COVID-19 resources for Engineering

Last updated 5/1/2020

Academic Policies for Spring 2020


Course Drop Date Extension

Policy

For the spring 2020 semester, the deadline to drop a course (with no transcript notation) is extended to 9 PM (Central Daylight Time), April 24.

All spring 2020 courses from which a student withdrew prior to March 13, 2020 will retain their "W" transcript notation, as these courses were withdrawn prior to the necessity to move to online instruction.


Process

Students should drop with a "W" through WebSTAC and our offices will manually remove the "W's" as they are posted. The "W scrubbing" will take place at least once a week. So if you withdraw from a course, please wait a week before you confirm that the "W" has been removed.


Considerations

  • If WebSTAC will not let you drop your course, contact the Engineering Registrars (undergraduate engineering students may also contact their four-year advisor in Engineering Undergraduate Student Services).
  • Please know, WebSTAC will not allow undergraduate students to drop below full-time status (12 units). Undergraduate students wishing to drop below full-time status should discuss this plan with their four-year advisor.
  • Although graduate students are able to drop below full-time status (9 units) through WebSTAC, there may be implications for international students who drop below 9 units. Please consult your OISS advisor to ensure dropping below 9 units is appropriate.

Courses Taken Pass/Fail

Policy

Due to the COVID-19 crisis, spring 2020 courses completed with the pass/fail grade option will count toward all McKelvey degree and program requirements (both undergraduate and graduate) if the courses are passed. Instructors should clearly convey to students the expectations to receive a passing grade. For each McKelvey course offering a letter grade option, students can choose the pass/fail option or letter grade option. For courses taken through other schools at Washington University, courses offered and taken with a pass/fail grade option will count toward all McKelvey program requirements.

Students may change grade options up until the last day of classes, April 24, at 9 PM. In spring 2020 undergraduate students may exceed the cap of 6 units pass/fail, and SP2020 courses will not count against the maximum 18 units pass/fail attempted.

UPDATE (4-24-2020): The deadline for students to switch a spring 2020 course from letter grade option to pass/fail option (when pass/fail is offered as a valid grade option) has been extended:

  • For May 2020 degree candidates: The deadline to switch a spring 2020 course to the pass/fail grade option is May 10 at 9 PM CDT. This deadline will allow sufficient time to finalize degree information, including Latin Honors, in time for degree conferral and diploma production. Requests to switch a course to pass/fail option after May 10 will not be possible for May 2020 degree candidates.
  • For all other McKelvey students: The deadline to switch a spring 2020 course to the pass/fail grade option is May 15 at 9 PM CDT. Submitted grade option changes might take up to three weeks to process, because priority attention will be given to processing grade changes for students graduating in May.
  • The deadline to drop a course without transcript notation has not changed (April 24 at 9 PM CDT).
  • The deadline to change a grade option from pass/fail to letter grade has not changed (April 24 at 9 PM CDT).

Process

The deadline for making grade option changes through WebSTAC has passed. McKelvey undergraduate, master’s, and DSc students may request a course be changed to the pass/fail grade option by using the McKelvey Spring 2020 Request for Pass/Fail Grade Option form. Submitting this form indicates your final decision for any course listed. You will not be able to change the grade option back to a letter grade (credit) under any circumstance.

Once submitted, these changes are being made manually and priority will be given to May 2020 degree candidates. For each course we have been provided the letter grade threshold that will be used to determine your passing or failing grade upon changing to the pass/fail grade option. If changing a course to pass/fail will result in your failure of the course, the change will not be made and you will be contacted via email. If you have questions, please contact the Engineering Registrars (undergraduate engineering students may also contact their four-year advisor in Engineering Undergraduate Student Services).

We are working behind the scenes to update the WUachieve degree audit system as course grade options are changed. This is a manual process. Immediately after your grade option is modified, WUachieve may reflect pass/fail courses as not satisfying some requirements. Please allow at least one week for the system to accurately reflect pass/fail courses as acceptable.

PhD students wishing to change their grade option should contact The Graduate School via email. Please send your ID number, relevant course number/title, and May 2020 degree candidate status to Graduate School Registrar, Angela Wilson, or Assistant Registrar, Angie Mahon.

Considerations

  • Courses taken pass/fail have no impact on a student's GPA. If a pass/fail course is passed, it will count toward McKelvey requirements but will have no impact on the GPA. If a pass/fail course is not passed, it will not count toward McKelvey requirements and it will not impact the GPA.
  • If a course was initially only offered in the pass/fail option only, then pass/fail will remain the only option (a student cannot change such a course to a letter grade).
  • Students taking any course pass/fail should confirm with the course instructor the requirements needed to pass that specific course. Each course instructor determines his/her own pass and fail grading criteria.
  • This specific policy applies only to programs and degrees offered by the McKelvey School of Engineering. Other divisions on campus have their own policies that apply to their programs and degrees.
  • For undergraduate students planning to pursue graduate or professional degrees in the future, please check with your graduate or professional school advisor to determine if it is appropriate to complete courses in pass/fail status.
  • If you are receiving scholarship support from outside of WashU, which would be scholarships that are not administrated through WashU Student Financial Services (i.e., scholarships that are not listed in your WashU financial aid award letter), then you may want to confirm that pass/fail grades are acceptable in order to keep receiving future outside scholarship support. If you are receiving outside scholarship support, you should contact that scholarship provider and not WashU Student Financial Services.

Frequently Asked Questions

  • Can I change my spring 2020 independent study to pass/fail?
    Before changing independent study courses to pass/fail, please discuss this option with the instructor.
  • I am a PhD student. Can I change my courses to pass/fail?
    Yes. The Graduate School will accept courses taken pass/fail during the spring 2020 semester.
  • Does this policy mean any course can count towards my program or degree?
    No. The intent of this policy is to allow courses that were already part of the program curriculum to be taken pass/fail.
  • I’m an undergraduate student. Will pass/fail units count towards the requirements for my second major or minor in another school?
    Not necessarily. Other undergraduate schools are working to implement similar policies, but they will not necessarily be identical to ours. Please refer to the appropriate school COVID-19 webpage for more information.
  • I’m in a joint program that exists between Engineering and another school (e.g. Business and Computer Science). Will pass/fail units count towards my degree requirements?
    For most joint programs, students are prime to one school or the other. Our policy covers students who are prime to the School of Engineering. If you are unsure of your prime school, please contact the Engineering Registrars.
  • I want to take a non-McKelvey course as pass/fail, but that option is not available at WebSTAC.
    Although our policy allows us to accept pass-fail courses from other schools towards McKelvey requirements, we cannot force other schools to allow the pass/fail grade option.
  • One of my spring 2020 courses is a retake. Can I change the grade option to pass/fail?
    Generally speaking, if you retake a course, the new grade is the one that counts, and an “R” is placed after the prior grade (provided you pass the course). This policy holds for courses taken pass/fail during spring 2020. So, if you take a course pass/fail this semester (and pass), the units will count toward your requirements, and the prior grade will no longer be calculated into your GPA.

Audited Courses

Policy

For the spring 2020 semester, students may change a course from audit to a letter grade option (or from audit to pass/fail) until 9 PM (Central Daylight Time), April 24. Given the challenges in administering audits remotely, it will not be possible to switch a course to audit for the rest of the spring semester.

Fall 2019 Incomplete Grades

Policy

Students with incomplete grades from fall 2019 will have until December 1, 2020 to have a final grade posted before the incomplete grade changes to an "F" grade. Normally, the deadline would have been May 1, 2020.

Considerations

  • Some courses are designed to be yearlong with an “I” given after the fall semester and a letter grade assigned for both semesters at the end of the spring. For example, this is common for master’s students working on projects. If a student choses the pass/fail option for spring 2020, then the pass/fail option will be applied to both semesters unless an exception is granted by the instructor and department.
  • For students earning an “I” in fall 2019 semester because they failed to complete the required work, the letter grade approach should be retained unless the instructor and department choose to make an exception.

Thesis and Dissertation

Policy

McKelvey will allow remote participation in MS thesis defenses. With respect to graduate students completing thesis projects this spring, PIs have been asked to develop a completion plan for the students that does not involve any additional laboratory work. Students with questions about thesis completion should contact their department.

Per the Graduate School, all defenses will take place virtually until further notice. PhD students should consult with their PI regarding their dissertation.

The deadline for submitting a thesis or dissertation is April 20th. There is no plan to modify this deadline as it was determined by considering the degree date – which remains unchanged. The degree date for spring 2020 is May 15.

Final Exams

Spring 2020 finals exams will be administered remotely and not on campus.

Probation and Suspension

Policy

Academic probation and suspension rules have been adjusted for the SP2020 semester. Students will not be placed on academic suspension due to spring 2020 grades, but students may be placed on academic probation.

Considerations

Dean’s List

Policy

Dean’s List will not be awarded to McKelvey undergraduate students this semester (spring 2020). We want students to feel comfortable taking courses pass/fail and not conflicted about keeping courses for letter grade so as to maintain eligibility for the Dean’s List. Learning course material, even if in pass/fail status, should be the priority without concern for the Dean’s List. Therefore, we have removed Dean’s List as an option for this semester.

Academic Integrity

We understand this semester has been challenging as a result of our move to online learning coupled with the stress of navigating consequences of a global pandemic. While academic integrity might not be foremost in your mind, it is something we should all remain cognizant of at this time. Do not compromise your integrity and urge your peers to do likewise. Your personal decisions ripple through the WashU community. Please note that policies and process related to academic integrity remain unchanged. If you have questions or concerns, please reach out to McKelvey Academic Integrity Officer, Laura Setchfield at laura.setchfield@wustl.edu. Policies can be reviewed via the links below.


Academic Policies for Summer 2020

Online Courses for Undergraduate Students

Course transfer policies for McKelvey undergraduates have been modified for summer 2020. For more information please visit our page, Summer 2020 Transfer Course Policy for McKelvey Undergraduate Students.


Information for Students

Additional Academic Resources

  • Library
    WashU Libraries are currently still open and available for you to access remotely. Many resources are still available to you even though you aren't here on campus. You can view all remote resources and updates from the libraries here: https://library.wustl.edu/about/covid-19/
  • Online Learning
    With the transition to online learning for the remainder of the semester, faculty will likely make greater use of Canvas and Zoom. Should you need additional resources to access those services, please see the links below:
  • Learning Center
    The Learning Center has put together a "Strategies for Learning Remotely (for Students)" page on their website. Please spend some time exploring that sight for assistance and FAQ's to be successful with the new learning format. Learn more here: https://teachingcontinuity.wustl.edu/strategies-for-learning-remotely/
  • Writing Center
    Writing Center remains open and available to help with writing assignments and application materials. Schedule an appointment online during regular hours (Sunday to Thursday 11 a.m. -9 p.m., Friday 11 a.m.-5 p.m.)starting Monday, March 23. Please visit the web page to view information on setting up online appointments, how to attach documents to your sessions, troubleshooting, etc. Questions? Email writing@wustl.edu
  • For information on how to use VPN to connect to Engineering academic lab shares or other network access to computers on campus visit the Engineering IT Networks & Remote Access page.
  • Technical support
    Contact Student Technology Services for assistance by emailing student.technology@wustl.edu, or starting Monday, March 16, by calling 314-933-3333.

Commencement

  • WashU Commencement Ceremony
    The University has canceled the Commencement ceremony on May 15, due to health and safety concerns related to COVID-19. Please watch for additional communications in the weeks to come related to a future celebration. For updates and information: https://commencement.wustl.edu/
  • Engineering Recognition Ceremony
    The school’s recognition ceremony scheduled for May 14 has also been canceled. Please watch for additional communications in the next several weeks.

Fall 2020 Registration

  • Registration Schedule
    Dates for Fall 2020 registration have been modified for certain undergraduate populations. Students impacted by these changes have been notified via email. Please refer to registration communications for more information. You can view your assigned registration day/time in WebSTAC.

    • April 9 – graduate students
    • April 14 – class of 2020 or earlier
    • April 20 – class of 2021
    • April 21 – class of 2022
    • April 22 – class of 2023
  • Four-Year Advising
    • Advising meetings will still take place. All advising will take place via a phone appointment. You can schedule your appointment here.
    • Call the provided number at your scheduled appointment time.
    • It helps if you are around a computer with internet accesses at the time of your appointment, but not required. Your advisor might want to review your registration worksheet and WUachieve degree audit with you.
    • Please have your registration worksheet started or completed before your advising appointment.
    • Email is also a way to reach your advisor
  • Faculty Advising
    Your faculty advisor must authorize you for registration. This is true for both undergraduate and graduate students. If your faculty advisor hasn’t yet informed you of the best way to schedule a remote advising appointment for Fall 2020 registration, please email them to find out the best way to do that.

Habif Health and Wellness Center

Habif Health and Wellness Center website

UHC (and UHCSR by extension) has updated some of their policies around COVID-19. Students will still have deductible/coinsurance, but effective 3/30/20, UHC will be waiving all member cost-sharing for COVID-19 testing AND treatment through 5/31/2020. Also, they will be waiving cost-sharing for telehealth services by in-network providers for ALL services, COVID and non-COVID through 6/18/2020. More information here

Internet Service

Several internet providers have offered free/reduced internet service for student affected by the COVID-19 response. Two providers are listed below:

Students on Campus

  • McKelvey Students Engaged in Research in McKelvey Labs
    In an effort to reduce the number of people on campus, the University has asked all PIs to identify essential laboratory work and only have people working on that. This includes experiments under way that cannot be easily halted, or maintaining lab facilities that require occasional intervention. Graduate students are encouraged to do as much work as possible remotely and work with their PIs regarding how to proceed. Undergraduate students in St. Louis that are essential to the core functions and activities of their labs should align with the graduate student recommendations.
  • Assistant to the Instructors (AI's/TA's)
    Graduate and undergraduates students in St. Louis are allowed to work on campus with their faculty and staff if necessary to provide assistance with their assigned courses (in this case, assist in providing online coverage of their courses). Otherwise they should not be on campus.
  • McKelvey Computer Labs
    Students are not allowed in the computer labs.
  • Spartan Makerspace (Jubel Hall)
    The Spartan Light Metal Products Makerspace will be closed until further notice as of Thursday, March 19. Please visit the makerspace website for details.
  • Machine Shops and Urbauer Makerspace
    The machine shops in Urbauer and Jubel halls, as well as the Urbauer Hall Makerspace, are closed. Students, faculty and staff will be notified when they reopen.

Summer programs – international

  • University-owned and operated study abroad and international academic experiences (undergraduate and graduate) are cancelled for summer 2020.
  • Undergraduate research program for international students during summer 2020 are cancelled for summer 2020; do not offer awards for undergraduate travel during summer 2020.

Summer School Grant Funding Request for McKelvey Undergraduate Courses

Application deadline: April 26th (midnight)

The McKelvey School of Engineering has a limited number of need-based financial aid grants available for McKelvey Engineering summer school courses. Funding priority is given to McKelvey undergraduate students who are significantly behind in progress toward graduation. Students must currently be receiving undergraduate financial aid from Student Financial Services.

Students may apply when the following conditions are met:

  • The student qualifies for need-based financial aid as determined by Student Financial Services. Students applying must have a current Free Application for Federal Student Aid (FAFSA) on file in Student Financial Services.
  • The student is a full time McKelvey student during the academic year.
  • The student’s four-year adviser confirms that the student needs to take a specific McKelvey undergraduate course to stay on track towards 4-year graduation.

Undergraduate students may apply for funding assistance for one McKelvey course. If at any time during the summer session the enrollment drops or the course changes, the student’s financial assistance will be reconsidered. The amount of the grant will vary based on the amount of need-based financial aid the student qualifies for during the school year. Only tuition assistance is covered with this grant.

Steps for applying/receiving this grant

  1. Complete and submit the information below.
  2. Once completed, Kris Campa, Assistant Dean in Engineering Undergraduate Student Services, will liaise with Student Financial Services regarding your qualification for financial aid.
  3. If eligible, this form will be routed to your four-year adviser for course assessment (he/she may contact you with questions). Your four-year adviser will return the form to Kris Campa for final assessment.
  4. Kris Campa and a selection committee will deliberate and notify you of the outcome of your application.

Apply here


Other Summer Aid (Student Financial Services)

Matriculated Washington University students who are accepted into a degree program may apply for summer school financial assistance. Financial assistance is generally in the form of student loans. To be considered for loan assistance, students must satisfy the following requirements:

Current undergraduate students must be enrolled in and complete a minimum of 6 units of course work during the summer semester with a C (2.0) minimum grade point average.

Students must complete a summer school aid application, which is available through Student Financial Services, and applications must be processed before the summer session in which you are taking courses ends.

Tutoring

  • EUSS is making an effort to still offer tutoring services.
  • All tutoring will be held via a video conference format. Your tutor will work with you to set up a time and format.
  • Priority will be placed for students who have already been working with EUSS tutoring for Spring 2020. We will make our best efforts to keep tutoring, however, we anticipate to have less tutors available for the remaining weeks of the semester.
  • If you request a EUSS tutor after 03/11/20 we will attempt to connect you with a tutor, however, new tutoring matches will be limited and can not be guaranteed.

WashU Crisis Response Fund for Students

The WashU Crisis Response Fund for Students was designed to provide financial resources for Washington University students who, as a result of unexpected additional costs or loss of income, need emergency financial support to pay for essential needs, such as housing, food, and medicine, between March 15, 2020 and April 30, 2020. The deadline to submit a request for a stipend has passed. If you have questions about the Fund or would like to check in on the status of your application, please email studentcovidfund@wustl.edu.

In mid-April, the University will reassess the Fund’s capacity to determine whether it will be possible to provide further support to students beyond April 30th.


Information for Employees

Accessing Network Files From Off Campus

Tips to improve a video conferencing meeting if you are remote

If you participate remotely in a video conference, follow these instructions to ensure the best experience.

  1. Try to connect via a wired Ethernet jack. This prevents WiFi dropouts and speed issues.
  2. If connecting from a laptop, plug in the laptop wall power. Battery use can adversely affect video quality.
  3. Test the connection before the call; this is strongly recommended.
    • If you use Zoom: Go to the Zoom site to test your audio connection or test your video connection.
    • If you use WebEx: Go to your WebEx Personal Room. Test your audio connection using the Audio pull-down menu. Test your video connection by viewing the screen in your Personal Room.
  4. Ensure that you have a camera, microphone, and headphones or speakers available. Earbuds or headphones are preferable to avoid audio feedback and echo. Most modern laptops and all-in-one desktops have a headphone jack, microphone, and speakers built in.
  5. Be aware of your surroundings and how you appear visually.
    • Call from a quiet location with no background noise.
    • Close blinds on windows so that you are easier to see on video.
    • Wear neutral, solid-colored clothing. Avoid black, white, or striped clothing.
  6. Be aware of your behavior. Because you are on a video conference, people can see what you are doing at all times.

Information for Faculty

Engineering IT Technology Resources to Work From Home

Remote Teaching Training Resources

Canvas quizzes

How is the due date different than the until date for Canvas quizzes?

For quizzes, the due date indicates that a quiz has been turned in “late”. In order to close submissions at a given time, you must use the until date/time. Once that time arrives, students will no longer be able to submit the exam.

How do I give extra time to complete a quiz to students with accommodations?

Here is a guide from FSU for giving extra time on a quiz

This can be done in addition to altering the due/until date range for a specific student to ensure that their allotted time for the test include the accommodation.

Class Session Modalities

  • Synchronous class (studio) based delivery is no longer an option because it would require using on-campus facilities and staff for another 5 weeks and we cannot forecast the situation that far into the future. Do not come to campus and expect to live stream your class session from an IT-staffed classroom.
  • Push to have all classes delivered either from home (or from the office, as long as permitted) as synchronous sessions or as uploaded pre-recorded material with synchronous engagement (aka flipped classroom).
  • Many of you were planning to use IT-staffed classrooms (studios) to pre-record your materials. This is still an option, but you should accelerate the recording because of the uncertainty in keeping the studios open throughout the semester. We are working out an aggressive schedule to staff these studios weekends as well as weekdays, both daytime and in the evening, to get the recordings completed as soon as practicable. If you wish to record class sessions by March 20, please contact EIT at 314-935-5097. This number will be available through until 5pm to receive these requests.
  • Most lab courses are in the process of being recorded and we will continue doing so but again with the urgency to complete as soon as possible because we do not know the timing and extent of any additional restrictions. If you need equipment to record lab session (not in a studio classroom), please contact EIT at 314-935-5097. This number will be available through March 21, 8:30am-5pm to receive these requests.

How should I administer my exams?

With distance learning, there are clear issues around test security, both in terms of students accessing unauthorized assistance and copying tests for others to use. While there is no perfect solution to these issues, below are some steps that can mitigate both.

  • Tests administered by paper
    • Proctors – Find partners (employers, local universities, libraries, etc.) who can agree to proctor tests for distance students. Tests are sent to proctors with expectations for testing conditions. Proctors certify that conditions are met and send completed tests back to us.
    • Take-home, open-book exams – Modify tests so that students are free to use available resources. Have students submit finished exams via Gradescope or Canvas as pdf files.
  • Tests administered electronically
    • Canvas testing – Canvas’ quizzing tool allows for required passwords, time limits, randomized question and answer order, sample questions from test pools, and IP address restriction.
    • Lockdown browser – Lockdown browser can be used in conjunction with Canvas’ quizzing or another form of electric administration. Lockdown will restrict which actions can be taken on computers during the test, and log all clicks and keystrokes. Suspicious behaviors can be flagged for review.
    • Monitor – Uses webcam and microphone with artificial intelligence to record student behavior during exam administration. Also limits and tracks computer activity. Students have to remain on screen at all times and not interfere with camera or microphone. Also Monitor can flag students who appear to use another device (i.e., cellphone) while being monitored.
    • Distance proctors – Some companies provide human-assisted proctoring. Similar to monitor above, but with added live supervision. The distance proctors are watching several students at once and are assisted by AI flags to determine which students requires close supervision.

Finally, research has shown that required students to sign an honor code statement regarding the importance of academic integrity immediately prior to an exam can reduce cheating. Each of these measures, including honor code statements, are intended to increase the burden and decrease the likelihood of cheating, but cannot prevent students from doing so.

I prefer to work out problems for my students manually. How can I do this without my students being present?

We appreciate the need for handwritten lectures and know that some of your most effective teaching simply isn’t suited to a PowerPoint slide. For content that needs to be written, there are several options:

  • Use an iPad, Surface tablet, or other device with a stylus and use Kaltura to capture a screen recording, or Zoom to do a live demonstration
  • Schedule recording time in Jolley 421 to use a large screen touch device with a stylus and to get guidance on how to best record your content
  • Check out or purchase a WACOM Bamboo tablet and stylus to use with a desktop or laptop computer.
  • On a limited basis, schedule a recording in a classroom with an EIT staff member for either a live or pretaped whiteboard video

PowerPoint, Kaltura, and Zoom all feature annotation software options and McKelvey will be offering ongoing for using these tools to deliver your content.

Kaltura

How do I download my files from Kaltura?

The download process is as follows:

  1. Go to My Media and click the edit icon for the media you wish to download:
  2. Select Downloads, then choose the format you wish to download and "Save":
  3. A new icon will appear at the top right corner of the media file. Select this option to download the video to your device:

What does Kaltura recommend for students to view videos on their mobile devices?

For Kaltura content that is shared in a Canvas media gallery, the best option for mobile is the same as a laptop or PC: log into Canvas via a browser, navigate to the media gallery, and launch the video. Unfortunately, the integration with Canvas prevents both Kaltura’s KMS app and Canvas’ student app from playing back videos in a media gallery.

Does our Kaltura installation support multiple attempts for quizzes?

Yes, the multiple attempt feature has been turned on for Kaltura Quizzes. However, some students are reporting issues where the quiz will not allow them to resubmit their answers.

Some students aren’t showing up the analytics, although they claim to have watched the videos and have referenced concepts from the videos. Any idea what’s happening?

It’s possible that your students have been watching the videos through the Zoom recordings instead of Kaltura (if you enabled cloud recordings in Zoom). In our testing, the number and names of the viewers in Kaltura Analytics was accurate, although the details of the analytics output were not always clear. Kaltura plan to release an improved analytics tool sometime in Spring 2020.

NSF guidance on COVID-19

The NSF has issued additional guidance on COVID-19 related issues. Please read the pdf for full text. Some highlights in short: a small list of funding opp deadlines were extended; salaries and cancellation fees are OK to charge to NSF grants with documentation; however, grantees should not expect future supplements if these COVID-19 charges cause a shortfall. Reports due between March 1 and April 30 have been extended 30 days. The following are selected excerpts:

Flexibility with application deadlines
NSF has extended the deadline dates for specific funding opportunities. A listing of these extensions is available. Deadline dates for funding opportunities that do not appear on the list remain unchanged.

Allowability of salaries and other project activities
Recipients are authorized to continue to charge salaries, stipends, and benefits to currently active NSF awards consistent with the recipients' policy of paying salaries (under unexpected or extraordinary circumstances) from all funding sources, Federal and non-Federal. Recipients must not assume that supplemental funding will be available should the charging of such costs or other fees result in a shortage of funds to eventually carry out the project. Recipients are required to maintain appropriate records and cost documentation.

Allowability of Costs not Normally Chargeable to Awards
Recipients who incur costs related to the cancellation of events, travel, or other activities necessary and reasonable for the performance of the award, or the pausing and restarting of grant funded activities due to the public health emergency, are authorized to charge these costs to their award. Recipients may charge the full cost to the award when the event, travel, or other activities is conducted under the auspices of the grant. Recipients must not assume that supplemental funding will be available should the charging of cancellation or other fees result in a shortage of funds to eventually carry out the event or travel. Recipients are required to maintain appropriate records and cost documentation.

Extension of financial and other reporting
NSF has automatically extended the due date for submission of all annual project reports and final project outcomes reports due between March 1 and April 30, 2020, by 30 days.

Respondus

How do I learn more about Lockdown browser?

Here is a guide to Lockdown browser resources and webinars.

How do I learn more about Respondus Monitor?

Here is a guide to Monitor resources and webinars.

I would like to use Respondus, but is it reasonable to expect students to have a webcam? I'm concerned with accessibility for disadvantaged students.

This is a fair concern and may be a good reason to consider just using Lockdown Browser instead of Monitor. Ultimately, students who are determined to cheat will likely find a way to do so. Using either Respondus tool is a signal to your students that you care about academic integrity and a deterrent to low effort cheating (e.g., copy and paste answers).

What about an iPhone camera instead of a webcam? Is that possible for using Respondus?

No, Monitor requires either an integrated camera (as is common for a laptop or all-in-one device) or a webcam connected to the computer via USB.

During lockdown browser operation, if a student accidentally turns off the browser, what should they do? Can they come back?

By default, Lockdown browser allows a student to exit the browser and re-enter, after multiple prompts. It also requests an explanation for the Early Exit, which you can review later. You can choose to lock a student into the browser, which means that the test will be submitted once the browser is closed, but this is not recommended.

How would a student submit a picture or other file using lockdown browser?

If the Canvas quiz questions is set as a file upload type, a student can use the built-in tool in Canvas to choose and upload a file. HOWEVER, they would not be able to create a file on that computer during the exam, so the file or picture would have to be something they’ve already created before starting the exam.

What should I do about my labs?

McKelvey is working with individual faculty to determine support needs for various types of lab learning. Some options for remote delivery of labs may include:

  • Recorded demo of lab steps (EIT will help film the demos), followed by distribution of data and problems sets to students via Canvas
  • Virtual labs, including simulations
  • Curated lab kits shipped to students

We know that labs are important part of your learners’ experience, and we are evaluating these options in coordination with the dean and department chairs.

Who can students call for technical support?

Students can contact Student Technology Services for assistance by emailing student.technology@wustl.edu, or starting Monday, March 16, by calling 314-933-3333.

Zoom

Zoom has disabled participant screensharing in my account to prevent “Zoombombing.” but I need my students to show me their screens. How do I allow students to share their screens with me?

To allow participants to screen share:

  1. In the host controls, click the arrow next to Share Screen and click Advanced Sharing Options:
  2. Change the Who can share? setting from “Only Host” to “All Participants”:
  3. Close the window.

Can Breakout rooms signal for the attention of the instructor?

Yes! When in a breakout room, the participants have an option to ask for help:

This signals the host of the meeting (wherever the host is) and let that person know which room is requesting help. Be aware, however, that only one request will be active at any time, so if multiple requests come in quick succession, you may need to note which rooms require assistance separately.

Can you send the main room screen to breakout rooms in Zoom?

No, each breakout room has its own share and will not see what’s on the main room screen unless you join that room and share your screen again. You can, however, broadcast a message to all rooms. See the video on this page for a great overview of breakout rooms

Will Zoom/Canvas automatically invite my students to my meeting sessions?

No, neither tool does this automatically. The best way for both you and your students to find meetings is to go through Canvas and click on the Zoom link:

All course meeting will be here, including any scheduled by a TA or AI. Participants will see “Join” and the host will see “Start”.

You may wish to send the Join URL (found in the meeting details by clicking on the name of meeting that you’ve created) to your students via an announcement in Canvas, but it is still recommended that you encourage them to go through Canvas. This obviates the need for students to keep of separate URLs for each meeting series, and makes it easier for them to find the recordings after the meetings are complete.

Are private chats in Zoom meetings actually private? I've heard that the host has a way of seeing all the private chats in a meeting.

The short answer is that, yes, your private chats are private in Zoom. When you’re a participant sending a private chat to another participant, it’s not visible to anyone else, and it isn’t recorded anywhere that someone not involved in the private chat can get to. The longer answer is that if you are a) hosting a meeting, b) recording the meeting locally instead of to the cloud, and c) export the transcript of the chat from the meeting, it will include the private chats to which you were party (and only those to which you were party). A potential example would be if an administrative assistant were the host of a meeting on behalf of the Dean in a faculty meeting, and in that meeting the administrative assistant had some private chats with others in the meeting, and then exported the transcript of the chat for that meeting as minutes to share with all on the committee (maybe there were some good links that the Dean wanted everyone to have), then the default settings in Zoom would include the administrative assistant's private chats in the transcript, though only if that meeting were recorded locally. In other words, Zoom doesn’t show other people your private chats, but in a very specific situation, they make it possible for you to inadvertently share your private chats if you’re not paying attention. But host or participant A in a Zoom meeting will never be able to see the private chats between participants B and C; neither in real time, nor in transcript. The takeaway is that if you save the transcript of chats, it may include your private chats, but not someone else’s.

Helpful links:

Other Topics

  • Please publish your revised syllabus, including any revisions to the grading rubrics and point students to it.
  • There are various ways to structure and conduct exams that are completed remotely. These options offer varying degrees virtual "proctoring". While they offer no academic integrity guarantees, there might be options that fit your need. For more information, please contact Jason Crandall (jasoncrandall@wustl.edu).
  • McKelvey Engineering is working to provide substantial flexibility about course grade options (this applies to non-UMSL and non-Sever programs). We are coordinating at the school level and seek consistency across the university to the extent practicable.
  • If you are pre-recording materials to be viewed by students and discussed during a class session, please do upload materials with enough time (e.g. at least 1-2 days) for students to view prior to class. Also, there have been reported cases of Zoom taking several hours, or even a day to process recordings; they added the infrastructure to largely eliminate this bottleneck, but this is yet another reason to record your materials as soon as practicable.
  • Links to recordings of training sessions from earlier in the week.


University-funded international travel for faculty, staff and graduate students this summer

Follow normal protocols per the university’s international travel policy (travel restrictions may remain for some, many or all international locations during part or all of summer 2020); the university will provide updates to the current international travel policy as needed.