Each department is making its own decision regarding in-person staffing. We continue to advocate: If you are able to work remotely, work remotely!
That said, we recognize that during the academic year, you and your colleagues may need to be in the office more frequently in order to complete your work and serve students.
We aspire to strike the right balance between in-person availability (which we know is important) and reducing the number of people on campus at any given time (which we know is also important).
As the college continues with adjusted operations, please be aware of the following:
- If your department has not completed the re-engagement process and you need to come to campus, please use the Employee Stop-In Request Form. The Safety, Health and Operations team will review your request and, as requests are approved, will send you an email that serves as the designation you must receive to leave home under the executive order.
- If you have been granted permission to return to campus, 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).
- Campus Safety and Dispatch are running as normal. Please do not hesitate to contact Campus Safety (616.395.7770) if you have an emergency.
- The Physical Plant Office is available. The work order system will be fully monitored, and requests for repairs, etc. can be submitted as normal. Custodians will be cleaning facilities. In the case of an off-hours emergency, please call Campus Safety (616.395.7770).
- If you have meetings scheduled, continue to meet remotely.
- Offices & Campus Operations
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
CIT HELP DESK
The help desk will be staffed 8 a.m. to 5 p.m., Monday through Friday, for any technology questions.
The Hope Bookstore is operating online only. Please visit the bookstore website to browse and place your order.
PRINT AND MAIL SERVICES
The mail doesn’t stop, and neither does Kristi Rosendahl, manager of Campus Print and Mail Services! Kristi has been hard at work, ensuring that there are processes in place for incoming mail:
- Employees who are approved to be on campus: You may pick up your mail and packages from the Print and Mail Services office between 8 a.m. and noon, Monday through Friday. When on campus, always keep six feet between yourself and other people.
- Employees who are not approved to be on campus: Don’t worry about your mail piling up! Kristi assures us that she will keep your mail safe and sound, and she doesn't mind storing the extra mail in the office. Our friends in Business Services also encourage you not to worry about incoming invoices that may arrive via postal service. (If you receive any invoices through email, you can use your Hope credit card to pay.) If you or your department is expecting an important, fragile or time-sensitive delivery, please email Print and Mail Services in advance.
The Health Center is closed for direct medical care until August 10, 2020. Staff are able to refill prescriptions and answer questions. Students, please use your patient portal. All others please send your inquiry to email@example.com. For more information, please visit the Health Center website.
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
- Faculty Resources for Online Instruction
Find support for online instruction, including training opportunities, one-on-one support, technology champions and more.
Professional travel is restricted to that which is defined as “essential.” The Risk and Responsibility team has defined “essential” as travel that is required to:
- Assure, preserve, and/or substantially enhance the mission of the college and the specific program or department
- Fulfilling the proposed travel is required and cannot be effectively accomplished by other means (technology, social media, etc.) and/or postponed to a later date
Faculty and/or staff should discuss their request with their responsible supervisor, then with support, submit the “Essential Travel Request form” to the Risk and Responsibility team. The Risk and Responsibility team in collaboration with the dean or vice president will review the request and make a decision. The decision will be communicated back to the faculty or staff member from the Risk and Responsibility team.
International travel is not permitted if the US Department of State and Center for Disease and Control continue to maintain their highest alert levels.
As far as personal travel, the Risk and Responsibility and Safety, Health and Operations teams developed the following guidelines, which were approved by Administrative Council:
Hope College recognizes that employees and their families will at times be traveling for personal reasons. At this time, the college does not anticipate monitoring this type of travel. Should you be traveling to a known “hot spot,” or if traveling by air, we ask that you consider the safety of the Hope community upon your return. If you are able to work remotely for at least two weeks after your return, we ask that you please do so. If you have questions or concerns, or if you are unable to work remotely, please talk with your Wellness Champion, and they can consult with Human Resources or the Health, Safety and Operations Subcommittee for appropriate guidance.
- Employee Assistance Center
- Faculty and staff can call the Employees Assistance Center at 800.224.0905. This voluntary program offers free work/life resources, assistance and confidential counseling sessions (six visits) to employees and members of their household facing and working through personal or work-related issues to achieve work/life balance.