Information for Faculty and Staff

In order to mitigate risk in teaching environments, the reduction of student capacity in all scheduled teaching spaces will take place as follows:

• Reduce student occupant capacities in all classrooms and limit large classroom occupancy to no more than 150 students
• In classrooms, maintain a minimum of 10’-0” between instructor and nearest student while teaching and provide a see-thru barrier between instructor and students
• Establish additional classroom protocols including entry/exit; sanitation/cleaning; potential staggered or extended start times for classes
• Provide additional barriers in instructional labs, where all students cannot face in the same direction
• Require additional personal hygiene measures on common contact points for the more interactive teaching environments

NOTE: All class participants (students and instructors) should be wearing face coverings/masks and should be encouraged to face the same direction as much as possible

Our Innovative Learning group has prepared a set of resources to assist faculty and staff in delivering their courses remotely, including finding alternative means of instruction for laboratory and clinical courses if required. Faculty and staff involved with teaching will receive a separate message from Dr. Frank Dooley, senior vice provost for teaching and learning, with additional details. The web link to the remote teaching resource page can be found here: https://www.purdue.edu/innovativelearning/teaching-remotely/

A dedicated Teaching Remotely FAQ page is also available.

ITaP also offers several resources for faculty.

Materials developed for online instruction in response to the Covid-19 outbreak will not be reused or commercialized, notwithstanding the University’s Policy on Intellectual Property (I.A.1) and Standard S-19 related to Courseware and Online Modules.

Accommodations for students registered with the Disability Resource Center (DRC) will remain in effect; however, instructors may need to adapt or adjust accommodations for an online environment. Students should contact their Access Consultant in the Disability Resource Center if they have questions.  Instructors should review students’ Course Accessibility Letters (CALs), which are shared with instructors electronically via myPurdue. Adjustments will depend on the course design, content, and forms of assessment.

The DRC staff is operating normal business hours (8 a.m. to 5 p.m.) to support both instructors and students. Individuals may contact the DRC access consultant listed on a student’s CAL if they have questions about accommodations. General questions may be sent to drc@purdue.edu. More information about alternative delivery of DRC services to students and instructors is available on the DRC’s website.

The following definitions will be utilized March 25, 2020 – June 30, 2020

Stay-at-Home Order – the March 23, 2020 Governor Holcomb Executive Order that encourages most Indiana Residents to stay-at-home through May 1, 2020.  The Stay-at-Home Order provides Purdue the discretion to define those critical functions necessary to get us through the period of the Order. This time period will be extended if the Governor extends the Stay-at-Home Order for the state.

Essential Businesses and Operations – Types of business exempted from the Stay-at-Home Order. Educational Institutions, like Purdue, are Essential Businesses and Operations under ¶ 14(l) of the Order. Being identified as Essential Business and Operations permits Purdue to define for itself what areas of operations are critical while the Stay-at-Home Order is in effect. 

Emergency Family and Medical Leave (Emergency FMLA) – Leave that Purdue is federally required to provide to eligible employees who cannot work or telework due to a COVID-19 Qualifying Need. 

Emergency Paid Leave – Leave that Purdue is federally required to provide to all full and part-time employees who cannot work or telework due to a COVID-19 Qualifying Need.

COVID-19 Qualifying Need – Under Emergency FMLA and Emergency Paid Leave, an eligible employee must demonstrate one of the following qualifying needs: 

• Employee is self-isolating or self-quarantining due to COVID-19 diagnosis based on recommendations from a medical provider or public health official; or, is awaiting a COVID-19 diagnosis. (Emergency Paid Leave)
• Employee is caring for a family member who is self-isolating or self-quarantining due to COVID-19 diagnosis based on recommendations from a medical provider or public health official; or, is awaiting a COVID-19 diagnosis. (Emergency Paid Leave)
• Employee is caring for a child due to school or childcare closure due to COVID-19 outbreak. (Emergency FMLA) 

Remote Work or Telework – work done outside the traditional on-site work environment.

Critical On-Campus Support – those functions that are vital to the continuity of the university and can only be performed on campus, including Critical Research Support as defined by EVPRP Mayer on March 24, 2020 and those functions that must be performed on campus to facilitate remote learning. Each Dean, Vice President or Vice Provost is responsible for defining employees who perform Critical On-Campus Support Functions for their respective Unit. 

General Workforce – university faculty and staff who are working – whether on-campus, via Telework or in some combination, and who are not performing Critical On-Campus Support functions.

How will staff be paid March 25 – June 30, 2020? 

Please use the Pay and Leave Table found here. (En Español)

How do I record my time March 25 – June 30, 2020?
Please use the Pay and Leave Table found here.

What if I need time away from work for reasons unrelated to the availability of work or the COVID-19 outbreak?
We understand that issues may arise requiring your attention that are not directly related to the COVID-19 outbreak. It is possible that you need time away from work to attend to other matters. During these times, you should still use your vacation, personal and sick leave time to attend to your personal needs. We trust that you will accurately record time consistent with this guidance.

Please use the Pay and Leave Table found here for guidance on taking leave.

I already requested time off or am currently on a leave between March 25 – June 30, 2020, what do I do?
Employees who are currently on an approved leave or have approved periods of paid time off will continue in those statuses until their previously-approved vacation, personal business or sick leave ends. If your plans have changed and you will be working, you should cancel your leave request in Success Factors.

I have an employee who does not perform Critical On-Campus Support functions during the Stay-at-Home Order and who reported to campus for work. What should I do?
During the Stay-at-Home Order, the General Workforce should Telework, if they are able to do so.  Employees who are not performing Critical On-Campus Support Functions should be sent home to Telework or may assigned to perform Critical On-Campus Support Functions in another area of campus if such work is available.

I have an employee who is not performing duties as assigned, whether on campus or via Telework. What can I do?
If the employee was aware of their duties assigned, but they did not perform, talk with them to find out why they didn’t complete duties as required. If they have a reasonable explanation, remind them of their responsibilities to appropriately complete duties or document time off. If their explanation is not reasonable given the situation, corrective action may be an option. Contact your HR business partner.

You qualify for paid leave under the Families First Coronavirus Response Act if you are unable to work or telework for the following reasons (click to enlarge):

More information on the Families First Coronavirus Response Act can be found here.

Employees should follow instructions found here to request Emergency Leave or Emergency FMLA that is available beginning April 1, 2020.

Employees may be asked by HR benefits or HR business partners to provide documentation when requesting Emergency FMLA or Emergency Leave.

We’re here to help. Available resources are listed here. 

Telecommuting/remote work is encouraged for faculty and staff wherever possible.

We recognize that some jobs require a campus presence and for other jobs, at least some time must be spent on campus.  Unit leaders will decide which jobs can be performed remotely and which require presence on campus – this is not an individual decision, but we are permitting telework/remote work wherever possible.

Supervisors should be making plans around essential personnel and telework in case the university needs to take more aggressive actions in the future.

Telecommuting/remote work is encouraged wherever possible. Grad staff will receive pay through 6/30/2020 (or the end of their contract, whichever first occurs).

Telecommuting/remote work is encouraged wherever possible.

Additional information for student workers and their supervisors is available here.

Students traveling internationally should follow the CDC’s self-quarantine guidelines before returning to campus if returning from a country with a CDC level 2 or higher travel advisory for coronavirus.

Employees who have been identified as performing Critical On-Campus Support Functions and who are uncomfortable reporting to work should discuss this with their supervisor. The supervisor will work with the employee and their HR business partner to determine if there are telework options or other considerations prior to being approved for Other Leave.

Yes, Purdue’s Flexible Work Arrangement guidelines provides employees and managers with tools and forms for assessing and implementing arrangements. Managers and departments should reach out to their HR Business Partners for further guidance and support.

Yes, employees and managers must report these absences to human resources by calling or emailing benefitshr@purdue.edu. This is to monitor cases at a university level, support departments with ongoing staffing needs and support employees who are absent with benefits.

Notifications to HR are only needed for cases related to COVID-19.

Students on a Purdue Student Health Plan

Yes. Domestic, international and graduate staff students on the university’s full-insurance Anthem health plan who need care as a result of COVID-19 will be covered. Anthem will also waive out-of-pocket expenses for the focused test used to diagnose COVID-19 for fully insured, Individual, Medicare, and Medicaid members. You can call the number on your ID card to confirm coverage. You will pay any other out-of-pocket expenses the plan requires, unless otherwise determined by state law or regulation.

Faculty and Staff on a Purdue Health Plan

Yes. All costs associated with COVID-19 testing and the office visit associated with the testing have been waived for benefit eligible faculty and staff and dependents on  the university’s self-insured health plan. Treatment for COVID-19 will have the same coverage that is currently available for any emergency or non-emergency illness, subject to the normal deductible, copay, or out-of-pocket amounts associated with your medical plan. For additional coverage details visit Purdue medical coverage webpage.

PURA Retirees on a UHC Health Plan

Yes. you will have the same coverage that is currently available for any emergency or non-emergency illness, subject to the normal deductible, copay, or out-of-pocket amounts associated with your medical plan. For additional coverage details call Customer Care at the number located on the back of their medical ID cards

No. Managers should actively encourage sick employees to stay home, but should not require employees who are sick to validate their illness. Health care provider offices and medical facilities may be extremely busy and not able to provide such documentation in a timely way.

Yes. Purdue is obligated to provide a safe workplace and may take necessary and reasonable steps to minimize health risks for its employees, such as requiring that employees not come to work if they have COVID-19.

In accordance with the CDC guidelines, if the employee has recently returned from international travel must self-quarantine for 14 days and must seek an assessment with a health care provider before returning to campus. 

If an employee has had very close contact with a person who has COVID-19 (such as living in the same household), the employee should be told to watch carefully for symptoms. Employees should stay home if COVID-19 symptoms develop and should go home immediately if COVID-19 symptoms occur at work.

No. The FMLA entitled employees to job-protected leave when they have a serious health condition or when they need leave to care for covered family members who have a serious health condition. Leave for the purpose of avoiding exposure to the COVID-19 is not protected under the FMLA.

Please note: Telecommuting/remote work is encouraged for faculty and staff wherever possible. We recognize that some jobs require a campus presence and for other jobs, at least some time must be spent on campus.  Unit leaders will decide which jobs can be performed remotely and which require presence on campus – this is not an individual decision, but we are permitting telework/remote work wherever possible.

Bringing a child to work is not recommended or advisable. In many work areas it is prohibited. Importantly, bringing children into the workplace places them into another environment that could jeopardize their health and safety.

If you need to be at home to care for others, talk to your supervisor immediately about using your available paid time off benefits, making alternative work arrangements (e.g., telework, alternative hours, etc.) or using FMLA coverage, if eligible. Staff may choose to be absent without pay if paid time off options are exhausted.

You may also qualify for Emergency Paid Sick Leave and/or Public Health Emergency Leave as part of the Families First Coronavirus Response Act. Please see the first question in this section (“University leave time and health plans”) for more information. 

• It must be a minimum of 10 days since symptom onset and
• 3 days fever free without medication and
• respiratory improvement

Additional information and resources from HR can be found here.

The following travel restrictions are in place: 

1. No domestic or international air travel. 
2. No travel to a state that has declared a public health emergency due to coronavirus.
3. All other travel, including travel within the state of Indiana should be limited to “essential” travel, which is defined with reference to the following principles (at the discretion of the organizational unit head):
   • There is a compelling university interest in the travel. Compelling interest must be measured by the university as a whole and not with reference to any individual, department or narrow college interest. In this context, compelling evokes the highest university strategic interests.
   • The travel is necessary to fulfill the compelling university interest. In other words, there are no alternatives to in-person attendance and travel, the travel cannot be postponed, and the compelling interest can only be served by personal attendance.

Please note that these guidelines are subject to change as the COVID-19 situation continues to evolve.  All requests for exceptions should be funneled to the appropriate dean, vice provost or vice president via their respective leadership teams and management structures.

More guidance is available here. 

Guidance for making travel decisions (click to enlarge):

This guidance applies to all Purdue West Lafayette employees, including Purdue Extension and Polytechnic Statewide employees.

No international travel is allowed at this time. 

Further, all university travel to countries the CDC has listed as level 2 and level 3 risks for coronavirus is currently suspended regardless of the source of funding from Purdue. If you have not purchased the travel yet, we ask that you delay purchasing and work to move travel to a later date. All travel decisions will continue to be based on CDC guidance and with the health and safety of the university community as the top priority.

I have scheduled travel to a country with a CDC level 2 or higher advisory for coronavirus; will I be reimbursed if university travel has already been paid for? 

Travel that was previously scheduled/paid for on a personal card but had to be canceled will be reimbursable. An attempt should be made by the traveler to request refunds, transfer tickets or otherwise minimize financial impact. All remaining expenses should be submitted using standard travel processes. 

If paid for on a grant, and you cannot receive a refund or a credit: This expense will need to be moved off of the grant or approval needs to be requested from the funding agency. Please work with your Post Award Office administrator in Sponsored Program Services to see what alternatives are available for revising or extending the grant to allow travel in the future.

I have a grant and have not scheduled travel or other expenses associated with the grant, but given the travel suspension, I am no longer able to travel for this award. Can I receive funding for this lost opportunity?

There is no institutional funding for making up lost grant opportunities. We recommend working with your Post Award Office administrator in Sponsored Program Services to see if the grant can be deferred or extended. If the grant cannot be extended, then the program officer should be contacted to discuss the appropriate action or modified scope.

If I have travel scheduled, but it is not to a country on the CDC Level 2 or higher list, can I still cancel given the situation with the coronavirus?

Yes, in most all instances, given the rapidly evolving situation with the coronavirus, you may cancel your trip. An attempt should be made by the traveler to request refunds, transfer tickets or otherwise minimize financial impact. All remaining expenses should be submitted using standard travel processes.

If paid for on a grant, and you cannot receive a refund or a credit, this expense will need to be moved off of the grant or approval needs to be requested from the funding agency. We recommend that you work with your Post Award Office administrator in Sponsored Program Services to see what alternatives are available for revising or extending the grant to allow travel in the future.

I have received an inquiry related to the spend rate on my sponsored project. The spend rate has been lower due to the travel restrictions. How do I address this issue?

We recommend working with your Post Award Funding administrator in Sponsored Program Services on submitting a response to the sponsor. 

If you have additional questions about university-sponsored international travel using university funds, please contact your business office.

Information and guidelines for extending your PRF International Travel Grant can be found here: https://www.purdue.edu/research/funding-and-grant-writing/funding/prf-international-travel-grant.php

Do I need to reimburse the university for the cost of the air travel or other non-reimbursable travel expenses that I purchased using my travel card?  

No, you will not need to reimburse the university for these expenses.

An attempt should be made by the traveler to request refunds, transfer tickets, or otherwise minimize financial impact. All remaining expenses should be submitted using standard travel processes.  If the airfare is used in the future for a personal trip then the costs will need to be reimbursed to the university by the employee.

If paid for on a grant, and you cannot receive a refund or a credit, this expense will need to be moved off of the grant or approval needs to be requested from the funding agency. Please work with your Post Award Office administrator in Sponsored Program Services to see what alternatives are available for revising or extending the grant to allow travel in the future.

Will the university reimburse me for the cost of the air travel or other non-reimbursable travel expenses that I purchased using my personal card? 

Travel and other expenses related to conferences that have been cancelled due to concerns with the Coronavirus that was previously scheduled/paid for will be reimbursable.

An attempt should be made by the traveler to request refunds, transfer tickets, or otherwise minimize financial impact. All remaining expenses should be submitted using standard travel processes.  Please note you will need to provide documentation that the expense is not refundable to get reimbursement.

If paid for on a grant, and you cannot receive a refund or a credit, this expense will need to be moved off of the grant or approval needs to be requested from the funding agency. Please work with your Post Award Office administrator in Sponsored Program Services to see what alternatives are available for revising or extending the grant to allow travel in the future.

Graduate staff and post docs working in a remote location within the US should follow CDC guidelines, keep in contact with their supervisor and remain in their current location or return to West Lafayette. Individuals who are overseas are advised to return to the U.S. as soon as possible. Delaying return at this time could result in being stranded abroad for an indefinite amount of time, not just weeks, but perhaps months in some cases.

Purdue faculty, staff and students who are abroad and who are not U.S. citizens or U.S. permanent residents are advised to return to their homeland or to the U.S., depending on one’s unique circumstances and preferences.

Supervisors and program directors are asked to notify those among their staff, faculty and students who are out of the United States of this new direction.

U.S. citizens abroad should already be enrolled in the Smart Traveler Enrollment Program through the US Department of State to:

• Receive important information from the Embassy about safety conditions in your destination country, helping you make informed decisions about your travel plans.
• Help the U.S. Embassy contact you in an emergency, whether natural disaster, civil unrest, or family emergency.
• Help family and friends get in touch with you in an emergency.

If not already enrolled in this program, all Purdue faculty, staff or students abroad should please enroll immediately.

Non-U.S. citizens should seek similar guidance from their home government through appropriate channels.

Questions or concerns should be directed to Mike Brzezinski, dean of international programs – mbrzezinski@purdue.edu

In addition to heeding the travel restrictions listed above, employees should discuss their concern with their supervisor. Managers are encouraged to seek alternate arrangements.

Employees and students are encouraged to follow CDC guidelines on travel due to COVID-19.

Travelers also need to understand that in accordance with CDC guidelines, those who choose to travel to countries with a CDC level 3 travel advisory for coronavirus must self-quarantine for 14 days and must seek an assessment with a health care provider before returning to campus.

Those traveling from a level 2 country are advised that 14-day self-quarantine is recommended.

If you’re traveling internationally and the CDC advisory level for any country you visited is elevated to level 3 for the coronavirus before you return to the U.S., you must self-quarantine for 14 days before returning to campus.

If the status is elevated to level 2 for coronavirus, self-quarantine is recommended.

Travelers should also note that the possibility exists that a country experiencing an outbreak could suspend travel in and out of the country and could result in travelers being stranded.

If traveling for your own personal business, this is allowable, but not recommended.

Travelers also need to understand that in accordance with CDC guidelines, those who choose to travel to countries with a CDC level 3 travel advisory for coronavirus must self-quarantine for 14 days and must seek an assessment with a health care provider before returning to campus.

Those traveling from a level 2 country are advised that 14-day self-quarantine is recommended.

If you’re traveling internationally and the CDC advisory level for any country you visited is elevated to level 3 for the coronavirus before you return to the U.S., you must self-quarantine for 14 days before returning to campus.

If the status is elevated to level 2 for coronavirus, self-quarantine is recommended.

Travelers should also note that the possibility exists that a country experiencing an outbreak could suspend travel in and out of the country and could result in travelers being stranded.

Yes. In accordance with CDC guidelines, those who choose to travel to countries with a CDC level 3 travel advisory for coronavirus must self-quarantine for 14 days and must seek an assessment with a health care provider before returning to campus.

Those traveling from a level 2 country are advised that 14-day self-quarantine is recommended.

If you’re traveling internationally and the CDC advisory level for any country you visited is elevated to level 3 for the coronavirus before you return to the U.S., you must self-quarantine for 14 days before returning to campus.

If the status is elevated to level 2 for coronavirus, self-quarantine is recommended.

If you are returning from other regions, including domestically from outside Indiana, you must follow campus rules for working safely from home or on campus.

Anyone undergoing a self-quarantine should follow the CDC’s self-quarantine guidelines. Students may contact the Office of the Dean of Students by phone for further assistance. Employees may contact their Human Resources representative for further assistance.

Anyone undergoing a self-quarantine should follow the CDC’s self-quarantine guidelines:

Stay home for 14 days from the time you left an area with widespread, ongoing community spread (for international travelers to Purdue, that means areas with a CDC level 3 travel advisory for coronavirus) and practice social distancing.

Take these steps to monitor your health and practice social distancing:

• Take your temperature with a thermometer twice a day and monitor for fever. Also, watch for cough or trouble breathing.
• Stay home and avoid contact with others.  Do not go to work or school for this 14-day period.
• Do not take public transportation, taxis or ride shares during the time you are practicing social distancing.
• Avoid crowded places such as shopping centers and movie theaters and limit your activities in public.
• Keep your distance from others (about 6 feet or 2 meters).

If you get sick with a fever of (100.4F / 38C or higher) cough, or have trouble breathing:

• Seek medical care. Call ahead before you go a doctor’s office or emergency room.
• Tell your doctor about your recent travel and symptoms.
• Avoid contact with others.

For additional questions on monitoring your health, contact your health care provider or local public health officials.

In response to significant worldwide challenges related to the COVID-19 pandemic, the Department of State is temporarily suspending routine visa services at all U.S. Embassies and Consulates. Embassies and consulates will cancel all routine immigrant and nonimmigrant visa appointments as of March 20, 2020. As resources allow, embassies and consulates will continue to provide emergency and mission critical visa services. Our overseas missions will resume routine visa services as soon as possible but are unable to provide a specific date at this time. 

• Services to U.S. citizens continue to be available. More information is available on each Embassy’s website.
• This does not affect the Visa Waiver Program. More information is available here: https://esta.cbp.dhs.gov/faq?focusedTopic=Schengen%20Travel%20Proclamation.
• Although all routine immigrant and nonimmigrant visa appointments are cancelled, the Machine Readable Visa (MRV) fee is valid and may be used for a visa appointment in the country where it was purchased within one year of the date of payment.
• Applicants with an urgent matter and need to travel immediately should follow the guidance provided at the Embassy’s website to request an emergency appointment

More information is available here: https://travel.state.gov/content/travel/en/News/visas-news/suspension-of-routine-visa-services.html