congrats to Elanor.
Words of Thanks. This is a reminder that you can email words of gratitude to be displayed on the digital signs in the Knight Center for healthcare workers who are staying there through the crisis. Send your remarks to email@example.com
Virtual Commencement. All upcoming, in-person graduation ceremonies have been canceled, of course, for the reason you all already know. To acknowledge students' academic achievements, we're hosting virtual recognition events on the same day and at the same times our traditional graduation ceremonies were scheduled.
Shakespeare at Olin. Our annual Shakespeare at Olin event continues. The virtual event will be on Facebook Live on April 16 at noon. I hope you will join me—and the most genial Dean’s Players—as we pay tribute to the Bard of Avon.
Summer CEL Projects. Peter Boumgarden and Steve Malter are working with staff, faculty and community partners to develop a series of meaningful experiential learning opportunities for undergraduate and graduate students this summer. These experiences would provide valuable experience and stories for students who, as a result of the circumstances, could not land summer internships.
Next Academic Year. Thank you to the area chairs and academic directors for all of the work you are doing on the various contingency plans for all of our programs. Work is ongoing as we discuss all the potential schedule updates recognizing that we still really don’t know how this pandemic will play out over the next few months.
HBR Article for Discussion. Take a look at this piece from Harvard Business Review: “Right now, the coronavirus pandemic is forcing global experimentation with remote teaching. There are many indicators that this crisis is going to transform many aspects of life. Education could be one of them if remote teaching proves to be a success.” We’ll be having quite a few discussions soon about the opportunities and challenges for WashU Olin post-COVID.
Next Week’s Staff Engagement. Plan to attend the virtual town hall Wednesday at 1 p.m. This week’s topic is: What are the good things coming out of this pandemic? Service to others? Time with family? The next Olin Half-Hour Happy Hour is Friday, April 17 at 4 p.m. Invite your people to play “show and tell” by sending photos of what they’ve made, baked, built, created, acquired or cooked (with a short summary) to firstname.lastname@example.org.
Posted April 13, 2020, at 8:22 a.m.
Free Project Management Courses
Lara Harris shares this: "Apparently PMI is offering three free courses online right now. They are worth checking out. If you are interested, take advantage now as these three courses together could run you over $1000. Project Management Institute (PMI) is the world's leading association for those who consider project, program or portfolio management their profession. PMI certifications are globally recognized and are sometimes even required qualifications for a wide range of jobs. Olin pays for all faculty and staff to have Microsoft Project. You just need to contact WUIT to request the download.
Posted on April 2, 2020, at 8:52 a.m.
Updates from Dean Mark Taylor
A Great First Week. Thank you all, and please extend my thanks to your teams. This past week was a tremendous achievement. We have 115 faculty teaching hundreds of classes across numerous time zones to thousands of students. We have staged a number of research seminars. I cannot overstate the magnitude and complexity of this achievement—a process that’s been aided by keeping schedules the same. The work is continuing. We are, as a school, adapting to new and challenging circumstances in this extraordinarily difficult time. And by all reports, we’re doing it very well. Everyone is due tremendous commendation for their work.
Kudos to the CDE. In particular, I’m grateful for the school's foresight and for the foresight of the senior leadership team and the National Council for investing in and standing up the Center for Digital Education. The CDE team has done extraordinary work to help the faculty, staff and students rally together to make this week happen. This is a global crisis and we have to respond as a global school really should.
Please Stay Off Campus. The university wants students, staff and faculty to stay off campus. Key cards will still allow access to your buildings, but the message is clear: Remain off campus until informed otherwise. Staff and faculty should come only in extreme need; students should not be on campus at all. As noted in Hank Webber’s recent message, we’re remaining in alternative operations until April 22. See Staff/Faculty Campus Groups page for more info.
AACSB Visit. The three international deans representing AACSB for Olin's re-accreditation had a very good virtual visit Olin. The deans (from Germany, Australia and South Africa) were impressed with Olin's finances and programs, and our ability to go online as a result of our investments in digital education, as well as our all-round innovative approach—including being the first business school to do a virtual accreditation visit—and how well Olin has integrated its strategy with its finances and its implementation plans. Kudos to everyone who participated!
Exams for Students. First and foremost, we need to trust and reinforce the Olin Code of Academic Integrity. That being said, this webpage presents a list of different approaches and tools for delivering exams remotely. The webpage was developed by Nina Kim from the CDE in collaboration with our faculty members John Horn, Andrew Knight and Raphael Thomadsen. Please read through the different options, evaluate the advantages and disadvantages of each approach, and consider the combination of resources that fits your course the best. The CDE will deliver Zoom training sessions for administering online examinations. Times are on the website.
Virtual Town Hall. Our 30-minute town hall with Dean Taylor continues on Wednesday at noon. We’re alternating times each week to make sure everyone can make it at least every other week (teaching schedules are tough). Details are in everyone’s Outlook calendar. During these 30 minutes of Olin community time, we’re keen to see faces, families, dogs and cats, lunches and work environments. But please impress on team members to maintain a professional work environment as much as possible. That’s how we’ve made our first full week a success.
Community Building. During the town hall, we’re asking team members to share examples of how they’ve kept their teams connected during this time. What strategies have you employed that others can try? Also: be on the lookout for information about the Olin Half-Hour Happy Hour on Friday at 4 p.m.
EMBA Classes. We have made the decision to move this class back to the fall. The students enrolled in this class will join those who would have been in Class 57 and they will be Class 56. Meanwhile, the EMBA Shanghai class that was due to start in May will also be pushed back. A specific date has not yet been decided.
Stay Safe. Be Well. It goes without saying that we all need to be careful, but please impress on everyone not to let being at home lull them into a false sense of security. The health and well-being of every member of the Olin community is paramount as we work to flatten the curve and get through this crisis safely.
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.