Students will remain home through the end of the spring semester. Remote classes began on March 23.
The college has shifted to remote operations. Only employees who have been notified by their supervisors should report to campus.
- Remote classes Began March 23 and will continue through the end of the spring semester,
including final exams
As of Monday, March 23, Hope College has shifted to a remote learning format for all courses. Please monitor your email vigilantly; your professors will provide instruction via email or Moodle.
Remote classes will continue through the end of the spring semester, including final exams. Students will complete their coursework and their final exams remotely, and will not return to campus other than to move out of their housing (see the Campus Housing & Student Services section below). You may have questions about what this means for coursework and culminating projects that require work in studios or labs; faculty will be in touch with students to plan next steps for these situations. Students, as you return to classes on Monday, please know that the Academic Success Center and Disability and Accessibility Resources will continue to serve and support you during remote operations.Registrar’s Office offering virtual services
The Registrar’s Office is now offering all of its services online. The office will remain open and staff will be available, but they have shifted their focus to virtual operations, including:
- Processing transcript requests, major/minor declarations, substitutions/waivers, grade changes, overrides for class registration, enrollment verifications and Michigan Guest Applications
- Fall 2020 class registration
- Course withdrawals (Note: Withdrawal deadline for full semester and last-half courses has been extended to April 22, 2020.)
- Pass/fail requests (Note: The pass/fail deadline for full semester and last-half courses has been extended to April 22, 2020.)
You can find forms and more details about the online processes on the Registrar’s Office website.
Advising and registration has Begun
Advising for fall semester began on March 23, as scheduled — watch your email for more information. Thankfully, students always register online for fall semester classes in March, so we are prepared for online registration to start on March 30.
A reminder about FERPA
As the college continues its shift to remote instruction, we’ve received requests from parents for specific information about their student’s schedule, grades or overall academic progress.
As required by the Family Educational Rights and Privacy Act (FERPA), when a student goes to college, the right to see such information transfers from family members to the student. Our goals for your student are the same as yours: to foster academic success, independence, self-reliance, good judgment and mature relationships with others. Our best advice is to talk with your student about what information you think should be shared. Even though we cannot release specific academic information about students, we are happy to respond to your questions about campus policies and any concerns you may have about your student so we can follow up appropriately.
For more information about Hope College policies and practices supporting FERPA, please see the Hope’s FERPA website.
- Campus Housing & Student Services
- Students will remain home through the end of the spring semester
Campus will remain open for office operations, but we are limiting the number of students living on campus to those who have circumstantial need. Residential Life will be using its normal semester break closing procedures to approve requests to remain in campus housing. To submit your request, email Dr. John Jobson at email@example.com. Circumstances that might warrant staying on campus are: inability to travel home; local internships (connected to coursework); and concerns about the number of active COVID-19 cases in home communities.Students:
- If you have any concerns about connectivity and access to technology from home, please email the Steering Committee of the Hope College COVID-19 Response Team, which will forward your concerns to the appropriate office on campus.
- Dining will remain open with limited hours and locations through the end of the spring semester. All meals will be served to-go, and, following guidance from Governor Whitmer, dining guests will be asked not to eat in the dining rooms. Watch the Dining Services website for updated information on venues, menus and hours.
- Please check email regularly over spring break for updates from the college.
The Residential Life Move-out plan has been suspended through April 13
On Monday, March 23, Governor Gretchen Whitmer issued a “stay-at-home” directive by executive order, effective starting Tuesday, March 24, at 12:01 a.m. We are currently determining the implications of the order for the college. One immediate change in operations is the suspension of Residential Life’s move-out process. As you know, we are responding to new developments every day (often every hour), and this can be frustrating to us all. Please know we are making the best decisions we can with the guidance and recommendations we have at the moment. We are grateful for your patience as we adjust our processes to align with the most up-to-date information. Thank you.
Counseling and Psychological Services
While Hope College is operating remotely, Counseling and Psychological Services (CAPS) is available to help in the following ways:
- For students who are on campus: CAPS will be available for phone counseling from 9 a.m. to 5 p.m., Monday through Friday. To speak with a counselor, call CAPS at 616.395.7945. A CAPS counselor is also available after hours to speak on the phone with students experiencing mental health emergencies. To access the CAPS on-call counselor, contact Campus Safety at 616.395.7770 and ask to speak with the CAPS on-call counselor.
- For students who are off campus: CAPS will be available for phone consultation from 9 a.m. to 5 p.m., Monday through Friday, to assist in providing counseling referrals for students in their home location. To get help with a referral, contact CAPS at 616.395.7945. If you are away from campus and experience a mental health emergency, contact 911 or go to the nearest hospital emergency room.
If you are away from campus while the college is operating remotely and are interested in obtaining mental health services in your area, here are some suggestions on how and where you might access services:
- Contact your local community mental health center
- Contact your primary care provider for referrals
- Contact your health insurance provider for referrals
- National Suicide Hotline: 1.800.273.8255
- Crisis Text Line: Text HOME to 741741 to connect with a crisis counselor
Students will receive a credit on their student accounts for the portion of their room and board unused due to Hope’s shift to remote courses. The credit will be calculated on a pro-rated basis, adjusted for financial aid when required. Credits will be applied to your account at the end of the semester. If you have an outstanding balance on your account, the credit will first be applied to the balance.
- Offices & Campus Operations
The college has shifted to remote operations
Only employees who have been notified by their supervisors should report to campus. In consultation with supervisors, the Steering Committee of the COVID-19 Response Team identified those employees. Be advised that the list of employees required to be on campus to sustain college operations may be different than in other emergency situations. If you are included in this list, your supervisor has notified you. As the college transitions to a remote working environment, please be aware of the following:
- College operations continue — remotely. This is not a “college shutdown,” and the college is not “closed.” Staff and faculty will work from home as they are able to ensure continuity of college services. Supervisors have been in communication with team members who are required to be on campus to sustain college operations.
- You’ll need your ID and PIN to access buildings. As of Tuesday, March 17, all buildings on campus are locked. You will need your ID card and personal identification number (PIN) — or in a few cases, the key — to gain access to buildings. If you have forgotten your PIN, please contact Campus Safety (616.395.7770).
- Individual faculty and staff will continue to have access to their offices. However, you are strongly encouraged to bring all items home with you and work remotely. If you and your supervisor have determined that you must be in your office to sustain operations, please work alone and practice social distancing while on campus.
- Campus Safety and Dispatch will be up and running as normal. Please do not hesitate to contact Campus Safety (616.395.7770) if you have an emergency.
- The Physical Plant Office will be working remotely. The work order system will be fully monitored, and requests for repairs, etc. can be submitted as normal. In the case of an emergency, please call Campus Safety (616.395.7770). The Physical Plant team will be completing minimal essential projects but will largely be on campus on an on-call basis only to respond to work requests that require immediate attention.
- Custodians will continue cleaning facilities. Our custodial crew will be in the buildings during unoccupied hours (early morning) to clean and disinfect.
- If you have meetings scheduled, transition to remote meetings immediately. Please conduct all meetings with students and colleagues remotely, even if all attendees are on campus.
As you shift to remote operations, here are a few things for you and your team to consider:
- Are there any essential processes that require on-site or in-person work?
- What is the best way to communicate with one another remotely? Do you have a group text set up for your team? Have you tested those communications?
- Are you signed up for direct deposit?
- Who is communicating with your student workers?
- Are there any team members who need an extra hand? Is there a coworker who might need you to check in on them regularly?
Human Resources is working to make sure employees are well cared for and continue to receive full pay and benefits
Human Resources has developed procedures regarding benefits and payroll for part- and full-time employees.
Tracking COVID-19 Expenses
Our friends in Business Services have been working hard to develop procedures that will allow the college to capture the true cost of COVID-19, which likely will be a significant sum. The goal is to reimburse all departmental COVID-19-related expenses so that operating budgets and other funds are not having to absorb the unexpected shock. But first, we’ll need your help as we navigate through some new guidelines.
Business Services Continue
When possible, please send invoices electronically to Cameron Butler at firstname.lastname@example.org. In your email, please include the fund and account number you want to charge. If you must turn in a paper copy, please bring it to the Business Services office (Anderson-Werkman) and slide it under the door if no one is there. Do not rely on Print and Mail Services to pick up/deliver your documents.
Committees On Hold
As a reminder, committee work is officially on hold. As part of the shift to remote operations, the college is suspending all committee work. Please consider committees in abeyance until further notice.
Your Out-of-Office Message
If you haven’t already, please be sure to update your out-of-office email reply and outgoing voicemail. Consider something like:
Thank you for your message. To do our part to help mitigate the spread of COVID-19 and protect our broader community from the virus, Hope College has shifted to remote operations. Our department is now operating online, and we are checking emails regularly. Thank you for your patience, as there may be a delay in our response. Be well!
If you anticipate that you or your office will be getting emergency calls or messages, please include this additional line: If this is an emergency, please call Campus Safety at 616.395.7770.
Feel free to tailor the message to reflect both your processes and your voice. But remember, this period of remote operations is not a “shutdown” or “closure” of Hope College. Please avoid using that language. The college continues to operate and classes will resume next week, thanks to your dedication and hard work.
- Services On Campus
Counseling and Psychological Services
For students who are on campus, CAPS will be available for phone counseling from 9 a.m. to 5 p.m., Monday through Friday. To speak with a counselor, call CAPS at 616.395.7945. A CAPS counselor is also available after hours to speak on the phone with students experiencing mental health emergencies. To access the CAPS on-call counselor, contact Campus Safety at 616.395.7770 and ask to speak with the CAPS on-call counselor.
CIT Help Desk
The help desk will be staffed 8 a.m. to 5 p.m., Monday through Friday, for any technology questions.
Phelps Dining Hall
Dining services continue in Phelps with limited hours and a limited menu. Breakfast is not being served, but breakfast items for future meals can be picked up during lunch and dinner hours. All meals are served to-go, and, following recommendations from Governor Gretchen Whitmer, dining guests are not permitted to eat in the dining rooms.
The Hope Bookstore is operating online only. Please visit the bookstore website to browse and place your order.
Print and Mail Services
The Print and Mail Services office will be open 8 a.m. to noon, Monday through Friday. Individuals will need to pick up their mail and packages from the office, as Print and Mail staff will not be running a delivery route. Outgoing mail will be delivered to the post office once a day, every afternoon.
- The Health Center is not physically open during spring break due to work being performed in the Dow; check the Health Center website for information about services over the break.
- After spring break, the Health Center hours of operation will be 10 a.m. to 2 p.m., Monday through Friday. The Health Center is located in the Dow Center; because the Dow will be closed through April 13, you must call ahead (616.395.7585) to schedule an appointment and arrange entry into the Health Center.
- Whether living on or off campus right now, students may continue to request medication refills through the Health Center. To order your prescription refill, send a message through your patient portal, send an email to the Health Center or call the Health Center at 616.395.7585. If you are on or near campus, you can stop by the Health Center to pick it up; our hours will be modified and we will let you know the hours that you can come in. If you are not near campus, we will call your prescription into your area pharmacy.
VAN WYLEN LIBRARy
Access to Van Wylen Library is online only. The library remains committed to supporting both students and faculty remotely as classes move online. Please refer to the Library Support for Online Teaching Libguide.
- Victoria Longfield, digital liberal arts librarian, will be available for faculty, staff and students virtually. (Tori provides support for digital and technology-driven scholarship throughout the campus.) Faculty and students are welcome to reach out to Tori via email or book a virtual appointment.
- Research librarians can answer questions by email and through virtual appointments.
- Research librarians will continue to offer library instruction remotely.
- Many libraries in the state of Michigan are closing and MeL and ILL services for physical materials are closing down. Contact Michelle Yost with questions. We will continue to provide articles electronically.
- A large amount of course materials are already online. Search Primo and limit to “available online.” Remember that you may need to log in to access content from off campus. As courses transition to online, if additional e-book or e-video content is needed, please contact a librarian.
If there is anything else that the Van Wylen Library team can do, please do not hesitate to ask. They will do their best to support you!
Facilities temporarily closed
The following facilities are closed until further notice:
- DeWitt Tennis Center
- Dow Center (see note above about accessing the Health Center, located in the Dow)
- Kruizenga Art Museum
... Meanwhile, off campus
Beginning at 3 p.m. Monday, March 16, all restaurants in Michigan are closed to dine-in customers, per the order of Governor Gretchen Whitmer. Some establishments may continue to offer take-out and/or delivery services.
- On-Campus Events
- All college-sponsored on-campus events through the end of the spring semester are
canceled or postponed Commencement for the Class of 2020 will be postponed
On March 15, the CDC recommended cancelling or postponing events of 50+ people for the next eight weeks. Hope will be following that recommendation for all events through the end of the semester, including Commencement. We realize that for many students and their families, this is a huge disappointment. Be assured, we will gather in person to celebrate your graduation. Ideally, we will hold commencement in early to mid August, assuming restrictions have been lifted by then. We will share more details no later than May 1; an update on other events associated with commencement (baccalaureate, department ceremonies, etc.) will also be provided at that time. Graduating seniors, your official graduation date will remain May 2020, and per the usual process, your diploma will be mailed to you approximately six weeks after you successfully complete your final exams.
- Athletics events are canceled
All athletics events, including practices and competitions, are canceled through the end of the academic year.
COVID-19 RESPONSE TEAM STEERING COMMITTEE
Submit questions about Hope’s preparation for COVID-19 to email@example.com