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Academics

Faculty | Students | International Students | Study Abroad Students | Grad Students | Commencement | Resources | Research |

With new cases of COVID-19 confirmed in Florida every day, this decision prioritizes the safety and well-being of our campus community members – many of whom have traveled during spring break. It also aligns with guidance from the Florida Board of Governors and the steps all public universities in Florida are taking.

As a leader in online learning, UCF ensures that students have the tools needed to succeed and continue on their path to graduation. Learn more about how we’re innovating distance learning.

The University of Central Florida and all state universities extended remote instruction through the end of the Spring 2020 semester, under official direction from the Florida Board of Governors, which oversees the State University System. Additionally, UCF will continue with remote instruction through all summer semesters.

UCF and the State University System Board of Governors are reviewing all student services and the impact of moving to an online platform for the remainder of the semester.  Since the COVID-19 situation is an unprecedented event that affects students, faculty, and staff across all of Florida, any operational and financial decisions are being made with the greatest concern to all impacted.

UCF will share more information as soon as it becomes available. Please be patient as we all work through this very difficult and ever-changing situation.

Faculty

All course content will be delivered in Webcourses@UCF, even synchronous content facilitated through Zoom. To notify students of any changes, you may consider posting updates in the Announcements tool, updating the syllabus, or sending communications via Webcourses@UCF.

There are several resources to help faculty with this transition.

1. Review the new “Keep Teaching” website (https://dl.ucf.edu/keepteaching), which offers options to help you move courses online as simply as possible. Resources include self-paced training on online course essentials.

  • Watch the “Getting Started” workshop video. A recorded session will be available on the “Keep Teaching” website before the end of this week. If it is not posted when you access Keep Teaching, please continue checking as the site is periodically updated.

2. Consider joining additional workshops next week that will allow faculty to ask questions. While these sessions will be offered live at the Faculty Multimedia Center (Main Campus, CB1-202), faculty are encouraged to follow physical distancing guidelines and attend remotely:

— Tuesday, March 17, 3-4 p.m.

— Wednesday, March 18, 2-3 p.m.

— Thursday, March 19, 10-11 a.m.

— Friday, March 20, 2-3 p.m.

No registration is required. Each workshop will be live-streamed on the “Keep Teaching” website (https://digitallearning.ucf.edu/newsroom/keepteaching/) and recorded for review. Additional workshops will be scheduled as needed.

3. Consider “open lab” assistance. The Webcourses@UCF support team will be on-site in the Faculty Multimedia Center (CB1-202) for individual walk-in support this week and next. For remote support sessions, please set an appointment via https://cdl.ucf.edu/support/webcourses.

Contact Webcourses@UCF Support for any questions about Webcourses@UCF, Panopto, Zoom, Materia, or Obojobo.

That is your choice as a faculty member. If you choose to stream your lectures synchronously to students, we recommend that you use Zoom. If you are already using tools such as Conferences or Panopto, you may continue to do so. Alternatively, you can use one of those tools to record a lecture in advance and provide a recording for students to watch later. For large courses, we recommend recording your lectures so that students may watch them asynchronously.

If you are able to, continue using the communication methods you have defined in your syllabus. If the communication methods you have defined in the syllabus are not viable during this situation, we advise using the inbox in Webcourses@UCF.

Yes. All faculty-led study abroad programs scheduled for spring and summer 2020 are canceled. UCF Abroad will work with students to refund program costs.

For faculty members, UCF Abroad will work with you to close out your trip, including communicating with students, working with overseas partners and considering the possibility of rescheduling the trip for a later time. Faculty and staff should contact their college’s dean regarding reimbursements for canceled study abroad trips.

Contact Student Accessibility Services for any accessibility concerns or accommodation questions at sas@ucf.edu or 407-823-2371.

All on-campus events have been canceled until further notice. However, speakers may continue to participate virtually through online platforms, which are available to faculty including Zoom, Skype and Teams.

The Division of Digital Learning has created a Keep Learning page for students. In addition, a Keep Learning link has been added to all online courses in Webcourses@UCF that will direct students to that page for information.

For faculty who offer quizzes and exams online, the university offers two options for test proctoring: ProctorHub and Respondus LockDown Browser.

For first-time users interested in a simpler proctoring system, consider using ProctorHub. If you are interested in using LockDown Browser, we encourage you to contact Webcourses@UCF Support.

Yes. Due to the transition to remote instruction, plan to convert any exams or assignments to the online environment. Use tools like discussions, assignments and quizzes to offer graded assessments online.

Log in to the UCF LinkedIn Learning portal using your UCF NID login credentials.

Students

Charter Communications will offer free Spectrum broadband and Wi-Fi access for 60 days to households with K-12 and/or college students who do not already have a Spectrum broadband subscription and at any service level up to 100 Mbps. To enroll call 1-844-488-8395. Installation fees will be waived for new student households. For more information, read Charter’s press release here.

Student Accessibility Services is in direct communication with your faculty members and is advising on methods for providing reasonable accommodations. As SAS explores options and assesses possibilities with faculty, they and students are welcome to contact sas@ucf.edu or call 407-823-2371.

Students should practice physical distancing as much as possible at this time and not return to campus.

Individual departments are working directly with their students to help them find ways to best fulfill their clinical, internship or other requirements so they’re disrupted as little as possible while following the best guidance from health officials. Please refer to your respective college’s announcements for further information.

There are several ways to save money at the Bookstore:

  • First Day Program – Course materials are delivered directly through WebCourses@UCF at the lowest market price and billed to your UCF student account.
  • Price Match Program – Save on new and used textbook purchases and used rental being sold directly by BN.com, Amazon or local off-campus competitors. Visit the bookstore website for more details.
  • Used Textbooks – The Bookstore has the largest selection of used UCF textbooks which is a savings of 25% off the new price.
  • Digital Titles – Save up to 80% on hundreds of available titles.
  • Rental – Save up to 80% on new and used titles.

If you are not on campus and have rented textbooks, they can be returned free by shipping back via UPS. Below are easy step-by-step Rental Return instructions. You will need your order number to print the UPS shipping label. This can be found in the confirmation email from your online order OR if you rented your textbook in store, find it in any of your rental reminder emails. The UPS label can be printed on or before your Charge Date.

If you have access to your textbooks: Rentals can be shipped back to the store free of charge. Use the return label associated with your campus below.

If you do not have access to your textbooks: To accommodate you during these challenging times, the rental return deadline for the Spring 2020 Semester has been extended to June 15, 2020.

To accommodate students during these challenging times, the rental deadline for the Spring 2020 Semester has been extended to June 15, 2020.

Find your upcoming semester course materials through my.ucf.edu > Student Self Service > My Class Schedule. For the Summer 2020 Semester, you have a couple of options for textbooks and other course materials:

  • Choose a digital format and get instant access
  • Get new, used or rental textbooks with free shipping (please note that delivery times may be longer than usual)

UCF is postponing registration for the summer and fall semesters by one week. Registration will now begin Thursday, March 26.

If you have questions about these changes, please email the Registrar’s Office at registrar@ucf.edu. Check the academic calendar and UCF’s coronavirus website for ongoing updates.

Summer 2020 semester: Many due dates have been extended through late July for students with financial aid. For those who do not already have a deferral, the deadline has been extended from May 22 to June 5, 2020.

International Students

Temporary transition to online classes will not negatively impact the F-1 or J-1 status of international students. If you have specific concerns regarding your status, please call UCF Global at 407-823-2337 to speak with an immigration advisor.

For more frequently asked questions for international students, visit global.ucf.edu/coronavirus.

Yes. As long as you remain enrolled in your classes and are actively engaged in your Spring 2020 online coursework your SEVIS record will remain active. You may take the remainder of your Spring 2020 classes online without any negative impact for your F-1 or J-1 status.

For more frequently asked questions for international students, visit global.ucf.edu/coronavirus/.

Yes. IEP students should check their Knights email for more information regarding the continuation of their classes.

No, there are no changes to international students enrolled at UCF, either directly or through exchange programs.

Remote instruction will continue through all summer semesters. UCF Global will communicate with admitted students to provide additional guidance.

We are aware that many U.S. consulates have cancelled visa interviews due to COVID-19. You may contact the U.S. consulate to reschedule your visa interview according to the instructions provided on the consulate’s website once they resume normal operations.

For more frequently asked questions for international students, visit global.ucf.edu/coronavirus/.

Your UCF Global Immigration Advisors are here for you! Please call UCF Global at 407-823-2337 to schedule a phone or skype meeting with an advisor.

For more frequently asked questions for international students, visit global.ucf.edu/coronavirus/.

Study Abroad Students

Out of an abundance of caution, UCF has canceled all faculty-led trips, international exchanges and participation in partner programs for students and faculty and staff members for the spring and summer semesters.

Following Board of Regents policy, UCF Abroad collects a $350 fee on all study abroad programs. The university will refund all effected students.

Students should contact their vendor directly.

Grad Students

The College of Graduate Studies will temporarily accept electronic versions of the thesis and dissertation forms with electronic signatures. Unless otherwise specified by the committee chair, the candidate is responsible for obtaining signatures on approval forms from the committee members. Approval forms can be accessed through the thesis and dissertation services website. Please submit signed approval forms to editor@ucf.edu.

As of March 18, all teaching and most university operations went remote. Candidates should contact their committee chair to arrange for the thesis or dissertation defense remotely. Zoom, Skype and Teams are all options available to the committee. This is a temporary procedure while the campus is on remote status.

The College of Graduate Studies is working to move required integrity training workshops to an online format so students can still meet their requirements. More information about the workshops will be posted as they are scheduled. Check the Pathways to Success website for updates.

Students should check with their programs. If graduate programs wish to use ProctorHub (which would also include Zoom) for their qualifying or candidacy exams, they can make a request for a special web courses section.  A designer at CDL will then follow up to help set it up.

UCF is postponing registration for the summer and fall semesters by one week. Registration will now begin Thursday, March 26.

If you have questions about these changes, please email the Registrar’s Office at registrar@ucf.edu. Check the academic calendar and UCF’s coronavirus website for ongoing updates.

Commencement

UCF hosted a series of virtual commencement ceremonies on Saturday, May 2 on the university’s Facebook and YouTube pages. Each ceremony featured the name of every graduate from that college. Our special commencement speakers included UCF alumni Shaquem Griffin ’16 and Shaquill Griffin ’16 of the Seattle Seahawks.

We will be rescheduling our in-person spring ceremonies when it is safe to do so. Information will be shared with the campus community via email and posted on social media.

Yes, you may request a refund for your cap and gown at www.herffjones.com/collegereturns.

Students who receive their cap and gown shipped to their home address will also receive a return shipping label. You will just need to place your rental items in the box that it was shipped to you in, seal it up, place the return label on it and drop the package off at any local FedEx drop off.

  • Bachelor students will need to return their gown.
  • Masters students will need to return the gown and hood.
  • Doctoral students will need to return the gown, tam and hood.

For all other questions or concerns, please contact your Herff Jones Representative by calling 904-641-4060 or emailing SteveSmithAssociates@herffjones.com

We do not sell our custom rental gowns that you rent for graduation. You may purchase custom academic regalia by visiting Barnes & Noble at the UCF Bookstore once they reopen.

Yes, you may request that your cap and gown be shipped to your home address at no additional charge at www.herffjones.com/collegereturns

For all other questions or concerns, please contact your Herff Jones Representative by calling 904-641-4060 or emailing SteveSmithAssociates@herffjones.com

The governor’s “Safer At Home” order is in effect at this time, and public health officials are advising against any non-essential travel. While we understand that commencement is a momentous occasion for our students and their families, coming to campus to take graduation photos does not meet the threshold for essential travel.

We’re all looking forward to the time when it’s safe for our community to return to campus. That time will come sooner for everyone if we continue staying at home and social distancing efforts.

Your package will include a return shipping label. You will just need to place your used rental items in the box that it was shipped to you in, seal it up, place the return label on it and drop the package off at any local FedEx drop off.

  • Bachelor students will need to return their gown.
  • Masters students will need to return the gown and hood.
  • Doctoral students will need to return the gown, tam and hood.

For all other questions or concerns, please contact your Herff Jones Representative by calling 904-641-4060 or emailing
SteveSmithAssociates@herffjones.com

In the event that commencement is canceled, all gowns are to be returned by August 1, 2020. However, if commencement is rescheduled, gowns will be due back 2 weeks after the ceremony.

For all other questions or concerns, please contact your Herff Jones Representative by calling 904-641-4060 or emailing SteveSmithAssociates@herffjones.com

Once the UCF Bookstore is allowed to reopen, they will have plenty of extra items for purchase, and you may do so at that time.

If you made your donation through a campaign on a website page (the foundation, alumni or givecampus sites) the cords were mailed out on Friday, April 24, and will arrive the week of April 27. If you can made your gift through ordering your cap and gown directly, Herff Jones can mail them to you with cap and gown items. You can call Herff Jones FAQ at 904-641-4060 and mention that you’d like your class gift cord. If you are already having your cap and gown sent to you for photos, it’s included with the package if you made a donation.

Resources

Library

Services for faculty are conveniently located at https://library.ucf.edu/services/services-for-faculty/. Many of these links are self-help guides, and some require contact with a librarian subject liaison. Librarians will respond as quickly as possible to any email requests.

Visit this webpage for more information about the library’s resources during this time.

Over 98% of the UCF Libraries’ journal subscriptions are full text and searchable online. More than 500 online databases cover all major subject disciplines. These resources are available at: https://library.ucf.edu/find/articles/

All online library information resources are available to the UCF community regardless of which location (such as the Rosen College Library, The Curriculum Materials Center, the UCF Downtown Campus Library, and UCF Connect locations) a student or faculty member uses.

Visit this webpage for more information about the library’s resources during this time.

The UCF Libraries collection includes 220,000 e-books and even more electronic documents.

To access:
  1. Go to https://library.ucf.edu/
  2. Click on the tab “Books/Catalog.”
  3. Enter a search term and then filter results by “UCF ONLINE.”

UCF Libraries offers Ask a Librarian and virtual research assistance services through https://library.ucf.edu/ask/.  Click “Chat Now” and you will be greeted by a live librarian (not an automated bot).

Academic Advising

Advising offices will remain operational. However, to align with university’s priority to keep students, faculty, and staff healthy, advisors will not meet with students in person until further notice. In order to receive advising support, please call or email your advisor or advising office to schedule an appointment via phone or video conferencing software.

A complete list of contacts for advising offices can be found at undergrad.ucf.edu/faculty/advising-offices/

Research

If you can conduct your research remotely, please continue to do so. For others, we will begin the phased return to laboratories on Thursday, May 21. There will be several things you need to do before you can walk into your lab. In addition to wearing face coverings while on campus, observing physical distancing and washing hands often, there are other steps you’ll need to take in order to get and keep access during this time. Learn more about UCF Research restarting labs.

If you can conduct your research remotely, please continue to do so. For others, we will begin the phased return to laboratories on Thursday, May 21. There will be several things you need to do before you can walk into your lab. In addition to wearing face coverings while on campus, observing physical distancing and washing hands often, there are other steps you’ll need to take in order to get and keep access during this time. Learn more about UCF Research restarting labs.

UCF plans to maintain power and telecommunications functions. UCF is closely working with the Florida Department of Health, the CDC, and other local and national agencies.

Consider installing remote control monitoring devices for critical equipment (-80C freezers, liquid nitrogen storage dewars, incubators). Contact EHS if you need help with these devices at 407-823-6300 or ehs@ucf.edu.

The Office of Research has defined different tiers of laboratory/research activities and established the general order the activities will be allowed to return to campus during a pandemic. The research activity tiers were established based on State recommendations, with the aim of protecting the health and safety of the research workforce.

There is no need to inform the IRB. However:

1) If your study is a greater-than-minimal risk study that involves some type of patient care, you must ensure your suspension does not increase any risk to those study subjects.

2) If possible, make sure you contact any study subject who will be affected by this suspension (i.e., a study visit will be cancelled, etc.)

3) You should make a note in your study records of this temporary suspension along with the justification and any actions taken in case you are ever audited.

In general, changes that:

  1.  Are not being made as a direct result of the COVID-19 crisis, no matter how minor.
  2.  Are greater-than-minimal risk changes that are a result of the COVID 19 crisis.
  3.  Are on the protocol that is a greater-than-minimal risk study.

In general, changes that are temporary in nature in order to limit subject exposure to the virus (this means that when this crisis is over, you will return to all pre-crisis procedures):

  1. Change on interaction methods, such as changes from face-to-face to over the phone or some other similar devices.
  2. Please remember that this change can only be implemented if it presents no greater risk to participants. For example, if your study was taking place in person to avoid the risk by direct observations of the research subjects, a change to over the phone would not be permitted without a formal review by the IRB in the form of a modification.
  3. Do not add any additional risk to any subjects or study staff.
  4. You should make a note in your study records regarding the above mentioned minor temporary change(s) that were made along with the justification in case you are ever audited.

Federal and private sponsoring agencies are starting to communicate changes to their operations in response to coronavirus. As the situation changes, we expect more guidance from individual agencies. The Office of Research will share those communications as we receive them. Visit www.research.ucf.edu/coronavirus.html for the most up-to-date information.

If it is in the best interest of the subject, and will minimize or prevent transmission of COVID 19, then make the change, however:

1) You should immediately notify the IRB by email at IRB@ucf.edu.

2) You should make a note the change(s) in your study records with the justification.

3) You must submit the revision of protocol with the change(s) to the IRB as soon as possible, noting that the revision was implemented because of an emergency, including the justification for that emergent change(s).

Yes. If research is able to be conducted remotely, all research faculty, staff, and students are encouraged to continue their work off campus.

1) If you can make the change in your study records with justification, then initiate the change and submit the revision.

2) When you submit the revision, please include in the description of the revision that the change was already implemented, and the reason it was implemented “emergently”.

Yes. At this time all operations continue. The office is working remotely — almost all functions simply shifted in methodology and are be completed remotely. If you need to speak to someone about your grant because of some urgent deadline or extenuating circumstance email proposals@ucf.edu. Please be considerate as we are experiencing a large volume of inquiries and like you, individuals are also concerned about their own personal situation.


CARES Act

The application window to apply for CARES Act funds closed at 11:59 p.m. on Tuesday, May 19. Please note that assistance is subject to availability of funds, and applicants must meet eligibility criteria.

Undergraduate, graduate and medical degree-seeking students are eligible, but must have submitted a 2019-2020 FAFSA or must submit a FAFSA application by the June 30 deadline in order to be eligible for the funding. Students must also meet federal aid eligibility criteria, including but not limited to:

  • Being a U.S. citizen or eligible non-citizen (i.e. permanent resident or conditional permanent resident)
  • Having a valid Social Security number
  • Having a high school diploma, GED or completion of high school in an approved homeschool setting
  • Being degree-seeking
  • Must be enrolled in the term for which they are seeking assistance
  • Cannot be in default on federal student loans
  • Being registered with Selective Service, if male
  • Meeting Satisfactory Academic Progress
  • Cannot exceed aggregate loan limit or Pell Grant lifetime usage
  • Cannot owe an overpayment on federal aid programs

Additionally, students enrolled in an all online program of study are not eligible.

Funding is limited, and applications will be reviewed based upon request.nFor students who are not eligible for CARES Act funding, UCF will evaluate applications to determine whether other forms of assistance may apply.

Students may still be eligible for CARES Act funding but must submit a FAFSA application. We recommend these students apply for CARES Act funding and fill out a FAFSA application, which takes the Department of Education 48-72 hours to process.

CARES Act funds are designed to assist with expenses related to the disruption of campus operations due to COVID-19, such as housing, food, course materials, technology, healthcare and child care.

Due to the anticipated high volume of applications, we expect that it will be 3-4 weeks before students will receive the money.

Direct deposit is the fastest way to receive your funding, and banking information can be updated via myUCF. Find instructions to sign up for direct deposit.

  1. Log onto myUCF
  2. Click on ‘Financial Account’ tile
  3. Click on the ’Direct Deposit’ link
  4. Enter the bank account details and click the ‘Next’ button
  5. Review and agree to the Direct Deposit Agreement
  6. Click the ‘Submit’ button

Only U.S bank accounts can be used for direct deposit. Some banks make take longer to process payments.

Students without direct deposit will be mailed a paper check to the home address on record with the university. The home address in myUCF must be a residential U.S. address

We encourage all eligible students in need to fill out the emergency grant application and outline their hardships.

Award amounts will vary based upon student’s request and available funding.

Every application will be evaluated individually, and the amount granted will be based on the request and available funding.

Yes, students who graduated in Spring 2020 were eligible to apply for funding. The application window closed at 11:59 p.m. on Tuesday, May 19.

Students who do not meet the eligibility requirement for CARES Act funding are encouraged to contact Student Care Services to discuss eligibility for Student Emergency funds by emailing caremanager@ucf.edu.

Students are encouraged to review their financial aid package and can contact Financial Aid by emailing sfasapandpj@ucf.edu. They should include “Professional Judgement” in the subject line and provide a detailed explanation of their special circumstance. Please allow 3-5 business days for a response.

If students are continuing to experience financial distress, they are encouraged to contact Student Care Services to discuss eligibility for Student Emergency funds by emailing caremanager@ucf.edu.

Yes, students may be eligible for both forms of support. Those who have applied for the Student Emergency Fund are encouraged to also apply for CARES Act funding.

The federal legislation outlined eligibility criteria, not UCF. The federal funding is designed to assist students who meet eligibility criteria and who had their face-to-face instruction impacted by COVID-19.

Students who do not meet the eligibility requirement for CARES Act funding are encouraged to contact Student Care Services to discuss eligibility for Student Emergency funds by emailing caremanager@ucf.edu.

No, the CARES Act money is a federal emergency grant that is not required to be repaid.

If families incurred expenses due to reduced work hours or loss of employment due to COVID-19 and those circumstances impacted students’ ability to pay for expenses related to their pursuit of higher education — such as housing, food, course materials, technology, healthcare and child care — students may apply and explain how these circumstances impacted their ability to pay for their academic-related expenses.

If your question is not answered here, email CARESAct@ucf.edu. Emails will be responded to within 48 business hours in the order in which they were received.

Students should complete the CARES Act funding application. Students also may be directed to Student Care Services for further assistance and can email caremanager@ucf.edu.

UCF will be following guidelines outlined in the federal legislation. Students whose education has been disrupted due to COVID-19 will be given the opportunity to receive this funding. Students’ requests will be evaluated based on the identified need and available funds.

UCF students are being affected in very real ways by the COVID-19 pandemic. If you’re among those in a position to help UCF students who are struggling due to the COVID-19 pandemic,  pledge your support through the university’s relief fund.


Operations

Events | Facilities | Housing | Dining |

Events

After considering the unprecedented situation of COVID-19, guidance from the state, and the health and safety of all, the decision was made to move orientation completely online.

This year, Freshman and Transfer students will complete their 2020 New Knight Virtual Experience. Although Orientation experience will be completed virtually, you are expected to still be available for the entirety of your Orientation date/program. Students may have different requirements throughout the day depending on their major/college.

For more information, visit orientation.ucf.edu/whats_happening

First Year Experience will refund the difference in the Orientation costs between the Pegasus and Knightro Experiences since the program is now completely online. Orientation will cost all students $35.00. FTIC students are required to pay $10.00 for the Math Placement Test.

Additionally, First Year Experience will refund the full amount of the guest charge(s) and if it applies to your student’s registration, the charge for on-campus overnight accommodations.

First Year Experience is committed to issuing refunds as quickly as possible. You do not need to contact us for a refund; they will be processed automatically. When a refund is issued, we will send a confirmation email to the student’s email address outlining what charges have been refunded. Please allow 3-7 business days for the charge to return to the account of your original payment method. Your student will have 30 days from the date of their refund confirmation email to dispute any issues with the refund that was received.

For more information, visit https://orientation.ucf.edu/whats_happening/

This year, Freshman and Transfer students will complete their 2020 New Knight Virtual Experience. Although the orientation experience will be completed virtually, you are expected to still be available for the entirety of your orientation date/program.

For more information, visit orientation.ucf.edu/whats_happening

No, UCF has suspended all campus events through the spring semester. View a full list of what’s open at UCF.

The American Athletic Conference announced that all athletic competition and championships have been canceled for the remainder of the academic year. In addition, all American institutions have ceased practicing.

UCF has also announced that the 2020 Spring Game presented by DEX Imaging, previously scheduled for April 4, has been postponed indefinitely.

Refunds for fans who have purchased single game tickets to upcoming sporting events will be automatically refunded within 7-10 business days after the scheduled event date.  Fans with questions may contact the UCF ticket office at 407-823-1000 or tickets@athletics.ucf.edu.

UCF’s Knights Helping Knights Pantry is offering students to-go bags with up to 10 food and toiletry items for curbside pickup. If you’re interested in this service, please fill out this form to order a bag.

Curbside pickup is available from 11 a.m. to 5 p.m. Monday through Friday at the loading dock behind the Knights Pantry in parking lot B9.

UCF has suspended all campus events through the spring and summer semesters; however many events are taking place virtually. View a list of events.

 

Facilities

UCF Admissions has made the difficult but necessary decision to suspend our Campus Visit Experience, including campus tours and information sessions, until further notice. Additionally, Scholars Day on Saturday, March 21, and Admitted Student Open Houses on Saturday, March 28, and Saturday, April 18, have been canceled and will not be rescheduled.

Take a Virtual Campus Tour  

UnionWest tours at the UCF Downtown campus and campus tours at the Rosen College of Hospitality Management have also been suspended at this time.  Email communications will be sent to registered guests containing information that would have been made available during these visits.

The Duke Energy UCF Welcome Center and the Office of Undergraduate Admissions is closed to the public until further notice.  Reach out to us via email (admission@ucf.edu) or direct message us on Facebook, Instagram or Twitter (@UCFadmissions) if you have questions or need assistance.

With UCF’s strategic plan to depopulate campus, CSC is following this plan and will be closed Wednesday, March 18 through this period of remote instruction. Any information about reopening will be shared directly with families.

 

UCF will continue to provide essential services, such as dining services, counseling and student health services, though some services may be on a limited basis or provided remotely. Students should know non-essential services, such as the Recreation and Wellness Center, will be closed. Get an updated list on what’s open, closed and canceled around campus.

With Orange County’s “stay at home” order going into effect Thursday, March 26 at 11 p.m., many buildings will be closed beginning Friday, March 27. As such, inbound shipments by courier services like UPS, FedEx, DHL, and others may be sent back to their origin points as undeliverable. To avoid their return to sender, Resource Management Central Receiving and Environmental Health & Safety (EH&S) have offered to accept and store routine and hazardous materials packages on a short-term basis. As these groups are not the shipper or consignee for these shipments, they cannot alter the destination point directly with the couriers.

If your department would like to take advantage of this service, please direct your vendors and couriers to alter the destination to the following addresses:

For Routine Package Delivery:
University of Central Florida
[Intended recipient’s department, name, and phone number]
Central Receiving, Building 16E
3540 E. Perseus Loop
Orlando, FL 32816

For Hazardous Materials Delivery Only:
University of Central Florida
[Intended recipient’s department, name, and phone number]
Laboratory and Environmental Support, Building 48
3512 Perseus Loop
Orlando, FL 32816-3500

Please note that personal packages will not be accepted per university guidelines and this service is limited to official UCF business only. Routine, non-hazardous packages will be available for pickup on Tuesdays and Thursdays from 11:00 a.m. to 4:00 p.m. at Central Receiving. Please call (407) 823-2398 in advance to ensure your package is on-site and bring proper ID when retrieving packages. Note: EH&S will release hazardous materials packages to the intended recipients when the laboratories re-open.

On March 17, UCF moved to remote instruction through the spring semester, under official direction from the Florida Board of Governors, which oversees the State University System.

Due to this, all routes and shuttles have been suspended.

 

Housing

The message below has been sent out to residents of the Apollo, Libra, Hercules, Nike, Lake Claire, Neptune, Towers at Knights Plaza, and Rosen Communities who indicated they still have belongings in their spring room assignment:

Thank you once again for your patience as we all navigate the impact of COVID-19. Your safety remains our priority, and we will continue to make decisions about move-out with everyone’s health and well-being in mind. Below are the instructions for moving your belongings out of your room. There are three steps to follow, including two options for move-out. Please note that all key access has been deactivated and you must choose one of the below options to retrieve your belongings.

 

Step 1: Register your retrieval option in the Housing Portal (Open Now)

Log into the Housing Portal and click on the Belonging Retrieval Form to indicate the option you are choosing.

Option 1: I will schedule with Suddath, a third-party moving company, to pack and ship my belongings. I understand there is a charge for this service and that all scheduling, billing and details will be arranged directly with Suddath.

Option 2: I will schedule a move-out appointment with Housing to personally remove my belongings.

 

Step 2: Schedule Your Move

If you select Option 1, you will need to contact Suddath directly (using the Suddath resident move-out site) to arrange your moving appointment, billing and shipping arrangements.

If you select Option 2, you will choose a move-out appointment time in the Housing Portal beginning the week of May 4. We will send an additional email when the move-out appointments are available in the Housing Portal. Move-out appointments will take place from May 21 through June 17.

 

Step 3: Move out

Option 1: Moving Company (May 6 – 20)
Suddath will work during your scheduled appointment time to pack, store, ship or discard items as per your agreement with them. Suddath is not able to donate belongings on your behalf.

  • At the scheduled time, UCF DHRL staff will give Suddath access to the contracted room(s).
  • DHRL staff will be on-site in offices during the time Suddath staff is packing belongings.
  • Suddath staff will hold a video conference with the student during packing to ensure identification of the correct belongings.
  • All Suddath employees will be clearly identified via uniform and are Level 2 background checked, which means they have passed a state and national fingerprint-based check that considers disqualifying offenses for employees in positions of trust. UCF will not assume any costs or liability for lost or damaged items.
  • The average cost per resident will range between $200 and $265, excluding long-term storage fees and shipping distances. Charges will vary based on selected services.

Option 2: Move Out Appointment (May 21 – June 17)
You will return to campus during your scheduled appointment date and time to move your belongings out.

  • Appointments are 2 hours in length.
  • To maintain appropriate social distancing, you may bring no more than 2 additional individuals to assist.
  • Appointments are limited by building or floor to adhere with social distancing guidelines.
  • Safety measures will include stanchions and tape on ground for proper distancing.
  • We strongly recommend you bring your own masks and gloves.
  • Key return and express check-out will be a touch-free process.
  • You will only have access to your room on the day of your move out appointment.
  • DHRL staff will be on-site in offices during move out appointment times.
  • Dumpsters and donation locations will be available in all communities.

Thank you for your cooperation as we work through these unprecedented times. We wish you continued health and success. For questions, please respond to this email at housing@ucf.edu.

The message below has been sent out to residents of the Apollo, Libra, Hercules, Nike, Lake Claire, Neptune, Towers at Knights Plaza, and Rosen Communities who indicated they still have belongings in their spring room assignment:

Thank you once again for your patience as we all navigate the impact of COVID-19. Your safety remains our priority, and we will continue to make decisions about move-out with everyone’s health and well-being in mind. Below are the instructions for moving your belongings out of your room. There are three steps to follow, including two options for move-out. Please note that all key access has been deactivated and you must choose one of the below options to retrieve your belongings.

 

Step 1: Register your retrieval option in the Housing Portal (Open Now)

Log into the Housing Portal and click on the Belonging Retrieval Form to indicate the option you are choosing.

Option 1: I will schedule with Suddath, a third-party moving company, to pack and ship my belongings. I understand there is a charge for this service and that all scheduling, billing and details will be arranged directly with Suddath.

Option 2: I will schedule a move-out appointment with Housing to personally remove my belongings.

 

Step 2: Schedule Your Move

If you select Option 1, you will need to contact Suddath directly (using the Suddath resident move-out site) to arrange your moving appointment, billing and shipping arrangements.

If you select Option 2, you will choose a move-out appointment time in the Housing Portal beginning the week of May 4. We will send an additional email when the move-out appointments are available in the Housing Portal. Move-out appointments will take place from May 21 through June 17.

 

Step 3: Move out

Option 1: Moving Company (May 6 – 20)
Suddath will work during your scheduled appointment time to pack, store, ship or discard items as per your agreement with them. Suddath is not able to donate belongings on your behalf.

  • At the scheduled time, UCF DHRL staff will give Suddath access to the contracted room(s).
  • DHRL staff will be on-site in offices during the time Suddath staff is packing belongings.
  • Suddath staff will hold a video conference with the student during packing to ensure identification of the correct belongings.
  • All Suddath employees will be clearly identified via uniform and are Level 2 background checked, which means they have passed a state and national fingerprint-based check that considers disqualifying offenses for employees in positions of trust. UCF will not assume any costs or liability for lost or damaged items.
  • The average cost per resident will range between $200 and $265, excluding long-term storage fees and shipping distances. Charges will vary based on selected services.

Option 2: Move Out Appointment (May 21 – June 17)
You will return to campus during your scheduled appointment date and time to move your belongings out.

  • Appointments are 2 hours in length.
  • To maintain appropriate social distancing, you may bring no more than 2 additional individuals to assist.
  • Appointments are limited by building or floor to adhere with social distancing guidelines.
  • Safety measures will include stanchions and tape on ground for proper distancing.
  • We strongly recommend you bring your own masks and gloves.
  • Key return and express check-out will be a touch-free process.
  • You will only have access to your room on the day of your move out appointment.
  • DHRL staff will be on-site in offices during move out appointment times.
  • Dumpsters and donation locations will be available in all communities.

Thank you for your cooperation as we work through these unprecedented times. We wish you continued health and success. For questions, please respond to this email at housing@ucf.edu.

UCF is advocating on behalf of our students who reside off campus. Ultimately, any decisions about refunds will be up to individual off-campus properties and management companies.

A plan to refund housing costs was unanimously approved on March 26 by UCF’s Board of Trustees in light of the unprecedented need to ask students not to return to campus to prevent the spread of COVID-19.

Refunds will go to students with leases in the Apollo, Libra, Lake Claire, Nike, Hercules and Neptune communities, as well as Towers, NorthView, UnionWest and Rosen housing. The refunds will include students’ housing costs from late March through April 28, the end of the spring semester.

Refunds will be processed beginning the week of March 29.

If housing costs were paid with a credit card, the refund will go back on the credit card. If not, refunds will be posted in eligible students’ accounts and will be shown in myUCF. Most students have their student account linked to a bank through direct deposit. Students who do not have direct deposit are encouraged to sign up by logging in to myUCF, clicking Student Accounts, and clicking Direct Deposit.

Students who haven’t set up direct deposit before refunds are posted will have checks sent to their mailing address on file with UCF. Students are encouraged to verify the address on file is correct, and to update it if it’s not. Verify or update your mailing address by logging in to myUCF, clicking Student Accounts, clicking Student Center, and reviewing the Personal Information section.

Any unpaid charges owed to the university will be deducted from students’ refunds.

Yes, per building ownership, UnionWest residents with summer contracts have the option of returning to their residences for the summer starting immediately. You must let UCF Housing know if you plan to return by selecting this option in the COVID Summer Plan form in the housing portal accessible via myUCF.

UCF has announced that classes will be held remotely for summer sessions A, B, C, and D. Because of this decision, summer housing will be extremely limited. Please note that Summer 2020 rent has not been billed and will not be billed unless an exemption is granted for housing residents remaining in the Apollo, Libra, Hercules, Nike, Lake Claire, Neptune, Towers at Knights Plaza, and Rosen Apartments.

Make sure you have noted this in the COVID Summer Plan form in the housing portal accessible via myUCF.

If you did not already return your keys, place them in a heavy-duty envelope with a note containing your name, UCFID/VID number, building and room number, and mail them to the address below. Note this only applies to bedroom and mailbox keys. Do not mail your student ID card. Housing will deactivate your key card access electronically.

UCF Housing and Residence Life
Attention: Key Return
P.O. Box 163222
Orlando, FL 32816-3222

Yes. Only students who are staying on campus will not be eligible for refunds. Students who have vacated UCF Housing but still have belongings on campus are not considered to be staying on campus, so they will receive refunds.

Residents have two options for retrieving their belongings from their room:

  • Option 1: Contract with Suddath, a third-party moving company, to pack and ship your belongings. You will need to contact Suddath directly using the Suddath Resident Move Out site to arrange your moving appointment and billing and shipping arrangements.
  • Option 2: Make a move-out appointment to personally retrieve your belongings. You will select a time to move out via the housing portal once you have indicated you need to retrieve your belongings. Move-out appointments will take place from May 21 through June 17 with structure to allow for social distancing and other safety precautions.

Yes, per building ownership, UnionWest and NorthView residents with summer contracts have the option of returning to their residences for the summer starting immediately. You must let UCF Housing know if you plan to return by selecting this option in the COVID Summer Plan form in the housing portal accessible via myUCF.

Yes, dining providers will be open.

Additional health and safety measures will be in place with special accommodations—including the option of moving to single-occupancy rooms—to encourage social distancing.

All common areas will be thoroughly and regularly cleaned; hand sanitizing stations will be added to public locations; and group gatherings will be limited. UCF Housing also will be sharing more information about personal precautions.

Residents who return for the summer will be responsible for summer rent payment. The original due date was May 22, but given these special circumstances, UCF will extend the deadline to June 5. A deferment will be placed on your account.

If you are not returning for the summer and need continued relief and flexibility because of COVID-19, you can apply for UCF’s Managed Housing Summer Support Program, which will defer the billing of your summer rent and credit your account with funds you can use to pay your summer rent. UCF Housing will soon share more details about this process and how to apply. At this time, this option is only available to UCF students who are not living in these residences this summer. This is the only opportunity for this support; it will not extend into additional semesters should UCF’s period of remote instruction continue beyond the summer.

Dining

UCF will issue dining membership refunds to eligible students who are no longer on campus and have discontinued use of their dining membership.

Eligible students will receive a prorated refund based on the unused portion of their dining membership for the spring 2020 semester beginning March 16, 2020. The refund will also include unused spring dining dollars.

  • For students who have been approved to stay on campus, dining memberships will remain active.
  • For students who did not return to campus on or after Monday, March 16, a partial dining membership refund will be issued. The refund will be calculated by adding the prorated amount of unused meals after March 16, plus the total amount of unused spring dining dollars.
  • For students who returned to campus on or after Monday, March 16, but subsequently left campus early due to COVID-19, a partial refund will be issued. The refund will be calculated by adding the prorated amount of unused meals from the last date of use after March 16, plus the total amount of unused spring dining dollars.

Find out more about dining membership refunds.

UCF will make every effort to issue the available refunds beginning Thursday April 9, following the posting of the credit. Please understand that this may take some time, given the current state of campus operations and demands on personnel time to address emergency issues associated with the pandemic.

Find out more about dining membership refunds.

Employment

Work Schedules and Sick/Annual Leave | Working Remotely | Recruitment/Onboarding | Employee Questions About Supervisors | Student Employment |

Work Schedules and Sick/Annual Leave

With supervisory approval you may leave work; however, you must use your own accrued sick or annual leave or request an absence without pay, unless your illness qualifies under the federal Families First Act, in which case you may be eligible for emergency leave pay. Alternatively, with your supervisor’s approval, making up the work in the same workweek or working a different schedule may be options available to you.

Employees covered by a UCF Short Term Disability (STD) plan may be eligible for benefits if they are diagnosed with the illness and are sick and unable to perform the major duties of their job due to the sickness. Contact information for the STD carriers are listed below:

Colonial Life: 888-756-6701 or www.visityouville.com/stateoffl

The Gabor Agency: 800-330-6115 or http://www.gaboragency.com/your-benefits/university-central-florida/group-disability/disability-insurance

Affected faculty, A&P and USPS employees may be eligible for administrative leave if they are unable to work remotely or on campus. OPS employees are not eligible.

Please note that on March 18, 2020, the Families First Coronavirus Response Act was signed into law and became effective on April 1, 2020. University leadership is now working to understand how this new law may apply to UCF employees. More information will be provided when it becomes available, so please check back for details in the coming days.

We encourage all supervisors and employees to think outside the box about how to continue working during this unique time. Finding meaningful work that can be completed remotely during this stretch of time can seem difficult, but supervisors are encouraged to find ways to fill employees’ time and keep them productive.

Supervisors should consider tasks that keep employees fully occupied while also complying with the directive to depopulate campus and exercising social distancing. For example, meaningful work could be finding new and creative ways to collaborate or work on old or new projects. There also may be appropriate web-based training and professional development. UCF HR has begun curating “playlists” of free, online professional development courses available through LinkedIn Learning. Suggested playlists may be found at: https://hr.ucf.edu/covid19-hr-info/

UCF leadership is working on solutions to address the issues that have been brought to HR’s attention. We will continue to share updates as they become available.

Starting Friday, March 27, only those employees who have been identified as essential; whose job functions require them to report to campus; and whose supervisors have approved them continuing to work on campus should be at UCF. Only essential employees who meet all three of these criteria will have key card access to campus buildings. If you are unsure about how this applies to you, talk to your supervisor about what the “stay at home” order entails.

Starting Friday, March 27, through April 9, UCF will provide paid administrative leave to employees who are unable to work on campus and unable to work remotely. This leave applies to faculty, administrative and USPS employees. With the federal Families First Coronavirus Response Act now in effect, faculty and staff — along with eligible OPS employees — may qualify for emergency leave. All other faculty, administrative, and USPS employees who do not qualify for the federal aid and who cannot work remotely will be provided administrative leave. Employees not available for work due to illness or personal time must take sick or annual leave per UCF policy.

More detailed guidance about the federal legislation will be shared soon with employees, supervisors and HR liaisons.

UCF leadership is researching what options might be available to support OPS employees and will provide updates as they become available. For now, the following guidelines apply:

  • OPS positions are paid for the hours they actually work. Work hours are reflected on timesheets and approved by supervisors.
  • Some OPS positions perform work that can be done remotely, as approved by the supervisor and depending on the needs of the department. OPS positions that can work remotely should be permitted to do so if necessary. Note that due to equipment and/or staffing constraints, some departments may not be able to accommodate OPS positions in remote work and/or may not be able to provide those OPS positions with as many hours as they might typically work on campus.
  • OPS positions for which remote work is not available may have hours extended upon returning to UCF to mitigate the impact of lost work time. This option is available only if the supervisor approves it AND if the work warrants it. Unfortunately, OPS employees are not eligible to receive administrative leave if they are unable to work remotely.
  • With the federal Families First Coronavirus Response Act now in effect, faculty and staff — along with eligible OPS employees — may qualify for emergency leave. More detailed guidance about the federal legislation will be shared soon with employees, supervisors and HR liaisons. Unfortunately, OPS employees are not eligible to receive administrative leave if they are unable to work during the Orange County Stay at Home Order.

No. High-risk employees are defined as persons greater than or equal to 65 years old; those with chronic serious illnesses such as hypertension, coronary artery disease and diabetes; pregnancy; and/or immunodeficiency from medications or medical conditions. High-risk employees should work with their supervisor on alternate work plans or take sick or annual leave or request a Leave Without Pay.

Please note that on March 18, 2020, the Families First Coronavirus Response Act was signed into law and became effective on April 1, 2020. University leadership is now working to understand how this new law may apply to UCF employees. More information will be provided when it becomes available, so please check back for details in the coming days.

Yes. Of greatest concern is an employee with a fever greater than 100 degrees Fahrenheit and a cough; this employee should definitely be sent home. Other symptoms (difficulty breathing) may also be of concern; the decision to send an employee home who is exhibiting these symptoms, or any others, is to be made on a case-by-case basis.

In addition, advise employees of the basic preventative measures (practice good hygiene, including frequent hand washing, covering your nose and mouth with your sleeve if you cough or sneeze, and avoiding touching your eyes, nose or mouth with your hands) and post prevention and treatment information from the Center for Disease Control (CDC) throughout your work areas. Information is available at https://www.cdc.gov/coronavirus/COVID-19/about/preventiontreatment.html.

If you do not wish to report to work on campus, you may request to use accrued annual leave; however, it is subject to approval by your supervisor at his or her discretion, especially if your job is critical to university operation or your department is short-staffed. If your leave hours are exhausted, any approved absence will be without pay.

To minimize the potential exposure to others, it is very important that you stay home while you have any contagious illness. If your illness qualifies under the federal Families First Act, you may be eligible for emergency leave pay. Alternatively, the following options may be available to you, although not all options will be available in all situations depending upon the nature of the job responsibilities and the extent of the illness.

  • Make up the work on an hour-for-hour basis during the same workweek for non-exempt (hourly paid) employees with supervisory approval. UCF’s workweek begins at 12:00 a.m. on Friday and ends at 11:59 p.m. on the following Thursday.
  • Exempt employees may make-up the work on an hour-for-hour basis during the same pay period with supervisory approval.
  • Request a Leave Without Pay for up to ten days with supervisory approval. If an employee is out more than 10 days, the employee will need to request a Medical Leave of Absence. The Medical Request Leave Form is located at https://hr.ucf.edu/files/MedicalLeaveRequestForm.pdf
  • Use a combination of the options above.

Yes, you must use your own accrued leave or request an absence without pay unless your illness qualifies under the federal Families First Act, in which case you may be eligible for emergency leave pay. Alternatively, depending upon the nature of your illness and your job responsibilities, you may be able to make up the work in the same workweek.

Starting Friday, March 27, through April 9, UCF will provide paid administrative leave to employees who are unable to work on campus and unable to work remotely. This leave applies to faculty, administrative and USPS employees. With the federal Families First Coronavirus Response Act now in effect, faculty and staff — along with eligible OPS employees — may qualify for emergency leave. All other faculty, administrative, and USPS employees who do not qualify for the federal aid and who cannot work remotely will be provided administrative leave. Employees not available for work due to illness or personal time must take sick or annual leave per UCF policy.

More detailed guidance about the federal legislation will be shared soon with employees, supervisors and HR liaisons.

In addition, one of the following options may also be available to some employees, although not all options will be available in all situations:

  • Use accrued leave, for example, sick leave or annual leave.
  • Make up the work on an hour-for-hour basis during the same workweek for non-exempt (hourly paid) employees with supervisory approval. UCF’s workweek begins at 12:00 a.m. on Friday and ends at 11:59 p.m. on the following Thursday.
  • Exempt employees may make-up the work on an hour-for-hour basis during the same pay period with supervisory approval, or if absent for a full workday, may use accrued leave.
  • Request a Leave Without Pay for up to ten days with supervisory approval. If an employee is out more than 10 days, the employee will need to request a Medical Leave of Absence. The Medical Request Leave Form is located
    at https://hr.ucf.edu/files/MedicalLeaveRequestForm.pdf
  • Use a combination of the options above.

Per the Department of Economic Opportunity, if your employer reduces your hours, you may be eligible for partial benefits. If you are earning less than $275 in gross earnings per week, you can file a claim to determine if you would be eligible to receive partial payments. More information is available at: connect.myflorida.com/Claimant/Core/Login.ASPX

They would only be eligible if there is work available, but they are unable to perform the work due to the COVID-19 qualifying reasons. For more information, visit https://hr.ucf.edu/families-first-coronavirus-response-act/.

No. Bringing a child to work is not permitted under a stay-at-home order. The only persons allowed on campus are employees who have been approved by their dean or vice president as being critical to the university’s continued operation. These employees include: first responders, healthcare professionals, supply chain personnel, critical infrastructure support personnel, approved researchers and instructors, and certain contractors. If you are not able to work remotely, the following options are available, although not all options will be available in all situations depending upon the nature of your job responsibilities:

  • Use accrued sick or annual leave, due to the threat of exposure to illness.
  • Make up the work on an hour-for-hour basis during the same workweek for non-exempt (hourly paid)
    employees with supervisory approval. UCF’s workweek begins at 12:00 a.m. on Friday and ends at 11:59 p.m. on
    the following Thursday.
  • Exempt employees may make-up the work on an hour-for-hour basis during the same pay period with
    supervisory approval, or if absent for a full workday, may use accrued leave.
  • Request a Leave of Absence (annual leave usage for pay) or Leave of Absence (without pay) if you will be out
    more than 10 days.
  • Use a combination of the options above.

Please note that on March 18, 2020, the Families First Coronavirus Response Act was signed into law and became effective on April 1, 2020. University leadership is now working to understand how this new law may apply to UCF employees. More information will be provided when it becomes available, so please check back for details in the coming days.

If your department reduces your work hours due to a COVID-19 covered reason, you may use emergency paid sick leave for the regular hours you are not scheduled to work.

The following are COVID-19 qualifying reasons for emergency paid sick leave:

  1. The employee is subject to a federal, state or local quarantine or isolation order related to COVID-19;
  2. The employee has been advised by a health care provider to self-quarantine due to concerns related to COVID-19;
  3. The employee is experiencing symptoms of COVID-19 and is seeking a medical diagnosis;
  4. The employee is caring for an individual who is subject to a quarantine or isolation order or has been advised by a health care provider to self-quarantine;
  5. The employee is caring for a son or daughter because the child’s school or place of care has been closed or the child’s childcare is unavailable due to COVID-19 precautions;
  6. The employee is experiencing any other substantially similar condition specified by the Secretary of the HHS in consultation with the Secretary of the Treasury and the Secretary of Labor.

For more information, visit https://hr.ucf.edu/families-first-coronavirus-response-act/.

Working Remotely

Learn more about working remotely

Recruitment/Onboarding

As COVID-19 has become a global pandemic, UCF recruitment efforts have been impacted. Please visit the HR Faculty and Staff Hiring Freeze page for updated information.

Most of the onboarding paperwork does not need to be completed in person EXCEPT the I-9 (Employment Eligibility Verification form) and the Loyalty Oath-Rights to Inventions form.

  • For employees recruited through PageUp, the individual can complete most of the tasks via the Knights Welcome Center.
  • For employees not recruited through PageUp, the hiring department can email them the forms that need to be completed and the employee can scan them back to the department.

As these individuals must self-quarantine for at least 14 days per CDC guidance, you will need to push their hire date back by 14 days and then schedule an appointment with the new hire to complete the I-9 form.

The Loyalty Oath-Rights to Inventions Form must be notarized. As a notary for your department, you must witness the individual’s signature of the form in your presence in order for you to notarize the document. As an alternative, you can instruct the new hire to have the Loyalty Oath-Rights to Inventions form notarized by a notary outside of UCF. However, the external notary is still required to have the individual to sign the form in front of them.

Due to the emergency stay at home order for Orange County, the loyalty oath forms will not be able to be notarized. During this time, we will accept a signed form by the employee without notarization. However, once regular operations resume, the form will need to be signed again in front of a notary and then notarized. HR-Records will be contacting departments for the updated notarized form after normal operations resume.

Per federal regulations, the employer must physically examine original documents presented by the employee in order to complete the I-9 form. However, the U.S. Customs and Immigration Enforcement (ICE), has issued a press release providing some flexibility to the requirements

Effective March 27, 2020, as Orange County has issued an emergency stay at home order, UCF hiring departments may follow the procedure outlined in the above press release.

Please note the following options:

1. Schedule an appointment with the new hire and come into UCF for a brief time to complete the I-9 form.

2. Coordinate with another colleague who is not working remotely who has access to the electronic I-9 system to meet with the new hire for completion of the I-9 form. Confer with your department to ensure that you have appropriate back-up support in your department.

3. Office of Human Resources has contracted with our I-9 Vendor, Equifax Workforce Solutions, for a remote I-9 option. There is a cost of $45/per I-9 form charged to the department. If your department selects this option, complete the form and submit to Garnette.Garricks@ucf.edu.

During the emergency stay at home order for Orange County, follow the procedures listed in the press release, https://www.ice.gov/news/releases/dhs-announces-flexibility-requirements-related-form-i-9-compliance.

  1. Instruct the employee to submit copies of documents with encrypted password protection such as Adobe Acrobat or to submit via fax to a secured line if they are able. If video conferencing is used for verification purposes, please inform the employee to take proper security precautions to protect their information if conferencing in a public location.
  2. Use your best judgment in adhering to UCF’s policy regarding transmitting sensitive documents as the documents are classified as Highly Restricted Data, https://policies.ucf.edu/documents/4-008.pdf.
  3. In the I-9 Express System, add a comment “COVID-19.”
  4. Section 1 must still be completed by the employee’s first day or hire date, and Section 2 no later than their 3rd day of work.
  5. Once regular operations resume, you must meet with the employee within 3 business days and view their original documents.

Maintain a list of the employees for your records. After the emergency stay-at-home order for Orange County is over, you have the following options.

  1. Schedule an appointment with the new hire and come into UCF for a brief time to complete the I-9 form.
  2. Coordinate with another colleague who is not working remotely who has access to the electronic I-9 system to meet with the new hire for completion of the I-9 form. Confer with your department to ensure that you have appropriate back-up support in your department.
  3. UCF Human Resources has contracted with our I-9 Vendor, Equifax Workforce Solutions, for a remote I-9 option. There is a cost of $45/per I-9 form charged to the department. If your department selects this option, complete the form, (https://hr.ucf.edu/files/COVID-19-Remote-I-9-Fee-Transfer-Form.pdf) and submit to Garnette.Garricks@ucf.edu.

If you have access to internet and email, you should be able to do most things remotely except completing the I-9 form and notarizing the Loyalty Oath-Rights to Inventions form.

The required completed forms — such as the resignation letter and onboarding forms — can be emailed to you which you can then attach to the ePAF.

Employee Questions About Supervisors

Yes. Even though UCF announced that most employees are asked to work remotely, some jobs must be performed on site. Not every position is suitable for working remotely due to specific job duties that cannot be performed at home or operating requirements of the unit.

You should talk to your supervisor about whether some or all of your job responsibilities can be performed remotely, and if so, submit a COVID-19 Emergency Remote Work Agreement. You may begin remote work as soon as your department has approved your remote work plan and submitted this form to HR. If you are faculty member and have already been teaching online, you do not need to file the Emergency Remote Work Agreement.

Yes, you may be asked to work more hours or different hours than normal, especially if your position is critical to university operation or the university is short staffed as a result of the COVID-19 outbreak. We will attempt to provide advance notice if possible.

Yes, your supervisor has the authority to cancel any pre-approved leave request, especially in circumstances where there are serious staffing shortages as a result of illness. Your leave can also be cancelled if you have been designated as essential personnel due to the nature of your job responsibilities. The term “essential” is the same as “emergency” referenced in the UCF policies.

In the event of a serious outbreak, we may all be needed to work differently to ensure the university continues to function. You may be asked to work more hours or different hours than normal, especially if your position is critical to university operation or the university is short staffed as a result of the outbreak. Supervisors will make efforts to permit employees to take rest periods and may use their discretion in scheduling additional breaks for employees working more hours.

In general, most supervisors will not require students to work during this period of learning and working remotely. However, some student employees have contracts that require them to work while the university remains open. These students may be required to work and should check with their supervisors.

You may request to take annual leave; however, it is subject to approval by your supervisor at his or her discretion, especially if your job is essential or department is short-staffed. It is important to educate yourself about the virus and its transmission. Visit the UCF websites listed in the Information about COVID-19 section of this FAQ document.

Student Employment

You may be allowed to work during the period of Learning and Working Remotely if your supervises permits you to work and you do not meet one of the CDC criteria for self-quarantine due to travel restrictions.

In addition, according to updated guidance from the U.S. Department of Education on Federal Work-Study (FWS), FWS students may be paid even if they are unable to work this term due to COVID-19. Some FWS students may have worked or would like to continue working. Supervisors have the flexibility to allow this, and students will be paid regardless. This is great news for our students who rely on this federal aid.

As always, the hours that students work should be documented on a timesheet and submitted to payroll for normal processing. UCF Human Resources will be communicating directly with departmental payroll processors and authorizers about how to pay FWS students who are unable to work.

All students who work remotely need approval from their supervisor and must submit a COVID-19 Emergency Remote Work Agreement.

In general, most supervisors will not require students to work during this period of learning and working remotely. However, some student employees have contracts that require them to work while the university remains open. These students may be required to work and should check with their supervisors.

Only certain individuals will have limited access to labs until further notice. Check with your faculty member. If you are graduate research assistant, you are on contract and will be paid. If you are OPS, check with your faculty member for assignments.

Each supervisor needs to make an individual assessment of each student he/she supervises, including Federal-Work Study (FWS) students.

While all student employees are generally allowed to continue working, in order to meet the university’s objective of social distancing, and because students have been instructed not to return to campus, supervisors are discouraged from requiring students to work on site.

Some student employees may be able to perform their job duties remotely. Supervisors should work with these students to determine the appropriate schedule, ensure proper resources and precautions, and provide appropriate supervision. COVID-19 Emergency Remote Work Agreements must be filed for students who work remotely.

According to updated guidance from the U.S. Department of Education on Federal Work-Study (FWS), FWS students may be paid even if they are unable to work this term due to COVID-19. This is great news for our students who rely on this federal aid.

As always, the hours that students work should be documented on a timesheet and submitted to payroll for normal processing. UCF Human Resources will be communicating directly with departmental payroll processors and authorizers about how to pay students who are unable to work.


Travel

Work-related Travel | Those Studying Abroad |

Domestic and international travel for university business remains banned until further notice.

Campus-to-campus travel by personal or university vehicle is exempt from this cancellation for the following employees: first responders, healthcare professionals, supply chain personnel, critical infrastructure support personnel, and approved researchers and instructors.

Work closely with your supervisor and any travel coordinator you have in order to cancel your currently planned travel expenses. If you are currently traveling, please make arrangements to return to your primary work location as soon as possible, while adhering to UCF’s travel manual and the CDC’s travel advisories.

Personal domestic and international travel is strongly discouraged during this unique time in an effort to best protect you and those around you. Please be advised that employees who travel internationally, on a cruise, or to New York City will be required to self-quarantine for 14 days upon return.

If you have questions concerning travel during this recall, please contact the Travel department for further assistance.

COVID-19 has been declared as a global pandemic by the World Health Organization, and global travel is restricted. Personal domestic and international travel by all students and employees is strongly discouraged during this unique time in an effort to best protect you and those around you.

Based on guidance from state and federal officials, domestic and international travel for university business remains banned until further notice. The exception is employee travel between UCF campuses, which remains permitted.

Work-related Travel

Yes, university travel is canceled until further notice. Travel Approval Petitions will not be approved at this time.

Yes, if you decide it is in the university’s and traveler’s best interest you can revoke permission for your employees to travel. Please include travelfa@ucf.edu on any revocation of travel and we will monitor for any attempt at reimbursement for the traveler. 

If your conference is canceled, follow the refund procedures that the conference communicates to you. For airfare, each airline is unique in their offerings. If travel was booked through Concur, we recommend you contact UCF’s dedicated Concur staff at 855-967-2818If you booked airfare directly through an airline, or other travel booking agent, please contact them to assess your options.

No. Risks associated with traveling are borne by individual departments/projects. 

No, the purchase order should remain open until the refund is received. You will need to link the PO number to the refund on the PCard.

The traveler should first seek a refund for any expenses already paid (e.g. conference registration, airfare, etc.). The university will reimburse amounts not refunded by vendors. A travel RV with all receipts must be submitted along with a statement of why the travel was canceled and that the traveler sought, but did not receive a refund for the expenses for which they are requesting reimbursement. If the travel is being paid for with Contracts and Grants funds, please reach out to C&G to ensure that the expenses can still be paid with C&G funds.

Yes. The voucher/credit for future travel must be used for UCF business purposes and supervisor approval must be documented prior to the purchase of any airfare. If the department decides to utilize the voucher for a different traveler, UCF will pay for the change in traveler’s name fee.  

No, trip insurance will not be reimbursed. Most trip insurance does not cover cancellations due to coronavirus. 

Those Studying Abroad

Out of an abundance of caution, UCF has canceled all faculty-led trips, international exchanges and participation in partner programs for students and faculty and staff members for the spring and summer semesters.

Following Board of Regents policy, UCF Abroad collects a $350 fee on all study abroad programs. The university will refund all effected students.

Students should contact their vendor directly.


Health and Safety

Impact at UCF | About Coronavirus | Work-related | Help at UCF |

Impact at UCF

On March 19, UCF was informed that a student has tested positive for COVID-19. He has not been to campus since March 9 and is recovering away from UCF. UCF sends our thoughts and best wishes for good health.

UCF has been in touch with the student’s roommates, classmates and faculty members and asked them to be especially mindful of their personal health.

UCF also learned that a military contractor who works at the Partnership IV Building in the Central Florida Research Park adjacent to the main campus has tested positive for the coronavirus. While a small number of UCF Institute for Simulation and Training employees work in the same building, they aren’t believed to have come into contact with the military contractor.

COVID-19 is a serious global pandemic, and at this time everyone everywhere should be monitoring their symptoms.

UCF is sharing information about preventing the spread of respiratory viruses such as COVID-19 here: ucf.edu/coronavirus/#prevention. It’s also important to practice physical distancing, which means avoiding mass gatherings and settings with large numbers of people and maintaining distance from others when possible.

If you become ill with symptoms, please stay home and contact your primary care physician, who will determine whether testing or treatment is needed. Avoid contact with other people and social gatherings to keep from spreading your illness to others. Employees should also notify their supervisor that they are ill and not able to return to work and follow the instructions of their healthcare provider.

Two COVID-19 testing sites are available at UCF in partnership with Aventus Biolabs. Appointments are required to receive tests — with many completed in 10 minutes or less.

  • UCF students: Reach out to Student Health Services to obtain an ordered test by calling 407-823-2509
  • UCF faculty and staff: Contact UCF Health, which will help obtain an ordered test from your primary care provider by calling 407-266-3627
  • Other community members: Get in touch with Aventus Biolabs directly by calling 855-282-4860

UCF has been taking precautions to prevent the spread of COVID-19 since January and encouraging members of the UCF community to do the same.

UCF’s regular housekeeping protocols were expanded to include cleaning of commonly touched surfaces, and hand sanitizer has been more readily available at locations across campus.

Additionally, upon confirmation of a positive case of COVID-19, UCF is bringing in an external vendor for a thorough disinfection of affected spaces.

About Coronavirus

According to the CDC, coronavirus symptoms may appear 2-14 days after exposure to the virus. People with these symptoms may have COVID-19:

  • Fever or chills
  • Cough
  • Shortness of breath or difficulty breathing
  • Fatigue
  • Muscle or body aches
  • Headache
  • New loss of taste or smell
  • Sore throat
  • Congestion or runny nose
  • Nausea or vomiting
  • Diarrhea

It is recommended that if you develop emergency warning signs, including those listed below*, that you seek medical attention immediately:

  • Trouble breathing
  • Persistent pain or pressure in the chest
  • New confusion
  • Inability to wake or stay awake
  • Bluish lips or face

*This list is not all inclusive. Please consult your medical provider for any other symptoms that are severe or concerning.

For additional information, reference the CDC website.

While there is no vaccine for COVID-19, basic principles apply that can keep you healthy just like with the flu.

The CDC recommends that everyone should:

  • Clean your hands often
  • Avoid close contact
  • Cover your mouth and nose with a cloth face cover when around others
  • Cover coughs and sneezes
  • Clean and disinfect frequently touched surfaces daily

For more details, visit the CDC website on protecting yourself and others.

You should cover your mouth and nose with a cloth face cover when around others. The cloth face cover is meant to protect other people in case you are infected; however, you will still need to keep about 6 feet between yourself and others, as it is not a substitute for physical distancing.

Visit the CDC website for more information about the proper user of cloth face coverings.

If you become ill with symptoms, please stay home and contact your primary care physician, who will determine whether testing or treatment is needed. Avoid contact with other people and social gatherings to keep from spreading your illness to others. Employees should also notify their supervisor that they are ill and not able to return to work and follow the instructions of their healthcare provider.

Two COVID-19 testing sites are available at UCF in partnership with Aventus Biolabs. Appointments are required to receive tests — with many completed in 10 minutes or less.

  • UCF students: Reach out to Student Health Services to obtain an ordered test by calling 407-823-2509
  • UCF faculty and staff: Contact UCF Health, which will help obtain an ordered test from your primary care provider by calling 407-266-3627
  • Other community members: Get in touch with Aventus Biolabs directly by calling 855-282-4860

Stay home. Contact your medical provider, who will help you follow CDC guidelines on what to do next. You should also contact Student Health Services at 407-823-2509.

If you are a UCF employee, contact your supervisor and do not come to work.

The majority of people are recovering from COVID-19.

Any illness may affect diabetic control. If you have a strep infection, your blood sugar could go up. In that respect, yes, getting COV1D-19 will likely affect your diabetes.

It’s not the pool water that might expose you to the virus, but maybe the door handles and other objects that people are having a lot of contact with. Be sure to wash your hands frequently.

Work-related

Yes, as long as the supplies are for the entire office’s use, they are allowable to purchase with education and general funds.

Yes, you will have the same coverage that is currently available for any emergency or non-emergency illness. Pleased be advised that state-sponsored PPO and HMO healthcare plans do not cover telemedicine at this time.

For additional coverage details visit: hr.ucf.edu/current-employees/insurance

To contact your insurance carrier, please visit the Benefits Vendor Contact Sheet at mybenefits.myflorida.com/health/health_insurance_plans

According to the CDC, People with COVID-19 symptoms who have stayed home (home isolated) can stop home isolation under the following conditions:

  • If you will not have a test to determine if you are still contagious, you can leave home after these three things have happened:
    • You have had no fever for at least 72 hours (that is three full days of no fever without the use medicine that reduces fevers) AND
    • Other symptoms have improved (for example, when your cough or shortness of breath have improved) AND
    • At least seven days have passed since your symptoms first appeared.
  • If you will be tested to determine if you are still contagious, you can leave home after these three things have happened:
    • You no longer have a fever (without the use of medicine that reduces fevers) AND
    • Other symptoms have improved (for example, when your cough or shortness of breath have improved) AND
    • You received two negative tests in a row, 24 hours apart. Your doctor will follow CDC guidelines.

In all cases, follow the guidance of your healthcare provider and local health department. The decision to stop home isolation should be made in consultation with your healthcare provider and state and local health departments. If you have been tested and determined not to have contracted COVID-19, you should stay home until at least 24 hours after you are free of fever, or signs of a fever without the use of fever-reducing medications.

As with other forms of the flu or contagious illnesses such as colds, maintaining a reasonable distance from the person is a starting point. Do not shake hands or make other physical contact. Use a sanitary wipe after the person has left to wipe those areas of your work station that the person has touched. There may be situations in which the meeting can be rescheduled to a time when the person is feeling better or the business can be conducted by phone or email. Do not hesitate to offer this suggestion if it is appropriate.

Yes. Of greatest concern is an employee with a fever greater than 100 degrees Fahrenheit and a cough; this employee should definitely be sent home. Other symptoms (difficulty breathing) may also be of concern; the decision to send an employee home who is exhibiting these symptoms, or any others, is to be made on a case-by-case basis.

In addition, advise employees of the basic preventative measures (practice good hygiene, including frequent hand washing, covering your nose and mouth with your sleeve if you cough or sneeze, and avoiding touching your eyes, nose or mouth with your hands) and post prevention and treatment information from the Center for Disease Control (CDC) throughout your work areas. Information is available at https://www.cdc.gov/coronavirus/2019-ncov/prepare/prevention.html

If someone becomes unwell in the workspace and there is reason to suspect they may have come into contact with COVID-19, the unwell person should be removed to an area which is at least 6 feet away from other people. If possible, find a room or area where they can be isolated behind a closed door, such as a staff office. If it is possible to open a window, do so for ventilation.

The individual who is unwell should use their mobile phone to call a designated public health service number. If it is an emergency (if they are seriously ill or injured or their life is at risk) then you should call 911 and explain the situation and relevant information, such as what reason to believe the individual may have been exposed to CoVID-19 and describe their current symptoms.

While waiting for advice from the public health or emergency service, the affected person should remain at least six feet from other people. They should avoid touching people, surfaces and objects and should cover their mouth and nose with a disposable tissue when they cough and objects and should cover their mouth and nose with a disposable tissue when they cough or sneeze and put the tissue in a bag or pocket then throw the tissue in the bin. If they don’t have any tissues available, they should cough and sneeze into the crook of their elbow.

If they need to go to the bathroom while waiting for medical assistance, they should use a separate bathroom if available.

To avoid risking people who have conditions that put them at higher risk of serious illness (such as diabetes, heart and lung disease, older age) make arrangements for teleworking or advise them to take additional precautions, such as staying at home.

In most cases yes, provided the employee and family member meets the eligibility requirements. A qualifying condition is one that involves either an overnight stay in a medical care facility or continuing treatment by a healthcare provider. The continuing treatment requirement may be met by a period of incapacity of more than 3 consecutive calendar days combined with at least two visits to a healthcare provider or one visit and a regime of continuing treatment. If you are out for 10 days or more, you must submit a Medical or Parental Leave Request Form and a UCF Certification of Health Care provider forms.

FMLA requires the university to provide up to 12 weeks or 480 hours of unpaid job-protected leave to an eligible employee to care for the employee’s spouse, son or daughter, or parent who has a serious health condition; or for a serious health condition that makes the employee unable to perform the employee’s job. An employee is entitled to FMLA if they have worked for the university for at least one year and have worked 1,250 hours in the previous 12 months.

FMLA information and resources are available at https://hr.ucf.edu/liaisons-and-managers/manager-resources/personnel-issues/medical-leave/

OPS employees are entitled to FMLA if they meet the eligibility requirements.

Please note that on March 18, 2020, the Families First Coronavirus Response Act was signed into law and became effective on April 1, 2020. University leadership is now working to understand how this new law may apply to UCF employees. More information will be provided when it becomes available, so please check back for details.

Help at UCF

If you are experiencing flu-like symptoms you are advised to contact your primary care physician for evaluation. Faculty and Staff who are insured may request an appointment for care at our campus UCF Health Services facility. Call 407-823-2509 for an appointment.

We will not be handing out hand sanitizers, but there are 150 hand sanitizer stations strategically located around campus for anyone to use.

On-campus students who feel ill should call Student Health Services at 407-823-2509.

UCF is committed to the safety of all their Knights. UCF remains in regular contact with local, state and federal health agencies, and we’ll continue to share precautionary measures and other updates.

The website ucf.edu/coronavirus will be regularly updated with the latest information. You can also follow @UCF and @UCFPolice on social media and download the UCF Mobile App for updates.

Counseling and Psychological Services (CAPS) is UCF’s mental health resource for students. You can visit CAPS’ website for information about and resources for coping during this time. Students can also schedule phone or virtual consultation with CAPS by calling 407-823-2811 or visiting their website.

Student Care Services continues to work remotely with anyone who needs additional academic or personal support during this time.

UCF offers our Employee Assistance Program (EAP) to all non-student employees. This program provides resources to help employees and their dependents cope with these types of life events. The EAP, administered by Health Advocate, provides confidential, short-term counseling at no cost to the employee.

Health Advocate Toll-Free Number: 877-240-6863

Health Advocate Website: HealthAdvocate.com/members

UCF’s Knights Helping Knights Pantry is offering students to-go bags with up to 10 food and toiletry items for curbside pickup. If you’re interested in this service, please fill out this form to order a bag.

Curbside pickup is available from 11 a.m. to 5 p.m. Monday through Friday at the loading dock behind the Knights Pantry in parking lot B9.