Dean Groth's COVID-19 update

Dennis Groth, Interim Dean

In conjunction with Indiana University, the LuddySchool is closely monitoring the rapidly evolving situation with the novel coronavirus (COVID-19) and is actively working to plan and prepare for a potential outbreak.

Each day, Interim Dean Dennis Groth sends updates to faculty, staff, and graduate students regarding the impact of the coronavirus on our school.

 See IU’s latest updates on Coronavirus.


June 12, 2020

Dear Colleagues,

I hope you are all well, and I hope you are enjoying the beautiful weather.

There are some new pieces of information available on https://fall2020.iu.edu.

In particular, check out https://fall2020.iu.edu/news/06-12-return-to-campus-guide.html for details on the plans for fall restart.

All the best,

Dennis

Prior Letters

Dear Colleagues,

A number of questions are being asked and I will attempt to answer as quickly as possible. One thing you should all do is read the restart report, which provides general principles and guidelines we will use as we restart and continue to work in the coming academic year. https://coronavirus.iu.edu/restart-report/

Visitors

If you are considering inviting a visitor to campus you should review the report. Consider alternatives to bringing a visitor to campus, and limit to only the most critical visitors. Please notify the Dean’s office at iuldean@indiana.edu for approval of visitors. Approval is required for visitors and use of non-grant funds is significantly reduced.

Please note that CDC guidelines require self-quarantining of individuals arriving from international locations for 14 days, prior to coming to campus.

Events

As with travel, please consider alternatives. Social distancing requirements may make events infeasible. Food and beverage services will be very restricted. It’s not clear what will be available, but certainly no buffet or self serve food. We have heard a couple of requests for events this fall, and we cannot today confirm availability of facilities.

As ever, stay well, at home,

Dennis

Dear Colleagues,

Thank you for all you have done this year. I apologize for taking a couple of days off of sending updates. The truth is that I was swamped at the end of last week, and this week was waiting for the President and Provost’s message to go out. I want to thank our many colleagues for their efforts in charting a path forward for the campus in a very complicated environment.

President’s Message

You should have received an email from President McRobbie, but in case you have not read it, here is a link https://news.iu.edu/stories/2020/05/iu/releases/27-campuses-to-open-in-fall-with-in-person-online-instruction.html

Provost’s Message

Shortly after the President’s message, a message from the Provost was sent out.

It is important that you read these messages, as much of what they say frames our preparation for the fall semester. I will try and highlight just some of the main points.

Perhaps one key place to start is in the Provost’s message, which I quote here:

The Hess Report was released to the IU campus committees before it was released publicly, to ensure that their final reports would be able to take the report into account. In the Hess committee’s considered view, we can begin to phase in research and residential education with a long list of precautions, and with the willingness to step back away from campus if need be. In addition to pervasive testing, additional conditions for IU Bloomington include:

  • a commitment to continued remote work for all who can do it to keep campus density lower than it would normally be;
  • remote work for faculty and staff at higher risk of contracting or having complications from the virus or who are living with family members with such risks;
  • the availability of online educational options for all students who want or need them;
  • the use of the many mitigating strategies to which we are all becoming accustomed, including social distancing and masks, and others that are new, including plexiglass and barriers, with guidance from the Hess Report that the length and dose of exposure matters;
  • the expectation that we will monitor carefully ourselves, and the prevalence of the virus, and be prepared to move away from our campus if appropriate.

Changes to the calendar

The start and end for the semesters remains as before, but the interior of the semester changes to attempt t manage public health concerns. The key item we will need to discuss and decide are the 13-week offerings vs. 16-week offerings. The 13-week offering affords us the ability to stay within regulatory contact time requirements. We would require a 3 credit class to offer a single extra instruction (lecture/activity/discussion) of about an hour duration at some point in the 13 weeks. Our 4-credit classes offer sufficient contact time to meet regulatory requirements.

Neither option affords a chance to change the scheduled time per week. In other words, we will not be able to switch the meeting pattern and class durations for a currently scheduled class that meets synchronously or in person. Class start times will change slightly to create longer passing periods, which again are aimed at helping minimize contact to the best of our ability.

All of these changes are intended to avoid time conflicts in classes that are already scheduled. As of today there are 114,346 enrollments in all classes at IUB, and almost 6000 enrollments in Luddy courses. Making changes in an already registered semester beyond the type I describe become problematic very quickly.

Online, In-Person, Hybrid

The restart anticipates that certain types of classes (by size or type) will meet online by default. We might, and I say might, have an opportunity to override the default, but the main challenge is spacing within the classroom based on safety guidelines for students and faculty. I expect we will soon receive a report on how our current schedule aligns with the default, and then we will start adjusting from there. Some classes that are by default suggested to be in person we might elect to change to online and vice versa.

Questions for Faculty to Consider Now

  1. What content can be removed or adapted in your class to accommodate a 13-week offering? Does the removal or adaption of content irreparably harm students and the class?
  2. Is the modality (online, in-person) a preference or a necessity? I know that most of us would prefer to teach in-person, but many of our classes are too large to meet in person, according to the guidelines.

Ongoing Work From Home

While we will begin “opening up”, it is clear that remote work will be necessary until directed otherwise. We will certainly need to consider how the past 2-3 months have been, and how we can remain productive and engaged in the coming academic year. For our staff and those supervising, take the time now to regroup and discuss how it has gone, and how we can continue this mode of work.

More Questions

I recognize that we are moving into a period of time with a large amount of uncertainty. There will be more questions, and more answers to those questions. I will do my best to address them.

Take care, at home, stay well,

Dennis

Dear Colleagues,

I hope you are all well.

Seeking Faculty, Staff, and Students for BPC Taskforce

The school has started the process of developing a Broadening Participation in Computing plan. I want to thank a number of our faculty (Eatai Roth, Rob Montoya, Apu Kapadia, and Nathan Ensmenger) who attended a workshop at IUUC and brought their experience and thoughts back to help start a conversation. Thanks also to Kay Connelly’s office for arranging a recent zoom meeting for our faculty to share their experience from the workshop. I had a chance to watch the video of the workshop and I am sorry I could not participate live.

Strengthening our disciplines through outstanding science is, of course, just one of part of the mission of the Luddy School and Indiana University. While excellent research is clearly one of our core values, we must also develop a well articulated vision and plan for how we will engage new audiences, as well as broaden the participation in our discipline, particularly from typically underrepresented groups. The NSF has now clearly specified that we do this for proposals, but it is my intention, and hope, that the school strengthens itself in this key area for the sake of our students, our faculty, our staff, our community, and our state - not just because the NSF says we should do this. I don’t for a minute believe this to be an easy task, but it is a necessary and important task, and I am seeking faculty to engage on this topic. Adding new voices and perspectives, and respecting those differences, not only increases workforce opportunities, it also helps us look at problems in new ways, and do even better science. If you are willing to work on this, and engage in the hard conversations in a thoughtful and respectful way, I know we will successfully develop a comprehensive plan to help shape the community of our school. I am committed to the idea that we are all strengthened through broadening and deepening participation in our computing disciplines. Please submit an indication of interest in engaging on this important topic, and I will form a Taskforce to start developing a plan.

Travel Expenses - May 31 Luddy Deadline

Are you receiving emails asking you to take action on your “Chrome River” expenses? If so, read on. This means you have travel expenses that need your attention and must be reconciled ASAP. If you don’t know how to do this please contact your department administrative staff for help.

Take care, keep working at home,

Dennis

Dear Colleagues,

The campus restart task forces are starting to wrap up their initial work, which will ultimately feed in to the decision-making process of the campus and university leadership. These decisions will ultimately provide us the direction we will take in the fall. I will share information with you as soon as there are clear decisions made.

Take care, stay safe, work at home,

Dennis

Dear Colleagues,

Thank you all for your continued excellent work. I hope you are all still taking care to be safe.

I had an excellent meeting this afternoon with members of the school’s budgetary affairs committee. We had a good discussion of the various situations faced by the school and we gained several good ideas on how we might approach some of our challenges. I appreciate their openness and understanding of our goals and constraints. This year’s committee members are Pnina Fichman, Lei Jiang, Dirk Van Gucht and Johan Bollen.

Thanks again, take care, stay working from home,

Dennis

Dear Colleagues,

I hope you are all well. Just a couple of brief notes before the weekend.

  1. Although Indiana and Monroe County are starting to open up, I want to confirm that we are to still work from home until campus leadership provides more guidance. Exceptions include individuals performing essential research and work that is required to be completed on campus.
  2. We expect the coming week to be an active week for campus planning. Many of the task forces are completing their initial work and we are starting to review all of the work as a whole.

Take care, stay at home, all the best,

Dennis

Dear Colleagues,

I hope you are all well.

Brief Explanation of Approvals

I’ve had a number of questions about the approval process for appointments, so I thought I would add a little bit more information to help everyone understand what is happening. These stringent review processes are due to the University, Campus, and School’s fiscal situation. We are still modeling the budget for the next fiscal year, and using every tool at our disposal to save money.

All appointments, pay adjustments, and additional pay transactions require approval of the Dean, most appointments require higher level campus approvals, either by the Provost or the Vice Provost for Faculty and Academic Affairs. I consider each request carefully, and try to both learn the needs of everyone, as well as how our processes work. Even changing the funding source for an individual requires review and approval. Externally funded grant expenditures require the minimum of review and approval.

There is a higher freeze in effect, but we have been able to continue some of our faculty hiring. I will report out on that when we are all done.

Take care, still at home…

Dennis

Dear Colleagues,

Thank you for staying safe and productive during this stay at home order. While we may get some lightening of restrictions in the coming week, I want to ask you to continue to stay safe.

Teaching and Learning

Our colleague Erika Lee is participating on a panel Friday. I encourage everyone that has time to listen in.

Panel: The Affordances and Constraints of Using Zoom in Synchronous and Asynchronous Teaching
Presenters: John Arthos, Vivian Halloran, Shabnam Kavousian, Erika Biga Lee, Kalani Craig
When: Fri, May 15 from 10-11:30am EDT
Register for Zoom link:http://go.iu.edu/2qbt

Join this panel discussion to hear how IUB instructors are using Zoom in their teaching. Some are using it for synchronous teaching, while others use Zoom to support asynchronous course activities. Panelists will share how they

  • decided when and when not to use Zoom to support course progress
  • managed the transition of moving online, including how they adjusted to feelings of alienation from their students
  • moved active learning activities to online spaces
  • helped students become more self-directed learners

Panelists will discuss their strategies in the first part of the session. The rest of the time will be devoted to answering questions from the audience. Audience members will also be encouraged to share their strategies as well.

Take care, at home,

Dennis

Dear Colleagues,

I hope you are all doing well.

Instructors Teaching Summer Courses

Please confirm with students in summer classes that we expect to be grading classes on the traditional A-F scale. We recognize that some students may still be impacted negatively by COVID-19, either directly, or with a family member or friend, and we will treat those cases as we would in any normal semester when a student gets ill. As always, communicate to your students that they should let you know if they are experiencing difficulties.

Take care, stay at home, all the best,

Dennis

I hope you are all well. Again, I thank you for all you are doing.

A number of people have asked me what the restart plans are, and I have to say that the plans are still in development. I do expect to have information later this week, even if it is preliminary. For now, you can assume that any restart will occur in stages, and focus on continued safety of staff, faculty and students.

Take care, stay at home, best,

Dennis

Congratulations! We’ve made it to the end of the semester, and I couldn’t me more proud of all of you.

An updated version of the Luddy virtual commencement is available at https://iu.mediaspace.kaltura.com/media/2020+Luddy+Commencement/1_hxrvppx1

I am so grateful for everyone involved in the creation of the ceremony, the final edit of the video, the students that we celebrated, and ultimately, the faculty, staff, fellow students, and other members of our community who contributed to the success of our graduates. Thank you all!

Please take some time to rest this weekend. While we continue to plan the specifics for the restart of the university, one thing I know for sure will not change: the Luddy School is an amazing place to work, teach, and learn.

Take care, still at home…, all the best,

Dennis

Dear Colleagues,

I want to thank the great team of colleagues who put together today’s virtual commencement. Everything went really well, thanks to the efforts of:

  • Tiana Iruoje
  • Lamara Warren
  • David Crandall
  • Ken Bikoff
  • Tracey Therialt
  • Esfandiar Haghverdi
  • Kelsey Keag
  • Ree Palmer
  • Rachel Mostes
  • Brady Anderson
  • Karen Kenny
  • Scott Murray
  • Miggy Torres
  • Dave Cooley

As well as our student speakers:

  • Kaitlyn Owens
  • Aiden Whelan

Everyone did an amazing job.

Planning for next Year

There are many different planning groups considering how to restart IU. I expect that over the next two weeks that more definitive plans will come out. As soon as I have information I am allowed to share I will do so. Until then, keep doing what you are all doing - great work!

Thanks for getting us to the end of the semester. Take care, stay home,

Dennis

Dear Colleagues,

Tomorrow is the Luddy School’s virtual commencement ceremony. All of our students have accomplished something really special, and I am sure that many of you have greatly contributed to their experience. On behalf of our graduating students, I think all of the faculty, staff, and fellow students for their support of our graduates. The official virtual ceremony starts at 2:00PM, and the link to facebook live is at our homepage https://luddy.indiana.edu and also at https://luddy.indiana.edu/student-life/student-recognition-celebration.html. Please join the celebration early and watch a slideshow continuing photos of our students.

Thanks, take care, stat at home,

Dennis

Dear Colleagues,

Thank you all for your hard work.

CS Chair Appointment

  • I’m pleased to announce that Professor Yuzhen Ye has been appointed as chair of the Computer Science Department. She has served as interim chair for the last year and has done a fantastic job. I’m thrilled we were able to drop the “interim” from her title.

As always, stay safe, at home.

Take care,

Dennis

Dear Colleagues,

I’m sorry for sending this out so late. I just lost track of time tonight.

Student Support

  • A couple of people have asked how to direct students to support. The Dean of Students web page https://studentaffairs.indiana.edu has a number of links, including one to the student emergency fund application.

Luddy Virtual Commencement

  • We had another successful practice run for our virtual commencement. If you have the time, please join us Thursday at 2PM and help us celebrate our great students. More information is available on the Luddy home page at https://luddy.indiana.edu.

Luddy Buildings

  • Just a reminder that Luddy buildings are accessible only for essential activities. Our facilities staff reports that there has been a steady uptick in people using the facilities. Please be careful, minimize contact, and do not work from your office.

I’m so grateful for everyone’s incredible care and hard work as we finish the semester. Thank you all.

Take care, stay home, and safe,

Dennis

Dear Colleagues,

Apologies for intruding on what looks to be a beautiful day. I received the following information last night concerning the use of technology for proctoring exams. I understand that VPFAA is distributing this on Monday, but I thought it best that I push this out today. Apparently, this guidance was developed in consultation with IU Counsel and the IU Policy Office.

In light of final exams beginning next week, the following reminders are intended to facilitate the successful delivery of any online final examinations:

  • Instructors should not be using Zoom to monitor or proctor an exam and should not require students to be present via video on Zoom during an exam based on the following considerations:
    • Limited access by some students to high-speed internet, devices, or other technologies.
    • Student concerns about privacy.
    • Limitations on the instructor’s ability to monitor all students equally.
  • A fuller explanation can be found at https://blogs.iu.edu/citl/2020/03/13/exams-online/#.XqxI-JkpA2x. Exceptions should be made only if compelling circumstances exist (e.g., if accreditation rules require an exam to be proctored and Zoom is the only option).
  • A number of other strategies can be implemented to discourage and prevent cheating. As a reminder, you can find information regarding those strategies and resources here: https://keepteaching.iu.edu/faq/index.html
  • Instructors should read and consider the “Handling Exams…” article, which discusses general strategies for handling exams for courses that were not initially designed to be online, as well as exam alternatives. CITL’s March 13 post on this topic can be found here: https://blogs.iu.edu/citl/2020/03/13/exams-online/#.XqxI-JkpA2x

Should you have any specific questions related to the use of Zoom or any other online testing assessment tool (e.g. Canvas Quizzes), please reach out to the Center for Teaching and Learning.

Best,

Dennis

Dear Colleagues,

Thank you all for your enormous efforts. We’ve completed classes for the semester, and now we have just one short week to finish everything up.

Thank you for your service

Each year the campus holds an event for our staff colleagues that have spent long years of service to the university. This year, we won’t be able to hold an event celebrating the important contributions. Let me extend congratulations and thanks to our colleagues for their tremendous service:

  • For 35 years of service: Gary Miksik
  • For 30 years of service: Sally Deckard, Eric James, and Michelle Knight
  • For 25 years of service: Nancy Lemons, and Jennifer Nicholson
  • Retirees in the past year: Tami Martindale, Jim Shea, and Karen Wright

Please take a chance to rest this weekend - you earned it.

Take care, stay home,

Dennis

Dear Colleagues,

I hope you are all well.

President’s Message on Restarting Operations

Upcoming Leadership Changes

  • I am very pleased to announce that Professor Katie Siek has agreed to be the Chair of the Informatics Department, effective July 1. I want to thank current chair, Nathan Ensmenger, for his many years of service to the department and school.
  • I also am announcing that Professor David Leake will be stepping down as Executive Associate Dean at the end of his appointment, on June 30. David has long served in this role and I am grateful for his many years of service to the school. He will return to the CS department full-time, and take a well deserved break for the fall, but be back teaching and with strong research in the spring of 2021. I really want to thank David for his strong service to the school. Most of the duties will be reallocated to Senior Executive Associate Dean Erik Stolterman, and I will continue working with David through the end of June on transitioning his other duties.

Thank you all for everything you are doing. Be safe, at home, take care,

Dennis

Dear Colleagues,

Thank you for all of your hard work. We have enormous strengths in the school, and I am extremely proud of all of our faculty, staff, and students for how all have dealt with the COVID-19 pandemic.

I expect that there will be more news soon from university administration about planning efforts for how we can restart certain activities. Stay tuned.

News Stories

  • Faculty have continued to be productive in their research. I want to encourage you all to check the Luddy.indiana.edu webpage for a steady stream of news stories about faculty and students. The most recent story highlights our colleague Sameer Patil’s part in an international collaboration studying misinformation. For more on the this story, as well as other Luddy news check out https://luddy.indiana.edu/news/index.html

As always, stay home, and safe. Take care,

Dennis

Dear Colleagues,

Time has really flown by, and we are very close to the end of the semester. Thank you all so much for all of your efforts.

Virtual Commencement

  • A link to the virtual commencement ceremony is on the main Luddy.indiana.edu website. Please join us on Thursday, May 7 at 2:00PM.

Global COVID-19 Hackathon

Take care, stay at home,

Dennis

Dear Colleagues,

Thank you so much for all of your hard work.

Online LuddyReminder about S/F Grades Commencement

  • The School is planning a virtual commencement ceremony on Thursday, May 7 at 2PM that will be streamed on Facebook Live. An email went out earlier this evening with details. We did a trial run of the program and the technology. Please try and connect to celebrate our graduates.

Reminder about S/F Grades

  • We have communicated to students that they need to make requests by Friday if they wish to be graded S/F.

Take care, keep staying at home,

Dennis

Dear Colleagues,

Thanks so much for all you are doing.

Congratulations!

Things are going fairly well, let’s keep up our spirits and we will make it the next, and last, two weeks of the semester.

Take care, stay at home,

Dennis

Dear Colleagues,

Thank you all for your hard work. The end of the semester is getting real close.

Correction of Facts

  • I reported yesterday about mask production by our colleagues Benita Brown and Lynne Mikolon, but I can now more accurately report that over 700 masks have been created. Thanks Benita and Lynn, and everyone else helping with community efforts.

Campus and University Planning

  • Over the next several weeks, a number of campus and university-wide planning groups will be convening to consider different restart scenarios. When information is available to share I will do so.

Free Week

  • Next week is free week, and students should be finishing up all coursework. If you have planned on a final assessment (take home exam, paper, etc.), please be sensitive to the other work students are completing. Also, please give yourself enough time to complete grading and submit final grades by campus deadlines. From the registrar’s site:
    Final grades for full-term classes are due by 3:00 p.m. on the third day following the last class meeting or final exam, by action of the Bloomington Faculty Council. Your cooperation in observing the deadline is essential to the production of final grade reports for students and offices on campus.

Thanks, take care, stay home,

Dennis

Dear Colleagues,

I hope you are all doing well. It was a beautiful afternoon.

Gratitude

  • Thanks to everyone contributing to the community to help deal with the COVID-19 pandemic. Two of colleagues, Benita Brown and Lynne Mikolon have been quite busy making masks - over 500 at last count. They are working with the Bloomington Mask Project.

State of the Campus

Take care, stay at home,

Dennis

Dear Colleagues,

Thank you for your enormous efforts, I hope all is going well.

Congratulations

Faculty Hiring

  • Many of you know we had several important faculty searches underway this spring. We have been able to continue most, but not all, of our active faculty searches. I’m working with the chairs and the associate deans to make offers. When these are concluded I will share the final results.

State of the Campus

  • There were some technical difficulties with the Provost’s State of the Campus address. Those are being worked out, and we will let you know more details on when and how the address will be available as soon as we learn them.

The Governor’s executive order has continued the stay at home through May 1. So, we will need to continue staying at home.

Be safe, take care,

Dennis

Dear Colleagues,

Thank you all so much for your huge efforts. I hope you all had a nice weekend, and maybe even a chance to enjoy some of the nice weather this afternoon.

IU Health Center

  • I received the following note from Dr. Knudson at the IU Health Center, in case students ask.
    IU Health Center at 10th and Jordan is OPEN to see IU students. In-person medical appointments are available M-F, 8-11:30 and 1-4:30-- please call ahead for in-person appointments. Telemedicine appointments available for any student physically located in Indiana. Select phone consultation for out of state students available as well. We now have separate entrances and floors for sick and well students, and every person in the health center (providers, staff and students) wears a mask and practices social distancing to keep you safe. Not all health center services are available in person, but CAPS, dieticians and Physical Therapy are available via telehealth. All IU graduates are eligible to see the Health Center for 1 calendar year after their last class ended. The IU Health Center is here for you at 812-855-7688.

Finishing the Semester

  • We are in the penultimate week of classes. Remember to keep communicating to your students. I have seen some parent and student concerns raised at the campus level and they were not about Luddy. Everything seems calm, but there is also a great deal of anxiety at the same time.

Take care, stay at home, be safe,

Dennis

Dear Colleagues,

Thank you for all you have done. We have now completed our third week of online instruction and I hope things are going well. As we finish the semester I hope things continue to go well, but if not, please do not hesitate to reach out to your chair or supervisor for guidance.

I encourage you to listen in on the Provost’s state of the campus presentation next Tuesday. Details should be posted sometime Monday. It is currently scheduled for Tuesday, from 3:00-4:00PM.

Lastly, I hope you all have a great weekend. I will not be sending an update for the next two days - unless something major comes up.

Take care, get some rest - at home.

Dennis

Dear Colleagues,

Congratulations

These two stories illustrate how students, faculty and staff continue to demonstrate great resilience and creativity during this challenging time.

Keep up the great work, take care, stay safe, and (of course) stay home.

Dennis

Dear Colleagues,

I hope you are all well. The semester is moving along, and everything seems to be working ok. If there are big problems, please reach out to your supervisor or chair and we will see what we can do to help.

Campus Planning Activities

  • We are working quickly to analyze how to support traditionally in-person programs in an online fashion. One of the biggest is New Student Orientation, and we are developing an approach to support our approximately 8000 new undergraduate students.
  • We are also working very hard at analyzing the budgetary impact on the university, the campus, and the Luddy School based on what we currently know of student yield projections. 

As ever, take care, stay home,

Dennis

Dear Colleagues,

I can’t thank you all enough for all you are doing as we manage our way through the COVID-19 pandemic.

Great News on Promotions and Tenure

  • We have received really great, and important news from the President and Board of Trustees for several of our colleagues. Join me in congratulating our colleagues Professor Katie Siek and Professor David Wild for receiving Board of Trustee approval for promotion to Full Professor. Join me in congratulating our colleague Professor Paul Macklin for receiving Board of Trustee approval for tenure. And, join me in congratulating our colleague Professor Norman Su for receiving Board of Trustee approval for promotion and tenure.

Take care, stay at home, and be safe,

Dennis

Dear Colleagues,

Well, I decided yesterday that it was okay to not send an update, and instead rest a little bit. I hope you all had a good weekend and had a chance to rest.

Teaching & Learning

  • Now that we are in our third week of online instruction I hope that the technology is working acceptably. If you have not done so, it’s worth looking forward to the end of the semester, and communicating to students how the last 3 weeks of class and the final exam week will go. If you have done this already, thanks.

Managing Stress

  • Keep in touch with your colleagues, your chair (for faculty), and your supervisor (for staff). As each day goes by that we are off campus it is easy to lose contact.

Take care, stay at home, be well,

Dennis

Dear Colleagues,

I’ve no substantial news today, so I just want to wish you all well. Take care, continue to stay at home.

All the best,

Dennis

Dear Colleagues,

I don’t know how I can ever thank you enough for all you are doing. Now that we have completed our second full week of online instruction, coupled with a longer period of staying at home, I hope you take time to rest this weekend.

President’s Comments to Board of Trustees

  • The IU Board of Trustees is meeting today, and statement from the President is available for you that describes some of the activities undertaken across the University over the las several weeks. It also describes, again, some of the fiscal management measures that have been put in place. Further, the President communicates a decision to implement that next year’s budget is being built with a 5% general fund reduction. We have already built this into our plans and are confident that we can succeed in accomplishing the important mission of the Luddy School in Teaching , Research and Service within our forecasted budget. It may be that there are some activities we will defer or reimagine, but I know we will be creative in the coming year.
    Please see the President’s statement at https://president.iu.edu/speeches/select-speeches/2020/04-10-coronavirus-statement-bot.html

Safety and Health

  • There is an uptick in reported COVID-19 cases in Monroe County, and also an uptick in students not in Monroe County reporting symptoms, or positive test results for COVID-19. The key thing you should all know is that these cases will ultimately intersect with the Luddy Community, and we should be prepared to support each other to the best of our ability. This support may appear in multiple forms. It may be a student in your course. It may be a family member. It may be one of our faculty or staff, or one of our graduate students. However this may occur, please reach out to your supervisor or chair and communicate what is happening.

I hope you are all doing well, staying safe at home, and keeping active.

Most of all, take care.

Dennis

Dear Colleagues,

I hope you are all well. I know that several of you may have been, or are still impacted by the power outages caused by the storm last night. I hope this situation gets fixed quickly for you.

COVID-19 Research Activities

  • A large number of our colleagues are engaged in research related to COVID-19. There is some really great work in motion, and you should check out the webpage we have created to describe COVID-19 research at https://luddy.indiana.edu/covid-19/research.html

Keeping in Touch

  • A number of our staff areas have reported setting daily touch points or coffee times to collect virtually and share status, and sometimes just to chat. I really support this idea, and I was able to drop in on one of these meetings this morning just to say hi. If you are doing something like this and want to share the times of your meeting and contact information with me and Terry I will also try and drop in. I promise not to zoom bomb, but thought I would offer.

I’m so pleased with how everyone has worked so quickly to adapt to our stay at home work period. Remember to stay at home, and take care of yourself, your friends and loved ones.

Dennis

Dear Colleagues,

Thank you all so much for your continued great work.

Congratulations

Lecturer Promotions

  • I’m thrilled to announce that five of our colleagues have achieved promotion from Lecturer to Senior Lecturer. Join me in congratulating Erika Lee, Mitja Hmeljak, Daniel Pierz, Jennifer Terrell, and Erik Wennstrom for this recognition of their significant contributions to student success through their teaching efforts.

Try and enjoy the weather, but stay at home. Take care,

Dennis

Dear Colleagues,

Sorry for the late message. To be honest, I was sitting on my porch and enjoying the weather.

Be careful with Phishing and Other Scams

It’s disappointing, but the world has bad actors out there, trying to take advantage of the circumstances created by the COVID-19 pandemic. Mark Napier provides the following advice to be extra careful.

When working from home, remember to think before you click. Criminals know we are all working in an unfamiliar environment and are taking advantage of our higher stress levels and desire to do our best for IU.

Some things to look out for:

  • Dean/Chair impersonation phishing[1]: You get email that appears to be “from” a dean or chair. Closer examination of the address will reveal that the account is fraudulent. Emails coming from outside IU should include “[External]” in the subject line and a note across the top of the message “This message was sent from a non-IU address. Please exercise caution when clicking links or opening attachments from external sources.” Many in IU leadership will digitally sign their messages with an S/MIME certificate.[2]
  • Zoom phishing: There are reports of zoom meeting invitations leading to fake login pages that are used to capture your username and password. Carefully examine zoom links. Log in to zoom from IU pages[3] and enter the meeting room ID from there.
  • Covid-19 or Tax/Stimulus scams: There are fake charities soliciting contributions and phishing emails asking for sensitive data purporting to need that information to issue tax refund checks or the checks related to the recently passed CARES act.
  • About a hundred other scams too numerous to mention. Think before you click. If something doesn’t look right, it never hurts to call the purported sender to confirm the legitimacy of an email.

Remember you can report phishing emails to the UISO by forwarding the message with full headers[4] to phishing@iu.edu That helps the security team block the messages from getting to others who have not yet received it.

Teaching and Learning

  • I hope your classes are going well. Please take care to provide feedback and encouragement to your students. You can do this through canvas, or through the Student engagement roster. Check out https://keepteaching.iu.edu/strategies/index.html if you are looking for more ideas on student communications. 

Commencement Planning

  • The campus is working on some programming to celebrate commencement. Students can have their cap and gown shipped to their home for photos, for example. We will also work on some programming for the school’s students.

Take care, be safe, and stay at home,

Dennis

Dear Colleagues,

Thank you, again, for your amazing efforts. I can only imagine the efforts you are putting in to support our students, keep research moving along, and supporting our school and university. I really appreciate all you are doing.

How Long Will We Need to Stay at Home?

  • I’ve received a number of questions on this, and I will first say that I share your frustration with the overall situation. That said, we are working under the Governor’s executive order to stay at home through April 20. President McRobbie has further indicated that only essential personnel should be coming to campus facilities. There is no more information than that at this time. Everyone is monitoring the trend of the COVID-19 virus, and we are all hoping for a flattening of the curve. Staying at home will help this occur sooner.

Teaching & Learning

  • I hope everything is going as smoothly as possible. I understand that some of our students have been unable to connect due to quarantine situations in their home countries. I share this so that faculty can be sensitive to students that have been slow getting connected since restarting after spring break.

Take care, stay home, be well,

Dennis

Dear Colleagues,

I hope you all have had an opportunity to rest this weekend. That said, I know that many of you are busy working this weekend - because I've traded emails with several of you.

I don't have anything significant to report today, but do want to share that the campus is working very hard to understand and model the budgetary consequences of the COVID-19 pandemic. As we work through this I will do my best to keep you updated with information as much as possible.

As we enter into our second week of online instruction I wish you all the best, and I know you are all doing your very best.

Thank you all for all you are doing. I know this hard, but staying at home is absolutely necessary.

Take care,

Dennis

Dear Colleagues,

I hope you have had a nice day. The weather is turning nicer, and we can enjoy it, but safely.

PHISHING Scheme

  • Many people reported receiving an email from me asking for personal information. This is not from me, and you should ignore. The message has been reported to UITS. One clue that it was not from me is that the phishing message does not remind you to stay at home.

Extension of Stay at Home

  • The Governor has extended the stay at home order for an additional two weeks, to April 20. You should all have received a message about this last night. In that message, the President is quite clear:
    "DO NOT COME TO CAMPUS AS A RULE - by presidential order for anything that is not essential. Period."

Archive Stream of Staff Town Hall

Lastly, stay safe, stay positive, and take care,

Dennis

Dear Colleagues,

I am so grateful to be in a school with such great colleagues. Thank you all for your amazing work. Please take some time to relax and rest a little bit this weekend - you've all earned it.

Congratulations!

A number of our faculty colleagues have been recognized for their excellent contributions to teaching, and will receive the Trustees Teaching Award. Join me in congratulating our colleagues:

Computer Science:

  • Saul Blanco, Visiting Assistant Professor
  • Memo Dalkilic, Associate Professor
  • Mitja Hmeljak, Lecturer

Informatics:

  • Christina Chung, Assistant Professor
  • Shabnam Kavousian, Lecturer
  • Christena Nippert-Eng, Professor

Information and Library Science:

  • Rob Montoya, Associate Professor

Intelligent Systems Engineering:

  • Maria Bondesson Bolin, Associate Professor
  • Bryce Himebaugh, Clinical Assistant Professor

Staff Town Hall

  • I hope that all of our staff had an opportunity to watch the town hall today. I expect that we will have more. When I get a link for the archived stream I will share. In the mean time, I thought I would share the link on the HR Website to an FAQ: https://hr.iu.edu/relations/coronavirus.html#loaded

Take care, stay safe, stay kind,

Dennis

Dear Colleagues,

We're almost to the end of the week. Let's finish strong, and then let's all rest this weekend. Thank you all for everything you do.

Teaching & Learning

  • Students across campus are getting mixed messages about the S/F grading, so I've asked Associate Dean Haghverdi and Associate Dean Šabanović to send instructions to send to students in your classes. Watch your email for this set of instructions.
  • One faculty colleague has reported to me that more than one IU student had entered his zoom class meeting when they were not supposed to. Our colleague asked if it was appropriate to report the student to the student conduct process, and I said yes.

Facilities

  • We have seen an uptick in people accessing Luddy spaces over the last couple of days, particularly in the evening. Just a friendly reminder that, unless you have spoken to your supervisor/chair/etc. and have a legitimate need for access to Luddy space, access to Luddy space is limited to essential personnel performing essential activities.

Campus Level Discussions

  • I participate in several meetings each week concerning campus-level issues, including budget forecasting, enrollment management, hiring policies and processes, etc. I share this so that you know there are ongoing conversations about many medium- and long-term issues we are tracking as an institution.

Thanks again for everything, take care,

Dennis

Dear Colleagues,

Thank you all so much for your resilience and perseverance as we manage our way through the COVID-19 pandemic. Well, we're halfway through the first week of classes, and I hope things are going well.

Live Campus Town Hall

  • On Friday the Provost is hosting a staff-focused town hall meeting at 11:30AM. I will be one of the "additional participants". Please plan on joining the online session.
  • I will be scheduling a town hall for Luddy Faculty and Staff next week.

Teaching & Learning

  • After some of the startup problems on Monday with Canvas and Kaltura I've not heard of any large scale issues. For faculty and instructors of courses, if you are having a significant problem please let your chair know.
  • It's not too early to be thinking about alternatives to traditional final exams. Please review a great list of alternatives to proctored exams at the Center for Innovative Teaching and Learning blog post https://blogs.iu.edu/citl/2020/03/13/exams-online/#.XoUcAS2ZOWY

Again, I hope you are all continuing to be safe, staying at home, and staying positive. While we are going through a challenging time, I know we will do all of our work extremely well.

Dennis

Dear Colleagues,

Again, I am so thankful for all of your efforts in supporting our students, our staff and our faculty as we manage our way through this pandemic. The University reports that we had students logged in from 101 countries yesterday for classes across all campuses.

Technology

  • I sent a note earlier about Zoom Bombing, and ways you can protect your Zoom sessions from being bombed. Keepteaching.iu.edu had anticipated this issue, and instructions on how to avoid it and what to do about it are here: https://keepteaching.iu.edu/resources/docs/zoom-privacy-features.html 
  • UITS worked yesterday to address issues with Canvas and Kaltura, so we hope it will remain more stable.

Hiring & Other HR Concerns

  • The President announced previously a freeze on hiring of staff and also a freeze on pay increases. While we were originally encouraged to continue interviews (and we have) the campus has now asked that academic searches undergo a further prioritization and require that the Provost approve any recommendation. I share this information so that everyone is aware that there is a big slow down on all of these kinds of processes.

New Student Orientation

  • The campus is planning for New Student Orientation (NSO) to be completely online this year for Undergraduate Students.

Remember to stay at home, and keep in touch. Take care, stay safe,

Dennis

Dear Colleagues,

I hope you are doing well, staying at home, and staying safe. Thank you all for being such great colleagues, and for all of your tremendous efforts and care for each other.

Teaching & Learning

  • With the first day of instruction occurring it is important to remember that our students, both undergraduate and graduate, will be feeling great distress with the situation. They will be looking to our faculty and staff for support, and I know that you all will help our students navigate the remainder of the semester as well as you can. That said, their stress will quickly transfer to you, so please take extreme care of yourselves, stay calm, and reach out to your chairs and supervisors for assistance when you need it.
  • Students, particularly undergraduate students will be asking about receiving an S grade. Reassure them that you will support their success, and inform them how you will assess work through the remainder of the semester. We have said that we would prefer to assign letter grades when they accurately reflect student performance and are comparable to past semesters. If the student requests to be graded S/F, then tell them you will and assign the S grade at the end of the semester. This is #5 on our guidance at https://uisapp2.iu.edu/confluence-prd/display/SOICKB/Luddy+School+Spring+Semester+2020

Student Support

Take care,

Dennis

Dear Colleagues,

I hope you have all had a nice weekend, and had a chance to rest a bit. I am sure this coming week will be quite stressful, as the students start back after the extended break. I want to thank everyone for their hard work in preparing for the start of classes.

Teaching & Learning

  • Remember that the S/F grading flexibility will undoubtedly result in a spike of inquiries from students. My best advice is to be up front with students, especially those in undergraduate classes that might be considering withdrawing. Please be up front with students on your expectations for work for the remainder of the semester - this will go a long way with keeping them, and yourself, calm.

Facilities

  • Just a reminder, again, that working from home is the expectation, except for essential personnel.

Please keep in touch with your colleagues, your supervisor, and your staff as much as possible. It may be hard to do this, but it is important to let each other know how you are doing.

Thanks, and take care,

Dennis

Dear Colleagues

My briefest update ever!

Please remember to stay at home, and that you should work from home.Unless you are an essential personnel, or performing essential research that has been approved by the Vice Provost for Research, you should not be on campus.

Enjoy the remainder of the weekend, take care, rest, and be safe.

All the best,

Dennis

Dear Colleagues

Thank you all for your incredible efforts. I hope you are all well, and staying at home. It has been a long week, and I am sure we will have another long week ahead.

Facilities

  1. Again, we are all supposed to be working from home, except for essential personnel. All of our facilities are closed.
  2. We are continuing to see pieces of limestone fall off part of Luddy. As a result, the front (Southwest) entrance remains closed.

Orders, Shipping, and Delivery Of Packages and Mail

  1. Because the facilities are closed we are redirecting US Mail to the main campus mail center. We will collect it at some time, but certainly daily.
  2. Please limit requests for shipping items to essential items. Also, please do not order things at this time to be delivered to Luddy without coordinating with the facilities group in advance at SICEHELP@indiana.edu.

Small Organizational Change

I am pleased to announce that the campus has agreed, at my request, to provide some part-time strategic financial leadership staff to the Luddy School. Effective immediately, Jill Piedmont will join the Luddy School part-time as Assistant Dean for Financial Strategy and report directly to the Dean (me). The campus is providing Jill's expertise to the School at no cost. She will help me, and the School, develop a sound structure for the school budget, long- and short-term financial modeling, and fiscal policy as move ahead. In his role as Senior Director of Administration and Finance, John Tweedie will report to Jill.

Diversity & Inclusion Statement

Assistant Dean Lamara Warren has posted a thoughtful message to remind us all of the importance to take care of ourselves, and others, to the best of our abilities. https://luddy.indiana.edu/student-life/pacesetters.html Lastly, let me encourage everyone to remember to take care. I know that everyone has a great deal of stress in their lives today, and if we continue to treat each other with care, and kindness, we will pull through this current situation.

All the best,

Dennis

Dear Colleagues,

Sorry that this is coming out as late as it is. It has been a very busy day, with many conversations and many decisions. Thank you all so much for your continued hard work. I hope you are all doing well, are safe, and are as productive as you can be in these challenging times.

The Provost sent out a note today to faculty with a great deal of important information. For an online version of the message

Just because this message went to faculty, staff and graduate students may still wish to review it.

Teaching & Learning

  1. In person summer classes will not be held. Instead, as I have previously indicated we should prepare for online instruction this summer. We will review the schedule to see whether there are classes that cannot work in this form.

Faculty - Extensions of Time for Probationary Academic Ranks

  1. All currently employed tenure-track faculty who are due to go up for tenure in 2020-2021 or later have the option to extend their tenure clock by one year.
  2. All currently employed clinical- and lecture-rank faculty who are due to go up for promotion to long-term contract in 2020-2021 or later have the option to extend their probationary contract by one year.

Please see the Provost's message for more details on the process and deadlines for filing the extension. I will also be talking to the chairs about this so that they can provide advise to faculty.

Research Hibernation

  1. As reported previously, except for essential research as defined by Vice President Cate, in-person research in our facilities cannot occur while we are under the Governor's stay at home executive order.

Facilities

  1. All Luddy Facilities are secured and only available for essential personnel. Otherwise, please stay at home for now.

Thank you all so much for supporting each other, our students and our communities.

Take care,

Dennis

Dear Colleagues,

I hope you are all well. Thank you all so much for your amazing work. The most important thing I can say is to please, please, please follow the Governor's executive order. It is critical that we all stay at home and minimize contact as much as possible. Please do so.

Facilities

  1. Our facilities are closed, except for essential personnel.

Staffing

  1. The School has developed a process to manage the reallocation of staff resources when and where it makes sense. Please read about the process at https://uisapp2.iu.edu/confluence-prd/display/SOICKB/Luddy+Staff+Reallocation+Process+during+COVID-19
  2. Staff should stay in touch with their supervisors as necessary. Supervisors should stay in touch with their staff. Let's try and maintain good communication lines.

Teaching & Learning

  1. Just a reminder that we published guidance for the Luddy School on the S/F grading flexibility at https://uisapp2.iu.edu/confluence-prd/display/SOICKB/Luddy+School+Spring+Semester+2020
  2. A message went out today to undergraduate students in the School. Faculty might start receiving questions from their students about S/F. If you are unsure how to respond, please consult with Associate Dean Sabanovic and Associate Dean Haghverdi.
  3. I know faculty are working hard to be ready for classes to start next week. Please let your chair know what the status of your class is if you have not done so already.

Please take care, and remember to take time to relax. It is important to not let the stress of this situation overtake you. Stay well.

All the best,

Dennis

Dear Colleagues

We are lucky to have so many great colleagues in our school. I am constantly seeing amazing efforts, and I thank everyone for what they are doing.

Facilities

  1. With the Governor's executive order, our facilities are closed except for essential personnel. We are working with the campus how to manage mail and package deliveries.
  2. In addition, except for essential research defined in Vice President Cate's message this morning, there will be no in-person, on-campus research.

Teaching & Learning

  1. We have posted guidance to instructors for the S/F grading flexibility. Please note that each school may have slightly different guidance. Please review the Luddy guidance at https://uisapp2.iu.edu/confluence-prd/display/SOICKB/Luddy+School+Spring+Semester+2020
  2. Esfan is working on a message to our undergraduates to provide guidance to them on our S/F grade process. Selma is working on a message to graduate students.
  3. Faculty/Instructors - please be in touch with your chair if you are experiencing any challenges completing preparations for online instruction.

Take care, be safe, take breaks and de-stress when you feel tired,

Dennis

Dear Colleagues,

Thank you for your hard work in these challenging times. There have been quite a few developments since my last update, including the Governor's stay at home order, and President McRobbie's note just out about a wide range of concerns.

Clearly, the stay at home order impacts everyone. Please be in touch with your supervisor or chair to confirm you are set up to work from home. At the same time, I am asking supervisors and chairs to be in regular contact with faculty and staff to ensure they are supported.

Teaching & Learning

  1. Due to the Governor's work at home order, faculty that were planning on using one of our classrooms to support their course will be unable to do so until the order is lifted. Please let your chair know if this is an issue, and develop a contingency plan based on non-availability of a classroom.

Searches and Hiring

  1. As indicated in the President's memo, faculty searches are not stopped, but will be reviewed on a case by case basis. Because most of our searches are complete, or nearly complete I will work quickly with the Chairs and Deans to resolve the status of the multiple searches we have in action.
  2. Again, as indicated in the President's memo, staff hiring and any temporary recruiting is paused. We are working out a method to flex staff to support other offices across the school, as work requires, and as staff skill set aligns with those needs.

Residence Halls

  1. As I reported yesterday, students petitioning to stay in the residence halls were notified. I understand that some of the students staying in the halls are being moved to ensure adequate spacing, and also minimizing the number of buildings in use. There were some halls with very, very few students and so, for safety reasons, the campus is moving these students. I share this in case you hear about it.

IT & Logistics

  1. Please do not remove computer equipment from cubicles, offices, or labs. All IU-owned equipment is configured by the Luddy IT group to work on campus. If it is removed and taken home, it will not work. If you have not already done so, please reach out to your faculty sponsor to discuss the rest of this semester. If you have any questions regarding IT or facilities, please email sicehelp@indiana.edu or enter a service request at https://help.luddy.indiana.edu/request/.
  2. Please note, that due to the Governor's work at home order, our IT staff will be working from home, and will be unable to physically assist people with technology - either in our facility, or a staff, faculty, or student's home.

Summer

  1. The campus has not made any decision on summer classes yet. That said, I've asked Associate Dean Sabanovic and Associate Dean Haghverdi to advise me on which of our currently scheduled classes can be made available online. We need to plan for that contingency.
  2. All summer study abroad has been cancelled for this summer. We take this to mean IU students traveling abroad, as well as international students traveling to IUB.
  3. Most on-campus programs are also cancelled for this summer. This means that our camps need to be cancelled, and students and parents notified. If deposits have been received, we need to take steps to return those deposits to the families that submitted them.

Finally, as we all move to stay in our homes, I wish you all well and hope you stay safe and healthy.

Best,

Dennis

Dear Colleagues,

Just a very brief note to wish you all well. I know this past week has been extremely challenging and there is no doubt that the upcoming week will reveal new challenges. I'm equally certain that all of you will continue to be innovative, resilient and caring as we prepare for the remaining weeks of the semester.

Campus News

  1. Library Status - All services will be provided remotely for the spring semester. Branch libraries on the campus closed Saturday and the Wells Library will close beginning Tuesday the 24th. From their website, "IU affiliates (faculty, students and staff) are encouraged to access and/or retrieve materials from their collections or their graduate carrels or faculty studies on Monday the 23rd." https://libraries.indiana.edu/library-covid19.
  2. More facilities are being being secured. There are some reports of vandalism in some buildings on campus, so buildings are not necessarily closing, but will be operating in a more secure manner. Crimson Cards will need to be shown to access some of these facilities and staff will verify for access. As stated previously, Luddy facilities have been secured, with a plan to accommodate ongoing mail and package delivery.

Teaching & Learning

  1. Students are still technically on break this week, but we expect that they will start reaching out to their faculty to check on what is planned for the semester. I know that many of you have already communicated to students in your classes, and I thank you for that. For those that have not, please reach out to your students and let them know what your plan for the class is.

Thank you all so much for your very hard work in these challenging times.

Dennis

Dear Colleagues,

I hope you all are getting some rest, now that the past week is done. I know that many of you are not resting, and working hard even now, but I hope you do take some down time.

Today's update will be brief.

Residence Halls

  1. It has been reported to me that all students who submitted petitions to remain in the residence halls have been notified of the outcome.

Teaching & Learning

  1. Please remember that the websitehttps://keepteaching.iu.eduhas lots of great information as you are transitioning online. Also, please consider sharing thehttps://keeplearning.iu.edu​ website link with your students.
  2. The chairs are supposed to be checking in on how everyone is fairing with the transition. The Department of Information and Library Science reports being 100% ready - thanks!

Campus-Level Discussions

I participate in a daily (not on the weekend) meeting with the Provost, the Vice Provosts, and the Deans to discuss the various concerns we are facing. These meetings cover lots of ground and often discuss information on issues that are still being formulated. For this reason, I am being careful to present finalized information whenever possible, for the sake of not causing confusion, or misspeaking relative to the final campus message. Items being discussed include Safety, Communications, Academic Issues, P&T, Research Impacts, Budgets, etc. The list is long and senior leadership is working through the most pressing issues first.

Please take care, everyone, and remember to be safe, and kind.

Best,

Dennis

Dear Colleagues,

I am truly grateful for all of your amazing efforts. We really are lucky to have a strong community within the school. I thank everyone for the flexibility with work, work location, uncertainty with what the next day brings.

I know that everyone, including staff, faculty, and students are dealing with the stress of the situation, and also are dealing with childcare as well as other issues, so please be in touch with your chair and supervisor and let them know how you are doing.

Events

  1. The University has still not made a decision about commencement. Again, all school, program and department commencement events have been cancelled. We will work through options on how we can recognize our graduates.

Building Access

  1. We've added Luddy Hall to the list of our buildings that require card/key access. This brings the list of secured buildings to: Luddy Hall, Myles Brand Hall, 611 Woodlawn, 821 10th St. (Undergrad Annex), and 815 10th St. MESH went card access last Friday, from what I understand. We have a solution in place to support continued mail and package deliveries. Again, do not prop doors open.
  2. Because the buildings are likely to be lightly occupied, please take care, and also notify our facilities staff of any problems you see by emailing to sicehelp@indiana.edu.

Teaching & Learning

  1. I know that the shift to online may be a challenge for some, and the shift is made more stressful for colleagues managing childcare, parent-care, and care of others near and far. Let me encourage faculty to be in communication with their chairs about how they are doing personally.
  2. You can expect guidance on the S/F grading flexibility, as well as some advice for free-weak (also known as dead week) soon. I hope to have the general campus statements complete tomorrow, and then we will follow with more specific details right away.

Non-Coronavirus News

  1. The construction fence is up around the new location for the Luddy Center for Artificial Intelligence. Equipment has already started clearing the site. The groundbreaking has really occurred!

Please take care,

Dennis

Dear Colleagues,

Thank you again for your hard work, and I hope you are all well.

Events

  1. Just a reminder that we are not hosting any in-person events through the end of the semester. All hiring, colloquia, student, staff, faculty events are to be help virtually through the end of the semester. Please do not plan any in-person events immediately after the semester at this time. Please contact your chair or supervisor for any questions.
  2. The University has still not made a decision about commencement.
  3. The University has decided that school, program or department recognition/graduation events have been cancelled. We are working on a way to recognize our graduates, but there will not be any in-person events.

Building Access

  1. I've decided to start securing some of our facilities, so please carry your Crimson Card or Building/House key with you as appropriate. The campus and our facilities are still open for work, but some of our facilities (Myles Brand, 611 Woodlawn, 821 10th St. (Undergrad Annex), 815 10th St) will require card or key access. Do not prop doors open. Luddy Hall public spaces are still open while we work out logistics of mail and package delivery, which continue.

Teaching & Learning

  1. For faculty that are ready for online offering, if you have not let your chair know you are ready please do so. If you are not yet ready, please continue your work in preparing to be online.
  2. Students have a one week extension to their spring break, faculty do not. Next week is intended to support preparation for shifting to online - for those that have not already prepared. Please do not wait until next week to prepare if at all possible.

IT & Logistics

  1. Do not take your office desktop system home without contacting Luddy IT first via Service Request https://help.luddy.indiana.edu/request/ Desktops must to be configured for home use or they will not work.

Take care and stay well,

Dennis

Dear Colleagues,

Thank you again for your hard work, and I hope you are all well.

Events

  1. Just a reminder that we are not hosting any in-person events through the end of the semester. All hiring, colloquia, student, staff, faculty events are to be help virtually through the end of the semester. Please do not plan any in-person events immediately after the semester at this time. Please contact your chair or supervisor for any questions.
  2. The University has still not made a decision about commencement.
  3. The University has decided that school, program or department recognition/graduation events have been cancelled. We are working on a way to recognize our graduates, but there will not be any in-person events.

Building Access

  1. I've decided to start securing some of our facilities, so please carry your Crimson Card or Building/House key with you as appropriate. The campus and our facilities are still open for work, but some of our facilities (Myles Brand, 611 Woodlawn, 821 10th St. (Undergrad Annex), 815 10th St) will require card or key access. Do not prop doors open. Luddy Hall public spaces are still open while we work out logistics of mail and package delivery, which continue.

Teaching & Learning

  1. For faculty that are ready for online offering, if you have not let your chair know you are ready please do so. If you are not yet ready, please continue your work in preparing to be online.
  2. Students have a one week extension to their spring break, faculty do not. Next week is intended to support preparation for shifting to online - for those that have not already prepared. Please do not wait until next week to prepare if at all possible.

IT & Logistics

  1. Do not take your office desktop system home without contacting Luddy IT first via Service Request https://help.luddy.indiana.edu/request/ Desktops must to be configured for home use or they will not work.

Take care, and stay well,

Dennis

Dear Colleagues

Thank you all, again, for your incredible efforts in helping deal with our most pressing issues related to Coronavirus. I am continuously impressed with the outpouring of support for our students, colleagues and community.

Teaching and Learning

Again, please use the main resource, https://keepteaching.iu.edu, for help with technical details.

1. For faculty, graduate student instructors, and all other instructional staff, please add a backup instructor to your canvas site. This could be a faculty colleague that you know can cover your course if necessary, but also your chair, and the associate dean of undergraduate studies or graduate studies as appropriate. We ask you to do this as a contingency that a faculty member is unable to teach due to personal illness, necessity to care for a family member or friend, technical details, etc.

2. Please use lecture capture, either through zoom, or Kaltura to record your lectures. It is okay to record multiple classes and post them in canvas in advance. This follows a flipped teaching model where students can view the lecture in advance, and then the "live" lecture is a discussion and more of an opportunity to expand upon materials. Lecture recordings will also be useful for students that connect connect synchronously.

3. Please strongly consider posting your assignments for the remainder of the semester. I'm not suggesting you change the due dates, just to create visibility for the students to manage the work.

4. Please reach out to your students to check that they are ready to connect to your class in the way you are expecting. The campus is working on collecting information from students as to their ability to connect to our systems from their homes.

5. I am working with Associate Dean Šabanović and Associate Dean Haghverdi on guidance for the possible application of S (Satisfactory) grades. Watch for more information later this week.

Students

1. The campus will distribute the petition to students still in the residence halls today. The goal is to significantly limit the number of people on campus. Students living in Bloomington and not in University Housing are not involved with the petition process.

2. The Office of International Services is recommending to international students to go home if at all possible, principally driven by concerns that students might get stuck here in case all travel gets shutdown. The advice is all driven by an assumption that students will have the technical ability to access their coursework and other work from where they will be.

IT/Logistics/Shipping

1. Shipping times are delayed - please do not assume current overnight or 2-day shipping expectations can be met. Supply chains are stretched thin, and we should try and use what we have at hand.

2. IT has constructed an evolving knowledgebase page for IT Tips where we are trying to collect what people are asking about most in one place:https://uisapp2.iu.edu/confluence-prd/display/SOICKB/IT+Tips+and+Resources

3. When to use VPN (Virtual Private Network): Use VPN if the IT staff has instructed you to use it for a specific purpose. Most IU resources do NOT require the VPN. You DO NOT need to use VPN for Zoom, Canvas, Box, Skype for Business, or IUAnyware.

Non-Coronavirus News

I'll use this space for news that is not specific to the public health incident:

1. Fil Menczer reports that their research on networks will be featured on the Networld show airing on PBS tonight at 8:00PM EST.

 

Dear Colleagues,

Thank you all for your amazing efforts working through this unprecedented public health incident. I will continue sending daily updates . Occasionally, as I did last night, I will send more than one update a day.

The campus remains open, but with much limited staffing working on-campus. The main webpage for University news on COVID-19 is https://coronavirus.iu.edu

Teaching & Learning

1. The university has published a self-paced course for students to prepare for learning online. Please publish the following link for your students https://go.iu.edu/keeplearning

2. The campus has authorized faculty to assign a grade of S (Satisfactory) in addition to regular letter grade options. This step should ameliorate concerns by faculty on how to structure work through the end of the semester, and also for students, in terms of worries over GPA. You'll notice that it requires approval of chairs and deans and we will begin discussions at that level for how we will handle it. The guidance is as follows:

​Faculty will be authorized, at their discretion—with approval from chairs and deans—to assign an end of term grade of S (Satisfactory) in addition to letter grades (A+, A, A-, etc.) for graded courses. This flexibility may be helpful for faculty as they are quickly converting to an online format as they plan assignments and assessments. Faculty are advised to consult with their chairs and program directors as to whether a department or program will take a unified approach, and also for how they will consider S grades in the context of existing policies. This last point might be especially important for specialized accreditation programs. We encourage faculty to inform students whether they will be assigning Satisfactory/Fail grades. We further recognize that some students may request a letter grade (or a satisfactory grade) from their faculty member and we ask that faculty make reasonable accommodation based on the information they receive from the student. Normal grade change policies stay in effect.​

3. The campus has decided to suspend the administration of the Online Course Questionnaire (OCQ) this semester. Faculty may elect to administer their own formative data collection to help them diagnose the switch to online, or other data they wish to collect.

Students living on campus

1. Students living on campus are being asked to go home. The dean of students is communicating this, as well as the Office of International Students. There is an appeal process, but that is a campus-level activity, not a school-level process.

Facilities

1. Faculty and staff can still work from they offices. Maintain social distancing and keep yourself healthy.

2. Portions of our buildings are accessible only with Crimson Card. Don't forget to carry your card with you.

SICE-ALL-L Mailing sist

1. Just a reminder that the SICE-ALL-L mailing list switched today to a moderated list. We want to make sure that our faculty, staff, and students have at least one source of information from the school that has some moderation on content. If you think there is something you want me to include in my daily update, please send it to me and I will include, or respond with some advice as to whether a different list is a better choice. The other lists remain non-moderated and, of course, we want to have good lines of communication of good information.

Thanks and take care,

Dennis

Dear Colleagues,

Things have progressed very fast this evening, and I want to ensure you that we are working diligently to focus on safety of our community. Our first emphasis is on public health considerations and safety of our students faculty, staff, and community.

For events and interviews through the remainder of the semester:

1. Shift to online interviews only. Do not bring people to campus.

2. Please cancel all nonessential events, postpone all other events beyond the semester, or move to virtual events. Let me know if you are having trouble determining what is essential.

3. Commencement has not been cancelled yet, and is still under consideration.

As you read in the President's message, spring break is extended an extra week to accommodate extra preparation to carry online teaching through the end of the semester. I will ask the chairs to develop a mechanism to check on faculty to make sure they are okay. If anyone feels ill, please let their chair or supervisor know.

The main resource for shifting online remains keepteaching.iu.edu. Because our students will be spread across multiple timezones please try and record your lectures and make them available to accommodate remote students.

Please try and work from home if at all possible, and follow all appropriate UITS notices for maintaining safe and secure connections to University Systems and Data.

If you cannot work from home, please take extra precaution to avoid meetings, and practice safe social distancing at all times.

Take care,

Dennis

Dear Colleagues,

Thank you all so much for your hard work over the last week, and thank you in advance for the hard work you will undoubtedly do in the coming weeks. Students come to Indiana University for an outstanding education and I have no doubt that we will continue to deliver to our students the outstanding education available from the Luddy School. I acknowledge fully, that the effort involves faculty, staff, graduate students, and also the students in our classes, so thank you all.

I also want you all to know that our colleagues across the country at our peer institutions are in continuous contact with each other to share best practices. As those ideas make sense to share I will do so. I have heard from many people that they are using our keepteaching.iu.edu site, either directly, or as inspiration for their own sites. We are lucky to have such a strong resource, that was developed long before this current incident.

The campus leadership has scheduled daily meetings to touch base on concerns, policy adjustments, and operational decision-making. Although I have no operational news to share today, I wanted to share that we have set up these daily meetings and I will provide updates as I can throughout the days ahead.

All the best,

Dennis

Dear Colleagues

Well, we made it to the weekend, and I thank all of you for your hard work, patience, and collegiality as we work through this challenging process. I had hoped to send this earlier, but was waiting on some additional information from the campus.

Teaching

The campus has decided to extend the Auto-W deadline for students to withdraw from a class without any special permission. The deadline has now been extended to April 5. After that date, students will require authorization to withdraw from a course from their school administration. The entire process is electronic and initiated by students through the self-service E-Drop process.

For faculty, if a student communicates an interest in withdrawing, please direct them to their advisor to discuss the impact of a withdrawal.

For students, please communicate with your advisor to ensure that a withdrawal does not negatively impact your academic progress.

Grants - Travel/Employees

We have received the following guidance from Research Administration regarding cancelled travel and employees associated with grants.
Under normal circumstances (death in the family, blizzard, etc.) it is fine to charge cancelled trip expenses to a grant so the circumstances with Coronavirus would be no different. Additional rules include:
1. It's ok to charge the cancelled trip as long as the trip was initially intended to be charged to the grant.
2. All credits should be credited to the grant. In the case where a credit is for a future flight, and not an actual refund, then the cost of the trip should be moved off the grant (to a 22 account most likely), and only reapplied back to the grant if the future flight benefits the grant.
Further, if PIs have grant employees that are unable to work or run out of paid time off, then we can’t charge them to the grant, since we would not be able to charge this to IU either.

Social Distancing

Please remember that the campus is still open, and that students unable to travel home may need to stay on campus and use facilities to keep up with their coursework. Please take care to be sensitive to everyone else and decrease density, maintain social distance, and wash your hands - frequently.

Please take care,

Dennis

Dear Colleagues

I hope you are all well. Thank you all for your efforts in this complicated situation.

First, I have received a number of emails voicing concerns about what appears as official information posting to email lists. Please use the lists responsibly, and for good.

I have seen many conversations between faculty that are sharing ideas on how to approach certain activities or processes online. I’m proud to see our colleagues actively engaging in creative problem solving, and also helping each other. Keep these kind of exchanges going.

For now, I have decided to change our largest and most broadly distributed list, the SICE-ALL-L, list to a moderated list. This is the only list that will have this action taken, and all other lists will continue operating as normal. This change does not mean that people cannot submit messages to the list, just that they will be reviewed before transmitting on.

Facilities

Maker spaces are closed, except for essential personnel to maintain the equipment.

I have noted that people are leaving dirty dishes in the sinks in kitchen areas. Do not do this. We will not be washing dishes for people and will dispose of dirty dishes in the sinks.

The campus is open. Buildings are open. Some spaces will be locked for card access. Make sure you carry your Crimson Card with you.

Teaching

I know that all faculty and graduate students teaching classes are working hard to prepare to be online. Make sure you are in communication with your students about what they can expect. Please be flexible with your students, and also ask your students to be flexible with you.

No decision has been made about extending the online teaching beyond the current timeline. That said, you should be prepared if a decision is made to extend online teaching.

Finally

Take care of yourselves. Use best practices and wash your hands frequently, use good social distancing. Stay home if you are sick.

All the best,

Dennis

Dear Colleagues

First, let me thank everyone for their diligent work in preparing for keeping themselves, each other, and our community safe. I appreciate the hard work of our faculty in shifting their courses to an online format. I realize that there are challenges in doing so, but I am confident that all of our faculty will do their best in this complex and challenging time.

Please continue to check https://coronavirus.iu.edu/ for up to date campus information.

Remember, if you are sick – stay home. Take care of yourself. By doing so you are helping everyone else.

The campus is open. Follow public health best practices for populations that remain on campus. Please review the following guidance/questions:

  1. HR GUIDANCE
  2. Can the employee work from home (reduce density of on-campus population)?
  3. Does the employee have daily tasks that must be done in the office (ex. Daily cash account reconciliations)? If so, employee is not a good candidate for being home all day)
  4. Does the employee have the equipment needed to work at home? That usually includes reliable internet access
  5. Employees working from home are expected to:
  • Fulfill all of their normal duties
  • Ensure that they are connecting securely and following all university policies related to access, data security, and data confidentially. Employees should contact their IT Local Support Provider (LSP) for IT-related questions.
  • For general university guidance on telecommuting, please visit the HR Telecommuting Guidelines for on Campus Positions in Emergency or Adverse Situations.
  • IU Human Resources will remain open for all questions by contacting askHR at 812-856-1234 or askHR@iu.edu Monday through Friday from 8 a.m.–5 p.m. ET.
  1. For those unable to work offsite, units should create a safe onsite work environments with an emphasis on social distancing.
  2. For student contact, use telephones and teleconferencing such as Zoom
  3. For meetings, use conference calls and Zoom
  4. Appropriate supervisors/chairs/Deans have the authority to send any sick employee, including a faculty member, home.

iii. Student employees

  1. Students who want to leave campus should be able to do so.
  2. Student employees should otherwise be subject to the rules above, if they are needed for continuity of operations. If there are student employees who are not needed (or their facilities close, see gyms) we will try to move them into positions that are emptied by students who want to be away from campus
  3. Sick employees should not come to work or, if they do come, should be sent home, They should use sick days.

Additional Campus Status

  1. The campus is not closed. People can work, but should limit contact and maintain social distance.
  2. Certain buildings, or spaces of buildings may be more secure over the coming months. This may require card or key access as necessary.
  3. Students that cannot go home will remain in residence, but are small in number.

Teaching

  1. Remember to refer to https://keepteaching.iu.edu/ for up to date information and advice on moving online.
  2. I understand that a statement is forthcoming from the Graduate School on virtual doctoral defenses.

Thank you all. Take care,

Dennis

Dear Colleagues

Instruction and Moving Courses Online

The transition to distance delivery involves all in-person coursework. For the sake of safety, there should be no exceptions, and we are ready to assist with addressing faculty concerns that may arise. We understand--and are sympathetic with--the challenge before all of us. It has been clarified that simply suspending class for these 2 weeks is not an acceptable option. Faculty are expected to continue instruction in some format during these two weeks.

We are confident that the university has the technology and resources available to support this transition, but we also know that a great deal of the burden will fall to our faculty implement this transition. We encourage faculty to share their expertise in helping their colleagues begin this transition. One of the best strengths we have is our community’s commitment to providing excellent and innovative coursework. We are also thankful that the campuses have already begun reaching out to their community to facilitate this transition, and we want to support this good work.

To help provide a list of resources available, the task force outlined the following as key elements of the university’s response plan to this announcement:

  1. The primary channel of information regarding the current status of IU’s response to COVID-19 will be protect.iu.edu.
  2. The primary channel of information regarding support for transitioning to distance delivery will be keepteaching.iu.edu. Important resources are already available there, and the site will be updated regularly to provide additional resources as they become available.
  3. The primary contact for your faculty to obtain assistance with technologies currently available will be their campus teaching center. Their contact information can be found by going to https://teachingonline.iu.edu/support/teaching-centers.html. Additional support from UITS will also be provided to the teaching centers, as needed.
  4. For assistance after hours, or if the teaching center is currently unavailable, faculty should contact the Support Center. Contact information can be found at https://kb.iu.edu/d/abxl.
  5. FACET is developing a list of faculty who have volunteered to serve as expert recourses should your faculty request a colleague to connect with to learn how to best implement an online strategy. This contact list will be shared with your campuses as soon as possible.
  6. The teaching centers will be hosting a series of webinars which will be recorded and shared to provide a venue for faculty to learn about how to manage this transition.
  7. Managing the transition will be managed through the normal academic structure of the campuses. We will continue our communications with the campus administration to facilitate communication to the campuses.

Visitors, Seminars, Colloquia

As with classes, visits, seminars and colloquia should either be cancelled, or postponed through April 5, or held virtually.

Travel

A reminder that all university sponsored international and domestic travel outside Indiana is cancelled through April 5.

Building Access

We are considering securing parts of our buildings to card-access only. If this occurs we will send a communication about the situation.

Office and Telecommuting Options

Please work with your supervisor to determine how best to continue our services over the next 3 weeks. Our services are not closed, just operating in a different modality.

Personal Care

Please take care of yourselves. Avoid close contact, large groups. If you are in a higher risk population we strongly suggest you strictly minimize contact.

Best, Dennis

Dear Colleagues,

President McRobbie has just released a University-wide letter concerning decisions on Coronavirus. Please see the announcement at https://news.iu.edu/stories/2020/03/iu/releases/10-suspend-classroom-teaching-for-two-weeks-after-spring-break.html

And the letter at

https://president.iu.edu/speeches/statements/2020/03-10-coronavirus-letter

As I indicated in this morning’s update we are in a highly dynamic situation. For faculty, staff, and graduate students teaching, please complete your planning for moving online. In addition, please inform your chair or supervisor of your plans. They will be reaching out to you to verify.

In addition, as indicated in the letter, all supervisors should communicate with their staff about the possibility of telecommuting and working from home. For student service areas, it will be important to communicate to students about online or phone service options. This will be particularly important for advising, for example.

Please take care,

Dennis


Hi Everyone,

As news emerges with the impact of Coronavirus I will be sending a daily update, typically in the morning. The message is distributed to Faculty, Graduate Students, and Staff. Some portions of the message apply to all, some to a subset, but I would rather at this point that everyone sees as much as possible.

For everyone

  1. Continue to check the University’s website at https://coronavirus.iu.edu/for up to date information.
  2. Take care of yourself, your families and loved ones, and your colleagues. If you are sick, please stay at home. Notify your supervisor, chair, or faculty member that you are sick and are staying home.
  3. Try and minimize risk of the spread of virus. Wash hands, use hand sanitizer, avoid shaking hands and crowded places.
  4. Make sure you have internet connectivity from home, or wherever you may be to access email, Canvas, course materials, etc.
  5. If you are traveling over the break, take special care. Please let your supervisor, chair or dean know of your plans so that we are aware.
  6. Those over the age of 60 and those of any age who have a compromised immune system need to be extremely cautious to avoid potential exposure to the virus. In particular:
    1. For faculty and graduate students, if you feel that teaching a course increases your risk, then move your course online now. Refer to the keepteaching.iu.edu site for best practices.
    2. For staff, please work with your supervisor to coordinate coverage of duties, and to determine whether and how working from home can be accommodated.

For Instructional Faculty and Graduate Students

  1. Please be actively reviewing how you can shift your class to an online delivery format. As I send this email there is no decision or mandate to require this but, as I have indicated previously, this might become a necessity. Be prepared.
  2. Consider how assessments and exams will be accomplished. At this time, a remote proctoring solution is not authorized for IUB. Consider alternatives to exams, including additional homework assignments, papers, projects, take home exams. You decide what is best for your class. Now is the time to look ahead for final exams. If you need to have some other graded work between now and then, today is the time to consider it. It may be that you will have enough to determine final grades without a final exam. There is no policy that requires a final exam. The policy that exists describes when a final exam can be held. Develop a plan.
  3. Please make accommodations for students that cannot attend class in person due to risk of exposure.

Stay tuned for more information as it becomes available.

Take care, Dennis