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Coronavirus Information

Campus Reopening Planned

A phased-in return to campus for employees is scheduled to begin June 15th. Planning is underway for Fall 2020 classes to take place on campus, in person.

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OCU CARES Emergency Grant Institutional Acknowledgement - May 28, 2020

On March 27, 2020, Oklahoma City University signed and returned to the Department of Education a Certification and Agreement assuring the Department that the institution will use no less than 50 percent of the funds received under Section 18004(a)(1) of the CARES Act to provide Emergency Financial Aid Grants to students.

Oklahoma City University received $768,334 from the Department pursuant to the institution’s Certification and Agreement [for] Emergency Financial Aid Grants to Students.

As of May 18, 2020, all $768,334 received from the Department pursuant to the institution’s Certification and Agreement [for] Emergency Financial Aid Grants to Students has been awarded to students.

Oklahoma City University encouraged all students to apply for funding if they have incurred expenses as a result of the disruption of campus operations due to COVID-19, such as food, housing, transportation, technology, course materials, health care, and child-care expenses.

All currently enrolled students at Oklahoma City University were emailed on April 28, 2020, May 1, 2020, May 5, 2020, and May 14, 2020 explaining the grant and inviting the students to apply. The text of the email messages can be found here.

Based on eligibility confirmed by the completion of the FAFSA, there are an estimated 2005 students at Oklahoma City University verifiably eligible to participate in programs under Section 484 in Title IV of the Higher Education Act of 1965 and thus eligible to receive Emergency Financial Aid Grants to students under Section 18004(a)(1) of the CARES Act.

As of May 18, 2020, 432 students received an Emergency Financial Aid Grant to students under Section 18004(a)(1) of the CARES Act.

All student applicants with demonstrated need, as indicated on their applications, received an OCU CARES Emergency Grant of the following amounts:

  • 1 category of need indicated on their application: 1000
  • 2 categories of need indicated on their application: 1500
  • 3 categories of need indicated on their application: 1600
  • 4 categories of need indicated on their application: 1700
  • 5 categories of need indicated on their application: 1800
  • 6 categories of need indicated on their application: 1900
  • 7 categories of need indicated on their application: 2000

Out-of-state student applicants with demonstrated need, as indicated on their applications, received an additional $500 as part of their OCU CARES Emergency Grant.

Student applicants residing in emergency summer housing with demonstrated need, as indicated on their applications, received an additional $500 as part of their OCU CARES Emergency Grant.

In following guidance issued by the Department of Education, students who are ineligible to receive federal financial assistance received no consideration for an OCU CARES Emergency Grant.

Update: June 1, 2020

All currently enrolled students at Oklahoma City University were emailed on April 28, 2020, May 1, 2020, May 5, 2020, and May 14, 2020 explaining the grant and inviting the students to apply. The text of the email messages can be found here.

Planning and Preparations for Phased-In Return to Work

Faculty and Staff,

Oklahoma City University administrators and Emergency Operations Center staff are actively working on safety planning and preparations for a successful return to work in the office this summer between June 15 and August 3rd.

University leadership continues to guide planning within six focus areas including social distancing, education and training, illness protocols, accommodations for vulnerable populations, cleaning and sanitation protocols, and personal protective equipment supplies and policies.

All planning incorporates flexibility to enable us to quickly adjust plans as needed based on COVID-19 developments and guidance from local, state, and federal authorities.

OCU’s return-to-work plans and preparations include:

  • An at-risk outreach survey was sent to faculty and staff on Thursday for employees in high-risk groups, as defined by the CDC, to indicate if they would like workplace accommodations. Human Resources is working with employees and supervisors to implement approved accommodations. If you have not yet completed the survey and would like to request accommodations, please take the survey here.
  • Mandatory health and safety online training and education are in development and will be conducted with all employees prior to June 15.
  • COVID-19 tests are available at Family Healthcare and Minor Emergency Clinic at OCU, as well as the clinic's other locations, for members of the OCU community who experience symptoms, believe they have been exposed, or would like to test.
  • OCU is well stocked on cleaning and sanitation supplies and will continue to place orders ahead of schedule. Strict cleaning protocols are in place and will continue to be enhanced.
  • OCU’s Facilities Department is preparing buildings, inspecting HVAC systems, and installing environmental controls for increased safety.
  • Policies on the use of personal protective equipment, flexibility of attendance, on-campus events, and accommodating vulnerable populations are under development.

Return-to-work on campus will be implemented in four phases:

  • Personnel who perform time sensitive, core functions related to operations and must work on-site will return, beginning June 15.
  • Personnel who perform time sensitive, core functions who can work remotely will return, beginning June 29.
  • Personnel who do not perform mission-critical, time-sensitive functions and cannot work remotely will return beginning July 13.
  • Personnel who do not perform mission-critical, time-sensitive functions but can work remotely, if feasible, will return beginning July 13.

Employees who are required to participate in the summer furlough program may return to campus at various points of time during the phased return to work plan depending on the nature of their work and business need.

More information about when departments and individual employees will return to campus will be provided soon.

Please continue to visit this page for the most up-to-date information about university plans and preparations. Thank you for your dedication during OCU’s remote-work period. Regular updates will continue to be shared through email and the university website.

Message from the President: OCU Begins Preparations for Fall 2020 Return to Campus

May 6th, 2020

Campus Community,

As we wrap up the Spring 2020 semester, we are looking ahead with excitement and intention to the Fall 2020 semester. Based on current information and predictive modeling, Oklahoma City University will resume an on-campus presence for Fall 2020. Our return to campus will be guided by public health information and recommendations from local, state, and federal agencies.

We are fortunate that our learning environment is built around small class sizes and personalized attention. Our small class sizes, most of which are less than 20 students, and our attention to individual student success allow us to proceed with our planned return to campus, while thoughtfully examining important aspects of individual safety and campus health. Now, more than ever, we are benefitting from our longstanding ability to nimbly navigate and implement changes necessary to ensure that our learning environment responds to the needs of our community. We will continue to do our very best to make the right decisions for our students, faculty, and staff.

It will be necessary for us to respond to this crisis by making modifications to our daily lives at OCU. We will make adjustments methodically and thoughtfully, to best ensure a safe and welcoming environment for our students.

Our preparations to resume an on-campus presence will be centered around six primary areas:

  • Planning for social distancing in the in-person campus environment;
  • Providing education and training for students, faculty, and staff to keep our campus safe;
  • Implementing illness protocols to assist in managing positive cases;
  • Providing accommodations for vulnerable populations;
  • Enhancing cleaning and sanitization protocols; and
  • Providing appropriate personal protective equipment and supplies.

Our phased-in return-to-work for OCU staff is set for June 15, with full implementation by August. 3. We will be implementing a variety of safety measures and training sessions prior to June 15.

We will continue to craft the structure for in-person fall classes, residential living and campus life.

Throughout our process of returning to campus for work and in-person classes, the safety of our students, employees, and visitors will remain our top priority. More information will be shared throughout the next several weeks, as we further develop safety standards for returning to campus.

Our Emergency Operations Center Team has met weekly since March 2nd to evaluate the evolving pandemic and to make informed policy recommendations. The university’s EOC policy group, which is comprised of senior administrators, continues to meet several times each week to plan for our return to in-person campus operations. I’ve been pleased with the flexibility and swiftness of decision-making from our leadership team, which has driven our ability to implement new procedures. OCU’s size, culture, and close-knit community will continue to serve us well as we move toward returning to campus.

The last seven weeks have been a challenging time of learning and innovation for all of us as we have transitioned to an online environment for studying, teaching, and working. Thank you for coming together as a university family to meet these challenges. I have never been more proud of our campus community!

During this pandemic, we have held true to our 116-year mission to Create, Lead, and Serve. I look forward to carrying our tradition forward to an even brighter future.

Martha A. Burger

President

Message from OCU Police Chief Dexter Nelson Regarding E-Mail Scams

There has been an uptick in e-mail scams since everyone has been working remotely from home and we have had less contact with coworkers and associates. Scammers take advantage of the fact that we are forced to use electronic communications on a more regular basis and that many of us are more likely to send a message rather then call someone on the phone. Once your email is compromised, scammers will try to dig into your contacts to send messages, using the emails of those who respond.

To stay safe and protect your identity from identity theft and internet scammers:

  • Please delete any email requests from unknown sources.
  • Do not open attachments from unknown or unexpected sources.
  • If you receive a message from someone you know requesting money, call them on the phone to verify the request.
  • Never provide your full name, date of birth, social security number, or any account numbers to unknown persons or to anyone in which you did not initiate contact with and whom you have not verified as a reputable source.
  • If an offer sounds too good to be true, it probably is a scam.
  • You will never be required to send money for any reason in order to receive money in return (This is a red flag for a Scam).
  • No legitimate agency will contact you asking for your personal bank or financial information or account numbers via email unless you have initiated some prior business contact with them first. Even then, verify by phone using a phone number that you look up yourself.
  • If you receive a message from a friend or family requesting help or money, confirm the request directly by phone with the individual making the request and/or with other family members.
  • Scammers will create a sense of urgency in hopes of causing you to make a quick emotional decision.
  • Never forward possible scams and unknown messages to others. You can preserve them in a screen shot for use by law enforcement.

Updates on Student Policies

Though this is an uncertain time, OCU’s policies for Students, Staff, and Faculty remain in effect.

COVID-19 Emergency Response Fund

On March 27, 2020, Oklahoma City University signed and returned to the Department of Education a Certification and Agreement assuring the Department that the institution will use no less than 50 percent of the funds received under Section 18004(a)(1) of the CARES Act to provide Emergency Financial Aid Grants to students.

Oklahoma City University received $768,334 from the Department pursuant to the institution’s Certification and Agreement [for] Emergency Financial Aid Grants to Students. [more]

Campus Update

Oklahoma City University has extended the work-from-home with restricted campus access period for nonessential faculty and staff until at least June 15 as we remain focused, first and foremost, on the health and safety of our campus community during the COVID-19 pandemic.

Essential services, including police, facilities, campus housing, mail, and the campus health clinic, will continue to be staffed on campus with appropriate modifications.

During remote work, all regular full-time and part-time employees will continue to receive regular pay and benefits.

Restricted Access

Restricted access on campus is strictly enforced. Only essential personnel are allowed on campus on a regular basis and these services continue to be evaluated and modified to reduce the time employees are on campus. All service facilities, including the Campus Fitness Center, are off limits during this time unless otherwise stated.

COVID-19 Symptoms

A guide from the Oklahoma State Department of Health


FAQ

Have there been any cases of COVID-19 at OCU?

Oklahoma City University has received reports of two positive cases of COVID-19 in our campus community. An OCU student, who was last on campus March 24, and a contract employee, have tested positive. Both individuals are now in self quarantine off campus.

OCU is following all university COVID-19 health protocols, including ensuring everyone who was in contact with these individuals during the risk period has been notified. All related facilities and equipment are also being sanitized.

We will continue to be in touch with our student and our contract employee and will follow all policies and procedures to promote the health and safety of our campus community.

Where can I find up to date information on plans for Commencement?

The Commencement Planning group is communicating with those who have applied for graduation via the # Academic Affairs email (academicaffairs@my.okcu.edu). If you are a soon-to-be graduate, please make sure you are checking your email frequently. For more information, please contact Pam Bobier, Assistant Director for Academic Services, at pbobier@okcu.edu.

What happens if the date that is chosen ends up not being possible because of the continuing crisis? Will an in-person commencement be delayed again, or would we lose the chance for an in-person event?

A later date would be selected for an in-person graduation. There will be voting on this as well.

Will students be notified of academic honors received by end of spring semester?

Yes.

Would graduates still have their OCU emails for these future notifications?

YES, graduates get to keep their OCU Emails and they are added to an alumni list.

What about updated graduation announcements?

Contact Jostens at 1-800-954-7464.

What happens to academic regalia?

Originally the plan was to have all graduation regalia orders placed online and shipped to the OCU Campus Store to be picked up and purchased there. Due to COVID-19, most students now live further from campus, the store is closed for the time being, and we were experiencing continual delays and difficulties with receiving and distributing regalia orders. So we have decided to change our structure.

As of today, you will need to visit www.jostens.com to resubmit you order for your regalia package OR individual pieces. You will be able to pay on the website, and have it shipped directly to your current address.

Please check your email for a complete list of instructions or contact the Campus Store at OKCU@tolbookstores.com or 405-208-5112.

Will the university refund unused meals and housing?

Pro-rated housing and meal refunds will be processed by May 4 for students who paid for unused housing and meals. Students who received scholarships for housing and meals this semester will not be eligible for refunds. For eligible students who have balances due to OCU, the refund amount will be subtracted from your balance and any remaining funds will be distributed to you. If you have any questions, please contact Student Financial Services at studentaccounts@okcu.edu.

What is the process for returning rented books?

Arrangements are underway for students to ship their books back to the bookstore after finals have been taken. The bookstore will not be assessing normal late fees. The bookstore will be contacting students who have rented books about the process for returns.

Additionally, Textbook Butler is offering free e-books through the VitalSource Helps program. The program offers complimentary access of up to seven e-book titles through May 25. To signup, visit bookshelf.vitalsource.com and use your okcu.edu email address to sign up.

Can students still drop classes or withdraw from the semester?

Students can still make changes to their schedule during remote instruction via email. The final day to drop spring classes and receive a W has been moved to May 1, 2020. Requests should be made to your advisor who will forward your information to the Registrar’s Office. If you have trouble contacting your advisor, please feel free to contact the Registrar’s Office to assist by emailing registrar@okcu.edu. You will receive a confirmation email when the process is complete.

How do I get my campus mail?

For further information, contact Emily Bradley at efbradley@okcu.edu.

Will work study students be paid?

The Department of Education has confirmed Federal Work Study students will be paid through the end of the semester. Further instructions have been emailed to federal work study students from Student Financial Services. Some institutional work study positions have been approved for remote work. See your OCU email from Student Financial Services for more information.

Where can I get the latest information on Campus Housing and move out?

Visit the emergency-move-out page for complete information on housing and move out. Students have until May 10 to move out.

Are practice rooms available?

We are not able to open campus spaces for practices at this time. Please work with your professors on the best alternatives.

Is University Counseling available?

University Counseling is offering remote, telehealth sessions to students who are physically located in Oklahoma, Kansas, Missouri, Minnesota and Colorado. Students who are physically in Kansas and Missouri will need to work exclusively with Mindy Windholz, MS, LPC, NCC, CCTP, as she is licensed in Oklahoma, Kansas, and Missouri and can provide remote services to these specific states. Counseling staff continues to monitor other states whose licensing boards are making adjustments.

Counselors will be utilizing doxy.me software to provide sessions. This is a HIPPA compliant service that provides a confidential manner in which sessions can be conducted. To confirm confidentiality, clients receiving remote therapy will need to find a location that will accommodate a confidential setting. University Counseling can continue to provide resources for other state and local services. Phones and emails will continue to be answered during regular business hours, which can be found at here.

Is access to the campus available?

OCU is strictly enforcing our remote work plan with restricted campus access policy. Only essential personnel (OCUPD, Facilities, Mail Services, Campus Clinic, Counseling, and Housing) are allowed on campus on a regular basis. Even some of these essential services continue to be evaluated and modified to reduce the time employees are on campus.

Deans and Vice Presidents need to ensure that faculty and staff members who must periodically come to campus either to access specialized equipment to provide instruction or to maintain essential functions for university operations, are practicing appropriate social distancing measures when on campus. Every effort should be made to reduce the amount of time any employees are required to be on campus. As a reminder all service facilities, including the Campus Fitness Center, are off limits during this time unless otherwise stated.

Housing Information for Students

Go to Student Housing website

COVID-19 Exposure Response and Protocol

Faculty and Staff


Level of ExposureCan I Come to Work?*Do I need to be testedWhom do I notify?Where do I go for care?
You tested COVID-19 positive You have been tested by your doctor and are informed you test positive.No. You will need to self-isolate at home until instructed to stop by public health officials. In accordance with university policy, an employee must present a release to work note from their healthcare provider prior to returning to work on campus. If you have already tested positive, you do not need to be tested again.Call your immediate supervisor and email Human Resources. Email the Campus Clinic or call 405-373-2400.Your healthcare provider will manage your health needs.
A household contact tests positive Someone you live with, a roommate, significant other.No. You should self-quarantine and follow these CDC guidelines. Stay home from work for at least 14 days.Possibly. If you become ill then you will need testing.Call your immediate supervisor and email Human Resources.Your healthcare provider will manage your health needs.
A close contact tests positive Someone with whom you spent more than 10 minutes in close contact and were within 6 feet of since the day they developed symptoms OR a positive case who coughed on you or whose respiratory secretions or saliva directly contacted you.No. You should initially work from home until your healthcare provider or local public health department can determine the case details and gives you instructions.Not unless you have symptoms.Call your immediate supervisor and email Human Resources.If no symptoms occur, you do not need care. You should self-monitor your health for 14 days.
Coworker, friend or casual contact tests positive Someone you were not within 6 feet of for more than 10 minutes or with whom you shared secretions.Yes. You can work as long as you do not have any symptoms and you were not a close contact (see above).Not unless you have symptoms.No notification needed unless you become ill.If no symptoms occur, you do not need care. You should self-monitor your health for 14 days.
Friend of a friend tests positive You were in contact with your friend but not the person who tested positive.Yes. You can work as long as you do not have any symptoms.Not unless you have symptoms.No notification needed unless you become ill.If no symptoms occur, you do not need care.

Family Health Care and Minor Emergency Clinic @OCU (Campus Health Clinic) staff may collect essential public health information regarding employees who are ill. OCU urges you to call the Campus Health Clinic 405-373-2400 to inform the clinic if you test positive for COVID-19 in order to assess the implications for maintaining the health of the OCU campus community.

Be assured that any personal information shared with the Campus Health Clinic staff will be held in confidence. Any action taken regarding the employee’s personal information will be in consultation and accordance with CDC guidelines.

*Currently, OCU has implemented a remote work plan with restricted campus access for all OCU faculty and staff except for essential employees providing essential services to campus to maintain the health and safety of the campus community. Essential services include OCUPD, Facilities, Housing, Mail Services, University Counseling, and the Campus Health Clinic. Information related to work performed on campus currently applies to essential employees performing work on campus.

This chart has been adapted from Smith College.

Students

We urge all OCU campus community members to practice social distancing: maintain a 6 feet distance whenever possible, do not socialize, attend events, or perform any errands that are not absolutely essential. Obtain delivery service whenever possible. Wash your hands frequently, clean and disinfect surfaces and frequently touched items such as phones, keyboards, doorknobs, light switches, and faucets, and do not share personal items.

Risk factors for contracting COVID-19 include close contact with a sick person, such as:

  • Living in the same household as a sick person with COVID-19
  • Caring for a sick person with COVID-19
  • Being within 6 feet of a sick person with COVID-19 for about 10 minutes
  • Being in direct contact with secretions from a sick person with COVID-19 (e.g. after being coughed on, sharing utensils, kissing, etc.)
  • Direct contact with contaminated surfaces such as commonly touched items, counters, phones, doorknobs, faucets, etc.

Any student who has symptoms consistent with COVID-19 should act in accordance with CDC guidelines for those who have contracted the disease and:

· If you are a student on campus, call the Campus Health Clinic at 405-373-2400.

· If you are a student off campus, call your primary care provider and seek medical care and guidance in your current location. We encourage all students to provide an update to the Campus Health Clinic by calling 405-373-2400.

Important

Even though we are online, we still care about your health! Students, faculty, and staff: As a reminder, please contact Family HealthCare and Minor Emergency Clinic at OCU at 405.373.2400 if you have been exposed to the coronavirus, are symptomatic, or are in quarantine. Medical professionals are available to talk 24/7.

Student Housing

Information for students living on campus during the remote instruction period

Message From the President

President Burger's statement on the COVID-19 outbreak and the OCU community

Updates

The most recent communications on our COVID-19 response.

Health & Hygiene

Telehealth visits through the clinic are currently available for no copay.

Employee Resources

Tips for faculty and staff on remote instruction and work.

Canceled & Postponed Events

A list of athletics, alumni, and student events postponed or canceled.

Questions

If you have questions for the University about the virus, please use this form to send them to us.

Travel Request Forms

International business travel is currently suspended. Essential domestic business travel is being evaluated on a case-by-case basis; please complete the appropriate form below if traveling.


Message From the President

Campus Community,

It is impossible to describe how challenging the last few weeks have been for our community here at OCU, for the greater Oklahoma City community, for our country and for the world. As we all know, the spread of the COVID-19 virus is causing us to make drastic changes in our work, study and life routines. I’ve heard others say that “there is no playbook” for this. And yes, it’s true that COVID-19 and its progress is unprecedented. But I want to assure you that at OCU, we absolutely have a “playbook” for this.

Our Emergency Operations Center has been actively engaged in COVID-19 management for some weeks now. It calls for designated members of the OCU leadership team to collaborate, gather information and recommend decisions about how to best protect the health and safety of our students, staff and faculty while continuing to provide ways for our students to continue their educational paths. As called for by our plan, OCU’s Emergency Operations team took an informed, calm and methodical approach to this situation. It meant that OCU could take decisive action and recommend policy changes with speed and confidence. Never in my 40-year career have I been more proud of a leadership team.

As the situation has been changing hour by hour, acting with speed sometimes becomes more important than acting with elegance. That means that as we are rolling out new policies, we don’t always have all of the answers to the myriad of questions that come up. For instance, even though our faculty are true OCU heroes as they are working non-stop to take all of their classes online and provide an uninterrupted education for students, I can guarantee that there will be some glitches in the transition. I ask that you try and remain patient as we work through these inevitable glitches so that our classes can continue.

Beginning tomorrow, the vast majority of our staff will be working from home. This will put a strain on our technology resources unlike any we have experienced previously. Once again, our Information Technology team is rising to the occasion. I am certain that unforeseen issues will arise, but I have confidence in our IT team’s ability to resolve those issues.

While the majority of our staff will be working from home, we still have essential on-campus operations to maintain. I extend my sincere appreciation to the staff members who are performing these essential services to keep our campus safe and healthy during this time.

As the impact of the virus proceeds, our Emergency Operations Center will continue its work. At this time, we have had no coronavirus cases identified in our campus community. Obviously that could change and we are making plans to deal with that should it occur. I know many students are wondering whether or not we will resume in-person classes on April 6. And seniors, I know that you are wondering whether we will cancel commencement exercises. I have not made those decisions yet, but our Emergency Operations team is continually monitoring guidance from health care agencies and authorities as well as other leaders in higher education and our community. We will make decisions and move forward accordingly as the need arises. And as we’ve been doing, as soon as the decision is made, you will be informed.

These are unprecedented times but OCU has proven our resiliency in the face of challenges time and time again. We will navigate these uncertain times with decisive confidence, remain true to our mission and emerge from this crisis as the strong, vibrant university we have always been.

I urge each and every one of you to listen to health care professionals and maintain the safe practices that will help end the spread of the COVID-19 virus.

Stay safe, stay healthy and Go Stars!

Martha Burger

President

Travel Request Forms

Business Travel Request Form

Personal Travel Request Form

NOTE TO STUDENTS: If you are traveling over spring break, you will need to be reevaluated in order to be cleared to live in University Housing upon your return. This is due to the current fluid nature of the COVID-19 situation.

Please allow 48 hours for University Officials to evaluate your situation upon return to determine your on-campus housing status. To submit and check on your housing status for your return please email the Director of Housing and Residence Life, Casey Kreger at crkreger@okcu.edu.

Faculty & Staff Resources: Remote Work

Faculty Resources for Online Teaching

OCU’s Center for Excellence in Teaching and Learning has prepared resources for faculty to make preparations for teaching online. Faculty members are asked to familiarize themselves with this information before remote instruction begins. Key steps that can be taken now include:

  • Download your class list, including student email addresses.
  • Your class list can be found in BlueLink or by using the Mail tool found at the top right of your D2L page.
  • Move any course materials from your computer desktop or on-campus storage devices to OneDrive, log in with your OKCU email and password at http://office.com/.
  • Download the Zoom App on your smart phone or tablet. Instructions and videos on how to use this tool can be found HERE.
  • Visit the resources site for additional information and tips.

COVID-19 Resources for Employees

The university is committed to protecting the health and safety of our campus community while supporting the educational goals of our students. As a result, we anticipate updating the university’s operations to move from campus to remote work effective no later than March 19, 2020 until April 5. While access to campus will be restricted, the campus will remain operational through remote work. Please read on for additional information regarding your role and resources as an employee during this time.

Remote Work

The university recognizes the importance of social distancing in stopping the spread of the coronavirus and is transitioning to remote work (with the exception of critical operations required to maintain the health and safety of campus). In general, those with job responsibilities that center around a computer should be able to perform most essential functions of their role remotely. Effective March 19, 2020, the university will implement an interim remote work plan with restricted campus access. Access to campus will be restricted during this time. Employees and supervisors should work together to determine if a task cannot be completed away from campus. Access requests will be evaluated and granted by the appropriate Dean or Vice President.

Faculty

Continue to coordinate with your academic leadership to deliver instruction virtually until further notice consulting available faculty resources as needed.

Staff

Coordinate with your supervisor to determine what working remotely looks like for you and your team. Plan to discuss technology resources and needs, establishing work schedules and communications, work plans, and more to continue operations to the extent possible during this time.

All Employees

CTS has developed resources to help us prepare and support working away from campus.

Time and Leave

While the remote work plan is in place, the way employees request time off, report leave, and track time will remain unchanged for the majority of employees.

Temporary Pay Continuity for Regular Full and Part-Time Employees

The university will maintain the pay and benefits of regular full and part-time employees for whom it is determined cannot work remotely during this temporary period. This provision will be reviewed as necessary for sustainability should the remote work plan continue after April 5.

Regular Full and Part-Time Employees

Employees Unable to Work Remotely

Supervisors are working to determine employees for which remote work is not a possibility due to their role. In these cases, approved employees will remain in a paid status through the remote work plan with restricted campus access period effective March 19 through April 5. Employees should enter Emergency Leave on their leave reports equal to the number of hours they are regularly scheduled to work during this period.

Employees Unable to Work Remotely for 40 Hours Per Week

Supervisors are working to determine employees that may have some remote work capability, but the amount of time spent performing this work will be less than 40 hours (or the number of hours regularly scheduled during the work week). In these cases, approved employees will report their time worked remotely as well as enter Emergency Leave for the balance of the work day/week to maintain pay continuity equal to 40 hours (or the number of hours regularly scheduled to work during the week).

Caring for Child Dependents During School/Daycare Closures

Oklahoma public K-12 schools are closed until April 6th. Due to school closures, some employees may be required to care for children and may not be able to commit to a full day of work. We understand the challenge this presents and encourage supervisors to work with affected employees to support their needs. We want our employees focused on taking care of themselves and their families and support the essential work for the university as they are able. In these instances, employees are not required to report vacation, sick leave, or make up time.

Contingent Employees

Temporary/term employees and adjunct instructors are considered contingent employees. During the remote work plan, the following is in place:

Temporary/Term Employees
  • Work Can Be Done Remotely - Employees in this category may work remotely if appropriate and approved by the supervisor and should report time worked as usual.
  • Work Cannot Be Performed Remotely – Employees in this category will stop work during this period and are ineligible for Emergency Leave to remain in a paid status. Employees may return to work when on-campus operations resume.
Adjunct Instructors

Adjuncts assigned to courses this semester will remain in a paid status while courses are delivered online.

Health

Medical Plan

Employees on the university medical plan may contact BCBS at 800-672-2657 or visit the website for the latest information regarding COVID-19 coverage. The university’s medical plan is waiting the cost of COVID-19 testing for members whose provider has ordered a test.

FHCMEC

The Clinic will remain open on campus. All employees may contact the Health Clinic for additional information, resources, and support throughout the outbreak. Call 405-373-2400 with questions.

EAP

We understand that the news surrounding this outbreak may feel overwhelming to some in our community. Employees are encouraged to connect with the university’s Employee Assistance Program at 888- 628-4824 or www.guidanceresources.com for resources and confidential support.

Travel

Stay update to date with the university’s travel guidelines.

Social Distancing / Limited Gatherings / Prevention

The President’s Coronavirus Guidelines for America recommends limiting gatherings to no more than 10 people. Continue to practice social distancing as well as hygiene to prevent and mitigate the spread of the virus.

Policies and Guidance

Please see the following materials from HR on policy and best practices for remote work.

Staying Informed

Remain up to date on the latest university information by reviewing this page and email messages.

Working Remotely: A Guide For Employees

Learn More from Campus Technology Services

Health Resources

Oklahoma City-County COVID-19 Information Line

Currently the Oklahoma City-County Health Department has 4 lines to receive calls from the community, partners, etc. regarding COVID-19 questions. The information line hours of operation are 8 AM to 4:30 PM, Monday through Friday.

The phone number is 405-425-4428.

University Health Plans (Medical, Dental, and Vision)

Medical Plan

  • Per the Families First Coronavirus Response Act (FFCRA), the university’s medical plan will continue to provide coverage for COVID-19 testing and testing-related services at no cost to plan members. Additionally, telehealth services including PCP visits, therapy services, and certain other visits have been expanded to include in-network providers at no cost to plan members through at least April 30, 2020. MDLive remains available too for telemedicine needs at no cost to plan members.
  • BCBS COVID-19 Website
  • The Zero Card COVID-19 Testing Coverage

Vision Plan

Counseling Services

University Counseling is committed to continuing to provide services to Oklahoma City University students to the extent that respective state licensing laws allow during the COVID-19 pandemic.

  • Students physically located in Oklahoma are eligible to work with our counselors on a telehealth basis using Doxy.me, a HIPPA-compliant telehealth platform.
  • Students located in Kansas and Missouri are eligible to work with Mindy Windholz via telehealth as she is also licensed in these states.
  • For those students who cannot access services remotely, we can assist in providing referrals and additional resources in their local areas.

We urge you to reach out to our staff if you have any questions or concerns regarding our services so that we can best support your individual needs during this time.

Student Healthcare Plan Members

UnitedHealth Group, UnitedHealthcare and Optum are taking action to ensure health plan members and patients affected by COVID-19 have the support and resources they need.

Telemedicine

Telemedicine visits are currently available at no charge to students through the campus clinic. Please call the clinic at 405-373-2400 to arrange an appointment. After hours, call 405-550-6189.

Access to Medical Care, Coverage

Members who feel like they may have been exposed to COVID-19 are being advised to immediately call their provider. Plan members can seek care from the OCU clinic for a $0 copay. The campus clinic is happy to answer questions about your healthcare concerns. Please call the clinic if you are concerned you may be ill at 405-373-2400. After hours you may call 405-550-6189.

UHCR is waiving member cost sharing for the treatment for those diagnosed with COVID-19 through the national public health emergency period (currently set at 7/24/2020). Following this date, all treatment will be paid according to policy provisions unless there is a government or corporate directive to extend the date. More information is available here.

Additional Support

  • UnitedHealthcare is encouraging members to take advantage of its Virtual Visit* capability, available through the HealthiestYou mobile app, or through www.uhcsr.com/MyAccount. UHCSR insureds have access at no charge, when included with their UHCSR medical plan, or at a $40 copay otherwise.
  • Optum is opening its Emotional Support Help Line, providing access to specially trained mental health specialists to support people who may be experiencing anxiety or stress following the recent developments around COVID-19. Optum’s toll-free help line number, 866-342-6892, will be open 24 hours a day, seven days a week, for as long as necessary. The service is free of charge and open to anyone.

Hygiene Habits

All students, faculty, and staff are encouraged to continue practicing good hygiene including:

  • Wash your hands frequently with soap and water or with an alcohol-based hand sanitizer.
  • Maintain a distance of at least 3-to-6-feet between yourself and anyone who is coughing or sneezing.
  • Avoid touching your eyes, nose, and mouth.
  • Cover your mouth and nose with your bent elbow or a tissue when you cough or sneeze.
  • If you have a fever, cough, and breathing difficulties, stay home and seek medical attention early by calling your medical provider.

Hygiene and Travel

While avoiding travel right now is ideal, please observe the following habits if you must travel.

The World Health Organization recommends several basic protective measures against the new coronavirus including:

  • Wash your hands frequently with soap and water or with an alcohol-based hand sanitizer.
  • Maintain a 3-foot distance between yourself and anyone who is coughing or sneezing.
  • Avoid touching your eyes, nose, and mouth.
  • Cover your mouth and nose with your bent elbow or a tissue when you cough or sneeze.
  • If you have a fever, cough, and breathing difficulties, stay home and seek medical attention early by calling your medical provider.

Recent news articles also have outlined tips on staying healthy while flying. These include:

  • Wash your hands and avoid touching your face.
  • Choose a window seat if you can. An Emory University study found that passengers in window seats had less contact with potentially sick people than passengers in other seats. Additionally, try not to move around the plane.
  • Clean hard services such as your arm rest, seatbelt buckle, remote, screen and tray with disinfectant wipes. Wipes are not recommended on cloth seats, but leather or nonporous seats can be wiped down.

Keep these tips in mind for travel during Spring Break, as well as in your normal routine. The university will continue monitoring developments with the new coronavirus and we will provide additional updates as changes occur.

CDC Resources

Retirement Plan Information and Resources

CARES Act Information for Retirement Plan Participants

The Coronavirus Aid, Relief, and Economic Security Act (CARES) contains numerous provisions seeking to expand and modify retirement plan provisions, in large part to allow participants to access plan savings to help get through the financial challenges associated with the current coronavirus pandemic. The university is sharing a summary of the changes, their potential impacts to you, and contact information in the event of any questions. Please carefully consider how the short-term provisions of the CARES Act may impact both your short-term needs AND your long-term retirement savings goals. Review the summary HERE.

Retirement Plan Resources

  • TIAA has live and on-demand webinars through its interactive site called the Virtual Environment: www.tiaa.org/webinars. This innovative resource offers users 24/7 access to a wide range of articles, live monthly and on-demand webinars on a variety of essential financial topics. TIAA offers new webinars throughout the year including topics like navigating women’s unique financial challenges, how to manage income in retirement, etc. The live events will give participants real-world financial tips, tactics, and techniques to help start, build, and maintain your retirement savings.
  • TIAA has suspended in-person counseling sessions in alignment with social distancing guidance. Nevertheless, virtual counseling opportunities with consultants are available. Click HERE to view available appointments in the coming weeks. Participants can always call TIAA at 800-842-2252 to discuss retirement planning needs and for assistance. Please note, call volumes are likely high and wait times may apply.
  • Making short-term decisions to align with your long-term retirement goals guidance from the university’s retirement plan education partner, PlanPilot can be found HERE.

Free E-Textbooks Available for Students

More Information (pdf)

Canceled & Postponed Events

Campus Events & Athletics

The university has canceled all campus events between March 16 and April 5 while academic courses are online only. In accordance with the Sooner Athletic Conference, effective today, athletic games and practices are suspended indefinitely. These measures are intended to reduce the potential spread of the virus by suspending public gatherings. In addition to the cancellation of events, all student organization meetings, activities, and programs are canceled while classes are in an online-only format. Organizations have the option to schedule any necessary meetings digitally, utilizing resources such as Zoom, Google Hangout, or Skype.

Alumni Events for Students

The OCUNYC alumni group has canceled Spring Break NYC and the OCUDC alumni group has canceled DC Spring Break: Arts Management Exchange.

Conferences, fundraisers, and events for university alumni are being evaluated on a case-by-case basis and some may be canceled or postponed. Please call the Office of Advancement at 405-208-7000 for the latest information.

Canceled & Postponed Alumni/Advancement Events

  • Monday, March 16th – OCUNYC Alumni Reception *CANCELED*
  • Tuesday, March 17th – OCUDC Alumni Reception *CANCELED*
  • Friday, March 20th – OCU Thunder Night @ 7:00 PM (OKC Thunder v Denver Nuggets) *SUSPENDED/POSTPONED*
  • Tuesday, March 24th – Tulsa Alumni & Friends Reception *CANCELED*
  • Saturday, March 28th – Law School Alumni Awards Dinner *CANCELED*
  • Tuesday, March 31st – Dallas Alumni & Friends Reception (Haynes and Boone – Dallas) *CANCELED*
  • Thursday, April 2nd – Law Quinlan Lecture *CANCELLD*
  • Thursday, April 2nd – UCR Appreciation Dinner in the Chapel *SUSPENDED/POSTPONED* (detailed information forthcoming)
Virtual Events