FAQ Archive


The following FAQs were featured on the Emory COVID-19 website in the past. They are archived here for reference. Please note that this information is not current and is no longer being updated. 

View the current FAQs.

Categories

Frequently Asked Questions

The order went into effect at 6 p.m. on Friday, April 3, and has been extended to Thursday, April 30, at 11:59 p.m.

Given that Emory University includes health care and research functions, among other services, we are considered part of the state’s “critical infrastructure.” Critical infrastructure organizations such as Emory will continue to operate essential operations but will take measures to mitigate the exposure and spread of COVID-19 among employees, including enhancing workplace sanitation, providing PPE as available and appropriate, providing disinfectant and sanitation products, and implementing teleworking for all possible workers.

If you have questions about the order or about the measures Emory is taking, please contact the HR representative for your area or school.

New CDC guidance directs travelers to stay home for 14 days from the time they left countries that have a Level-3 travel health notice. Emory is following this directive for all returning travelers, including faculty, staff and students. This means all returning travelers must stay home for 14 days from the time they left these countries before coming back to Emory in order to maintain social distancing. The CDC advises taking these steps to monitor your health and practice social distancing:

  • Take your temperature with a thermometer two times a day and monitor for fever. Also watch for cough or trouble breathing.
  • Stay home and avoid contact with others. Do not go to work or school for this 14-day period. Discuss your work situation with your employer before returning to work.
  • Do not take public transportation, taxis or ride-shares during the time you are practicing social distancing.
  • Avoid crowded places and limit your activities in public.
  • Keep your distance from others (about six feet or two meters).

Emory community members who have questions or need assistance may contact the following resources: 

  • Students who have traveled to or through Level-3 countries within the past 14 days must call Student Health Services (404.727.7551) for a risk assessment and further directives on social distancing and self-monitoring. Oxford students residing on the Atlanta campus should contact Oxford Student Health Services Monday through Friday, 9 a.m. to 5 p.m. Please call 770.784.8376 or email oxfordshs@emory.edu. For after-hours care, call 404.727.7551 and press “0” for assistance.
  • Faculty and staff who have traveled to or through Level-3 countries should call the Office of Occupational Injury Management at 404.686.8587 to receive a questionnaire.

As previously announced, residential learning has been suspended for the remainder of the semester. Emory transitioned to remote learning for graduate and undergraduate classes on Monday, March 23.

All university-sponsored events and gatherings of any size are indefinitely suspended. All university events and gatherings, both on and off campus, should shift to virtual venues or be postponed. If essential, brief meetings may be held in spaces large enough to accommodate appropriate social distancing.

Also, Emory made the difficult but necessary decision to cancel Commencement exercises planned for May. We realize that this is enormously disappointing, but this was the one option that ensures the safety and well-being of our Emory community members in the face of the spread of COVID-19. Planning is already under way to celebrate and commemorate the Class of 2020 later in the year, once we are able to do so safely. More information will be shared as these plans proceed.

Emory has discontinued all on-site study abroad programs. All study-abroad students are directed to return home and continue their studies remotely.

The study abroad offices will work individually with each student who decides to leave his/her study-abroad program to determine the best method of maintaining academic continuity. In most cases, this will mean completing online coursework provided by their current program or university abroad. If an online option is not available, study-abroad offices will work with the student to make a contingency plan for the remainder of the semester.

In keeping with the university’s indefinite suspension of international travel, Emory canceled all Emory-sponsored undergraduate international travel for summer 2020, including summer study abroad programs and fall 2020 study abroad programs. Emory encourages faculty and staff responsible for organizing any summer or fall 2020 Emory-sponsored international travel for graduate or professional students, either group or individual, to reconsider their plans, as such travel may not be allowed given the uncertain duration of the international travel suspension.

Students who have been planning Emory-sponsored travel should work with their units on any logistical or administrative issues resulting from this cancelation, such as the refund of paid deposits. Emory understands the importance of summer study abroad experiences and remains committed to working with students to ensure academic continuity during this challenging time.

Students with questions or concerns should contact their study-abroad adviser: Emory College Study Abroad or Goizueta BBA Study Abroad. (4/14)

Emory has two specific ways to help DACA students. First, Mariposa Scholars Program connects undocumented students to a strong network of dedicated peers and faculty. At the heart of this initiative is the desire to empower undocumented students with resources and opportunities that will enrich their time at Emory and prepare them to make positive change in the world. If you are interested in learning more about the Mariposa Scholars Program, please connect Krystyna Jordan at krystyna.kylah.jordan@emory.edu.

Additionally, DACA students can seek support via the Emory Together Fund. (5/4)

Please contact the bookstore at sm757@bncollege.com.

We are actively working with the Emory University Hospital to determine how our empty residence halls can be used during this pandemic.

Logistics

The campus is not closed.

Emory asked all students who were able to return home by Sunday, March 22. The university has provided residential housing for students unable to leave. Residential learning has been suspended for the remainder of the semester and Emory began remote learning on Monday, March 23.

Beginning Monday, March 23, all Atlanta and Oxford campus buildings will be secured and will only be accessible with an active Emory ID card. This security measure is necessary for protection of personnel and property as a result of changes to the campus operating environment due to COVID-19. For more information please see the Campus Service website.

While most faculty, staff and students have active Emory ID cards that will permit access to their buildings, we anticipate some may not. Should you not have the necessary access to your buildings please call EPD at 404-727-6115 and coordinate with your department to provide access. Please note that various facilities across campus may have different operating postures to meet their mission requirements such as library services. More information about EmoryCard resources and the office can be found here.

The following buildings are currently closed on the Atlanta campus:

  • Woodruff P.E. Center
  • Student Activity & Academic Center (excepting mail and dining)
  • Emory Student Center
  • Alumni Memorial University Center
  • Schwartz Center for Performing Arts
  • Carlos Museum
  • All Emory Libraries
  • Barnes & Noble Bookstore

The following buildings are closed on the Oxford campus:

  • All residence halls
  • Language Hall
  • Humanities Hall
  • Pierce Hall
  • Hopkins Hall
  • Seney Hall
  • Science Building
  • Chapel
  • Phi Gamma
  • Tarbutton/Few Hall
  • Williams Gym
  • Library
  • Candler Hall
  • Oxford Student Center 

The following buildings and services have reduced hours:

Atlanta campus:

Oxford campus:

  • Student Health Services (9 a.m. to 5 p.m.) (3/28)

Emory asked all students who were able to return home and not return to campus for the remainder of the semester. Emory began remote learning Monday, March 23. (3/23)

Information on forwarding mail and packages is included on the Emory Mail Services’ Student Mail and Package Forwarding instructions. (5/4)

Emory is providing residential housing to students who were unable to leave campus. (3/23)

The parking decks listed below have free entry/exit for use by Emory and Emory Healthcare personnel who are considered essential:

  • Peavine Decks; located at 29 Eagle Row
  • Fishburn Deck; located at 1672 North Decatur Road
  • Michael Street Deck; located at 550 Houston Mill Road
  • Starvine Deck; located at 1945 Starvine Way
  • The Sorority Lot

This change in parking policy is provided to support social distancing during the COVID-19 campus operating environment. Email any parking questions to parking@emory.edu.

Details about modified shuttle routes and can be found here. Email shuttle or commute questions to commute@emory.edu. (3/23)

The Emory Student Center is closed until further notice. Direct any inquiries to administrative staff at 404-727-0282. (3/18)

All Emory Libraries buildings are closed to all visitors, including the Emory community, until further notice, as of 6 p.m. March 20, in keeping with social distancing and the university’s COVID-19 policy.

Due dates for materials currently on loan from any Emory library will be extended through Tuesday, Sept. 1. Patrons are asked to keep any items now in their possession until further notice. All late fees incurred between March 11 – Sept. 1 will be waived.

For those who happen to be on campus, materials can be returned to any library building drop box. However, if the drop box is full, patrons are asked to keep the items in their possession at this time.

Library staff members are working on a list of virtual research services and material accessibility services that will be available. Once that list is finalized, it will be posted on the Emory Libraries COVID-19 Remote Services and Contingency Plans for Faculty and Students page.

More information is available on the Emory Libraries website. (5/4)

In support of Emory’s social distancing practices, the Woodruff P.E. Center (WPEC), Student Activity and Academic Center (SAAC), and all Recreation and Wellness programs are closed until further notice. (3/23)

We are asking everyone to wear a face covering to cover their nose and mouth as a measure to protect the health of our faculty, staff and students on campus. Emory employees performing essential work functions on campus are expected to wear a face covering starting as soon as possible or by Friday, April 24, 2020. (4/22)

Wearing a face covering helps prevent the spread of COVID-19 respiratory droplets to others and is recommended by the CDC. This policy is a commitment to the health and safety of the Emory community. (4/22)

For the safety of others, we ask that you start as soon as possible or by Friday, April 24, 2020. (4/22)

Yes, providing your own face covering is strongly encouraged. Please be sure it meets CDC guidelines. Employees coming to campus infrequently and/or not performing essential work functions on campus will be asked to wear a face covering from home so that we can preserve the limited inventory for those performing essential functions on campus. Learn more about wearing cloth face coverings from the CDC. (4/22)

Your cloth face covering should be routinely washed depending on the frequency of use. Regular machine washing should suffice as a safe way to sterilize/clean your face covering. (4/30)

If you are unable to provide your own face covering(s), the university will issue two (2) washable face coverings to faculty and staff who continue to come to campus daily to perform critical and essential functions as directed by their supervisors. Requests should be approved by your supervisor and sent to your CBO. (4/22)

No. While wearing a face covering, you must also practice social distancing of at least six feet, perform frequent hand washing and avoid touching your face and face covering. (4/22)

Department leaders should work with their CBOs to gather the number of face coverings and the CBOs will place orders. Once an order is fulfilled, department designates will be required to show ID to pick up supplies at the front desk of the 1599 Clifton Road building. (4/22)

Personnel performing work, including research, that require additional personal protective equipment (PPE) should consult their supervisor to request supplies. (4/22)

Yes. If the university-supplied face covering becomes damaged, or otherwise unusable, CBOs will be able to request a replacement. (4/22)

Yes. The university has sent a message to all vendors/suppliers that interact on campus (such as transportation providers, food services workers, etc.) to adopt the new Emory face covering policy. (4/22)

Housing

It is safest for you to return home. The move-out form is closed. If you have not made arrangements for your belongings, visit the Emory Housing website, log in to MyHousing, choose Applications/Appeals, and fill out the What To Do With My Stuff form.

Pack & Ship information: Storage Squad is on standby to provide services. (3/24)

Emory asked students not to return to campus for the remainder of the semester. For most students, it was safest for them to return home. (3/24)

Emory is providing residential housing to students who were unable to leave campus. (3/24)

Student housing facilities: If you live in student housing, on or off campus, U.S. Census Bureau employees will work with a representative from the Emory Housing office to ensure you are counted in the 2020 census. Even if you are away from your student housing due to the COVID-19 school closing, you will be counted at the student housing where you usually live. So, please don’t respond to the 2020 Census online, by phone or mail.

Private residences: If you live in an off-campus residence that is not specifically for college students — such as a private house or apartment — you should respond to the 2020 Census online, by phone or mail.

International students: International students living in the United States should follow the appropriate guidance for their housing situation. College students who are living outside the United States while attending college on April 1, 2020, are not counted in the census.

Learn more from the U.S. Census about counting college students. (4/8)

Everyone should adhere to appropriate social distancing. Public health officials recommend limiting social gatherings and remaining six feet apart from other people at all times, inside and outside. (3/24)

The CDC has reported that the virus is thought to spread mainly between people who are in close contact with one another (within about 6 feet) through respiratory droplets produced when an infected person coughs or sneezes. It also may be possible that a person can get COVID-19 by touching a surface or object that has the virus on it and then touching their own mouth, nose, or possibly their eyes, but this is not thought to be the main way the virus spreads. 

Emory has been monitoring COVID-19 closely and has not seen any guidance from the CDC to suggest that the virus is spread through airborne contact in the community. 

Due to the rapidly expanding nature of COVID-19, this timing was developed to allow 11 days for students to collect their belongings. We are now encouraging everyone to avoid returning to campus. We will pack and ship your belongings. The Storage Squad is on standby to provide services. (3/18)

Please do not return to campus. Emory is providing movers who will pack and ship or store students’ belongings. Items that are too large or fragile to ship will be stored. We will contact you after March 23 to discuss follow-up plans regarding your belongings. You can also arrange for packing, shipping, or storage of your belongings with any moving/storage company of your choice.

If you decide to make arrangements yourself, Storage Squad is on standby to provide services. You may contact them here. Students who have questions or need supplies from Storage Squad can come to the Raoul Office small conference room. (3/18)

Students who do not check out in person may mail their keys in, preferably by March 22, to the address below. Please include student name, student ID, and hall and room number. Address the correspondence to:

Housing Operations and Residence, Sorority and Fraternity Life
Attn: [building supervisor’s name]
Drawer B
Atlanta, Georgia 30322-1019 

(3/18)

The Office of Residence Life, Housing and Dining has prepared a summary page that answers many of your move out and storage questions. (3/14)

As part of the assistance provided to students moving out of university housing, Emory offered to pack items from students’ rooms. Emory also offered, based on the student’s request, to:

  1. Ship those items to the student; or
  2. Store the items until the student returns in summer or fall to claim them. Items too large or fragile to ship were placed in storage.

In compliance with the U.S. Postal Service shipping restrictions, shipments may not include flammable products and other items. In addition, the packing process may have excluded items considered inappropriate for shipping, such as food and opened containers. Students who requested shipping should expect deliveries to begin in late March.

For questions about packing, storage, or shipping, please email housing@emory.edu or contact one of the service centers:

  • Raoul Hall Service Center: 404-727-7631
  • Clairmont Tower Service Center : 404-727-8830 (4/1)

Yes. More information will be coming soon. (3/14)

Please go to Emory Mail Services for more information. (3/14)

Emory will refund student accounts with a calculated amount of unused housing, dining, athletic fees, activity fees, parking fees and other fees unrelated to academic instruction. Since instruction will continue, no instructional costs will be reimbursed (tuition, technology fees, etc.) Other services that will remain available to students, such as health related fees, will also not be refunded. (3/17)

Mail services for students staying on campus will operate as normal. Students can continue to pick up mail and packages from their mailboxes in Few Hall and at Clairmont (in the SAAC) whenever Mail Services is open (Monday through Friday, 9 a.m. to 6 p.m.). 

Students who have moved from another location on either the Atlanta or the Oxford campus to the Clairmont campus can have mail and packages sent to them directly using the instructions in the “Clairmont Campus Mailing Instructions Spring 2020” document posted online at the Emory Mail Services website. (4/1)

Classes

No. Emory College and Oxford College transitioned to remote learning for graduate and undergraduate classes on Monday, March 23, through the end of the spring semester.

As Emory moves to a remote learning-only platform, existing grading policies and credit hours will remain the same. However, in recognition of this shift to remote learning, students may request Satisfactory/Unsatisfactory grading in a course or courses in place of a letter grade for the spring 2020 term.

Schools and colleges will determine the dates by which students may elect a change to S/U grading status and communicate their practices to eligible students.

Yes! Through the remainder of the spring 2020 term, Barnes & Noble will offer free access to e-textbooks for students at Barnes & Noble College campuses that have closed due to COVID-19 through our partnership with VitalSource.

Canvas will continue to be Emory’s teaching and learning platform. 

We encourage everyone to be patient with faculty as we launch our courses remotely, with staff as we implement new technology and with each other as we find our new-normal. 

Each time you log into Zoom — for a class, a study group or a social chat with friends — it is important you click “Sign in with SSO” to ensure you are connected to the Emory Zoom environment. The Emory Zoom Team also recommends you require meeting passwords to prevent uninvited guests and that you only communicate Zoom links through email or other secure channels. If you are a Zoom meeting moderator, you can also enable a Waiting Room, which will allow you to manually control who is admitted to your class or meeting. For more information on how to prevent Zoombombing, visit the LITS Scholarblogs library.

If you are hosting a Zoom call with an Emory-sponsored Zoom account and the call gets Zoombombed, please report the incident to the Emory Police Department by calling 404-727-6111 (TDD/TTY 404-320-1024) or by reporting the incident via LiveSafe.

Yes, however we will offer only programming that can be completed off campus and in remote learning formats. (4/14)

Additional information about online programming for the summer is available through your school registrar and on the Course Atlas website. (4/14)

If you were considering enrolling in summer courses, you should review current offerings (through your school’s registrar and the Course Atlas website), discuss your options with your adviser and complete your summer registration by the deadline established by your school or program. (4/14)

In keeping with the university’s indefinite suspension of international travel, Emory is canceling all Emory-sponsored undergraduate international travel for summer 2020, including summer-study-abroad programs.

Emory also encourages faculty and staff responsible for organizing any summer 2020 Emory-sponsored international travel for graduate or professional students, either group or individual, to reconsider their plans, as such travel may not be allowed given the uncertain duration of the international travel suspension.

Students who have been planning Emory-sponsored travel should work with their units on any logistical or administrative issues resulting from this cancelation, such as the refund of paid deposits. Emory understands the importance of summer experiences abroad to students’ Emory program and remains committed to working with them to ensure academic continuity during this challenging time.

Although uncertainty surrounding COVID-19 makes planning for fall difficult, we will strive to create rich learning experiences and new, unique travel and study opportunities for the 2020-21 academic year. (4/14)

Rest assured that you are not alone in wondering if we will be back on campus for the fall semester. We certainly hope to welcome students to campus in August for Orientation and the expected on-campus fall experience.

Know, too, that Emory is working diligently to think through several “what if” scenarios for academic and student life programs for the 2020–21 academic year. At this point, there are too many unknowns to make a final decision, but we will respond effectively to whatever situation is presented to us. 

The options we are considering allow us to remain true to our Emory values and principles, which include the delivery of the highest quality academic program and engaging student life opportunities.  

As soon as the university feels there is enough information to make a decision on these "what if" scenarios, we will share them with all families. (4/14)

The textbook rental due date has been extended to May 23, 2020; however, we will work to ensure that students who return book rentals after this date are not penalized in any way.

Students are able to return their rentals early, if they so choose.

Barnes and Noble provides a free shipping label from UPS if students choose to return their rentals by mail. Click to get the shipping label.

  • Please note that students will need the order number to print the shipping label, which can be found in the confirmation email from the online order or, if rented in-store, in any of the rental-reminder emails.
  • Students are encouraged to keep record of their tracking information.
  • Note, the label can only be printed ONCE, so all books must be shipped back together. 
  • Students outside of the United States, please contact Priscilla Velasquez at sm757@bncollege.com for assistance with shipping.

For more information or questions regarding textbook topics, please contact Priscilla Velasquez at sm757@bncollege.com.

Students can use the Buyback program in store all year long and can do so when they return to campus in the fall. Students need only to present their Emory ID.

Please contact Priscilla Velasquez at sm757@bncollege.com.

Please contact Priscilla Velasquez at sm757@bncollege.com.

The bookstore is closed until further notice. Visit Barnes & Noble at Emory for online purchasing.

In a remote learning environment, it’s easy to get disoriented or even detached. We recommend you keep a regular schedule as much as possible so you can get back to your normal rhythms. 

Completed Flexibility with Attendance agreements will be honored through reasonable modifications to the structure of the agreements as needed with the shift to online instruction. If your course does not require you to participate live, attendance accommodations are not applicable. Please contact your faculty to discuss any additional barriers presented by changes to the course format. Contact DAS (Atlanta: oas_testing@emory.edu; Oxford: oxfordtesting@emory.edu) if you have any questions. 

Yes. Note takers who have been hired as an accommodation for students will continue to take notes when lectures are presented with an auditory component. Lectures may be presented live at a specific time or recorded for viewing at the convenience of the student. In both cases, note takers will take and upload notes using the Accommodate Note Taking Exchange portal.

Extended time: Approved extended time is applicable when the exam has a finite amount of working time (i.e., 75 minutes, 3 hours). If the exam is available for a period of time (I.e., day or several days) but you have a defined amount of working time (i.e., 75 minutes) once you open your exam, your extended time would be applied as is done for in-class exams. If, however, the exam is available for several days with no specific amount of working time indicated, then extended time does not apply when the working time is more than 24 hours. To clarify how your extended time should be applied, please contact DAS (Atlanta: oas_testing@emory.edu; Oxford: oxfordtesting@emory.edu).

Tests, quizzes and exams given during this time period may be offered through Canvas or another Learning Management system. In this instance, the platform controls the amount of the time and will shut down when the time allotted expires. When the exam has a specific amount of working time, please make sure to confirm your extended time accommodation with your faculty member so the timing of the exam can be adjusted for you to reflect the amount of extra time that has been approved for you.

Rest breaks: Rest breaks would be applicable for an exam that is administered with a specific amount of working time. As described above, platforms such as Canvas involve setting the start and end times for the exam to be available to you. It is imperative that you communicate well in advance with your faculty so that your exam timing can be adjusted to include the total amount of rest break time that you are approved to take. As always, if you do not take the approved break, you should end your exam early by the amount of time. 

If you have stop-the-clock rest breaks, you should request that the timing be set for more time than the regular administration, but you will only use the amount of extra time taken for the needed breaks. As with an in-class exam, the honor code applies to your appropriate use of the working time and breaks. 

Large print exams: If you have any concerns about the ability to use your laptop to magnify the size of exams, please contact your faculty to ensure that the exam is available in a format conducive to magnification.

Other: If you receive other testing accommodations that will be impacted by the change in test administration, please communicate with your instructor immediately to discuss options. DAS is available to assist as needed in discussions about how to apply accommodations. 

Most Emory courses already have an associated site in Canvas, which your professor can use to share resources, deliver assessments, facilitate online discussions and grade student work. 

Remote Learning Accommodations: Students

Please contact each of your instructors this week so that you are clear on the new format of the course and how your accommodations can be provided.

For students who receive testing accommodations only, the impact may only be the same as when an exam is offered as a take-home. For others, there may need to be more thoughtful as to how access can be provided in a remote environment. DAS staff are happy to discuss these changes with you and your faculty if there are any questions or concerns about how accommodations can be applied and implemented in the weeks after Spring Break.

Please visit Keeping Up with Canvas to learn more about Canvas use and support. 

Oxford College

Emory is providing residential housing on the Atlanta campus for students who were unable to return home. (3/28)

Oxford students who have lingering move-out questions should contact res@emory.edu. Students who did not check out in person were asked to mail their keys in, preferably by March 22, to Oxford College Residential Education and Services, 810 Whatcoat Street, Oxford, GA, 30054. Please include student name, student ID, hall and room number. Keys are best shipped in a padded or hard envelope. (3/24)

Most information you need to know can be found in the FAQs found elsewhere on this site. However, if you require counseling, student health, or disability services, you will first contact the Oxford representatives you are already familiar with. Please see the FAQs which follow. (3/28)

Oxford students residing on the Atlanta campus should contact Oxford Student Health Services (SHS) Monday-Friday 9 a.m. to 5 p.m. at 770-784-8376 or email to oxfordshs@emory.edu.  For after-hours care, call 404-727-7551 and press “0” for assistance.

If you are experiencing severe symptoms, dial 911 or call the Emergency Room before you go, and notify them that you could possibly have been exposed to either confirmed or suspected COVID-19 cases and/or traveled to areas where community transmission is widespread. (3/28)

Oxford students who have previously worked with someone in the Office of Counseling and Career Services (CCS) should contact their counselor directly email to schedule a meeting. Their email addresses can be found on the CCS section of Inside Oxford.  

Oxford students who would like to use CCS services and have not received services from CCS in the current academic year should contact Emory’s Office of Counseling and Psychological Services (CAPS) at 770-784-8394. Someone will help you schedule either an-person appointment or a phone consultation to discuss available. (3/28)

The Department of Accessibility Services (DAS) will remain open Monday to Friday, 8 a.m. to 5 p.m.; All student appointments will be conducted via phone or virtually until further notice. Oxford students who have concerns should email oas_oxford@emory.edu. More information is also available in the DAS database. (3/28)

Contact Oxford Chaplain Lyn Pace at 770-784-8392 or email to ppace@emory.edu.

For more information or questions regarding textbook topics, Oxford College students should contact Wanda Willis at wwillis@emory.edu. (3/19)

Student Employment

The Department of Education has authorized the payment of unutilized federal work study funds to each impacted student. The Office of Financial Aid has reviewed the funds available and is in the process of calculating the amount eligible under this program; it will be awarded to eligible students in the next week.

Emory students of various income levels and backgrounds hold jobs at Emory and are classified as student employees. These jobs may be administrative, research-focused, athletic support or various other activities. The rate of pay is different for each student employee and the hours may vary by job as well as by week-to-week availability, depending upon the student’s academic load and the unit’s need. We are concerned about the impact of COVID-19 on the financial well-being of these students, who depend on this income in their financial planning.

As a means of supporting our student employees as the university moves to remote work and students are leaving campus, we propose to pay estimated earnings for the remaining weeks of the term based on their historical time worked. Students may check with their hiring unit to see if it is possible to continue to work remotely and may be paid for that time as well. 

We are going to calculate an estimated amount based on the average hours worked per week since the first week you began working this term x the number of weeks left in the term. Although it is not possible to know the exact future hours you would have worked, we are offering this amount as a support stipend. This stipend will be taxable income and there will be no federal or state withholding on the payment you receive. We will share guidance for federal work study separately. 

Yes, all students (work study and non-work study) will be compensated using the following formula: average hours worked per week since the beginning of the spring term x the number of weeks left in the term.

  • Federal Work Study (FWS): The FWS unearned hours payout will be processed by University Payroll and will generate a direct deposit for the FWS employees. The amount should be in the Human Resources System late Tuesday, March 24. The payments will be deposited to the designated bank accounts around March 27. These payments will not be impacted by any balance (“deficit”) in the respective student’s financial account.
  • The Student Employee Stipend, representing an estimate of unearned hours worked for the rest of the term, has been posted to the student’s financial aid accounts. The Office of Student Financial Services will process payment on Monday, March 23, and the funds should be available in the student’s designated bank account, if on direct deposit, within two to three days (around March 27) after processing. If you are not on direct deposit, a check will be mailed to the address on record in the OPUS system.

We have added a link to the direct deposit authorization form in OPUS. Just log into OPUS and click the link for direct deposit sign-up on the welcome banner.

Yes, if your department asks you to do work and it can be done remotely, you are allowed to continue to work and receive pay for the actual hours worked. This is separate and additive to the Student Employee Support Stipend.

The university will provide the 30 percent match for the work study payout.

No, the calculations and payment processing will be handled by the Office of Financial Aid and the Payroll Office, so no action is needed by department staff. The amount of the Student Employee Support Stipend will be funded from central COVID-19 resources and will not be charged to the department. We will share guidance for federal work study separately. 

Yes, as long as the work can be done remotely and the student is not required to come to campus to do the work, you can pay for work performed remotely. Be sure the time is logged into the payroll system in order to process payment.

You are correct that if a student receives a Student Employee Support stipend and is allowed to get paid for actual work, they are essentially receiving twice the income they would have earned. However, more student employees lost revenue from this disruption than gain from COVID-19, so we are very comfortable with this outcome. The departments will only pay for time actually worked. We will share guidance for federal work study separately.

Work study students will be terminated from the federal work study program.

You can terminate them now with the current date as the effective date and then, after the termination has been processed by Data Services, rehire them as non-FWS (job code 9900). They may or may not have a different Kronos ID to use.

No. In an effort to maintain social distancing, students cannot work on campus. If the student cannot work remotely, they cannot continue to work as non-federal work study.

Please wait until the non-federal work study record has been approved by Data Services. Please do not back-date the hiring record. If a student has a payroll record under federal work study for the pay period beginning March 22, all earnings will be charged back to the department.

If a student has a HR record and a payroll record for spring term as a non-federal work study student and/or federal work study student, they should either currently have the COVID-19 Employee Payout and/or the federal work study payroll payout on March 27. If. after checking these items, it is determined that they have not received a payment, please let Delicia Lucky (dlucky@emory.edu) or Whitney Tucker-Jenkins (wftucke@emory.edu) know so they can investigate.

EmoryTogether Fund

Please complete the Emergency Funding Request located here(3/20)

Because Emory employees have access to other hardship funds for support, Emory employees on courtesy scholarships are not eligible. (3/26)

Campus Life and university leaders will review requests for EmoryTogether stipends. (3/26)

Yes, you can still apply for assistance for the amount not covered by the $1,000.  As we review your request, the previous support stipends and other COVID-19 related support will be considered in determining any award distribution from EmoryTogether, but they do not preclude you from requesting more support. (3/23)

Please close the application and/or clear your cache. Then re-enter your login and password on the refreshed login page. (3/25)

Upon approval for a stipend, you can choose the established disbursement method you prefer: direct deposit through ACH (you will need to provide banking instructions to Emory Finance) or check (you will need to provide a current mailing address to Emory Finance). (3/26)

Student Refunds

Emory will refund student accounts with a calculated amount of unused housing, dining, athletic fees, activity fees, parking fees, and other fees unrelated to academic instruction. Since instruction will continue, no instructional costs will be reimbursed (tuition, technology fees, etc.) Other services that will remain available to students, such as health related fees, will also not be refunded. (3/24)

Based on the planned 117 days of residence hall occupancy for spring semester (Jan. 12 through May 8) and the required move-out date of March 22, Emory calculated that 40 percent of the semester remained, and proration of unused fees is based on that 40 percent. (4/2)

Emory refunded student accounts with a calculated amount of unused housing, dining, athletic fees, activity fees, parking fees and other fees unrelated to academic instruction.

Since instruction will continue, no instructional costs will be reimbursed (tuition, technology fees, etc.) (4/2)

For Dooley Dining Dollar balances, students are being refunded 40% of the total (cost) purchase price of Dooley Dollars. If a student has a Dooley Dollar balance larger than what is received in the 40% refund, we will provide a second refund reflecting the remaining balance. (4/6)

Your Eagle Dollars account will remain active and be accessible when you return to campus. The account would only close if the cardholder ceases to be a student, employee or affiliate of Emory University; i.e. graduation, withdrawal or termination.

At the time of the Eagle Dollars account closure, any remaining balance over $25 will automatically be refunded. Remaining balances of $24.99 or less will be refunded only after a written request to EmoryCard is received.

Emory University will direct deposit or mail a check in the amount of the remaining balance to the cardholder to the account or permanent address on record with the university. Student Financial Services reserves the right to use this refund to offset any outstanding university balance on your account. Please allow approximately four to six weeks for any refund to be processed. (4/6)

Any fees owed (parking tickets, late fees, payments due prior to March 31 under an approved payment plan) are automatically deducted before funds are made available to students. (4/2)

All disbursements are scheduled to be completed by April 7. (4/2)

Students can grant up to 5 authorized guests on OPUS. Students can find "How To" information for OPUS here. They can then click on the “Create a Guest Access Account” link for information on doing this.

Guests cannot sign up for direct deposit. Only students can do this. (4/2)

We have added a link to the direct deposit authorization form in OPUS. Just log into OPUS and click the link for direct deposit sign-up on the welcome banner. (3/23)

If you made payments with funds from a 529 plan, please consult with your tax advisor about whether you will need to deposit any refunded payments back into the 529 plan in order to avoid a taxable event. (3/17)

Although the delivery channel has changed for the remainder of the Spring 2020 semester, the quality of the Emory teaching experience has not. Emory University has been offering personalized online experiences specifically designed for a liberal arts environment, just on a smaller scale.

  • Emory faculty will continue to teach the same courses and personally engage with students.
  • In some cases, students may have additional opportunities for personalized interaction and attention from Emory faculty.
  • Emory students will be provided the opportunity to learn together and exchange ideas via the online classroom.
  • Where appropriate, students will continue to learn in small cohorts. (3/17)

Events

Emory has made the difficult but necessary decision to cancel in-person Commencement exercises planned for May. We realize that this is enormously disappointing for students and their families, and we are sorry that we will not be able to gather in person this spring to celebrate our students. (3/18)

Emory will celebrate the university's 175th Commencement on May 11, with a full slate of events held online. The celebration will also include Class Day on May 7, Baccalaureate services on May 8, and individual school events. For details, please visit the Y/our Moment Commencement website. (5/5)

Cancellation is the one option that ensures the safety and well-being of our Emory community members in the face of the spread of COVID-19. (3/18)

Emory will celebrate the university's 175th Commencement on May 11, with a full slate of events held online. The celebration will also include Class Day on May 7, Baccalaureate services on May 8, and individual school events. For details, please visit the Y/our Moment Commencement website. (5/5)

Health

Yes. We will be offering telehealth services for all students through April 13, then as needed after this date. Beginning the week of April 13, we will also be offering in-person services on an appointment-only basis at the SAAC. (4/8)

Refer to our COVID-19 update message from April 7 for details about treatment policies and health resources. You can also visit our newly launched Student Health website for the latest information about SHS. (4/8)

Yes, all requests to donate unused medical supplies should be sent to COVID.supply@emoryhealthcare.org. (3/25)

Emory Employees

Emory’s guidance for university employees and students whose jobs are considered essential to work on campus (as of March 31, 2020) is that you should quarantine for 14 days if you feel you have been exposed to COVID-19 due to close contact with someone with the virus. This is a conservative approach that goes beyond the current guidance of state health officials. (3/31)

Please refer to the Manager documents that were emailed on March 31, 2020, for guidance. If you did not receive a copy, please email your HR divisional leader or Theresa Milazzo. (3/31)

We have designated some campus employees as performing essential on-campus activities. If you have not been designated as an employee whose work is required to be performed on campus, you should continue to work from home, per previous instructions. Please note: Even if you are designated as an employee performing essential on-campus activities, you should not report to work and should seek medical attention if you are exhibiting signs of illness. (4/6)

Faculty and staff performing essential functions should have received notification and information from their HR reps before the order took effect on April 3. If you believe your work fits into this category but you have not received a notification, please contact the HR representative for your area. (4/6)

You are not required to have a letter from your employer indicating your status as an employee performing an essential function. If you are stopped by law enforcement while working, you should follow their instructions and inform your supervisor of the situation. (4/6)

Emory’s guidelines for working remotely can be found here(3/14)

Regular faculty and staff employed by Emory University will be paid as usual for the current anticipated duration of the social distancing protocols, no matter their role within Emory and the altered learning/working environment. The process and details are still in development, but we are committed to continuation of pay during this time of uncertainty. (3/16)

The university is doing everything it can to mitigate the financial impact of this virus by cutting discretionary costs wherever possible on things such as travel, food, gifts and other expenses and we are exploring multiple funding options before we implement layoffs or any other direct impacts to employees. Much will depend on how and when we can resume operations, resume research and bring students back to campus. (5/4)

Our people are what make Emory so special, so decisions around employment are not made lightly. For that reason, there are many financial factors we are watching before making any decisions; these factors include fall student enrollment, the resumption of research, and the amount of cost we are able to avoid through discretionary cost cutting measures. Each will play a part in how we make decisions around the impact on compensation and employment. If reductions affecting employment or compensation become necessary, they will be done in a fair and equitable manner that considers the impact on our lower paid employees to the greatest extent possible. (5/4)

Emory implemented a hiring freeze on all open staff positions at all levels as of March 20, 2020, to help minimize the financial impact of COVID-19. The hiring freeze is expected to remain in place through Aug. 31, 2021.  (5/4)

Unfortunately, there will be no merit increases regardless of funding availability. This is a university-wide policy that recognizes we are all in this together. There are many, many employees who have accomplished tremendous things during this time and it is not possible to reward some and not all. (5/4)

We are currently unable to give a specific date for return to campus. A team of people at Emory are looking at every single aspect of this issue, balancing the health and safety of our community with the financial needs of our institution and the academic needs of our students.

When we do return to campus, there will be a new normal for everyone. We ask for patience as we work through the factors that will impact the timing of our return. We will notify you as soon as decisions are made and include guidance on what students, faculty and staff can expect from the university and what we will expect from members of our community for a safe and healthy transition. (5/4)

The process for return to campus is under development. It will likely occur in phases. Extensive planning by a recovery team of leaders from major functions and units is underway for how Emory will return to work on campus. Their decisions will be based on multiple criteria, but a key driver will be safety and the protection of the health of our community as guided by the CDC and medical experts. (5/4)

No. Emory went into a remote work status before the governor issued the first executive order. Emory will make its decisions based on CDC and medical expert guidelines, in partnership with our colleagues at Emory Healthcare and using the incredible knowledge of our own experts here at the university. We will comply with any local executive orders that require stay in place and social distancing. (5/4)

The health and safety of our employees and their families is an important priority for our leadership team. Appropriate safety protocols will be an important part of the plan for returning to campus. (5/4)

Emory University recently instituted a face covering policy and distribution process as a commitment to the health and safety for all those who are currently assigned to perform essential work functions on campus. To ensure the protection and safety, each staff or faculty member who is required to be on campus will receive two university issued washable face coverings if they are unable to provide their own face covering. For those employees who are coming to campus infrequently and/or not performing essential work functions on campus, we ask that they wear a face covering from home as supplies are limited in our inventory. (5/4)

Employees who do not observe required safety protocols may be subject to disciplinary actions. (5/4)

At this time, there are no changes being considered to the Courtesy Scholarship or Tuition Reimbursement programs. HR always examines benefits programs on an annual basis and we will continue this yearly review process.  (5/4)

Employees wanting to deactivate their parking permit and stop payroll deduction should email their request to parking@emory.edu. Requests must be received by Wednesday, April 15, in order to stop the April deduction. (4/1)

To support the Emory community as we transition to working and learning from home, anyone with an active Emory University NetID has been pre-authorized to use the VPN to gain access to the academic network.  

With that said, Emory IT cautions that:

  1. The VPN should only be used if you are unable to access the Emory network resources you need without it.
  2. The VPN should only be accessed over Emory owned and managed devices.
  3. You should disconnect from the VPN whenever you are done accessing the materials you need to free up this resource for other users.

The process for connecting to the Emory network over VPN is slightly different for different types of computers. Please refer to the Service Now Knowledge Base articles below for more information on how to work over VPN on your particular device:

(3/19)

Each time you log in to Zoom, it is important you click “Sign in with SSO” to ensure you are connected to the Emory Zoom environment. The Emory Zoom Team recommends you require meeting passwords to prevent uninvited guests and that you only communicate Zoom links through email or other secure channels. If you are a Zoom meeting moderator, you can also enable a Waiting Room, which will allow you to manually control who is admitted to your class or meeting. For more information on how to prevent Zoombombing, visit the LITS Scholarblogs library. (4/6)

If you are hosting a Zoom call with an Emory-sponsored Zoom account and the call gets Zoombombed, please report the incident to the Emory Police Department by calling 404-727-6111 (TDD/TTY 404-320-1024) or by reporting the incident via LiveSafe. (4/6)

Please refer to the HR website for details regarding sick leave. (3/14)

Please refer to the HR website for guidance. (3/14)

Emory University has increased the frequency and intensity of its cleaning regimens in some areas, focusing on common areas such as bathrooms, dining facilities, and meeting rooms.

Emory’s commitment to the health and safety of our community is paramount. Representatives from environmental health, emergency preparedness, health care, campus life, and many other units are taking action around-the-clock to prevent the spread of COVID-19 among members of our community.

If an employee becomes ill or had signs of COVID-19 signs at work, please call Emory Environmental Health and Safety office at 470-249-1158 to request the area to be disinfected. (3/31)

In order to facilitate schools and units in managing extraordinary expenses related to COVID-19, we have created new Speedtypes with the following Chartfield structure that are ready for use:

  • Business Unit – EMUNV
  • Operating Unit – Owning school/unit
  • Department – Administrative or central department or other if requested by the Chief Business Officer.  (This will allow for appropriate workflow at the department level.)
  • Project – 00094049, New entity-wide COVID-19 project
  • Fund – 2961 (Central Administrative funds)
  • Class Code – Flexibility to use applicable class code to maintain financial reporting integrity and external reporting requirements
  • Program code – COVIDNew entity-wide COVID-19 program code

Schools/units will be responsible for identifying direct losses and charging to their COVID-19 SpeedType. Workflow is included at the department level to maintain oversight of transactions. (3/14)

Please encourage employees to take the necessary steps to sign up for direct deposit to eliminate mail service delays. A link for the direct deposit form can be found here(3/14)

Emory is asking that supervisors help monitor and adjust timecards as needed. Supervisors may also need to convert clock in access for employees to off campus. Emory will not be processing special check runs for short payments, so accuracy is critical. (3/14)

Please contact Emory Travel. (3/14)

Data Center and other essential staff will be working as usual. (3/14)

Data Center and other essential staff will be working as usual. (3/14)

Yes, Data Center and other essential staff will be working as usual. (3/14)

Onboarding Clearance Process for Faculty/Staff

Emory University has established a comprehensive clearance process for faculty/staff who plan to be on the Atlanta and Oxford campuses this fall. This new set of guidelines will help our community stay safe as we access campus during the COVID-19 pandemic. We have prepared a five-step onboarding clearance process for all faculty/staff to complete PRIOR to coming to campus.

Reducing population density on campus is an essential condition to ensure community safety this fall. If you have been working remotely (and your responsibilities do not require you to be on campus), you should continue doing so.

Unit leaders will determine essential responsibilities that require being on campus, and they will notify those staff members directly.

For those who are instructed to return to campus, rest assured that Emory has instituted new health and safety guidelines for offices, classrooms, and common areas to help reduce the spread of the COVID-19 virus and mitigate risk to our students, faculty, and staff. It is imperative that everyone understands what is expected when on campus to ensure we are doing our part to keep our community safe.

If you are planning to return to campus for any amount of time this fall, you are required to complete the clearance process.

No. If you are not planning to return to campus at any time during th fall term, you DO NOT need to complete this clearance process.

If you were previously approved to return to campus (engaged in critical on-campus activities during COVID-19, approved for ‘return to research’ activity during summer term, etc.), your progress will be carried forward in the system. The new items for our completion include the ‘Emory Community Compact’ and a new ‘Health Questionnaire.’ You will have an additional two weeks to complete these two items to retain the cleared status.

The onboarding clearance process can be accessed through the Emory Forward website beginning Wednesday, August 5, 2020.

To be cleared for access to campus, faculty/staff will complete the following five steps:

  1. Emory Faculty/Staff Community Compact: Review and acknowledge expectations and guidelines for the new campus environment.
  2. COVID-19 Return to Campus Training: Complete required training that gives guidance on physical distancing, face covering requirements, other personal protective equipment, hygiene, self-monitoring for symptoms, and other important health and safety guidelines for returning to campus. Once logged into ELMS, search for course: #200845 (Mandatory COVID-19 Phased Return to Campus Training). Once registered for the course, choose “launch.”
  3. Health Assessment: Complete a confidential health screening questionnaire that includes questions about your exposure to COVID-19, contact with persons who have tested positive, travel, and symptoms you might have experienced.
  4. Emergency Notification Contact: Enroll in the Emergency Notification System and ensure your mobile phone number is up to date. This number will be used for contact tracing in the event of COVID-19 exposure. Log into PeopleSoft, and for your initial sign-on, the Emergency Notification page will automatically open. Complete the form and OK to submit. You will be taken directly to Contact Tracing.
  5. Contact Tracing: Provide a baseline list of close contacts with whom you regularly encounter at Emory for the purpose of effective contact tracing in the event of COVID-19 exposure. A close contact is defined as anyone who has been within 6 feet of you for 15 minutes or more. Your baseline contacts should include Emory faculty, staff, and students with whom you routinely expect to interact with while on campus. Log into PeopleSoft Self-Service > Click Notifications and Contacts > Click Contact Tracing. Complete the form and submit "OK." For future updates to the Emergency Notification System or Contact Tracing, select the Notification and Contacts tile in Self-Service.

Once faculty/staff have completed all required steps, they will receive a confirmation email stating they are cleared for on-campus activities. Please do not report to campus until you receive a confirmation email and follow all next steps.

No. COVID-19 tests are optional for faculty and staff coming back to campus. When you have been approved to return to campus, you will receive an email with a scheduling link if you would like to be tested for COVID-19 before returning. These test are only for those approved to return to campus and are not showing any symptoms of COVID-19 (Asymptomatic). (9/25)