Latest Updates - Page 22 of 31 - Coronavirus Response

Student Employment – Spring Semester 2020

On April 10, 2020

In Community Messages, For Staff, For Students

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.

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.
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.
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

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.
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)

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.
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

By Kristen Brown

On April 8, 2020

In Community Messages, Duke University, For Faculty, For Staff, Uncategorized

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

By Paul Grantham

On April 6, 2020

In Community Messages, For Faculty, For Staff

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.

Duke Student Assistance Fund Now Open

By Kristen Brown

On April 6, 2020

In Duke University, For Students, Uncategorized

Dear Duke Students,

Today we are opening up applications for funding from the Duke Student Assistance Fund which has been established to assist undergraduate, graduate and professional students with unexpected and extraordinary expenses related to the disruptions caused by the COVID-19 pandemic.

Students may now submit applications for grants using your Net ID at https://studentassistance.duke.edu. All applications will be reviewed individually by the Duke Student Assistance Fund team, which includes Student Affairs professionals who have experience with the many unique experiences of our students.

While the Duke Student Assistance Fund has been established with funds from the university, we are also receiving contributions from generous alumni and donors who want to help in providing relief to our students. The university has also created and funded similar relief efforts for patients at our hospitals and for the Durham community.

We know this is a challenging time for every member of our community, but at the same time we are all a source of inspiration and resilience for each other. Duke is committed to providing support for all of our community, particularly those members who have the most urgent and compelling needs, and we will continue to do so for the duration of this crisis and beyond.

Sincerely,

Sally Kornbluth, Ph.D.
Provost

This message was sent to all Duke undergraduate, graduate and professional students.

Limited Access to Duke Campus, New Guidelines for Open Areas

By Paul Grantham

On April 4, 2020

In Community Messages

Large parts of the Duke campus are closed in compliance with stay-at-home orders issued by North Carolina and Durham officials, and new restrictions are in place for those areas that remain open to protect the health and safety of the community.

Durham Amends Stay-at-Home Order

By Paul Grantham

On April 4, 2020

In Community Messages

Due to concerns regarding the community spread of COVID-19, City of Durham and Durham County Governments have combined and amended their Stay-At-Home Orders effective April 4 at 5 p.m.

In light of growing concerns regarding the community spread of COVID-19, City of Durham Mayor Steve Schewel and Durham County Board of Commissioners Chair (BOCC) Wendy Jacobs have combined and amended their Stay-At-Home Orders for all residents to further help stop the spread of this virus.

Specific provisions of the combined and amended Order are as follows:

Reduces the number of people who can gather in public or private to five, down from 10 in the previous Order.
Clarifies questions from realtors by continuing to allow virtual showings only, but no in-person showings as strongly recommended by the Director of the Durham County Department of Public Health.
Bans all sports which involve shared equipment including tennis.
Requires social distancing and sanitation practices in all retail stores that remain open because they are essential. All stores are required to do their best to protect their workers and customers through social distancing and sanitation rules and practices. This will be enforced by the Durham Police Department and the Durham County Office of the Sheriff.
Farmers markets may operate by pickup and delivery only.
Any businesses providing services in a residential setting shall have their employees wear a mask covering the mouth and nose.
Community fitness centers in subdivisions and in apartment buildings must be closed.

For more information, visit the City of Durham website.

Credit Provided for Student Parking Fees

By Paul Grantham

On April 3, 2020

In For Students

Dear student,

Thank you for your patience as we have worked through how best to handle parking permit fees after having to quickly curtail and limit campus access to the Duke campus in March.

You paid your parking permit fees through the Bursar’s Office at the beginning of the year. Due to the suspension of on-site classes after spring break, you will receive a credit on your Bursar’s account for fall 2020 covering parking permit fees from mid-March through mid-August 2020.

If you are a graduating student, you will receive a refund equal to the amount of parking permit credit. The easiest way for Duke to provide you with a refund is through direct deposit, which allows for an electronic deposit to a US-based bank account that you specify. If you have not already provided a bank account, please follow the instructions below:

Log on to the DukeHub
Click on the “Forms & Requests” tab
Add or manage your direct deposit information

For those students without a bank account, a refund check will be mailed to your home address as shown on DukeHub. Please check this information to make sure it is up-to-date.

Thank you for your patience during this period of unexpected change. If you have any questions related to the parking permit fee credit, please contact Parking & Transportation Services at tranpark@duke.edu or 919-684-PARK (7275).

Faculty and Staff Parking Fees Suspended through June

By Kristen Brown

On April 3, 2020

In For Faculty, For Staff, Uncategorized

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

By Paul Grantham

On April 2, 2020

In Community Messages, Duke University, For Faculty, For Staff, For Students

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

By Kristen Brown

On April 2, 2020

In Community Messages, Duke University, For Faculty, For Patients, For Staff, For Students

$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.