From: Elliot Hirshman, Provost and Senior Vice-President for Academic Affairs
Members of the Council of Deans
Professor Tim Topoleski, President, Faculty Senate
Professor Bruce Walz, Chair, APB Committee of the Faculty Senate
We are writing regarding additional issues associated with pandemic flu and instructional continuity. In an earlier message, we emphasized the critical role instructional continuity plays in ensuring students’ academic progress and the university’s financial stability. We also described important procedures for using remote instruction to ensure instructional continuity in the event of a campus closure (see “Suggestions for Instructional Continuity in Case of an H1N1 Outbreak”).
The anticipated H1N1 virus outbreak may result in significant faculty, staff and student absenteeism, even if campus closure is not necessary. The purpose of this message is to provide guidance regarding appropriate procedures for instructional situations involving higher than normal absenteeism. This guidance is motivated by the guideline of the Centers for Disease Control that those suffering with flu or flu-like symptoms should self-isolate until at least 24 hours after they no longer have a fever without the use of fever-reducing medications. Additional communications regarding research continuity and continuity of administrative functions will be forthcoming separately.
Student Absenteeism and Required Classes, Exams, and Assignment Deadlines
Given the referenced guideline on self isolation, we recommend that faculty members be as flexible as possible regarding deadlines for class assignments, requirements for class attendance, procedures for make-up examinations and in granting incompletes when necessary. Faculty members are urged to set up simple procedures by which students can inform them of their need to self isolate when they are suffering flu or flu-like symptoms. Similarly, faculty members should not require a doctor’s note to explain absences. Since the process of obtaining a doctor’s note may unnecessarily expose other members of the community to the H1N1 virus and because most people will recover from the H1N1 flu, University Health Services (UHS) will encourage students to seek medical advice via phone unless exhibiting warning symptoms or complications from pre-existing health concerns.
In this context, it is important to be aware that UHS will not be providing doctor’s notes to students displaying flu or flu-like symptoms.
Faculty members should also consider how they will make course material available to students who are self isolating due to the flu. Techniques for remote instruction, described in our prior message, may be especially useful in this context.
To ensure clarity, faculty members may wish to convey information on the above-referenced issues, as well as relevant material below, in an addendum to the course syllabus.
Faculty Absenteeism
Given the possibility that faculty members will be affected by the H1N1 virus or will have to care for family members who are affected by the virus, plan in advance for these possibilities. In some circumstances, faculty members may plan to substitute for each other in courses (i.e., collegial support). Alternatively, faculty members may be able to use methods of remote instruction to communicate with students even if they themselves can not come to campus.
Teaching Assistant Absenteeism
Following the guidelines for sick leave in the Graduate Assistant Handbook, absences for teaching assistants affected by the H1N1 virus should be covered collegially. Sick days should be recorded on time sheets using the UMBC standard time sheet codes.
Supervisors should be aware that there will be cases when teaching assistants will be absent from work for more than five days because of the flu and that these teaching assistants may not have a doctor’s note. For more information about sick leave procedures, contact the associate dean of the Graduate School.
Cancellation of Individual Class Meeting Periods
There may be circumstances in which, due to faculty illness, teaching assistant illness or the absence of a large number of students, the cancellation of individual class periods is necessary. Faculty members should confer with their department chair regarding these circumstances and determine the best course of action. Analogous to the Inclement Weather Policy, information regarding the closure of the entire campus will be posted on the UMBC homepage and myUMBC.
Additional Considerations
The substantial uncertainty associated with the H1N1 virus makes planning extremely challenging. Preparing to use the techniques of remote instruction, preparing for faculty and teaching assistant absences, being flexible with respect to requirements and identifying other important circumstances (e.g., the equipment and other materials necessary to carry out remote instruction, courses that do not easily permit remote instruction) will allow us to do everything possible to ensure that our students make academic progress despite the challenges of the H1N1 pandemic.
In addition, we will continue to update you regarding any changes in the status of the Centers for Disease Control guidelines. Thank you for your efforts in ensuring the continuity of our academic program and for your support of our students.
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