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Academics

Faculty | Students | S/U Grading | International Students | Study Abroad Students | Grad Students | Downtown 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.

Since January, UCF has been working to diligently prepare and plan for the university’s response to COVID-19. These preparations include providing instructional resources and encouragement to faculty members.

UCF is moving to remote instruction effective Monday, March 16. Classes that are already online will continue Monday. All other classes will be ready for online instruction by Wednesday, March 18.

The University of Central Florida and all state universities are extending remote instruction through the end of the spring semester, under official direction from the Florida Board of Governors, which oversees the State University System. Additionally, UCF will continue with remote instruction through the summer A, C and D semesters, which all start on Monday, May 11.

At this time, the university has not made a decision about remote instruction for the summer B term, which begins June 22.

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 social 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.

For the Spring 2020 term, students will be able to elect satisfactory/unsatisfactory grading in any course. Faculty members will continue to assign grades as outlined in the syllabi. At the end of the semester, the grades you submit will be converted by the Registrar’s Office to either satisfactory or unsatisfactory, for students selecting this option. The grade designation will appear on their transcript with an annotation that the S/U option was offered this spring semester because of the pandemic.

The opt-in choice for students recognizes the very difficult time that they and all of us face and upholds UCF’s commitment to student success. Many students are juggling education, jobs and job loss, family responsibilities, and concerns about the future. This opportunity will help alleviate some of that stress for our students. We are developing information to help students decide which choice might be better for them and to help advisors answer student questions. This information will be available to students and advisors before the opt-in period begins.

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.

We’ve heard from students who’ve requested a pass-fail grading option because of this semester’s significant disruptions and worked with academic and faculty leaders across campus to best support students during this difficult time. We’ve also heard from many who are concerned about not receiving a letter grade for their work.

That’s why students will have the option to select – for each of their Spring 2020 courses – whether they would like a satisfactory or unsatisfactory grade or a letter grade. This option will be available for students in most undergraduate and graduate programs, except medical students.

Details are still being finalized, but we want you to know that most of you will be able to make this choice. There are important factors to consider when making this decision, and we’ll soon be sharing that and more information about how and when you can select your grading preference.

Ultimately, we hope giving you this option will help ease some of the academic stress you’ve faced with the transition to remote learning.

S/U grades will not impact GPA. S/U grades will appear on the transcript with an annotation indicating that the S/U option was offered for the spring semester because of the pandemic.

Remote instruction began on March 16. Students should practice social 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.

On March 25, UCF announced a satisfactory/unsatisfactory grading option that students can choose for their classes. This decision was made after consultation with deans and faculty members because we understand the added stress the COVID-19 pandemic has placed on our students.

To give students more time to consider their options, we are pushing back this semester’s withdrawal deadline to Monday, April 20.

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.

 

In brief, this is how opt-in will work:

  • Undergraduate and graduate students may opt in to S/U grading and may choose during a yet-to-be-determined time in April;
  • Students may choose course-by-course;
  • S/U grades will have no effect on GPA;
  • Courses with “S” grades will count toward degree requirements, but not necessarily toward majors (if, for example, a “B” is required in a certain course in an undergraduate major);
  • For students who opt in to S/U grading:
    • Undergraduate grades of “A” through “C” will be replaced by “S”; “C-” and below will be replaced by “U”;
    • Graduate grades of “A” through “B-” will be replaced by “S”; “C+” and below will be replaced by “U”.

In a very few cases, certain courses may be excluded from this opportunity. For instance, the M.D. program, which is on a different academic calendar, is excluded from this program.

More details are coming soon about how students can opt in and deadlines.

For the remainder of the Spring 2020 term, students will receive free access to digital textbooks through the UCF Bookstore’s partnership with VitalSource. For more information, visit https://cdl.ucf.edu/support/webcourses/vitalsource-helps-free-e-textbook-access/.

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.

S/U Grading

Some classes may not be eligible for S/U grading. Information regarding UCF’s Spring 2020 S/U opt-in policy is forthcoming. You should seek guidance regarding this matter from faculty members and advisors.

 

You will complete an online request form using the self-service option in myUCF. The form will be available soon. Here are the steps you need to take:

  • Consult with your advisor as soon as possible.
  • Between April 10 – 27, submit your request S/U grading. Go to the myUCF portal and select Student Self Service > Student Center > Other Academic (dropdown menu) > COVID-19 S/U Option.
  • Opt-in no later than 11:59 p.m. on April 27.

Grades of S and U do not impact the GPA. A grade of S will result in credit for the course, but it will not be used in the calculation of the GPA. A grade of U will reflect attempted credit that was not earned in the course, but it will not affect the GPA.

View the complete S/U Grading Policy

U grades will not negatively impact your GPA, and you will not receive credit. S grades also do not affect your GPA, and you will receive credit for completing the course.

You will receive the letter grade you earn for your class(es).

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. 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 even if you are outside of the United States. To maintain an active SEVIS record students must return to the United States within five months.

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 for Summer A, C and D, which start May 11. At this time, the university has not made a decision about remote instruction for the summer B term, which begins June 22. 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

UCF Global is closely monitoring all students and faculty who are studying or working abroad. And they’ll be communicating with our students about best steps to take to maintain your safety.

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

There are no planned changes in deadlines at this time. The thesis/dissertation final submission deadline is April 17, 2020. Should students have questions related to format review and final submission, please contact editor@ucf.edu.

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.

S/U grades will not impact GPA. S/U grades will appear on the transcript with an annotation indicating that the S/U option was offered for the spring semester because of the pandemic.

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.

On March 25, UCF announced a satisfactory/unsatisfactory grading option that students can choose for their classes. This decision was made after consultation with deans and faculty members because we understand the added stress the COVID-19 pandemic has placed on our students.

To give students more time to consider their options, we are pushing back this semester’s withdrawal deadline to Monday, April 20.

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.

 

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.

Downtown Students

The University of Central Florida and all state universities are extending remote instruction through the end of the spring semester, under official direction from the Florida Board of Governors, which oversees the State University System. Additionally, UCF will continue with remote instruction through the Summer A, C and D semesters, which all start on Monday, May 11. At this time, the university has not made a decision about remote instruction for the summer B term, which begins June 22.

UCF students should not come back to campus through the summer semesters. Valencia College’s face-to-face classes have been canceled until March 23, when most face-to-face classes will move online for the rest of the semester. UCF students who are enrolled in co-listed UCF/Valencia courses should contact their instructor for information on remote instruction and other accommodations. 

Commencement

UCF – like all other state universities – will not be hosting in-person commencement ceremonies this spring, but we have continued to explore alternative ways of celebrating this important milestone. We will be organizing a virtual commencement for our spring graduates. Details are being worked out and will be shared soon.

Additionally, we are looking at ways to recognize this semester’s graduates at a special rescheduled ceremony later this year. More information on that will come later.

If you would like a refund for your cap and gown now, please request a refund directly from Herff Jones by calling 1-800-837-4235 or visiting herffjones.com/customer-service/faqs.

Students who receive their cap and gown shipped to their home address will also receive a pre-paid shipping label to have the unused items sent back to the cap and gown facilities along with detailed instructions.

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

In early March, the Office of Research identified and approved researchers who could continue to have limited access to their labs. However, in response to the “stay at home” order, the list will be further reduced to only allow access to personnel critical to maintaining facility operations. Those individuals will be selected by their college deans or directors and approved by the Vice President of Research. More information will be forthcoming.

In early March, the Office of Research had identified and approved researchers who could continue to have limited access to their labs. However, in response to the “stay at home” order, the list will be further reduced to only allow access to personnel critical to maintaining facility operations. Those individuals will be selected by their college deans or directors and approved by the Vice President of Research. More information will be forthcoming.

  • If you have any changes for contacts in your labs, update your emergency information with EHS through the EHSA Login tab (https://ehs.ucf.edu/).
  • Identify who is essential personnel in your lab.
  • Identify procedures and processes that require regular personnel attention.
  • Assess and prioritize critical laboratory activities.
  • Identify any research experiments that can be ramped down, curtailed, or delayed.
  • Ensure that you have access to contact information for your critical staff.
  • Cross-train research staff to fill in for others who may be out sick or unable to come to work.
  • Maintain a sufficient inventory of critical supplies that may be impacted by global shipping delays.

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.

This is not the time to begin long-range projects. There are too many uncertainties regarding when campus will be fully operational. Federal agencies and other research partners are aware of this unique situation and the need for social distancing. The Office of Research will work with you once we have more direction from our partners on no-cost extensions you may need to complete your work, once we are fully operational again.

This is up to each investigator, but remember there is a lot of uncertainty at this time. It may be best to stop or pause if possible. Safety is should be your guide. However, now is not the time to start new research.

Safety and preventing the spread of this disease is our number one priority and should be yours too. If you can’t do your work any other way, postpone the experiment.

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).

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.


Operations

Events | Facilities | Housing |

Events

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 semester.

Cancellations include all UCF Athletics events, UCF Celebrates the Arts, Knight-Thon, meetings of student organizations, admissions tours and other academic and recreational meetings and events. View of a full list of what’s open at UCF.

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

Residents Still on Campus With No Summer Agreement

Residents physically remaining on campus with no summer agreement need to vacate their room by 6 p.m. Wednesday, March 25, unless they are granted an exemption. These residents should visit the Housing Portal in myUCF to sign up for an appointment time and follow the move out instructions below.

Residents Still on Campus With Summer Agreements

Residents physically remaining on campus with a summer agreement still need to vacate their room by 6 p.m. Wednesday, March 25, unless they are granted an exception. These residents should visit the Housing Portal in myUCF to sign up for an appointment time and follow the move out instructions below.

At this time, Housing does not know the status of residents’ ability to return for campus for the summer. They are encouraged to use their best judgement on whether to take all belongings, especially if it could be a hardship to get them at a later date.

Instructions for move out

Exceptions for Extenuating Circumstances
We are working quickly to review requests for exemptions also submitted through the Housing Portal for international students unable to travel, residents without permanent housing and those with other hardships. Please know these are being handled on a case-by-case basis. More information will be shared as soon as possible, and residents requesting exceptions should stay tuned to their email.

This is only for residents who haven’t already left campus. Residents that are not physically on campus at this time will receive instructions about completing their move out at a different time. Do not return until you receive instructions from us.

Residents who have not returned to UCF since spring break will receive instructions about completing their move out in the coming weeks. Their belongings are safe, and no new residents will be moved into their spaces.

At this time, public health officials are advising against any non-essential travel, so residents should not be coming to campus to move out of residence halls. Move out for these residents will be scheduled at a time when risks associated with the further spread of COVID-19 are minimized.

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 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.

Residents Still on Campus With No Summer Agreement

Residents physically remaining on campus with no summer agreement need to vacate their room by 6 p.m. Wednesday, March 25, unless they are granted an exemption. These residents should visit the Housing Portal in myUCF to sign up for an appointment time and follow the move out instructions below.

Residents Still on Campus With Summer Agreements

Residents physically remaining on campus with a summer agreement still need to vacate their room by 6 p.m. Wednesday, March 25, unless they are granted an exception. These residents should visit the Housing Portal in myUCF to sign up for an appointment time and follow the move out instructions below.

At this time, Housing does not know the status of residents’ ability to return for campus for the summer. They are encouraged to use their best judgement on whether to take all belongings, especially if it could be a hardship to get them at a later date.

Instructions for move out

Exceptions for Extenuating Circumstances
We are working quickly to review requests for exemptions also submitted through the Housing Portal for international students unable to travel, residents without permanent housing and those with other hardships. Please know these are being handled on a case-by-case basis. More information will be shared as soon as possible, and residents requesting exceptions should stay tuned to their email.

This is only for residents who haven’t already left campus. Residents that are not physically on campus at this time will receive instructions about completing their move out at a different time. Do not return until you receive instructions from us.

At this time, Housing does not know the status of residents’ ability to return for campus for the summer because of the dynamic nature of COVID-19. We’ll share more information as soon as possible.

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.

Employment

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

You may use your p-card as usual. Follow the routine guidelines and procedures. All F&A procedures remain status quo until further notice.

Work Schedules and Sick/Annual Leave

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 will become 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. Beginning April 1, when the federal Families First Coronavirus Response Act takes 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.
  • Beginning April 1, when the federal Families First Coronavirus Response Act takes 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 will become 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 essential 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. Beginning April 1, when the federal Families First Coronavirus Response Act takes 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

No. Bringing a child to work is not permitted under a stay-at-home order. The only persons allowed on campus are essential employees with proper credentialing, whose job functions are required, and who have their supervisors’ permission or direction to report to campus. 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 will become 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.

Bringing a child to work is not recommended or advisable whether you are working remotely or on site. However, we recognize the unprecedented nature of the COVID-19 emergency and understand that working remotely with your child may be possible, and in some cases, necessary. Decisions can be made on a case-by-case basis by your department head or designee. If you are not able to work remotely with your child, 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.

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.

This means that only a subset of previously-designated “Essential Personnel” should be reporting to campus during the stay-at-home order. Employees have to meet all three criteria: (1) Essential Personnel (with a valid Essential Personnel badge or update sticker), (2) Job functions require on-site work, and (3) Supervisor approval.

Working Remotely

Learn more about working remotely

Recruitment

Yes. The university remains open and is actively recruiting for positions.

Although the recruitment process has not changed, it is important to take the time to review options prior to commencing with interviews and keep in mind social distancing recommendations. Ask yourself the following:

  • If this is a first-round interview, can it be conducted over the phone or via video by leveraging Skype or Zoom?
  • Are all applicants being provided with the same experience? Even if a candidate can travel to campus, he/she should be interviewed in the same format as out of state candidates.
  • Avoid shaking hands and other close contact with candidates whenever possible. Acknowledge the unusual circumstances and do all you can to put them at ease.
  • Offer flexibility if candidates need to reschedule. With school and childcare closures and individual family care needs, there is a high likelihood that there will be candidates who will be completely unable to participate in an interview, virtual or in-person. Do you not eliminate candidates from consideration due to circumstance which may be beyond their control.
  • Stay informed about the status of university operations. It may be necessary to adjust or delay start dates.

Yes. This applies to all official UCF travel. In order to continue with your hiring needs, we recommend skype or other video-capable solutions as an alternative. For other non-UCF employee travel, please contact travelfa@ucf.edu for your specific questions.

At this time, the university is open and hire requests will continue to be reviewed and approved using the 7- 10 day guidelines.

Please be mindful that there may be delays in background check results at the county level, which may, in turn, impact the speed of our results from the background-screening vendor. In addition, it may be more challenging to get references completed and obtain unofficial/official transcripts as universities/companies are addressing staffing during COVID-19 in various ways. It is important that any conversations with preferred candidates include the caveat that all discussed hire dates are contingent on the completion of the pre-employment review process which includes references, background investigation, credit check (if applicable), and transcripts. A hire date will not be confirmed until the candidate receives a university hire letter/welcome letter from human resources.

Yes, PageUp can be accessed via mobile, tablet, laptop or desktop utilizing single sign-on credentials.

For the short term due to the concerns regarding the coronavirus, departments may invite finalists to participate in the search process in a remote way using technology to create a process as close as possible to an on-campus interview experience. It is important that if the decision is made to conduct on-campus interviews in this manner, the process is the same for all candidates, including those that are not traveling from out of the country. That said, if any of the candidates are expected to travel from countries identified as restricted destinations by UCF (Azerbaijan, China, Hong Kong, Italy, Iran, Japan, Mongolia, South Korea, all countries within Europe, and Turkmenistan, or are returning from a cruise), the department should arrange for all finalists’ interviews to be conducted remotely.

If the department’s search process is in the midst of completing finalists’ in-person interviews and the university implements the modified operations, the department should, for the short term, conduct the remaining finalist interviews remotely by creating a process as close as possible to the other candidates’ on-campus interview experience.

Please note that if the university has not implemented modified operations requiring non-essential employees to work remotely, the department should move forward with conducting on-campus interviews for the finalists because the process is already underway and it is important that the process be as consistent as possible for all candidates.

Should you have any questions or special circumstances, please contact Talent Acquisition or the Office of Institutional Equity prior to proceeding. This is a fluid situation and both offices are continuing to monitor university advisories and will make necessary adjustments.

Onboarding

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

The Florida Board of Governors, which oversees state universities, has directed UCF, along with the state’s other public universities, to extend our period of remote learning through the end of the spring semester. This important and necessary action will protect the health and safety of our students, faculty and staff.

Faculty and staff who are working remotely should expect to continue to do so for the immediate weeks ahead. We will continue to keep you informed about remote working guidelines as decisions are made about campus operations for the remainder of the spring semester.

Some employees will be required to be on campus because they support remote learning, campus operations, and other areas. It is supervisors’ responsibility to appropriately determine which employees have duties that don’t allow them to work remotely.

For positions that are able to work remotely, employees and supervisors should review the COVID-19 Emergency Remote Work Procedure and file the Remote Work Agreement with UCF Human Resources. Remote work can then begin immediately.

Yes, you may be asked to work more hours or different hours than normal, especially if you have been designated as an essential personnel employee or the university is short-staffed as a result of a virus or influenza 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 you have been designated as essential personnel 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 additional 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 web sites listed in the Information about COVID-19 section of this FAQ document.

Student Employment

Yes, if their supervisor deems that remote is feasible and can provide adequate supervision for the student.

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. 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 Currently Abroad | Those Studying Abroad |

COVID-19 has been declared as a global pandemic by the World Health Organization, and global travel is restricted. Everyone is expected to monitor their health, limit interactions with others, and upon showing symptoms, immediately self-isolate and contact their health care provider.

Any faculty and staff members or students returning from a country that has a CDC Level 3 Travel Health Notice, which now includes almost all of Europe, should not come to campus and must self-quarantine for 14 days upon return. Employees who have to self-quarantine should reach out to their supervisors to discuss possible telecommuting options. 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.

At UCF, anyone with additional questions may call UCF Student Health Services at 407-823-2509.

COVID-19 remains dynamic, and travel advisories are subject to change. Travelers should closely monitor travel information from the CDC: cdc.gov/coronavirus/2019-ncov/travelers/index.html.

Based on guidance from state and federal officials, UCF is prohibiting all employee official university domestic and international travel for the next 30 days. The exception is employee travel between UCF campuses, which remains permitted.

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.

Note that in-state travel by personal vehicle is exempt from this cancellation. For example, if you are traveling to another location within the state of Florida and the transportation method is via personal vehicle, you are permitted to travel.

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.

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, UCF is prohibiting all employees’ official university domestic and international travel for the next 30 days. The exception is employee travel between UCF campuses, which remains permitted.

 

UCF is located in Orange County. On Friday, March 20, Mayor Jerry Demings announced a curfew will be in place from 11 p.m. through 5 a.m. daily until further notice. Only certain people are exempt, including first responders, healthcare professionals and those traveling to and from work.

Orange County is also mandating an emergency “stay at home” order that takes effect at 11 p.m. Thursday, March 26, for at least two weeks through 11 p.m. Thursday, April 9. The order means that the entirety of Orange County is ordered to stay at home as much as possible, with exceptions for businesses and travel deemed “essential.”

Individuals can travel to and from grocery stores, pharmacies, gas stations, police stations, fire stations, hospitals, doctor’s offices and healthcare facilities. However, once these locations have been visited, residents need to go home. While inside these businesses, continue practicing social distancing. Try to stand 6 feet back from other customers in checkout lines, and continue good hand washing practices and using hand sanitizer before and after your trip.

 

Work-related Travel

No Travel Approval Petitions will 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 Currently Abroad

UCF Global is closely monitoring all students and faculty who are studying or working abroad. And they’ll be communicating with our students about best steps to take to maintain your safety.

It is up to the traveler to make this determination. Insurance does not cover preventative medical evacuation, so costs associated with changing travel arrangements will not be reimbursed.

Based on discussion with providers, treatment will not be denied because it is related to COVID-19. Similar to a broken bone, if medical treatment is needed, individuals should proceed to the nearest health facility with the insurance card provided during registration with UCF Global.

This is a personal decision that is up to the traveler. If a qualified health facility is available where the traveler is located and the traveler decides not to take advantage of those services, costs will not be reimbursed for travel or medical costs.

As UCF has previously shared, any faculty and staff members or students returning from a country that has a CDC Level 3 Travel Health Notice, which now includes almost all of Europe, should not come to campus and must self-quarantine for 14 days upon return. Employees who have to self-quarantine should reach out to their supervisors to discuss possible telecommuting options.

If any member of our campus community has returned from one of these countries in the past two weeks — or will soon be returning from one of these countries — please immediately contact Student Health Services at 407-823-2509.

Those who have traveled to CDC Level 2 countries or taken a cruise should monitor their health, limit interactions with others for 14 days after returning to the U.S., and immediately self-isolate and contact their health care provider upon showing symptoms.

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

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 | Travel-related | 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 spreading rapidly across the globe, and that reality is something we all must be conscious of.

Based on the information the Department of Health shared with UCF on March 19, it is unlikely that members of the UCF community who haven’t yet experienced flu-like symptoms of their own will start to if they crossed paths with our ill student.

The incubation period of COVID-19 is 14 days, which means that is the period in which those exposed to the virus are contagious and pose a risk to others. Because our student has not been on campus since at least March 9, we are close to the end of that 14-day window.

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/safety/coronavirus/#prevention. It’s also important to practice social distancing, which means avoiding mass gatherings and settings with large numbers of people and maintaining distance from others when possible.

Yes. As testing becomes more widely available across the country, the number of positive cases everywhere will grow.

If you become ill with flu-like symptoms, including fever, cough, sore throat, body aches, runny nose, nausea, or vomiting or diarrhea, contact your primary care physician, who will determine whether testing or treatment is needed. Avoid contact with other people and avoid social gatherings as much as possible to keep from spreading your illness to others.

Students

If you are worried about the possibility, please call UCF Student Health Services at 407-823-2509 and we can share advice or have you seen by one of our practitioners, whatever is in your best interest.

UCF Employees

Notify your supervisor that you are ill and will not be able to work.

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

COVID-19 symptoms are generally flu-like and include fever, cough, runny nose and difficulty breathing. Symptoms are thought to appear within two to 14 days after exposure, and a person can be contagious but not symptomatic. Like seasonal flu, COVID-19 infection in humans can vary in severity from mild to severe. When severe, pneumonia, respiratory failure and even death are possible.

While there is no vaccine for COVID-19, basic principles apply that can keep you healthy just like with the flu. Don’t touch your face and avoiding people who are sick are two of the most important principles. The Centers for Disease Control and Prevention has more details on its website.

 

If you become ill with flu-like symptoms, including fever, cough, sore throat, body aches, runny nose, nausea, or vomiting or diarrhea, contact your primary care physician, who will determine whether testing or treatment is needed. Avoid contact with other people and avoid social gatherings as much as possible to keep from spreading your illness to others.

Students

If you are worried about the possibility, please call UCF Student Health Services at 407-823-2509 and we can share advice or have you seen by one of our practitioners, whatever is in your best interest.

UCF Employees

Notify your supervisor that you are ill and will not be able to work.

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.

We just don’t know right now if it is more dangerous than the flu. We need to watch things closely and everyone needs to be paying attention.

The general public should not be wearing face masks. Face masks that the general public are wearing do not protect them from acquiring COVID-19.

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.

Travel-related

COVID-19 has been declared as a global pandemic by the World Health Organization, and global travel is restricted. Everyone is expected to monitor their health, limit interactions with others, and upon showing symptoms, immediately self-isolate and contact their health care provider.

Any faculty and staff members or students returning from a country that has a CDC Level 3 Travel Health Notice, which now includes almost all of Europe, should not come to campus and must self-quarantine for 14 days upon return. Employees who have to self-quarantine should reach out to their supervisors to discuss possible telecommuting options. 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.

At UCF, anyone with additional questions may call UCF Student Health Services at 407-823-2509.

COVID-19 remains dynamic, and travel advisories are subject to change. Travelers should closely monitor travel information from the CDC: cdc.gov/coronavirus/2019-ncov/travelers/index.html.

Based on discussion with providers, treatment will not be denied because it is related to COVID-19. Similar to a broken bone, if medical treatment is needed, individuals should proceed to the nearest health facility with the insurance card provided during registration with UCF Global.

This is a personal decision that is up to the traveler. If a qualified health facility is available where the traveler is located and the traveler decides not to take advantage of those services, costs will not be reimbursed for travel or medical costs.

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 re-scheduled to a time when the person is feeling better or the business can be conducted by phone or e-mail. 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 1250 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 will become effective on April 2, 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/safety/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.

  1. Coronavirus
  2. Coronavirus FAQs