Department Teaching and Exams Update (04-20-2020)

Spring Courses
Spring Quarter started on Monday, April 6 with remote learning for undergraduate and graduate classes for the entire quarter. The University has set up a new website to answer questions about the Spring Quarter for faculty, students, and staff: https://spring2020.uchicago.edu/.

Pass/Fail grading
The University is providing flexibility in grading practices to help support our students:

• For courses taken to fulfill the requirements of a Major or Minor in the Physical Sciences Division, students in the College may request to take up to two courses as pass/fail with the consent of their instructors. Students must then submit a petition to their department to have those courses count toward Major/Minor requirements by Friday of Week 9. For more information about grading options in the Core and electives, view the communication from Deans Boyer and Ellison.
• PhD students in the Physical Sciences Division may request to take up to two courses as pass/fail for the Spring Quarter with the consent of the instructors. Students must request through their Department to have those courses count toward degree requirements by Friday of Week 9.

Spring 2020 Convocation has been suspended.

Laboratory classes
All laboratories for Spring courses are cancelled in a physical sense. General Chemistry and Organic Chemistry labs will be offered through video tutorials with data provided for generating laboratory reports. These experiments have already started to be prepared for next quarter. With the exception of Chem 227 (Inorganic/Organic Chemistry Advanced Laboratory), all coures are expected to proceed in an online format. Chemistry 227 is being cancelled for the Spring Quarter. John Anderson, Director of Undergraduate Studies, will be working to ensure that any senior can fulfill their graduation requirements under this new remote learning environment.

Video Platforms Integrated with Canvas

1. Zoom - Synchronous video and remote viewing platform. It allows easy screen sharing with minimal lag time. It can host up to 500 participants (200 when using breakout rooms). For help in using Zoom see Instructor Quick Start Guide (pdf)
2. Panopto - Video and live-streaming platform. It has a 30-60 second lag time so it is best used for recording asynchronous videos. Meishan Zhao has experience with Panopto and can serve as a reference.
3. BigBlueButton - Video and remote viewing platform. Britni Ratliff has experience with BigBlueButton and can serve as a reference.

Department support for teaching equipment
The Department will reimburse Spring quarter instructors and TAs up to $500 for any equipment needed to aid your remote teaching. Please submit reimbursement requests to Scott Snyder.

Suggested Tablets w/ Stylus:

• New Apple iPad ($279)+ Apple Pencil ($95)
• Samsung Galaxy Tab S4
• Lenovo Yoga Book
• Wacom Intuos Pro Small
• Microsoft Surface Go ($399) + Microsoft Pen ($99)
• Best Tablets with a Stylus Reviews

Zoom
Most Chemistry classes will be taught using the Zoom platform.

• Zoom video tutorials are available at this website.

Faculty

• Enroll for Zoom at https://uchicago.zoom.us.
• The University is offering workshops to assist with preparations. Faculty can register or view training videos here.
• For additional resources about teaching with Zoom, visit this website.
• For video instruction, consider Panopto in Canvas

Students

• Enroll for Zoom at https://uchicagostudents.zoom.us.
• Access a quick start guide here.

Spring Quarter 2020 Recording Policy
This policy has been implemented to effectively deliver a remote education while safeguarding privacy and protecting rights in courses and instructional materials.

Summer Session and Fall (04-20-2020) Decisions regarding all Department of Chemistry summer programs are on hold until April 30. This includes undergraduate research opportunities, summer fellowships for new graduate students, and the PKU program.

The University has yet to release guidance regarding the matriculation of new students and the start of Fall classes.

 

Department Administration Updates (03-21-2020)

Remote Work

• Department of Chemistry staff and administrative assistants have shifted to remote work, except for those that are actively monitoring research facilities.
• You can access work-at-home advice at https://its.uchicago.edu/workingremote/
• The Chemistry Business Center has shifted to remote work.
• The loading docks remain open for essential deliveries.
• James Franck Institute administrative staff are working remotely.
• Physical Sciences Division staff are working remotely.

Online Work Tools
The university recommends and supports Microsoft Teams, for general collaboration, chat, and productivity; and Zoom for video- and tele-conferencing. Understanding how to use these tools will be important, even if you are not working remotely. LinkedIN Learning, available to all at UChicago, provides training videos on Teams, Zoom offers video tutorials, and the working remotely resource page includes more helpful tools.

PSD Computing has setup a Client Support Team in Microsoft Teams where we are starting to post information. http://psdcomputing.uchicago.edu/TeamsClientSupport

 

Department Teaching and Exams Update (03-26-2020)

Spring Course Preparation
Spring Quarter will start on Monday, April 6. The University is moving to remote learning for undergraduate and graduate classes for the entire quarter. The University has set up a new website to answer questions about the Spring Quarter for faculty, students, and staff: https://spring2020.uchicago.edu/. A hotline is available: 877-744-4800 or 773-795-5374

All faculty who have not yet done so should enroll online for Zoom using the instructions below:

Video Platforms Integrated with Canvas

1. Zoom - Synchronous video and remote viewing platform. It allows easy screen sharing with minimal lag time. It can host up to 500 participants (200 when using breakout rooms). For help in using Zoom see Instructor Quick Start Guide (pdf)
2. Panopto - Video and live-streaming platform. It has a 30-60 second lag time so it is best used for recording asynchronous videos. Meishan Zhao has experience with Panopto and can serve as a reference.
3. BigBlueButton - Video and remote viewing platform. Britni Ratliff has experience with BigBlueButton and can serve as a reference.

Test Now Please The Department will reimburse Spring quarter instructors and TAs up to $500 for any equipment needed to aid your remote teaching. Please submit reimbursement requests to Scott Snyder.

Suggested Tablets w/ Stylus:

• New Apple iPad ($279)+ Apple Pencil ($95)
• Samsung Galaxy Tab S4
• Lenovo Yoga Book
• Wacom Intuos Pro Small
• Microsoft Surface Go ($399) + Microsoft Pen ($99)
• Best Tablets with a Stylus Reviews

Zoom
Most Chemistry classes will be taught using the Zoom platform.

• Zoom video tutorials are available at this website.

Intructors

• Enroll for Zoom at https://uchicago.zoom.us.
• The University is offering workshops to assist with preparations. Faculty can register here.
• For additional resources about teaching with Zoom, visit this website.
• For video instruction, consider Panopto in Canvas

Students

• Enroll for Zoom at https://uchicagostudents.zoom.us.
• Access a quick start guide here.

Gradescope
IT Services has a campus pilot license for Gradescope. Gradescope is a tool that facilitates the grading of hand-written work in an easier, more efficient, and more consistent way. It also allows better feedback for students. Contact IT to set up an account and get started.

• Use Gradescope via Canvas (Faculty)
• Use Gradescope via Canvas (Students)

Laboratory classes
All laboratories for Spring courses are cancelled in a physical sense. General Chemistry and Organic Chemistry labs will be offered through video tutorials with data provided for generating laboratory reports. These experiments have already started to be prepared for next quarter.

With the exception of Chem 227 (Inorganic/Organic Chemistry Advanced Laboratory), all courses are expected to proceed in an online format. Chemistry 227 is being cancelled for the Spring Quarter. John Anderson, Director of Undergraduate Studies, will be working to ensure that any senior can fulfill their graduation requirements under this new remote learning environment.

 

Department Research Operations Updates (03-21-2020)

Research Operations
Following Governor Pritzker’s announcement of a stay-at-home order starting today and the guidance from the Physical Sciences Division, the Department has suspended all research operations. All research personnel should be working remotely.

The only personnel allowed on campus are those who have been approved for critical functions and maintenance of critical research resources, or for those performing COVID-19 research directly related to the current crisis. Any questions about access to buildings during this time can be directed to the Department Chair.

The status of critical building services are unchanged (not scaled back) and are being actively monitored. These include electricity, computing infrastructure, HVAC, chemical hoods, water, process chilled water, low temperature chilled water, liquid nitrogen, gaseous house nitrogen, house vacuum, and temperature/humidity control. Facilities staff will still respond to problems with this infrastructure.

Information on continuity plans for animal facilities can be accessed here.

Chemistry Instrumentation Facilities
The NMR, X-ray, and Mass Spec Facilities are closed to all but critical operations to maintin instrumentation and COVID-19 research.

All MRSEC facilities are closed. The Pritzker Nanofabrication Facility is closed.

Graduate Students and Postdocs (3-21-2020)
All essential research personnel should be working remotely. No students, postdocs, or staff should feel compelled to continue lab research, and such instances should be reported to the Department Chair.

The University advises graduate students and postdocs to work directly with their faculty advisor to facilitate academic, research, or work continuity. The Department asks advisors to shift all non-essential laboratory research to remote work, and to discuss plans, goals, and expectations with their group members.

Thesis Defenses
Chemistry Spring quarter thesis defenses will be held in a Zoom format. More information is posted here.

 

Department Teaching and Exams Update (03-18-2020)

Final Exams for Winter Quarter
As per the guidance from the Provost and the College, all final exams are to be remote and online. All remaining finals for Thursday and Friday of this week (March 19-20) have been moved to next Tuesday and Wednesday (March 24-25). Final grade deadlines have been extended to April 6.
For those giving exams online, instructors might consider using Zoom and having students with a camera turned on as one means to achieve some form of proctoring. For those having students upload an exam with a fixed time-frame to take the exam, we would advocate for faculty providing a set of sheets ahead of time on which students could write their answers to alleviate any concerns about printing at the start of an online exam.

TA Roles for Winter Quarter
For those serving as a TA, your role as relates to the winter quarter is the following: to continue to provide support to your students, by answering questions and assisting in their preparations for their exams (which must be performed remotely), to turn in all of the graded assignments from the course at the deadlines specified by Dr. Keller and Dr. Zhao, and to participate in the grading of the final assessments/exams remotely. As relates to the final point, we are currently considering several options for how to achieve that grading, but it will likely be through a combination of a set grading time, using Zoom to have a global feel for the process and to be able to address questions in real time, with grading over Canvas for our general chemistry and organic chemistry sequences.

Online Instruction
The University has set up a new website to answer questions about the Spring Quarter for faculty, students, and staff: https://spring2020.uchicago.edu/. Also a hotline is available: 877-744-4800 or 773-795-5374

All faculty who have not yet done so should enroll online for Zoom using the instructions below:

UChicago Zoom Login Instructions

1. Go to https://uchicago.zoom.us.
2. Click Sign In in the bottom right corner of the screen.
3. You will be prompted to enter your CNetID and password, and then complete the two-factor authentication process.
4. If you'd like to join a meeting in progress or start an impromptu meeting, simply click Join A Meeting or Host A Meeting options located on the top right of your screen.
   • For additional resources about teaching with Zoom, visit this website.
   • Zoom video tutorials are available at this website.
   • The University is offering workshops to assist with preparations. Faculty can register here.
   • For video instruction, consider Panopto in Canvas

We anticipate, however, that most of the content may need to be delivered from your home, despite having resources within Kent to teach classes as well. We recommend strongly that any course content not require specific timing, meaning lectures would be available at any time for students to view for any myriad of reasons, including time zone, being sick, having other responsibilities at a specific time, etc. Please start to consider how your class can be taught online and we will provide further information and support to help you in your preparations.

Laboratory classes
All laboratories for Spring courses are cancelled in a physical sense. General Chemistry and Organic Chemistry labs will be offered through video tutorials with data provided for generating laboratory reports. These experiments have already started to be prepared for next quarter.
With the exception of Chem 227 (Inorganic/Organic Chemistry Advanced Laboratory), all courses are expected to proceed in an online format. Chemistry 227 is being cancelled for the Spring Quarter. John Anderson, Director of Undergraduate Studies, will be working to ensure that any senior can fulfill their graduation requirements under this new remote learning environment.

Online Teaching Resources

• Going Online in a Hurry: What to Do and Where to Start - The Chronicle of Higher Education
• Teaching Effectively During Times of Disruption - Stanford University

 

Department Research Operations Updates (03-18-2020)

Research Operations
The University is working to maintain essential research operations.

The Provost has directed all PIs and research facilities to take several urgent research continuity steps immediately. These include:

• Limit the number of people physically present in the research environment to only essential individuals. All people who can conduct their work remotely should do so right away.
• Prioritize the health and safety of your research teams, labs, and participants. For those who are able to conduct research with no one physically present on campus, research activities should transition online immediately.
• Implement public health practices into all research environments, including: limit the number of people physically present to essential people only; implement social distancing strategies for people who must be on site; consider having people work in asynchronous shifts; and use virtual meetings where possible. Visitors and minors are not allowed in any research lab.
• Implement a ramp down of people in your laboratories and facilities without delay.Identify which operations are critical and which can be deferred or paused. Please plan for operating with the minimum number of people physically present to preserve critical functions through at least April 15.
• Develop a plan by Wednesday, March 18 for the possibility of a total lab closure.We need to be prepared for the possibility that we could be required to close one or more labs with little notice.

The University is working with federal agencies to define how research effort during the shutdown will be charged, and investigate if/how support can be found for lost research time. At this time all graduate students and postdocs will continue to be paid.

Chemistry Instrumentation Facilities
The NMR, X-ray, and Mass Spec Facilities are closing down access to all but critical research operations. Facilities staff will only be on site for critical maintenance issues. Critical refers to:

• Lab work where discontinuation would generate significant and irreplaceable data and sample loss
• Work to maintain critical equipment and safe standby mode in laboratories
• Work that directly relates to COVID-19 that could help address the current crisis

All MRSEC facilities are now closed

Research Continuity Planning
Although the University still is not expecting to shut down research labs, it recognizes that this could come quite quickly if there is a governmental decree or if a cluster of cases appears. It is important that research groups and facilities plan for the possibility of a shut-down that limits access of a building to all but a handful of personnel for critical maintenance functions, or a complete shut-down with no access by the Department of Public Health. “Critical” refers to those people and actions needed to preserve samples, animals, and functionalities necessary for the long-term preservation of research continuity. The Provost has created a new website to assist in your planning. On this site you can find templates for continuity planning, a ramp-down checklist, and other resources: researchcontinuity.uchicago.edu.

Submit your research continuity plan using this spreadsheet to Bozhi Tian, and keep him informed of the number of your group members that have shifted off site, and the status of your lab if you are shutting down.

Graduate Students and Postdocs
The University advises graduate students and postdocs to work directly with their faculty advisor to facilitate academic, research, or work continuity. As part of their research continuity plan, the Department asks advisors to shift all non-essential laboratory research to remote work, and to discuss plans, goals, and expectations with their group members.

 

Department Administration Updates (03-17-2020)

Remote Work

• You can access work-at-home advice at https://its.uchicago.edu/workingremote/
• Most department staff and administrative assistants have shifted to remote work. Staff should fill out the PSD Temporary Remote Work Agreement with their faculty supervisor/manager, and submit to Trudy Beaubrun for approval.
• The Chemistry Business Center has shifted most personnel to remote work.
• The loading docks remain open at this time. Please limit ordering to essential supplies.
• James Franck Institute administrative staff are working remotely.
• Physical Sciences Division staff are working remotely.

Online Work Tools
The university recommends and supports Microsoft Teams, for general collaboration, chat, and productivity; and Zoom for video- and tele-conferencing. Understanding how to use these tools will be important, even if you are not working remotely. LinkedIN Learning, available to all at UChicago, provides training videos on Teams, Zoom offers video tutorials, and the working remotely resource page includes more helpful tools.

 

Department Research Operations Updates (03-17-2020)

Research Operations
The University is operating with the objective of maintaining research operations. All groups and centers should use social distancing, remote work, rotating shifts, and proper hygiene/disinfection protocols to help slow the spread of the virus. All non-essential personnel should shift to work-at-home. Instrumentation facilities remain open at this time.

The Provost has directed all PIs and research facilities to take several urgent research continuity steps immediately. These include:

• Limit the number of people physically present in the research environment to only essential individuals. All people who can conduct their work remotely should do so right away.
• Prioritize the health and safety of your research teams, labs, and participants. For those who are able to conduct research with no one physically present on campus, research activities should transition online immediately.
• Implement public health practices into all research environments, including: limit the number of people physically present to essential people only; implement social distancing strategies for people who must be on site; consider having people work in asynchronous shifts; and use virtual meetings where possible. Visitors and minors are not allowed in any research lab.
• Implement a ramp down of people in your laboratories and facilities without delay.Identify which operations are critical and which can be deferred or paused. Please plan for operating with the minimum number of people physically present to preserve critical functions through at least April 15.
• Develop a plan by Wednesday, March 18 for the possibility of a total lab closure.We need to be prepared for the possibility that we could be required to close one or more labs with little notice.

Research Continuity Planning
Although the University still is not expecting to shut down research labs, it recognizes that this could come quite quickly if there is a governmental decree or if a cluster of cases appears. It is important that research groups and facilities plan for the possibility of a shut-down that limits access of a building to all but a handful of personnel for critical maintenance functions, or a complete shut-down with no access by the Department of Public Health. “Critical” refers to those people and actions needed to preserve samples, animals, and functionalities necessary for the long-term preservation of research continuity. The Provost has created a new website to assist in your planning. On this site you can find templates for continuity planning, a ramp-down checklist, and other resources: researchcontinuity.uchicago.edu.

Submit your research continuity plan using this spreadsheet to Bozhi Tian, and keep him informed of the number of your group members that have shifted off site, and the status of your lab if you are shutting down.

Recommendations
The Department is operating with the expectations that further restrictions on research are imminent, and the Chair encourages PIs to voluntarily shut down all but critical operations.

Graduate Students and Postdocs
The University advises graduate students and postdocs to work directly with their faculty advisor to facilitate academic, research, or work continuity. As part of their research continuity plan, the Department asks advisors to shift all non-essential laboratory research to remote work, and to discuss plans, goals, and expectations with their group members.

 

Department Teaching and Exams Update (03-15-2020)

Final Exams for Winter Quarter
As per the guidance from the Provost and the College, all final exams, if given, are to be remote and online, and if given in a fixed time period (i.e. not a take-home), should occur during the original canonical timing as determined by the registrar. For our major enrollment courses, most, but not all, have gone to an optional exam format, meaning that the final can only help a student with their performance but cannot hurt them in the overall analysis based on work completed at this point. We believe instructors must do what is best for their respective courses, where a one-size fits-all model would not be effective. With that said, given the challenges that students are currently facing on many fronts, as much flexibility as possible seems appropriate and appreciated by our students.
For those giving exams online, instructors might consider using Zoom and having students with a camera turned on as one means to achieve some form of proctoring. For those having students upload an exam with a fixed time-frame to take the exam, we would advocate for faculty providing a set of sheets ahead of time on which students could write their answers to alleviate any concerns about printing at the start of an online exam.

TA Roles for Winter Quarter
For those serving as a TA, your role as relates to the winter quarter is the following: to continue to provide support to your students, by answering questions and assisting in their preparations for their exams (which must be performed remotely), to turn in all of the graded assignments from the course at the deadlines specified by Dr. Keller and Dr. Zhao, and to participate in the grading of the final assessments/exams remotely. As relates to the final point, we are currently considering several options for how to achieve that grading, but it will likely be through a combination of a set grading time, using Zoom to have a global feel for the process and to be able to address questions in real time, with grading over Canvas for our general chemistry and organic chemistry sequences.

Spring Course Preparation
All faculty who have not yet done so should enroll online for Zoom using the instructions below: UChicago Zoom Login Instructions

1. Go to https://uchicago.zoom.us.
2. Click Sign In in the bottom right corner of the screen.
3. You will be prompted to enter your CNetID and password, and then complete the two-factor authentication process.
4. If you'd like to join a meeting in progress or start an impromptu meeting, simply click Join A Meeting or Host A Meeting options located on the top right of your screen.

For additional resources about teaching with Zoom, visit this website.

Zoom video tutorials are available at this website.
The University and the Department will be offering workshops shortly (hopefully next week) to give a global sense of what is possible to facilitate your preparations.
We anticipate, however, that most of the content may need to be delivered from your home, despite having resources within Kent to teach classes as well. We recommend strongly that any course content not require specific timing, meaning lectures would be available at any time for students to view for any myriad of reasons, including time zone, being sick, having other responsibilities at a specific time, etc. Please start to consider how your class can be taught online and we will provide further information and support to help you in your preparations.
All laboratories for Spring courses are cancelled in a physical sense. General Chemistry and Organic Chemistry labs will be offered through video tutorials with data provided for generating laboratory reports. These experiments have already started to be prepared for next quarter.
With the exception of Chem 227 (Inorganic/Organic Chemistry Advanced Laboratory), all courses are expected to proceed in an online format. Chemistry 227 is being cancelled for the Spring Quarter. John Anderson, Director of Undergraduate Studies, will be working to ensure that any senior can fulfill their graduation requirements under this new remote learning environment.

 

Department Research Operations Updates (03-15-2020)

Research Operations
The University is operating with the objective of maintaining research operations. All groups and centers should use social distancing, remote work, and proper hygiene/disinfection protocols to help slow the spread of the virus. All non-essential personnel should shift to work-at-home, and research functions should organize to distance researchers in labs and coordinate non-overlapping work schedules. Instrumentation facilities will continue to operate at this time.

Research Continuity Planning
Research contingency planning for Department facilities and research groups is being led by Bozhi Tian, with continuity plan spreadsheets covering essential functions, mitigation plans, and emergency contact information due Monday. Each research group and facility should develop plans for working with minimum personnel present, and develop a shutdown procedure that continues only critical support items. Instructions are here.

To ensure the continuity of critical functions in each lab, please act now on the following things.

• Identify key personnel for the essential equipment.
• Identify procedures and processes that require regular personnel attention (e.g. cell culture maintenance, animal studies).
• Prepare for a reasonable level of back-up stocks and supplies for essential lab functions.
• Check equipment for potential malfunction.
• Ensure remote access to files and data.
• Practice remote working arrangements as practical.
• Identify projects that should not be started.
• Cross-train research staff to fill in for others who may be out sick or unable to come to work.
• Plan for delays or loss of vendor support over an extended period of time such as gas or dry ice deliveries, chemical or biological waste removal, etc.
• Consider installing remote control monitoring devices for critical equipment (e.g., -80C freezers, liquid nitrogen storage Dewar’s, incubators).
• Ensure you have an adequate supply of cryogenic liquids needed to maintain samples (e.g. cell lines) or cool equipment (e.g. magnets)

The University recommends that faculty discuss specific research needs with your Chair or Dean to ensure it is properly considered in our COVID-19 continuity planning.

Recommendations
The Department is operating with the expectations that further restrictions on research are imminent, and the Chair encourages PIs to voluntarily shut down all but essential operations

Graduate Students and Postdocs
The University advises graduate students and postdocs to work directly with their faculty advisor to facilitate academic, research, or work continuity. As part of their research continuity plan, the Department asks advisors to shift all non-essential laboratory research to remote work, and to discuss plans, goals, and expectations with their group members.

 

Department Administration Updates (03-14-2020)

Remote Work
Department staff and administrative assistants are to reduce their on-site presence and shift work to home as quickly and as much as possible. Staff should fill out the PSD Temporary Remote Work Agreement with their faculty supervisor/manager, and submit to Trudy Beaubrun for approval. This form will help you & your faculty supervisor/manager determine the structure of your schedule, tasks, and deliverables during that time. Feel free to contact Trudy if you have any questions about this form.

Instrumentation facilities remain staffed at this time.

Online Work Tools
The university recommends and supports Microsoft Teams, for general collaboration, chat, and productivity; and Zoom for video- and tele-conferencing. Understanding how to use these tools will be important, even if you are not working remotely. LinkedIN Learning, available to all at UChicago, provides training videos on Teams, Zoom offers video tutorials, and the working remotely resource page includes more helpful tools.

 

To: Members of the University Community
From: Ka Yee C. Lee, Provost
Subject: Extension of Stay at Home Order
Date: April 24, 2020

Since mid-March, our community has worked tirelessly on the transition to remote learning and teaching, and to maintain University operations while dramatically reducing the number of people present on our campus. Yesterday, Illinois Gov. JB Pritzker announced that the state is extending its “stay at home” order through May 30, and we will continue to ensure that the University complies with this important measure to limit the spread of coronavirus.

We all eagerly await a time when we can resume more in-person activities at our Hyde Park campus, with the understanding that forms of social distancing and other preventative measures are likely to be necessary for the foreseeable future. While our community and the City of Chicago have made encouraging progress, many unknowns remain about what course the global pandemic will take in the coming months. All University classes will continue to be conducted remotely through the Spring and Summer Quarters, and University travel remains restricted until further notice. I wanted to share some considerations as we look ahead in the coming months:

• The health and safety of our community remains a paramount priority.
• Planning for the Autumn Quarter, scheduled to begin on September 29, is under active discussion, and we will need further information to make a final decision. We plan to make a decision by the end of June.
• The Gerald Ratner Athletics Center and Henry Crown Field House will close as of 6 p.m. on Tuesday, March 17, and will remain closed through April 5. The Ratner Center will re-open for Spring Quarter if conditions allow.
• As with organizations and governments across the country, a number of factors will affect how we resume activities at our Hyde Park campus and other locations. We will continue to follow the advice of the Centers for Disease Control and Prevention (CDC), local public health officials and our own Medical Center experts.

We will keep you updated as we get more information and select a final course of action for the coming months and Autumn Quarter. Thank you for your ongoing work in adapting to these challenging circumstances, and for your dedication to our shared mission of research and education.

 

To: Members of the University Community
From: Eric Heath, Associate Vice President for Safety and Security
Subject: Campus Updates on Steps Related to Coronavirus
Date: March 17, 2020

As part of our response to coronavirus disease (COVID-19), in recent days the University has taken a number of additional operational steps to ensure the health and wellbeing of our community and to implement new guidance from state and federal public health authorities.

• The University will comply with a new directive by Illinois Governor J.B. Pritzker prohibiting gatherings of more than 50 people, to reduce the spread of coronavirus. We recognize that the University has a variety of buildings and spaces, and social distancing is easier to implement in some spaces than others. Meetings should be conducted by phone or web conferencing when possible. For in-person gatherings, we advise maintaining a distance of at least six feet from other participants.
• In compliance with the Governor’s statewide directive, the University has ceased dine-in service for all on-campus dining halls and cafes from today through March 30. Food will be provided in take-and-go packaging. We will communicate dining operating hours and protocols for Spring Quarter based on further public health guidance.
• The Gerald Ratner Athletics Center and Henry Crown Field House will close as of 6 p.m. on Tuesday, March 17, and will remain closed through April 5. The Ratner Center will re-open for Spring Quarter if conditions allow.
• Campus shuttles are running normally, with flexibility to change operations if necessary to align with public health guidance. To facilitate work that requires a presence on campus, the University will provide parking in the Ellis Garage through March 31.
• Most buildings on campus that remain open and operational will move to card access only, beginning tomorrow morning, March 18. All faculty, students, and staff will need to use their University IDs to access these buildings.

To help address questions about these and other changes in the coming weeks, the University today is launching the Spring Quarter Information Line at 1-773-795-5374, or toll free at 1-877-744-4800. Operators can help answer or route questions about changes for the Spring Quarter, remote learning, remote work questions for staff members, and COVID-19 preparations. People with questions about the University’s COVID-19 precautions may also send them to our information email, coronavirusinfo@uchicago.edu. In addition, the University’s coronavirus website is being updated daily with new information.

 

To: All Campus
From: Ka Yee C. Lee, Provost
Subject: Delayed Start of Spring Quarter
Date: March 16, 2020

The COVID-19 pandemic is moving quickly and changing rapidly. In turn, we are taking a number of precautions to keep ourselves, our families, and our communities safe. On March 12 we announced that all Spring Quarter classroom instruction for undergraduate and graduate courses would be moved online.

In careful consultation with the deans and in consideration of feedback from undergraduate and graduate student leaders, we are delaying the start of Spring Quarter by one week, from Monday, March 30 to Monday, April 6 for most units on campus. This will provide University instructors sufficient time to transition to remote learning. The Law School will still begin Spring Quarter on Monday, March 30, to ensure adherence to accreditation guidelines.

I know this has been a difficult time for all members of our University community, and it is producing many pressures beyond the considerable work required for a normal academic year. The situation calls for us to fundamentally rethink how we teach and learn, conduct research, and collaborate, all on a very short timeline. Your response to this challenge has been inspiring, and I deeply appreciate the flexibility, generosity, and resilience that I have seen from every corner of campus.

This delayed start means Spring Quarter will have nine weeks of instruction. We hope the one-week delay of Spring Quarter helps our community as we all manage this challenging situation. Please continue to look for regular updates at https://coronavirusupdates.uchicago.edu/, and contact coronavirusinfo@uchicago.edu if you need guidance, assistance or resources.

Thank you for your commitment to the health and safety of our community and your support of the continuity of the university’s mission.

To: Members of the University Community
From: Kenneth S. Polonsky, MD, Executive Vice President of the University for Biology and Medicine
Subject: Update on Care and Precautions for Coronavirus
Date: March 13, 2020

As part of the University’s commitment to ensure the health and well-being of our campus community and to provide regular updates on coronavirus (COVID-19), I am writing to inform you that a patient from outside the University has tested positive for COVID-19 and is under care at the University of Chicago Medicine, with extensive precautions to maintain our community’s safety. The infectious disease specialist team at UCM has been preparing since January for potential cases. The patient has no affiliation with the University. Our doctors and staff are working closely with the Chicago Department of Public Health (CDPH), the Illinois Department of Public Health (IDPH), and the Centers for Disease Control and Prevention (CDC) to provide appropriate care for this patient, while following the highest level of precautions to protect others. Those measures include:

• The patient is being treated in a specially designed isolation room.
• Our clinical teams are following rigorous infection control protocols. This includes wearing gowns, gloves, masks and eye shields when providing care, and observing strict procedures when removing their gear or leaving the unit, to prevent any further exposure.
• All UChicago Medicine staff are being actively encouraged to wash their hands frequently, use hand sanitation stations, and avoid touching their faces – measures that were already in place for flu season.

To protect the health and wellness of our community, the University is transitioning to remote learning for the Spring Quarter, encouraging remote work as appropriate, and taking other measures to promote social distancing to reduce the spread of COVID-19. We will continue to provide information to guide the precautions being taken in our community. For additional information on COVID-19, please visit coronavirusupdates.uchicago.edu.

 

To: Faculty, Other Academic Appointees, and Staff
From: Robert J. Zimmer, President, and Ka Yee C. Lee, Provost
Subject: Adapting Administrative Work for Coronavirus Measures
Date: March 13, 2020

We are writing to provide you with additional information following Thursday’s announcement that the University is transitioning to remote learning for Spring Quarter. We know this news and other society-wide precautions to reduce the spread of the coronavirus disease (COVID-19) will present many challenges, requiring all of us to adapt in order to ensure continuity and consistency of administrative work. As everyone adapts to this new and evolving situation, we appreciate the vital role that each of you is playing in helping the University respond to this global health crisis, ensuring all aspects of University operations continue, and protecting the well-being of our campus community.
While we don’t have answers to all the questions these changes are raising, we want to provide you with initial guidance and information about resources. Further information is forthcoming. The challenges are surmountable through our collective efforts.

• While we are moving to remote learning for Spring Quarter, the University will remain open and will continue the activities central to research, education, and patient care. At the same time, we are putting additional measures in place to protect our community’s health and well-being. Anyone who feels ill should not report to work. Human Resources will work with offices and departments across the University to ensure that our approach related to sick leave and related issues can accommodate a range of contingencies.
• In furtherance of these efforts to contain the spread of COVID-19, we encourage remote work as appropriate. With the approval of managers and unit directors, employees may work remotely where possible. Remote work is available for staff whose responsibilities do not require them to be on campus and can take effect as soon as plans are agreed upon between relevant staff and their supervisors. We expect managers to ensure close communication and coordination among teams and within their departments as the structure and patterns of our work shift during this exceptional time. Moving to remote work where feasible reduces the risk for others whose duties require being on campus. Social distancing must be an organizing principle of life on campus during this period. We recognize that there are many roles on campus for which responsibilities cannot be accomplished remotely. In those cases, please take steps to limit close contact in the workplace.
• The vital work of research and education must and will continue during this period and will be supported to the fullest extent possible.
• We have directed units to develop and implement continuity plans tailored to their academic and administrative priorities, including addressing potential changes in staffing levels.

The COVID-19 situation is evolving quickly, and we will continue to assess the latest information and provide you with updates. Additional information will be posted to the University’s COVID-19 website. The site now includes a section dedicated to FAQs about Spring Quarter and will be updated later today.
Thank you for your continued commitment during this critical time.

 

To: Members of the University Community
From: Ka Yee C. Lee, Provost
Subject: Travel Updates Regarding Coronavirus
Date: March 12, 2020
Last night, the U.S. Centers for Disease Control and Prevention (CDC) and the U.S. State Department increased the health advisory travel warning to Level 3 for most of Europe, advising people to avoid all nonessential travel to that area. In addition, the U.S. Department of Homeland Security is suspending entry of most foreign nationals from Europe to the United States beginning at midnight on Friday, March 13 for 30 days. This does not apply to U.S. citizens or legal permanent residents, or their immediate family members. Screening measures and redirection to specific airlines are likely to follow.
We suggest that all faculty, staff, students, other academic appointees, and postdoctoral researchers currently traveling internationally consider now whether to return to the U.S. if they believe they will be impacted by the new restrictions. Students currently participating in direct enrollment study abroad programs should work directly with the Office of Study Abroad to discuss their plans.
With this change in travel guidelines, the University is extending its precautionary guidance related to travel, which now applies to most of Europe:

• Any traveler who has returned from a country – now including most of Europe, along with China, South Korea and Iran – with a CDC Level 3 travel health notice should not attend school or work for 14 days after their return date, following CDC and Chicago Department of Public Health guidelines. This self-isolation period also applies to visitors to the University. Individuals should work directly with their departments to facilitate academic, research, or work continuity. Please note, if you have returned from Europe within the last 14 days, this applies to you retroactively.
• Anyone who has returned from a CDC Level 2 or Level 3 country in the past 14 days and going forward should fill out this simple form with information about their trip. This will help the University work with public health authorities to limit exposure in the event of a positive test case. If the CDC puts in place additional designations for travel to domestic locations, we will communicate and follow those guidelines as well.

While Level 3 is the CDC’s highest alert, please bear in mind that the situation is continuing to change in many countries and cities within the U.S. that have had COVID-19 cases. As announced on Tuesday, the University is suspending all nonessential international and domestic travel through April 15, and we urge similar caution in planning personal travel at this time. For questions and concerns, please continue to contact coronavirusinfo@uchicago.edu.

 

To: Members of the University Community
From: Robert J. Zimmer, President, and Ka Yee C. Lee, Provost
Subject: Transitioning to Remote Learning for Spring Quarter
Date: March 12, 2020
The University of Chicago is defined, as it has been throughout our history, by a collective commitment to the highest aspirations and standards in research and education and all that this entails. We have a profound sense that our work instantiates the fundamental values and the intellectual life that define a great university. As a community, we now face a significant challenge with the spread of the coronavirus disease (COVID-19).
Over the past month the University and the Medical Center have been closely monitoring and responding to the evolving situation with the coronavirus disease. Our goals have been to protect the health and safety of our students, faculty and staff, to remain committed to our distinctive environment for education, research, and impact, and to be responsible participants in the collective global public health challenge.
Today, we are announcing new steps in service of these goals that the current extraordinary circumstances require. We will be acting collectively to prevent and slow the spread of the virus. We are committed to maintaining University research and daily operations, and ensuring that all students can realize their academic objectives, but we understand that doing so will present new challenges. We extend our appreciation in advance to our faculty, students, staff, and the University community for their collective efforts to fulfil the distinctive mission of the University in today’s deeply challenging environment.

• The University of Chicago is moving to remote learning for undergraduate and graduate classes for the entire Spring Quarter of 2020, beginning on Monday, March 30, the first day of the Spring Quarter. Extensive preparations are in process under the Provost’s leadership, and we will provide detailed guidance over the next week about remote teaching.
• The University is fully committed to supporting the education of all students throughout the Spring Quarter. The College, schools, divisions, and departments will work closely with all undergraduate and graduate students to ensure that they continue to receive a transformative education.
• University residence halls will continue normal operations until the end of Winter Quarter. Students who can return home at that point should do so. The University will continue to provide housing, dining, health, and other resources to students for whom travel restrictions or other circumstances require them to remain on campus for Spring quarter. Other students should plan on vacating their on-campus housing by 5 p.m. on Sunday, March 22. Students who requested and have been granted spring break housing will still be able to stay through spring break.
• Students will continue to receive financial aid and stipends.
• The University and the University of Chicago Medical Center remain open and we will continue taking extensive steps to ensure the safety of the University community. We will provide additional updates on University operations in the coming days, including advice to staff regarding alternative work options.
• The University of Chicago Laboratory Schools will also be moving to remote learning on March 30. The Director of the Laboratory Schools will be in contact soon with more information, including about the duration of the remote learning period.

We do not take these important temporary measures lightly. The University has a profound responsibility for the health and well-being of our campus community as well as that of our broader community on Chicago’s South Side. We have an obligation to our colleagues, our neighbors, and our city to take all reasonable steps to prevent the spread of the disease. Additional information will be posted to the University’s COVID-19 website, which will be updated regularly.

We recognize the disruption that this pandemic is causing. By bringing our intellect and resources together, we will continue to honor the enduring values that define the University of Chicago.

 

To: Members of the University Community
From: Ka Yee C. Lee, Provost, and Kenneth S. Polonsky, Executive Vice President of the University for Biology and Medicine
Subject: Further Steps Related to Coronavirus
Date: March 10, 2020

We are writing to inform you of additional precautionary steps the University is taking in light of continued escalation in cases of coronavirus disease (COVID-19) in the U.S. and abroad, and further guidelines from the Centers for Disease Control and Prevention and the Chicago Department of Public Health to reduce the spread of the disease.

Incidents of COVID-19 in Illinois remain limited, with no confirmed cases on our Hyde Park campus. But our area is likely to see more cases, and on Monday the state issued a disaster proclamation to assist with the response. While reliable data on the spread of the virus is not yet available, we are monitoring the data as they emerge and will make further decisions informed by data and the evolving guidance from public health authorities. Out of an abundance of caution we are enacting new travel suspensions and measures to encourage ‘social distancing’ and thereby reduce contacts that could aid the spread of the virus. These precautionary steps are intended to support the health and wellness of the University community and to minimize disruption of research and education:

• The University is suspending all faculty-led Study Abroad programs for Spring Quarter 2020. We will work on a case-by-case basis with College students who are currently abroad on direct enrollment programs. Students living in College residence halls may remain in their current room assignments and will be supported in pre-registration for Spring Quarter classes. Our actions take into account the latest CDC guidance for international travel and study abroad programs, issued on Monday.
• The University is suspending all nonessential international and domestic University travel, effective immediately through April 15. Essential travel is defined as supporting activities that are absolutely necessary, cannot be rescheduled, and must be done in person; individuals may petition the appropriate deans or officers regarding travel. While this step and the suspension of Study Abroad is disappointing, please know that the University remains deeply committed to international and domestic education and research, and we look forward to resuming normal activities when conditions allow.
• We are suspending University-sponsored events and gatherings of more than 100 people effective immediately through April 15. At this time some scheduled performances in the arts and athletic events may be held with limitations on audience; please check ahead with the presenting organization. Any events that are moving forward should take into account the CDC’s guidance for event planners. Events with fewer than 100 attendees, and those involving vulnerable populations, should be approached with care based on the changing situation. Classes are not included in this guidance and will continue as scheduled, with the exception of courses affected by travel restrictions.
• In a similar vein, we are asking schools, divisions, and departments to consider postponing on-campus visits to a later date when there may be lower risk.
• If you must travel over the spring break period, please note that evolving public health measures could make it difficult to return to campus in a timely way. We advise travelers to bring along any items that you may need if your return to campus is delayed. As usual, the University will provide spring break housing for undergraduates currently in College residence halls who need to remain on campus over break.

We know some of these changes will be difficult, and that uncertainty about the spread of COVID-19 is contributing to concerns. But be assured that the University is refining preparations for a range of contingencies. The steps we are taking are temporary and well within our ability to achieve by working together.

One question that has arisen from recent developments at other universities is whether our University is moving to online classes or telework. Our current situation does not call for such measures, though we are continually monitoring developments and guidance from public health authorities. Should it become necessary, the University has access to virtual platforms that can accommodate many needs, including online classes, virtual events, and telework. We will be in touch with schools, divisions, faculty, and staff managers with further information on related preparations.

Please note that anyone who has returned from a CDC Level 2 or Level 3 country in the past 14 days and going forward is strongly advised to fill out this simple form with information about their trip.

Further health information is available from UChicago Medicine, CDPH, WHO, and the CDC. Please contact coronavirusinfo@uchicago.edu if you need guidance, resources, or assistance.

Dear Colleagues,

As the University rapidly responds to the many challenges presented by the coronavirus pandemic, President Zimmer and Provost Lee emphasize the urgent need to enable staff, faculty, students, and other members of the UChicago community to move to remote working arrangements. This step is taken to limit the spread of COVID-19 by reducing contact between people, and I reiterate their direction to swiftly implement these steps.

As announced today by Eric Heath, Associate VP for Safety and Security, the Physical Sciences Division, in coordination with those units with whom we share buildings, will lock most PSD buildings and implement UCID access beginning this evening, March 17, 2020. This step will better secure our spaces and further support members of the campus community in workplace flexibility. If you currently have access to a building, that will not change. Should you encounter access issues beginning tomorrow, please contact Campus Security Systems at dss-support@uchicago.edu, and cc Jim Passolano (jpassola@uchicago.edu).

As we move to remote arrangements, it is important to establish the capacity to be fully functional in our roles. Succeeding in this environment requires establishing appropriate access to administrative systems and research data, and implementing strong plans for communicating with colleagues, co-workers, and students. UChicago IT Services has information on resources to help in these areas (https://its.uchicago.edu/workingremote/).

If you are encountering technical or logistical problems with moving to remote working arrangements, please also email Sharon Bryant (sbryant1@uchicago.edu) immediately. She will work with division colleagues to resolve those issues as quickly as possible.

If you have not yet downloaded the UChicago Safety and Security app (https://safety-security.uchicago.edu/services/uchicago_safe_mobile_safety_app/ ), I encourage you to do so now. This free app provides important campus updates and information, and can serve as a mobile blue light location with an automatic call to UCPD, if needed.

I appreciate that these measures, as well as the efforts you have underway to rapidly ramp down research, may feel counter to how we define ourselves as faculty, students, staff, and colleagues. The unprecedented global situation requires us to recognize that the health and well-being of each member of our community is of utmost important and to act in accordance with that understanding.

I will continue to share updates and information as quickly as possible.

Thank you,
Angela

 

Dear Students,

In recent days, we have faced a number of changes and new challenges. The Dean of Students Office remains committed to serving as a resource for you as we navigate these changes together. Perhaps the most profound change is the commitment to social distancing. As a community, we have rapidly made changes to accommodate social distancing into our everyday lives, and we sincerely appreciate your cooperation in this public health effort.

COVID-19 requires social distancing in terms of physical proximity, but we as a community should work together against the effects of social isolation. For many of you, interacting with peers, faculty, post-docs, and staff is an invaluable part of your educational experience at the University. Although we cannot replicate that experience Spring Quarter, we do want to offer additional avenues for emotional and social support. Spring Quarter presents an opportunity for our community to grow stronger and demonstrate a commitment to each other’s well-being in an intentional way.

To this end, the PSD Dean of Students Office will be offering optional check-ins (via Zoom, phone, or email) for students during Spring Quarter. These check-ins will generally last 15-30 minutes and will be led by a PSD staff member. You can use the check-ins to discuss how your classes and/or research are going, ideas for coping with social distancing, or anything else you would like to discuss. We would be delighted to hear about your average days during this period. The conversations don’t need to be about anything in particular.

If you would like to sign up for one or more check-ins, please sign up at this link: https://forms.gle/mexBgv5m5sBhuVAQ9. All requests will be kept confidential, and you can sign up or cancel at any time.

Please let us know if you have any questions and thank you for your continued commitment to our community.

All the best,
Bahareh

 

Dear Students,

This morning, Provost Lee sent out a message to all members of the University community announcing that the beginning of Spring Quarter will be delayed until April 6, 2020. You can view that email here: https://coronavirusupdates.uchicago.edu/mar-16-email-update/.

If you are receiving a stipend or have an assistantship for Spring Quarter, the timing of your payment will NOT be impacted by the delay of the start of courses. Neither pay nor pay schedules will be affected by delaying the start of Spring Quarter by one week.

If you have any additional questions, your student affairs administrators will be a great resource here. And of course, the Dean of Students Office can answer questions as well.

All best,
Bahareh

 

Dear Students,

I hope you are well and taking good care.

I write with two important updates.

Winter 2020 Final Exams:
Attached please find a message from the Provost’s Office regarding Winter quarter final exams. The letter states that “final examinations should be administered and evaluated online or through remote mediums, such as take-home exams.” It will be up to each individual faculty member to determine the best way to administer and evaluate online or remote exams, and they will contact students directly about these plans.

Additional Spaces for Study:
In order to help students practice the suggested social distancing measures, the University is making additional study spaces available. In addition to the Regenstein Library A level and 1st floor, please find below a comprehensive list of campus locations with extended hours for immediate use:

William Eckhardt Research Center – 1st Floor & Meeting Room 161

• Saturday 14-Mar 8:00 am – 11:00 pm
• Sunday 15-Mar 8:00 am – 11:00 pm
• Monday – Friday 16 Mar - 20 Mar 8:00 am – 11:00 pm

Reynolds Club & Hutchinson Commons*

• Saturday 14-Mar 8:00 am – Midnight
• Sunday 15-Mar 9:00 am – Midnight
• Monday – Friday 16 Mar - 20 Mar 7:00 am – Midnight
• * These spaces will be dedicated to study when not in use for dining or for early voting.

1st Floor Classrooms in Harper Memorial Library & Stuart Hall*

• Saturday 14-Mar 8:00 am – 10:00 pm
• Sunday 15-Mar 9:00 am – 11:00 pm
• Monday – Friday 16 Mar - 20 Mar 6:00 pm – 11:00 pm
• * The Cox Lounge in the basement of Stuart Hall is also open for studying.

We encourage you to make use of these spaces and follow best practices for social distancing.

As a reminder, the Arley D. Cathey Learning Center in Harper Memorial Library is now open 24 hours a day through exam week.

Cathey Learning Center in Harper Memorial Library

• Saturday 14-Mar 24 Hours
• Sunday 15-Mar 24 Hours
• Monday – Thursday 16-Mar-19-Mar 24 Hours
• Friday 20-Mar Closes @ 4:30 pm

If you have any questions or concerns, do let me know. The PSD Dean of Students office is here to support you.

All best,
Bahareh

Division of the Physical Sciences
The University of Chicago
5640 South Ellis Avenue, ERC 307A
Chicago, IL 60637
773.702.8790
blampert1@uchicago.edu

 

To: PSD Graduate Students
From: Bahareh Lampert, PSD Dean of Students
Subject: Spring Quarter 2020 Information and Resources
Date: March 12, 2020
Dear students,

This morning, President Zimmer and Provost Lee sent a message to all members of the University community about the University’s decision to move to remote learning for undergraduate and graduate classes for Spring Quarter 2020 in light of the spread of COVID-19. More information regarding teaching, research, and lab activities is forthcoming.
I recognize that this is a challenging time for all members of our campus community, and it is important that we continue to support one another. This is a time when we are reminded of how connected we are and how critical it is to take care of ourselves and others both physically and emotionally. For many of you, the travel restrictions and uncertainty may make it more difficult to see friends and family in the near future. Please know that we are thinking of you.
As we face these challenges together, please find a number of resources that may help you navigate the coming weeks below. Additionally, if acute concerns arise regarding housing, food access, or your well-being, please reach out. And please remember, the Dean of Students Office remains available to you for support, so please contact psd-dos@lists.uchicago.edu if you have questions or concerns.
Resources:

• For Coronavirus updates: https://coronavirusupdates.uchicago.edu/
• Student Health Service: 773-702-4156 (SHS can help you evaluate health concerns telephonically and advise you about next steps.)
• Student Counseling Service: 773-702-9800 (during normal business hours)
• Therapist-on-Call: 773-702-3625
• Dean-on-Call: 773-834-4357
• Office of International Affairs: 773-702-7752

I wish you the very best in the coming weeks, and the Dean of Students Office looks forward to continuing to support you.

Sincerely,
Bahareh Lampert

Division of the Physical Sciences
The University of Chicago
5640 South Ellis Avenue, ERC 307A
Chicago, IL 60637
773.702.8790
blampert1@uchicago.edu

 

Hi PSD,

It is with a heavy heart that I inform you that due to rising concern over the spread of COVID-19, and the new University policy banning gatherings of over 100 people, that Happy Hour is cancelled until April 15th. This date is subject to change in response to changes in University Policy.

Dear Students,

We have been closely following the evolving situation with coronavirus (COVID-19), and have decided out of an abundance of caution and for the safety of our community and visitors to cancel the Winter Quarter Graduation Reception scheduled for March 20.

Although there are relatively few confirmed cases of COVID-19 in Illinois, public health officials have said that the continuing growth of cases is likely and large public events can pose an added risk, especially those with travelers from many locations. In addition, travel advisories and flight availabilities have been changing recently with little notice. This uncertainty, the size of our event, and concerns in our community all contributed to our decision to cancel.

We look forward to celebrating your accomplishments in the spring ceremony. Please share this information with your families and friends and let them know we hope to welcome them soon.

Please let me know if you have any questions.

All the best,
---
Bahareh Lampert
Dean of Students

Dear Colleagues,

Like many of you, I share a deep concern for how the coronavirus (COVID-19) will continue to impact our global and University communities. I recognize that there have been and will continue to be disruptions in our families, travel, work, and studies, and I assure you that PSD will be a partner in helping to resolve issues that arise during this difficult time.

We are closely monitoring developments with the virus and working with central administration and our departments to ensure we are prepared for a range of contingencies. We invite you to visit coronoavirusupdates.uchicago.edu for up-to-date information and FAQs. Please email coronavirusinfo@uchicago.edu if you have specific questions.

As we approach spring break, please review the University travel guidelines communicated in Provost Ka Yee Lee's March 3 email, the University's COVID-19 information page, and the CDC’s travel notices for the latest information. If you need to reschedule travel, we suggest reaching out to your airline, accommodations, and/or travel agency. Many airlines are offering waivers to reschedule travel to certain destinations or opportunities to cancel flights with funds applied to future travel. For scheduling future business travel, we recommend you review CDC guidelines and book through the University's preferred travel agency, Fox World Travel, which automatically recycles unused non-refundable United and Southwest tickets.

Finally, I reiterate the message from Ka Yee C. Lee, Provost, and Kenneth S. Polonsky, Executive Vice President of the University for Biology and Medicine: We must continue to support each other during this time and take steps to promote physical and mental health and wellbeing. Students, please contact Student Health Service at 773-702-4156 or reach out to 773-702-9800 if in need of immediate counseling care. Faculty and staff, please contact the Staff and Faculty Assistance Program, which provides support, counseling, and other resources. The CDC has posted a list of precautions to prevent the spread of COVID-19 here. Further health information is available from UChicago Medicine and CDPH.

Please do not hesitate to reach out to coronoavirusinfo@uchicago.edu and our office with questions and concerns.

Sincerely,
Angela V. Olinto
Dean of the Division of the Physical Sciences
Albert A. Michelson Distinguished Service Professor of Astronomy & Astrophysics

Dear Department of Chemistry,

Here are a few more updates on the Department’s response to the coronavirus and directions for what research groups and staff should be doing. The Department now has a regularly updated COVID web page: https://chemistry.uchicago.edu/covid-updates.

The response of academic institutions across the country has been fast and dramatic. Numerous Universities have mandated that all non-essential personnel move off-site. Both Harvard and MIT have announced plans to complete a shutdown of non-essential research operations this week. COVID-19 cases are appearing at University campuses in Chicago and across the country.

Today the Provost postponed the start of the Spring quarter one week, and directed all PIs and research facilities to take several urgent research continuity steps immediately. These include:

• Limit the number of people physically present in the research environment to only essential individuals. All people who can conduct their work remotely should do so right away.
• Implement public health practices into all research environments.
• Implement a ramp down of people in your laboratories and facilities without delay.
• Be prepared for the possibility that we could be required to close one or more labs with little notice.

The University still is not expecting to shut down research labs, but recognizes that this could come quite quickly if there is a governmental decree or if a cluster of cases occurs. What is clear is that any non-essential work should shift to remote work, those in which a drop of lab research continuity could result in the loss of critical data or samples.

For continuing operations, it is important to continue planning for contingencies, and work smartly. Space yourselves and work in non-overlapping shifts. Cross-train others in critical research tasks. Plan what you will do if there is a shut-down of all but critical services on standby, or if there is a shut-down even of building access. Plan how to keep things running when the people primarily responsible for certain critical activities, samples, animals and instrumentation are not there. Stop shipping supplies for all but the most critical items, since the receiving dock will be at minimum staff. For groups using animal facilities, recognize that there will be reduced staff running in teams that will be stretched, and prioritize your animals.

For more information on lab continuity and shut-down preparation see the Harvard Lab Preparedness, MIT Research Continuity, or Lehigh Lab Shutdown Procedures.

Thanks,
Andrei

Dear Department of Chemistry,

The pace at which changes are sweeping over department operations as a result of the coronavirus is amazing. Between shifting finals and courses online, continuity planning for research, and adapting to new remote work and social distancing rules, this has had a major effect on everyone, and it seems that everything we are working on is a moving target. I would like to bring everyone up to speed on where the Department stands at this time and indicate the challenges coming for research, teaching, and department operations:

Research Operations

• The University is operating with the objective of maintaining research operations. Labs and facilities remain open at this time.
• All groups and centers should use social distancing, remote work, and proper hygiene/disinfection protocols to help slow the spread of the virus.
• All non-essential personnel should shift to work-at-home.
• Research groups should be compiling research continuity and shutdown plans and submit them no later than Monday morning.
• Seeing developments at other institutions across the nation, research groups should be prepared for a shutdown of non-essential operations. I encourage PIs to direct their groups to start winding down the research voluntarily now.
• All remaining departmental seminars for the academic year are cancelled.

Graduate Students and Postdocs

• Research will carry on even if it shifts off-site temporarily.
• The University advises graduate students and postdocs to work directly with their faculty adviser to facilitate academic, research, or work continuity.
• The Department asks advisers to shift all non-essential laboratory research to remote work, and to discuss plans, goals, and expectations with their group members.

Teaching and Final Exams

• Finals start tomorrow, with all being given in an on-line or take-home format.
• All classes and TAing for the Spring quarter will shift online. No hands on laboratory classes will be offered in the spring, but will shift to online demonstrations. Chem 227 has been cancelled.
• The TA role will alter somewhat, but still requires support to students, answering questions, assisting in exam preparation, and grading assignments and exams.
• The University and Department will be offering workshops soon to facilitate this process, and we will offer resources to help record lectures.

Department Administration

• I’ve directed Trudy to shift department staff wherever possible to remote work, in coordination with their managers/faculty supervisors.
• Instrumentation facility staff remain on site for now.
• Paychecks for all (faculty, staff, OAAs, TAs, RAs, postdocs) will continue uninterrupted during these disruptions.

More details on each of these points as well as additional resources will be made available tomorrow on the Department web site.

Despite all of these changes and the hard work over the last few days, I am heartened by the spirit of cooperation and good will I have seen, and feel that these preparations will leave us well primed to launch back to work when this pandemic subsides.

Best,
Andrei

Dear Chemistry Graduate & Undergraduate Student Community,

I wanted to let you know that I am thinking of you and yours and wishing you all peace in these troubled times.

******************************************************************************
Please remember your resources:

The University’s https://coronavirusupdates.uchicago.edu page says the below under support:

We encourage any student who is not feeling well or who has questions or concerns to contact the Student Health Service at 773-702-4156. Students who need immediate counseling care should call 773-702-9800.

Also, remember UChicago HELP at https://csl.uchicago.edu/get-help/uchicago-help-faq to report a concern - this page also lists other University phone numbers that may be of help to you.
******************************************************************************

I also wanted to share something that I read the other day by Chicago Tribune columnist Mary Schmich: https://www.chicagotribune.com/columns/mary-schmich/ct-met-schmich-covid...

In summary (quoted directly from the article):
Be generous. Breath. Laugh. 10 tips for staying sane during the COVID-19 crisis
By Mary Schmich

1. Be generous. Anxiety is its own contagion – a little kindness can break the chain – think communally
2. Look for the light. Natural light is the sanitizer of the dark soul
3. Don’t wallow in the news. Being informed is good [but] your mind reflects in part what you put into it
4. Be careful where you get your information. Double check before you share.
5. When you find yourself really mad at someone you care about, ask yourself: Is this just coronavirus talking?
6. Breath.
7. Don’t isolate even if you’re in self-isolation. Stay connected through your phone or computer – isolation can be anxiety’s petri dish.
8. Repeat the word: Perspective.
9. Laugh.
10. Think spring. Nature is a power we will never fully control [but] the sun always returns

__________

Please feel free to reach out to me if there is anything that I can do to help.
Sincerely wishing the best to you and yours and be well,

Vera

Dear Students,

We would like to implement the following procedure for submitting reimbursement requests, until further notice:

• Effective Immediately, all reimbursement requests should be submitted electronically and sent to chembusctr@uchicago.edu, with a cc to mmoore@uchicago.edu.
• For all the reimbursements which has been submitted as of today, we will process as is. All future reimbursements should be submitted electronically.
• For Non-Travel reimbursement requests, All students should submit the Student Certification Form (see attached template) along with the photocopies of receipts. Please keep the original receipts to yourself.
• If this is a department related expense, you can email it to Melinda Moore mmoore@uchicago.edu to sign the form. She will sign and send it back to you.
• If the expense related to your PI’s research or lab expense, please have your PI sign and date the form.
• For Travel reimbursement requests, please submit Student Certification Form(see above instruction) and Expense Reimbursement Form along with copies of receipts.
• Please only submit copies of receipts and keep the original to yourself.

Thank you!
Melinda Moore

From: Ireri Rivas <mirivas@uchicago.edu >
Subject: Food Resources & Info
Date: March 11, 2020 at 4:24:31 PM CDT
To: Vera Dragisich <vdragisi@uchicago.edu>

Hi Vera,

I’m sharing what we sent out earlier this week re upcoming food access. Full details about all that is happening is here.

Dear Colleagues,

I’m writing to share information about upcoming food security resources from which your students and you could benefit. Please share as widely as you see fit and don’t hesitate to contact me with any questions.

Spring Break Meal Program (open to all students)
The Spring Break Meal Program (SBMP) aims to address food insecurity during this time. Undergraduate, graduate, and professional students currently experiencing food insecurity or who anticipate experiencing food insecurity during spring break may be eligible to receive support through the program.

• Application process: Students must submit an online application at bit.ly/SpringBreakMeals2020 by Sunday, March 15.
• Program details: SBMP will run from Monday, March 23 through Friday, March 27.
• Students unsure of their eligibility are strongly encouraged to apply.
• For more information, graduate/professional students can email Ireri Rivas in Student Support Services at mirivas@uchicago.edu.

Staff and Faculty Food Security Information Session (open to all faculty and staff)
Faculty and staff are invited to learn more about food security, current resources and how to direct UChicago students to appropriate resources.

• Thursday, March 26
  12-12:30 pm
  Center for Identity + Inclusion, 5710 S. Woodlawn Ave. Community Lounge
• Thursday, April 2
  12-12:30 pm
  Center for Identity + Inclusion, 5710 S. Woodlawn Ave. Community Lounge
• Tuesday, April 7
  12-12:30 pm
  Harper Memorial Library 284
• Bring your lunch, coffee and dessert will be provided.
• Please register here

Request for Proposals Food Innovation (open to all students, faculty and staff)
The University’s Diversity & Inclusion Initiative is currently offering a request for proposals for grants programs for project specifically tied to food innovation. Please consider submitted a proposal, we encourage collaboration between staff, faculty and students.

• Student Food Security Innovation Fund – Proposals should address the issue of food security among UChicago students. Grants of up to $1,500 will be awarded.
• Proposals for these grants are due on or before Friday, March 13, 2020. More information and application instructions are available here.
• Should you have any questions, please contact Tiana Pyer-Pereira at tianap@uchicago.edu.

Ireri Rivas
She/her/hers
Director, Student Support Services
Center for Identity + Inclusion

Dear Chemistry Department,

Due to the suspension of University-sponsored events and gatherings of more than 100 people effective immediately through April 15, we unfortunately have to cancel our Winter Quarter Wine & Cheese.

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Please keep an eye out in spring quarter for the next Wine & Cheese Event!

Best,
Your Ombudspeople

Sarah Brown (sbrown15@uchicago.edu)
Tessa Lynch-Colameta (colameta@uchicago.edu)
Ben Slaw (beslaw@uchicago.edu)
Hannah Yi (hannahyi@uchicago.edu)