Microsoft Teams is a program for engaging with students both synchronously and asynchronously, allowing for chatting, video and audio calls, and even sharing presentations with students while on a call. However, according to Sam Williams, academic technology and innovation, because of the many features it has, it can be a bit intimidating to get started with. Here is a guide on the basics of starting a 1-on-1 chat, and starting a classroom team for group or singular at distance instruction.
Alumni & parent relations moderates a community platform called Switchboard, which serves as a closed community space for faculty, staff, parents, students, and alumni to ask for what they need and offer what they have. Craig Swinyard, director, encouraged current Switchboard users to lean in to the power of connection. In these times of uncertainty, now more than ever, members of the UP community are here to support you. If you need help – or can offer help to your fellow Pilots – please reach out to your community here.
Dear University of Portland Students, Faculty, Staff, and Parents,
I write to provide you with an update on the University of Portland’s ongoing response to the novel coronavirus (COVID-19) outbreak. I recognize that this communication is lengthy. However, it contains critically important information and I thank you in advance for reading it in its entirety.
The health and safety of UP community members remain our top priorities. Since the onset of the outbreak, leaders from across campus have continuously evaluated and implemented measures to promote the well-being of students, faculty, and staff. Their goals have been threefold: (1) reduce the risk of COVID-19 exposure among community members; (2) assist community members who have been impacted by the outbreak; and, (3) promote continuity of our University’s academic programs and operations. Throughout our University’s decision-making process, we have considered guidance from public health authorities, members of our Health & Counseling Center team, and best practices in higher education. We have endeavored to make decisions that are data-informed and consistent with our mission. I want to thank all across campus for their tireless, timely, and transparent efforts in responding to this challenge.
In recent days, with the continued spread of COVID-19 in the United States (including in the Greater Portland area), we have determined that additional steps are now necessary to accomplish the three goals stated above. I note that no member of our University community has tested positive for COVID-19. Nevertheless, we believe that the following actions are prudent in light of recent local, state, national, and global developments.
Transition to Online Instruction: The University will initiate a transition to online instruction. This transition will occur as follows. Beginning Monday, March 16th, all face-to-face classroom instruction will be suspended. No classes will be held on Monday, March 16th, and Tuesday, March 17th, in order to allow for faculty online class preparations and student travel. Beginning Wednesday, March 18th, all courses will begin to be held online until further notice. Provost Thomas Greene will send guidance later today to all students, faculty, and staff concerning implementation of this transition. Additional academic updates, as well as information on the resumption of in-person instruction, will be provided as appropriate.
Student Room and Board: We encourage students to return to their permanent addresses while this virtual learning environment is in effect. We appreciate that, for many students, returning to their permanent addresses may present a significant hardship. Other student may have specific, compelling reasons to remain on the UP campus. Residence Halls will remain open and key services, including on-campus dining, will be available. Vice President for Student Affairs Father John Donato, C.S.C., will send guidance to students later today regarding further matters relevant to services and support.
Faculty/Staff: For now, the University campus remains open and will operate under a normal schedule for faculty and staff, including business functions and employee working hours. Vice President for Human Resources Sandy Chung will send additional information on flexible work options in the coming days, and Provost Thomas Greene will have further information for faculty members.
Large University Events: In accordance with recently-issued directives from state and local authorities, several signature University events which attract large crowds will be canceled. This includes, but is not limited to, Founders’ Day, the Scholarship Luncheon, Weekend on The Bluff, Rock The Bluff, the “We Are Portland” Student-Athlete Awards Dinner, and the Hawaiian Luau. Attendance at UP on-campus athletic events will generally be restricted to student-athletes, officials, essential staff, and credentialed media; however, all are encouraged to visit the University’s Athletics webpage for further details. Individuals with questions about whether a particular event has been canceled should contact event organizers for further information. At present, there are no plans to cancel the University’s Commencement Exercises in May.
Small Events, Gatherings, and Lectures Sponsored by Departments, Clubs, and Organizations: Smaller events, gatherings, and lectures sponsored by departments, clubs, and organizations will be canceled or postponed until further notice. Smaller events may be allowed to take place on an exceptional basis with advance written approval from the Provost and/or a University Vice President.
Travel: All University-sponsored and/or -reimbursed travel must either be canceled or postponed until further notice, unless a written exception is granted by the Provost and/or a University Vice President. This does not apply to community members who are currently abroad and are traveling back to the United States. Personal travel to international locations is strongly discouraged.
The above-referenced communications from Provost Thomas Greene, Vice President for Student Affairs Father John Donato, C.S.C., and Vice President for Human Resources Sandy Chung, as well as additional information concerning the University’s COVID-19 response, will be posted to the University’s coronavirus webpage as it becomes available. We appreciate your patience and flexibility as resources are added to this webpage over the course of the coming days.
These are difficult times, and I invite you to join me in praying for all who have been impacted around the world by the COVID-19 outbreak. I also ask that you join me in praying for our University of Portland community and for all who labor in support of the safety and well-being of our Pilot students, faculty, and staff. I am confident that through action, resilience, and God’s grace, we will emerge from these present challenges.
As a University guided by the Congregation of Holy Cross, we are called to be people “with hope to bring.” May we now unite in a spirit of hope and an abiding confidence in the value and indispensability of our sacred mission.
Rev. Mark L. Poorman, C.S.C.
The following information was shared with the campus community by Sandy Chung, Human Resources, on Friday morning, March 13:
Dear staff colleagues,
With the Coronavirus (COVID-19) situation, this is a time of uncertainty and stress for all of us. On behalf of UP’s leadership, I want you to know that we care about you, your families, and our communities. Our goal is to work together, support each other, and navigate this situation as a united campus. As a community of care and support, we can handle anything that comes our way.
An important goal is to prevent and slow the spread of the Coronavirus. In support of this, the University requests that departments and units work on the following:
- The University encourages supervisors and employees to work together to determine those employees who can work from home, full-time or part-time, on a temporary basis while we respond to the Coronavirus situation. Please carefully review and follow the COVID Telework Policy and the COVID Telework Agreement Form, which are attached at this link (Human Resources Policy – COVID TeleWork Policy for Staff Employees – Final – 3.13.20). These documents will also be uploaded to www.up.edu/hr and the Human Resources section of PilotsUP. The COVID Telework policy does not cover employees who are requesting telework because: they may have been exposed to the Coronavirus, they have been diagnosed with the Coronavirus, they are quarantined due to the Coronavirus, they have childcare or family care difficulties related to the Coronavirus, or they or a family member is more vulnerable to the Coronavirus due to a health situation. Employees in these situations should work directly with Human Resources at email@example.com or (503) 943-8484. The COVID Telework policy does not apply to student employees. My goal is to get you guidance about student employees by Monday, March 16, 2020.
- For employees who need to come to campus to do their job duties, we ask that supervisors and employees work together to create social distancing measures as possible and reasonable. This can include things like changing work spaces to create more distance and lessening in-person meetings.
- Please remember that all University-sponsored and/or reimbursed travel must either be canceled or postponed until further notice, unless a written exception is granted by the Provost and/or a University Vice President.
To support UP and our communities, each of us needs to do our part, and how each of us contributes may be different. Please know that we cannot treat everyone the same; for example, some positions will require that work be done on campus and cannot be approved for telework. However, we can treat everyone in our community with care and support, with fairness and equity.
If you need help navigating personal or work situations – related to the Coronavirus, illness, childcare or family care, stress, and other situations – I encourage you to reach out to Human Resources (firstname.lastname@example.org, 503-943-8484) or to the confidential, free Employee Assistance Program (www.up.edu/hr/benefits/eap.html).
Also, please support the non-UP communities that you are engaged with. This includes acting responsibly with social distancing measures like not going to large gatherings of people. For some of us, this may also mean checking in with our K-12 schools, which will be closed the next two weeks; there will be families and children who will need food or other forms of support.
Please remember that the University is uploading Coronavirus resources and FAQs at www.up.edu/coronavirus and in the Human Resources section of PilotsUP.
Thank you everyone. Please take care of yourself, your families, and each other.
Sandy S. Chung
Vice President for Human Resources & Title IX Coordinator for Compliance
University of Portland | 504 Waldschmidt Hall
5000 N. Willamette Blvd. | Portland, OR 97203-5798
T 503.943.8987 | email@example.com
Starting Friday, March 13, information services will be installing a new piece of software on University-owned laptops. This software is called Cisco Umbrella Roaming client, a light-weight client which protects internet browsing and filters malicious content from being accessible on your laptop.
All equipment currently connected to the University’s network is already being protected with Cisco Umbrella and we want to extend that protection to University-owned laptops when they are being used remotely.
If you have any questions or concerns, please contact the UP Help Desk at firstname.lastname@example.org or x7000.
Out of an abundance of caution, and in conjunction with state guidelines on public gatherings, the athletics office is closing the Beauchamp Recreation & Wellness Center this morning (Thursday, March 12) until further notice. We will take this time to thoroughly deep clean the building in preparation for reopening at a later date.
For more information please contact athletics at x7117 or email@example.com.
Campus safety recently sent employees a text message about the first Oregon cases of Coronavirus and campus preparations through our emergency notification system and a number of employees did not receive the message. Text messages are an effective way for UP community members to receive communications during an urgent or emergency situation. All faculty and staff are asked to please sign into pilots.up.edu and double check their emergency notification information and update as needed.
For more information contact campus safety at firstname.lastname@example.org.
All University employees are advised to please review the Coronavirus guidance document at this link. Some of the guidance in this document may be updated or revised at a later time, as appropriate.
As the Coronavirus spreads in the Portland/Oregon area, you may have the following question, which is addressed in the FAQ’s question no. 1:
FAQ 1: A supervisor or employee has concerns that the employee may have been exposed to the Coronavirus. What should be done?
A: Please contact human resources as soon as possible at email@example.com or (503) 943-8484. If the situation is particularly urgent, please call or text (310) 779-2406.
If there are any concerns about Coronavirus exposure, it is best if the employee stays at home or goes home until human resources can help UP leadership make a determination about appropriate next steps. An employee’s pay and sick/vacation time accruals will not be affected if an employee is asked to stay at home while a determination is being made about Coronavirus exposure or if the employee is asked to continue staying at home because of potential or actual Coronavirus exposure.
Additional information from HR is available on the HR PilotsUP page.
When employees have to navigate difficult situations related to illness, family care, or childcare that come up in these types of situations, they can contact EAP at this link for support and connection to resources.
If you have any questions or need assistance, please contact human resources at (503) 943-8484 or firstname.lastname@example.org.
COVID-19, also called Coronavirus, continues spreading to various parts of the world. Since UP’s spring break more than a week ago, Oregon now has both confirmed and presumed exposures awaiting confirmation. Nearby Washington state has suffered a number of deaths from the virus to date.
Anyone with underlying medical conditions that make them especially vulnerable to complications from COVID-19 (Coronavirus) should consult with their medical provider to determine if self-isolation away from campus might be warranted. Based on that medical advice, any student who wishes to avoid coming to campus temporarily should contact their associate dean for guidance.
Before returning to campus, please contact your health care provider if you have traveled to one of the countries on the U.S. Center for Disease Control and Prevention (CDC) Level 3 or 4 list (Italy, South Korea, Iran, etc.), or if you are aware that you have otherwise been exposed to COVID-19. They will advise you and refer you appropriately so together you can best address your individual situation.
If any students exhibit a history or symptoms consistent with COVID-19, we will work with the Oregon Health Authority and the CDC to care for the student and UP campus.
Since spring break, more has been learned about COVID-19 and its behavior, including:
- COVID-19 is thought to spread primarily through close contact, within six (6) feet of an individual with a confirmed diagnosis.
- According to CDC experts, COVID-19 appears to be effecting children and younger adults at lower rates. Furthermore, most young adults with COVID-19 experience mild symptoms.
- The CDC recommends people clean and disinfect frequently-touched objects and surfaces, including keyboards, cell phones, doorknobs, desks, and light switches. Standard cleaning supplies are believed to be effective for COVID-19. Handwashing for at least 20 seconds is recommended. If handwashing is not readily available, then hand sanitizer with at least 60% alcohol is an acceptable alternative.
Classes and daily operations at UP will continue as scheduled until further notice. Here are a few steps we are taking to help address the spread of COVID-19:
- Busy areas around campus will undergo multiple cleanings and disinfecting throughout the day and evenings, including bathrooms and high-use surfaces.
- More hand sanitizer stations will be positioned around campus as inventory allows.
- Visible signage is being increased in all buildings with important reminders and key information which must be followed for our protection.
- Scrutiny of outside events scheduled on our campus, subjecting them to potential postponement or cancellation, depending on the guidance we receive from local, state, and federal healthcare officials.
Other guidance shared with all students, faculty and staff prior to spring break still applies concerning precautions and information about COVID-19:
- Symptoms of COVID-19 include fever, cough, and shortness of breath. They can surface up to 14 days after exposure.
- Anyone experiencing symptoms consistent with COVID-19 should contact their healthcare provider. Current UP students should contact the campus Health and Counseling Center (HCC) at (503) 943-7134. After hours, students can access ProvRN or Providence Express Care Virtual to reach a healthcare provider for immediate assessment. Instructions for accessing these services are available on the HCC website using this link.
- Precautions to decrease the transmission of COVID-19 are like those for preventing the spread of other respiratory illnesses, including colds and flu. Cover your mouth and nose when you sneeze or cough; wash your hands frequently; and stay home if you are ill. The HCC is still taking precautions with patients, including providing masks to students with symptoms of any respiratory illness or fever; and screening all students seeking medical and counseling services upon check-in for risk of exposure to COVID-19. If any students exhibit a history or symptoms consistent with COVID-19, we will work with the Oregon Health Authority and the CDC to care for the student and UP campus.
COVID-19 Outbreak Information
- Additional information and regular updates are available online from the Health and Counseling Center at https://www.up.edu/healthcenter/coronavirus-updates.html.
- The World Health Organization, Centers for Disease Control & Prevention (CDC) and international governments are taking decisive action in response to COVID-19. The CDC website is being updated frequently with information as more becomes known.
Again, our guidance still focuses on caution and prevention. For further information or questions, please contact any of the following resources:
- Health and Counseling Center: x7134
- Campus Safety: x7161
- ProvRN: (503) 574-9606
The Brian Doyle Scholarship for Creative Writing was established in 2018 by University of Portland regent Ralph Bliquez in memory of longtime Portland Magazine editor Brian Doyle, who passed away in May 2017. One aspiring writer will receive a $35,000 scholarship award for the 2020-2021 academic year. Applications are being accepted from now until April 1, 2020. Faculty and staff are encouraged to reach out to current freshmen, sophomores, or juniors to let them know about this exciting creative writing opportunity.
Please use this link for more details.