COVID-19 Campus Operations
COVID-19 Campus Operations
Due to COVID-19 and to ensure business continuity, University Business Services is making the following temporary policy/procedures changes with regards to utilization of the Pro-Card:
While most UConn employees are now working remotely, it is understood there may be a need for low-dollar, educational and research supply-type purchases to be shipped to remote work locations.
Employees, with supervisor approval, may purchase necessary supplies related to furthering education and research, using the following methods in priority order:
- HuskyBuy – If the supplies are available in HuskyBuy then this is the preferred method where you will be able to enter a remote work location. Any items requiring a ship to location outside of UConn will be reviewed by Procurement. See instructions here.
- Pro-Card -
- If the supplies are not available in HuskyBuy then a Pro-Card may be utilized as an alternate purchase method and shipped to a remote work location within CT with documented approval from your supervisor. Any purchases using the Pro-Card with shipments to a remote work location require an approval from the Pro-Card Administrator prior to purchase. Instructions on how secure this approval can be found here.
- Keep in mind that the purchase of office furniture and equipment, computers, laptops, IPads, copiers, and scanners are not considered low-dollar, educational and research supplies and require a documented pre-approval from your supervisor and review and approval from the Pro-Card Administrator and may be subject to further review by the AVP of University Business Services and AVP & Controller. Instructions on how secure this approval can be found here.
- Using the Pro-Card for University-related purchases represents the University’s trust in you and your empowerment as a responsible employee of the University to safeguard and protect our assets. The Cardholder, Supervisor and Fiscal Officer assume the responsibility for the protection and proper use of the Pro-Card that will be subject to post-review by the AVP & Controller’s Office, University Business Services and Internal Audit.
- Employee reimbursements – This method should be used as a last resort where HuskyBuy or Pro-Card cannot be used. If this method is used then the procedures under Pro-Card apply with the exception of having the pre-approval attached to the DV in KFS or expense report in Concur.
Employees, Supervisors and Fiscal Officers are expected to use best-judgment and reason and continue to be good stewards of University resources during this unusual time.
Please contact Nancy Patrylak or Elise Fiorentino at PCard@uconn.edu with any questions regarding the use of the Pro-Card.
All departments in Facilities Operations will be operating with a reduced and alternating staff in an effort to keep our employees healthy and to position the department for providing long-term service during the COVID-19 pandemic. Staff will be closely following CDC Guidelines for social distancing and hand washing.
Facilities Operations departments include all Trades, Housekeeping, Motor Pool, Transportation & Parking, Locksmith and Physical Security, Landscape, Cogen, Water Pollution Control and Reclaimed Water facilities, Central Warehouse, University and Student Mail and the Operations Center. Facilities projects, including those in Academic Renovations, will continue if the project is already in progress or is a life safety initiative.
Below is specific information for certain departments:
- Hours of operation will continue to be 24 hours a day and 7 days a week.
- The Operations Center will continue to act as the maintenance call center for the University including regional campuses and will continue to support all of its current systems monitoring functions.
- The Operations Center staff will also continue the student lockout function.
Parking and Transportation:
- HuskyGo fixed-route shuttle and the Accessible Van Service will be provided on the Storrs campus following their Spring Break schedules for the remainder of the 2020 spring semester.
- Please visit https://transpo.uconn.edu/ for complete information and updates.
- Parking garages will be open and parking there will be free.
- Parking enforcement will continue.
University Mail Services:
- Hours of operation will be 8 a.m. to 4 p.m.
- We will continue to receive mail and sort it for future distribution.
- We will deliver to each building once per week.
- Departments wishing to pick up their mail can coordinate directly with mail services for a specified time. Please call (860) 486-2968 for coordination.
Student Mail Services:
- Student Mail Services will discontinue delivery.
- If a student needs an item (such as medication) that they believe was delivered, please contact us at firstname.lastname@example.org.
- All remaining unclaimed packages will be returned to sender.
- Hours of operation will be 7 a.m. to 4 p.m. weekdays.
- UConn faculty and staff are encouraged to refrain from ordering items if they do not plan on being present on campus to receive the item(s) from the intended carrier. The Central Warehouse can receive items for departments and hold for future delivery or pick-up as a last resort only.
- Delivery can be arranged for one day each week. Please call (860) 486-6297 to coordinate.
Housekeeping/Trade Services/Regional Campuses:
- Our housekeeping and general maintenance teams have been instructed to focus on maintaining health and safety in areas that are currently occupied by students and other essential operations.
- We are also prepared with specialty disinfecting services for reported confirmed COVID-19 cases.
- The technicians who are onsite will be patrolling the buildings on a daily basis to ensure the building systems are operating as expected and to identify any issues that require urgent attention.
- Heating and cooling systems will be backed down in an effort to reduce energy costs while buildings are vacant.
- The Trade Services group will still respond to urgent work order requests and will be working towards reducing any backlogged work items that can be done.
- Landscape Services will continue to maintain the campus as it is a great place to walk, reflect and decompress during this stressful period.
As you may be aware, Governor Lamont today ordered that all non-essential businesses in Connecticut must temporarily close and non-essential workers should remain at home until further notice.
As the governor made clear, a variety of businesses would remain open as usual including grocery stores, pharmacies, gas stations, banks and credit unions, and restaurants can continue to provide take-out service. Offices, malls, clothing stores and other non-essential retail will be closed. The order takes effect at 8 p.m. Monday, March 23.
The governor’s order is meant to help prevent the spread of COVID-19 in the best interests of public health. We at UConn must do all we can to support that effort for the health of our own community, and the state as a whole.
Students currently housed on campus who intended to leave following spring break may move out as planned. Residential Life will be in contact with students who are currently away from campus regarding when you may return to retrieve your belongings.
Students who are living in UConn housing and have received permission from Residential Life to remain here after spring break concludes may stay on campus as planned, and we will continue to provide essential services, including take-out dining and student health.
What the governor’s order means for UConn’s workforce:
- All employees who have been told to telecommute must continue to do so, except in those instances when they need to travel to campus to address an urgent matter that is critical to the function of the university at the direction of, or with the permission of, their manager. In these instances, managers and employees must practice social distancing.
- Employees who have been told by their manager that they are not eligible to telecommute will continue to be expected to be available for work and will be assigned work on an equitable, rotating basis with similarly situated employees who have direct and immediate responsibility for keeping critical operations going at the University, as determined by their manager. Managers may also assign mission-critical employees to telecommute.
- All managers are being asked with this announcement to make the determination of who is immediately critical under these circumstances. Any questions about this should be directed to email@example.com.
Effective Monday, March 23, no UConn employee at the Storrs campus, regional campuses, or law school should be in the workplace until further notice unless their work is deemed to be critical by their manager as described above.
More information will be provided in the coming days as managers and department leaders work on schedules to operationalize this change.
For information regarding critical research personnel and activities, please go to ovpr.uconn.edu.
There will be no public access to campus buildings during this time.
Please note that this message does NOT apply to UConn Health. We appreciate all that our colleagues at UConn Health are doing for our state and its residents during this public health crisis, and they will receive a separate message from Dr. Agwunobi and his senior leadership team.
Continuing the critical operations of the University at Storrs, the regional campuses, and law school will require all of us to work together as a team more than ever before. These are extraordinary times, and we need to support one another and be as cautious as we can be.
Given the unfortunate necessity of canceling this year’s May commencement ceremony, we know many of our UConn seniors have questions about the regalia they purchased for the event. In addition, the UConn Bookstore is receiving questions about how to return rental textbooks.
Oak Hall Cap & Gown will be reaching out to seniors who purchased their regalia online, and will provide them with information about processing refunds. Refunds are not automatically being processed because some students may want to keep their regalia for photos or other purposes.
The bookstore plans to have regalia available in the store when it reopens, although that date is not yet known. It might again set up an on-site ordering process with Oak Hall Cap & Gown once that occurs, and will work with the Commencement office.
Students who rented textbooks from the UConn Bookstore will receive an email with a link to print a pre-paid UPS shipping label to return those items. Students can also go directly to the bookstore’s website to print a label, as has always been an option.
Since this option is not currently available to students who are outside of the U.S., Barnes & Noble College – which operates the UConn Bookstore – is working on alternatives to accommodate those students and will provide that information once it is finalized.
Although the UConn Bookstore locations are closed until further notice, personnel are reporting to the sites to process online orders that have been delivered. People who wish to order textbooks or UConn gear can still place orders online, and they will be delivered as long as UPS is still operating.
Anyone with questions can reach out via email to: firstname.lastname@example.org.
Due to the current public health situation involving the coronavirus (COVID-19), the UConn Dairy Bar will be closed starting Thursday, March 19, until further notice.
In light of the current situation regarding the coronavirus (COVID-19), and in keeping with guidance from the Governor’s Office, all UConn Bookstore locations are closed until further notice.
As you saw in the President’s recent announcement, all UConn classes are being moved online due to the threat presented by COVID-19. Additionally, we are considering the following:
- A COVID-19 case has been confirmed in the city of Stamford,
- There are other confirmed cases in southwestern Connecticut, a number that is predicted to grow.
- Stamford is in close proximity to New York City and Westchester County in New York, where the number of COVID-19 cases continues to climb.
Although we do not have any known cases of COVID-19 within our campus community at this time, effective at 11 p.m. tonight (Thursday, March 12), the UConn Stamford main campus building will be closed until further notice. This is a purely proactive measure meant to ensure the health and safety of our constituents.
Please be aware of the following additional important information:
- All classes scheduled at UConn Stamford for Friday, March 13 and Saturday, March 14 have been canceled.
- Those who need building access to retrieve items can do so tomorrow, March 13, between 9 a.m. and noon at the Franklin Street entrance only (by the UConn Café).
- Please bring your UConn ID.
- Individuals without proper UConn ID will not be granted access to the building.
- Those who need access after Friday, March 13, must email the Stamford Campus Director’s Office for approval.
- Faculty conducting research who require building access must also email the Campus Director’s Office for approval.
- March 13 and March 27 paychecks will be mailed. There will be no in person pick-ups.
- FOR ALL FACULTY: The decision has been made to transition to remote teaching online, which will begin after Spring Break. Faculty should have plans in place to make this transition by March 23. This will remain the case until at least April 6.
- Faculty can access CETL training sessions by visiting https://fins.uconn.edu/ or by clicking here. Log in, click “Events,” and then filter events to “Online.”
- FOR ALL STUDENTS: Because you will not have access to the main academic building for now, students should take with them all necessary academic materials (textbooks, laptop, notes, etc.).
- All students who are able to remain at home or elsewhere, should do so. For those students who have no alternative but to continue living in university housing, Student Affairs/Residential Life will work directly with them to assess needs and potential accommodation.
- Students must submit a request to stay in University housing between March 23- April 6th and they must provide a reason. Requests must be submitted by Monday, March 16 at noon.
- To submit a request, log into your MyHousing account and submit the March 23 – April 5 Housing Request Form and indicate the reason for residing on campus.
- Requests will be reviewed by a team of individuals from the university and students then will be told whether or not their requests have been approved.
- Given the situation with the campus closure, all employees are required to telecommute to the best of their abilities. Please speak with your supervisor for the proper approval and to create your telecommuting plan. This plan will last until at least April 30. Further guidance on telecommuting is coming shortly.
- All events, meetings and performances MUST be canceled or postponed until at least April 30 or after.
We have created a Stamford COVID-19 webpage to help you quickly find the information you need. Please access this page and read it in its entirety, thoroughly and carefully. We will continue to update this page and send communications as needed.
Please know that you can also find all official University-wide communications related to the coronavirus here: https://uconn.edu/public-notification/coronavirus/. This page is updated with each new official correspondence. You may wish to bookmark this page.
We thank you for your understanding and patience.
The guiding principle of the UConn Library system is to support students and faculty while protecting the health of our community. We will continue to be flexible and in constant review of what is possible. Our latest information will always be found on our website.
The Library website can answer many of your offsite needs. All of our electronic materials are available. If there are issues with access, please contact: email@example.com
Faculty will need to request online alternatives for current reserve material if it is required for an assignment through April 6, 2020. The library intends to purchase electronic versions if available. We will continue to examine other alternatives and will update our webpage. Send all course reserve requests to: firstname.lastname@example.org.
- Our Ask a Librarian chat services will run as regularly scheduled.
- Our Subject Specialists are available for consultation and can be reached via email. If you do not have an identified subject specialist, please contact Sara Harrington.
Borrowing Materials through Interlibrary Loan:
- You can continue to request e-resources.
- All fines and fees will be suspended for materials currently on loan from other institutions.
- Patrons may request chapters to be delivered as PDFs.
- Requests for entire prints books cannot be filled until everyone returns to campus.
- Items due from March 13 through April 5 will have their due dates automatically extended through April 13.
- Items currently on hold will be available when we reopen.
- Requesting or recalling items is not available.
- Circulating items in Homer Babbidge Library will be available through a staff paging system. Please contact David Avery if you need an item currently on hold or from our general collection.
Archives & Special Collections:
Services including research, instruction, and reproduction services will be limited. Researchers with existing travel plans should reschedule their visit. Questions can be sent to: email@example.com.
The COVID-19 pandemic will come to the state of Connecticut and it will likely directly impact UConn. In that case, we are prepared for the possibility of moving classes to an on-line only format and having students return home when possible. This has already occurred at some universities in the country.
It is strongly recommended that students bring all necessary academic materials (textbooks, laptop, notes, etc.) during the Spring Break period in case the decision is made to not return to in-class instruction. Should the University determine that instruction will be offered online, students may not have the ability to return to the residence halls.
In the case of a confirmed COVID-19 case at UConn, the university will quarantine impacted students, provide initial care at Student Health and Wellness, and coordinate with public health officials and the regional Eastern Highlands Health District.
Through a process known as contact tracing, we will identify individuals who may have interacted with the confirmed case and assist them with the recommended quarantine and self-monitoring protocols. Our Student Health staff have the ability to quarantine several individuals should the need arise. We also have the availability to scale up those resources if necessary.
As you and I continue to monitor the media reports, it is natural to be afraid and concerned for our friends and family. My heart goes out to those students who are not able to travel home during the Spring Break and be with their families abroad.
We must remember to take care of one another. Practically speaking, we need to wash our hands, stay away from close contact and large gatherings, eat well, and get enough sleep. Personally, we need to not panic and choose instead to care for one another. To date, Student Affairs has not received bias reports of acts of unkindness towards others. That being said, should acts of discrimination occur, the University can support you through the Bias Response Protocol.
The University has developed a centralized webpage to keep you informed as the dynamic situation evolves. Please refer to this often and stay informed.
I send you all of my good thoughts during what I know is a challenging time.
Eleanor JB Daugherty, EdD
Associate Vice President for Student Affairs and Dean of Students