Category: For Staff Page 2 of 4

Price Creates Two Strategy Teams to Plan Post-Crisis Agenda

The two new strategy groups – Team 2021 and Team 2030 – will devise a structure for addressing the shorter-term issues facing the university as it prepares for the traditional start of the new academic year in August, as well as longer-term challenges and opportunities that come about as a result of COVID-19.

Read the full story on the Duke Today website.

Student Employment – Spring Semester 2020

To:          Department Heads, Business Managers, and Payroll Representatives

From:     Jennifer Francis, Executive Vice Provost

Subject: Student Employment Spring Semester 2020

Date:      April 10, 2020

A number of efforts have been underway to provide additional support to our undergraduate and graduate students during this unusual time. We wanted to provide an update of the processes related to the student payments through the end of the spring semester. 

Undergraduate Students

Undergraduate students who are able to work remotely should do so, proving their hours worked per the normal process. They will continue to receive payments based upon the hours submitted on their biweekly time records.

Undergraduate students who were working at Duke prior to spring break, but are not able to work remotely now (because of the nature of the job or because of connectivity issues), will receive a payment for the three full pay periods since spring break based upon one of the four following processes. The first payment will be issued with the regular biweekly payroll on Friday, April 24 and the final payment will be issued on Friday, May 8.

  1. Federal Work Study – undergraduate students who were awarded federal work study funds will receive a payment based upon a calculation by the Financial Aid teams using cumulative earnings for the spring semester and remaining dollars on the individual’s federal work study award whichever one is less. 
  2. Duke Work Study – undergraduate students who were awarded Duke work study funds will receive a payment based upon a calculation by the Financial Aid teams using cumulative earnings for the spring semester and remaining dollars on the individual’s Duke work study award whichever one is less. 
  3. Students not using work study awards who were working prior to spring break, but are unable to continue working remotely, will receive a payment based on the calculations below:
    • Payment amount will be calculated as the average of the individual student’s gross earnings over the five Spring term pay periods prior to spring break. Dollars for both primary and secondary positions were included in the calculations. Outliers were reviewed and, as needed, adjusted.
    • Eligibility Criteria:
      • No hours worked were submitted since the pay period (02/17/2020 – 03/01/2020) which paid on 03/13/2020. If students received a payment for time worked during the period of 03/16/2020 – 03/29/2020 for the pay date of April 10, the assumption is that the individual is working remotely with pay described above. 
      • The undergraduate student did not receive federal or Duke work study awards.
      • Minimum average pay calculation is greater than or equal to $25.00.
    • Students in this category will receive a payment on April 24 which will include two pay periods, one for the April 10 pay date and a second for the April 24 pay date. The final payment will be issued on May 8, 2020.
    • A list of the payment amounts will be sent to the management centers who will disperse to the individual departments at the end of this week.

Graduate Students

  1. Payments for graduate students who are paid as non-exempt employees on a biweekly basis will be handled using the same processes noted above for undergraduate students.
  2. Payments for graduate students who are paid as exempt employees on a monthly basis will be processed according to the standard process. If adjustments to pay are necessary, departments can submit iForms to make the necessary changes.

If students need additional financial support, they should apply for the student assistance fund.

Non-Duke Students (students from other universities or high school students)

  1. Non-Duke students who cannot work remotely, but are currently receiving payments may continue to do so through the period ending April 26, pay date of May 8.  They should submit hours for average hours worked through submitting an Electronic Time Record through Duke@Work.
  2. If non-Duke students are working remotely and can continue to do so after the pay period ending April 26, they should submit hours worked using the usual methods to submit time.

For more information: FAQ: Student Employment – Spring 2020

Securing Our Financial Future

This message was sent to all Duke University and Duke University Health System faculty and staff

Dear Colleagues,

What sets Duke apart are our people and our purpose, and both have been tested over these past few weeks.  We have all lived through what for many has been the most tumultuous and unsettling period of our lives.  The combination of understandable concern for our health and safety, and those of our loved ones, with massive disruptions to society, education, business and even our ability freely move around our communities, is deeply unsettling.

But we have as a Duke community met these unprecedented challenges with an extraordinary outpouring of creativity, commitment and courage from thousands of people spanning the globe.  Each of you has contributed in your own way, through actions that have saved lives, supported our students, faculty, staff and patients, and ensured that our important work continues despite the challenges we confront every day.  Many of you have done so while balancing health concerns, caring for family members, and navigating the mental and emotional challenges of an uncertain and isolating time.

Your extraordinary effort brings home the truth that we can only do great works through great people, and that ensuring the well-being of our people is critical to our purpose of seeking knowledge in the service of society.

Even as we confront present challenges, we must be clear that the pandemic will also produce profound and lasting effects, including severe and negative effects on our operations and finances.  Duke is not alone in this, of course: every business, government, nonprofit organization and family is now making difficult choices. While it is too soon to determine with precision the magnitude of disruption to our finances, it is clear that the impacts will be both severe and prolonged.  All of our formerly reliable sources of revenue – tuition, research grants, clinical revenue, private philanthropy and income from our investments and endowment – will almost certainly be significantly and adversely affected, even as we face increased expenses in our education, research and patient-care services.

The responsible institutional course is to engage in a thoughtful, comprehensive, and strategic review of our operations and finances, and we are initiating exactly that.  In the meantime, we must also act responsibly now by taking immediate steps to mitigate our deepening financial challenges.  As a result, we are today either confirming (in the case of actions that were announced earlier) or implementing the following Duke University policies, which do not apply to the Duke University Health System:

Expenditures:  All schools, units, departments and programs will need to pause new non-salary expenditures, including (but not limited to): contracts, service or consulting agreements; computer, office and laboratory equipment; renovations; furniture; travel and entertainment; meetings and conferences. Any ongoing expenditure of university funds (including grant, gift and endowment funds) greater than $2,500 will continue to require pre-approval by the Executive Vice President, Provost or Chancellor for Health Affairs or their designees.  There will be additional guidance forthcoming regarding information technology services, including software licenses.

Hiring:  All staff hiring is paused until further notice.  Requests for exceptions for positions that are essential to the operation of the university can be made through the vacancy management process, which requires the approval of the Executive Vice President, Provost or Chancellor for Health Affairs, depending on the unit.  Subject to the approval of the appropriate dean, ongoing faculty searches may continue provided that all salary and startup funds are identified.  Likewise, searches for staff positions that are fully funded by external research grants that have already been received by the university may continue, subject to review through the vacancy management process.

Salaries: For the fiscal year beginning July 1, 2020, there will be no salary increase for University employees making more than $50,000 per year.  Employees earning up to $50,000 who earn satisfactory performance evaluations will receive a one-time, $1,000 payment.  The only exceptions to this policy will be certain academic promotions.   Positions covered under collective bargaining agreements will be governed by the terms of the contract.  This action also does not cover Duke University Health System (DUHS) employees.  DUHS administers compensation on a different calendar from the University, and guidance for the next year will be provided to DUHS employees at a later date.

Benefits: At this time, we do not anticipate making any changes in our insurance programs (health, dental, vision and disability).  We are reviewing our 403b program to determine whether adjustments are now appropriate.

Construction:  All new construction projects are on indefinite hold, except those related to safety, repairs, infrastructure, virus research and a small number of obligations to new faculty.

As we adapt to this new reality, I pledge to you that Duke will never lose sight of our highest commitments, to our people and our purpose.  We remain firmly committed to meeting the financial aid needs of our students, which are likely to rise.  Our decisions will be guided by and aligned with Duke’s overarching strategic framework, Toward our Second Century.  We will be mindful of the needs of the most vulnerable among us and committed to the health, safety and security of our students, faculty and staff.  And we will be true to our shared values of respect, trust, inclusion, discovery and excellence.

We will get through this, together, by supporting one another and our shared mission as a university.  Thank you for all that you are doing for Duke. I am proud to call you colleagues.

Sincerely,

Vincent E. Price
President

New Guidelines for Working On-site

TO: Vice Presidents, Vice Provosts, Deans, Directors, Department Heads, and Managers

FROM: Kyle Cavanaugh, Vice President, Administration, Emergency Coordinator

RE: New Guidelines for Working On-site

In light of new recommendations from the Centers for Disease Control and Prevention (CDC) and an increasing number of COVID-19 cases in our region, Duke is issuing new guidelines for all employees and contractors required to work on-site to support critical operations.

Guidelines:

  • Self-screening: before reporting to work, all individuals should take their temperature and assess any potential symptoms, which now include a broader range including fever, cough, shortness of breath, runny nose/sinus congestion, sore throat, muscle aches, and headaches. If you have ANY of these symptoms, contact the COVID-19 triage hotline at 919-385-0429, option 1. BEFORE reporting to work. If you develop symptoms, do not return to work until you have been cleared by Employee Health.
  • Wear a mask: based on new CDC recommendations, all individuals should wear a mask or cloth face covering in public. Those who work on-site in support of Duke’s critical operations will be provided a mask if they do not have one. Requests for masks should be coordinated and submitted by the department head on behalf of the unit. Healthcare workers should continue to use masks provided upon entry and follow the Masking Protocol for Team Members Guidance .
  • Maintain at least 6-feet social distance: continue to practice social distancing measures of maintaining at least 6 feet from others to prevent the transmission of the virus. Do not gather in groups and avoid crowded places and gatherings of 5 or more people.
  • Practice good hand hygiene: often with soap and water for at least 20 seconds especially after you have been in a public place, or after blowing your nose, coughing, or sneezing.
  • Avoid touching face: Avoid touching your eyes, nose, and mouth with unwashed hands.

Please communicate these provisions to anyone in your area who must work on-site to support critical operations. We are expecting an increase in COVID-19 cases in the coming weeks, and these measures will help limit the spread and protect our staff, faculty, and contractors who are helping maintain our missions during this public health crisis. Thank you.

Faculty and Staff Parking Fees Suspended through June

This email was sent to all faculty and staff

While many of our faculty and staff are now working remotely, others are continuing to report and serve our students, patients, and vital research operations. Each day we are confronted with new challenges, which our faculty and staff continue to rise and meet. We are also seeking ways to help support you during this time to make life slightly less challenging.

To that end, Duke will suspend all faculty and staff parking permit fee deductions from paychecks issued April through June.

Existing permits will remain active and valid for access to assigned lots and parking facilities. Permits requirements and parking facility restrictions will continue unchanged during this period.

We hope this measure provides some financial flexibility for individuals who have had to make accommodations to address personal or childcare needs to continue to support our vital work at Duke or those who have had to make adjustments to work remotely.

Thank you for your continued support, dedication and perseverance in support of Duke’s missions during this unique and challenging time.

Kyle J. Cavanaugh,
Vice President, Administration
Emergency Coordinator

Events Restricted Through June 30

April 2, 2020

TO: Vice Presidents, Vice Provosts, Deans, Directors, Department Heads, and Managers

FROM: Kyle Cavanaugh, Vice President, Administration, Emergency Coordinator

RE: Events Restricted Through June 30

As the COVID-19 pandemic continues to evolve, it has become clear that we need to extend the restriction of all on-campus events through June 30.

This includes recruitment events, tours, student programs, reunions, performances, conferences and social events. It also includes events organized by outside individuals or groups that use Duke facilities.

These measures are essential to limit the spread of the virus, protect our healthcare providers and ensure the safety of the Duke community as we seek to fulfill our vital missions of education, patient care and research.

We are grateful for your continued cooperation, collaboration and flexibility during this public health crisis.

Duke Launches Assistance Funds for Those Impacted by COVID-19

$9 million pledged so far to support students, patient care and research, and our greater community

President Price announced three new funds set up to help those impacted by COVID-19

The Duke Student Assistance Fund will benefit undergraduate, graduate and professional students in all schools and help alleviate the unexpected burden of student expenses such as airline tickets, temporary housing, food, lost summer employment, technology for online learning and more. 

The Duke Health COVID-19 Response Fund will be used to address the needs of Duke Health patients, caregivers and students impacted by the virus, to expand and accelerate the research underway to combat the virus, and to support emerging areas of greatest need during this pandemic.

The Duke-Durham Fund will provide assistance to area non-profits, small businesses, and community-based organizations to enable them to continue their vital work addressing the immediate needs of local residents and assist in the recovery and renewal of the city that we call home.

Read the full announcement here.

Changes for Duke Summer Programs

March 30, 2020

TO:                  Duke Faculty, Staff and Students
FROM:             Sally A. Kornbluth, Provost

In light of the continuing uncertainty about our ability to safely conduct programming on campus over the next several months, Duke will be implementing the following changes for all university-sponsored summer programs:

Summer Session I classes scheduled for the Duke Campus and the Duke Marine Lab are cancelled.  We are currently exploring the feasibility of offering a reduced set of remote or online courses in Summer I (May 13-June 25) and will announce those options when they can be confirmed.  We have not made a final determination about Summer Session II (June 29-Aug 9 but plan to do so by the end of April.  We hope circumstances will have changed enough to safely operate a limited schedule of classes; otherwise we will continue to plan a slate of remote or online offerings for Summer Session II.  Since many Duke undergraduates rely on Summer Session I and II to meet academic requirements, our highest priority will be to ensure that those courses remain available to the extent possible.

All other Duke-sponsored academic curricular and co-curricular programs scheduled for the entire summer must be delivered remotely or online.  No campus-based programming or classes will be permitted.

All Duke-sponsored academic programs involving travel are cancelled for the entire summer. This includes, but is not limited to, GEO-managed study abroad, Duke Engage, and any programs offered by graduate and professional schools. Student participation in summer study abroad programs offered by non-Duke providers must abide by Duke travel policies.

All Duke-sponsored summer programs enrolling pre-college students (minors), except the American Dance Festival and sports camps scheduled for Duke campus and offsite locations, are cancelled for the entire summer.  This includes, but is not limited to, Duke TIP, pre-college programs run by Continuing Studies, individual schools and units, and the Office of Durham and Community Affairs, as well as any Duke student-run activities. We anticipate delivering a limited set of pre-college programs remotely or online.  Further details will be forthcoming from each program.

Sports camps, the American Dance Festival and all non-credit classes, programs, camps, festivals, and activities sponsored by outside organizations that are schedule to be held on the Duke campus are cancelled through at least June 28, 2020.  We will make a decision by the end of April regarding programs scheduled to be held after June 28.

Individuals who have already registered and paid for cancelled programs will receive a full refund of any deposits or fees that have been paid. We expect that many schools and programs that are unable to operate on campus will develop alternatives that could provide educational and employment opportunities for undergraduate and graduate students at Duke, as well as the many individuals from around the world who have come to rely on Duke summer programs.

We are assembling a leadership working group to support the development and delivery of curricular, co-curricular, and career programs for Duke undergraduate and graduate students. We will also widely disseminate summer opportunities through a dedicated website that will be available shortly.

Curtailing summer programming is a difficult but necessary decision given the current uncertainty about the safe resumption of campus activities.  We know it will present some level of disruption and stress for students, families, faculty and staff, but we also know that many of our programs will use this moment to conceive and execute innovative programs that continue our mission of education, research and service.

Resources for Support – UPDATED

There are so many places for you to find support for yourselves and others. We are keeping a running list at our “Support for the Duke Community” page and will continue to update it as we learn of more.

Durham Stay-at-Home Order

To All Duke students, faculty and staff,  

The City of Durham has enacted a Stay-at-Home order for all residents and businesses effective Thursday, March 26 at 6:00 pm.  This order is consistent with the actions and policies that Duke has undertaken over the past several weeks to prevent the spread of COVID-19 in our community and protect our health care workers, hospitals and clinics so they can continue their vital service.  We expect to see similar orders from Wake County and other parts of the region in the next several days.  

The new Durham Stay-at-Home order supersedes any previous Duke policies and applies to ALL residents of Durham (including students residing on- and off-campus) and ALL faculty and staff employees at Duke facilities in Durham.  It provides specific exemptions for health care workers as well others who are supporting critical operations at Duke and elsewhere.  

Anyone at Duke who is currently supporting critical operations should continue to report to your designated work location as scheduled.  As needs evolve, there are some that may be redeployed to roles that also require you to report to campus. For those that are working remotely, we are redoubling our efforts to ensure that all employees supporting critical services at Duke have the necessary equipment to safeguard your health and well-being.  

Individuals who are maintaining critical research laboratory functions may continue to do so provided they observe safety guidelines.  However, access to offices and classrooms for the purposes of teaching online classes is no longer permitted.  We understand and regret that this may cause a disruption – the Keep Teaching team is working on alternatives and will be communicating directly with faculty.  

Students who are currently living in Duke residence halls must remain on campus in their assigned residence hall and assigned room as much as possible, but are permitted to take walks or get exercise on campus grounds (while practicing social distancing and remaining six feet away from others on campus); picking up to-go food orders or visiting the University Store; and attending to urgent medical needs, such as visiting Student Health.  

This continues to be a rapidly changing situation and we will update the Duke community as quickly as we can provide verified information.  You can also visit https://coronavirus.duke.edu for the latest news and Duke policies.  

Thank you to the countless individuals throughout the Duke community who have performed selfless and courageous service to meet the needs of our students, the community and world.  We are fortunate to be part of such a strong, committed, caring and passionate community.  

Kyle J. Cavanaugh
Vice President for Administration and Emergency Coordinator

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