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Information for Faculty and Staff

Thank you for your continued efforts to support our students and broader Loyola community. Our goal is to ensure academic continuity while taking precautions on campus for the greater good of our community.

This is a challenging time for all of us and we appreciate your tireless work to ensure the health and wellbeing of your students and colleagues. As we move together through this situation, we encourage you to the take good care of yourselves and your families.

Given these unprecedented and evolving circumstances, you may have questions about university operations and available resources. FAQs are updated frequently as new information becomes available and additional topics are surfaced. If you have questions or comments not addressed here, please email COVID-19support@LUC.edu. We want to address your specific concerns, which helps this page evolve to be as informative as possible.

As inconvenient and disruptive as some of these measures might seem, they have been shown to have a very real impact on limiting the speed and extent of pandemic infections. We know the collegiality, creativity, and professionalism that you bring to work every day will help all of us navigate these challenging circumstances.

Frequently Asked Questions

General

What is social distancing, and can it help prevent the spread of coronavirus? (03/11/20 12:00 AM)

The CDC encourages implementing social distancing measures as a preventive practice. We again follow the public health guidelines in assisting us to determine best practices for the current situation. These measures include:

  • Increase the space between you and others;
  • Refrain from gathering in breakrooms;
  • Utilize Zoom, conference call, and related technologies for meetings.

  • How do I know if I was exposed? (03/26/20 12:00 AM)

    You generally need to be in close contact with a sick person to get infected. Close contact includes:

  • Living in the same household as a sick person with COVID-19,
  • Caring for a sick person with COVID-19,
  • Being within 6 feet of a sick person with COVID-19 for about 10 minutes, OR
  • Being in direct contact with secretions from a sick person with COVID-19 (e.g., being coughed on, kissing, sharing utensils, etc.).

  • How is Facilities making sure that buildings are maintained and any emergencies are addressed during the campus closure? (03/27/20 12:00 AM)

    The facilities department has implemented the following practices at all our Chicagoland campuses during COVID-19 campus closure.

  • Ongoing monitoring of the Facilities work order system and call center requests for students, essential staff/faculty, residence directors, and Jesuits on campus.
  • Daily rounds of grounds, visual audits of leak prone areas, and humidity monitoring of basements with elevated humidity issues.
  • Weather monitoring and weather driven preventative care for grounds and buildings.
  • Monitoring of building automation systems to ensure stability of buildings in hibernation mode.
  • Ongoing preventative maintenance for building critical systems.
  • Deep cleaning and disinfection of high touch points throughout all campus buildings as recommended by CDC and by the Millard Group.

  • Is Loyola ensuring that sustainability measures are put in place while the campus is closed? (03/27/20 12:00 AM)

    Yes, the following sustainable measures are being implemented during the campus closure:

  • Wherever possible, lighting control systems were set to unoccupied mode and buildings are defaulting to occupancy sensors for general lighting
  • All buildings with centralized building automation controls will be set to unoccupied mode to maintain minimum temperatures
  • Wherever possible, boiler set points were raised to reduce natural gas usage
  • We have coordinated with Aramark to turn off all empty/unused coolers and freezers in dining halls and cafes

  • Given the impact of the COVID-19 pandemic on employment opportunities, what are Loyola’s thoughts on requests for it to compensate Aramark employees who have worked on the University's premises? (04/05/20 12:00 AM)

    Our thoughts continue to be with those impacted by the spread of COVID-19, including those who have experienced a reduction in hours or layoffs from their jobs. We appreciate the dedication of the Aramark employees who have worked on our campus. As those individuals are employed and paid by Aramark, and not Loyola University Chicago, compensation questions should be directed to Aramark.

    Can Loyola do anything to lessen the financial hardships of contract hospitality employees during this economic downturn? (04/05/20 12:00 AM)

    This unprecedented pandemic has created much hardship on a broad spectrum of society all across the globe. Its impact is felt by individuals, communities, government, institutions, and businesses. Like other institutions of higher education who have had to repatriate students and refund housing and meal plans, Loyola University Chicago is no different in experiencing diminished revenue and continued expenditures. The impact on Loyola, our students, faculty, staff, campus partners, and the surrounding neighborhood businesses and people during this pandemic is significant.

    It is at a time like this that we focus our limited resources to support employees–both faculty and staff–until we are able to resume routine campus operations. We must also anticipate the financial needs of returning students whose families are impacted. These areas are of highest concern and priority for Loyola. These are tough times requiring tough decisions on many issues. Loyola will be guided by our mission and values as we continue to make decisions that are in the best interests of our students, faculty, and staff so that we can emerge from this current crisis and continue forward as strong as possible.

    What is Loyola's position on unions? (04/05/20 12:00 AM)

    Loyola University Chicago is pro-social justice and recognizes Catholic Social Teaching, which respects and promotes the rights of individuals to organize. Unions are one such way they may organize. Loyola has a longstanding relationship with maintenance employee unions and respects our employees and their decision to be represented by them. Separately, the University has positive relationships with unionized part-time and full-time non-tenure track faculty in the College of Arts and Sciences and the English Language Learning Program.

    How has Loyola responded to questions by Unite Here, Local 1, about compensation to Aramark employees? (04/14/20 12:00 AM)

    Please click here to read the letter sent by Wayne Magdziarz, Sr. Vice President and Chief Financial Officer, to Unite Here, Local 1, regarding Aramark employees.

    Will the university cut administration costs at this time? What cuts are being made? (05/07/20 12:00 AM)

    Our strong fiscal stewardship and discipline implemented in recent years have served us well. We were fortunate to be better positioned than some other institutions going into this unprecedented pandemic and the economic turmoil it has created. This pre-COVID-19 financial position enabled Loyola to take a more measured and methodical approach to cost containment unlike peer institutions that were forced to immediately undertake dramatic cuts in personnel and programming. However, Loyola is not immune to the upcoming financial challenges that our students and their families are already facing.

    A number of reductions in administration costs are being implemented at this time, including:

  • A reduction in compensation for all University officers, deans, and senior administrators ranging from 15 percent for the president, 10 percent for the vice presidents, 5 percent for the deans, and between 2.5 and 3 percent for other senior administrators across the University
  • The elimination of nearly all open and funded staff positions across the University and a freeze on hiring for any staff positions that become vacant unless they are essential to sustain campus operations for the fall
  • A slowing of any new faculty hires for the fall to be done at the discretion of the Provost and Deans
  • Suspension of salary increases for all Loyola employees beginning January 2021
  • The partial elimination of the provost’s funded faculty reserve funds and unfilled faculty lines across the University
  • The elimination of 50 percent of the salary control pools across all divisions. These funds would typically be available for mid-year equity adjustments or for other salary increases.
  • At the suggestion of the Provost and with the support of the deans, a 50 percent reduction in PhD admits over the next two years
  • A reduction in discretionary spending across all areas of the University including but not limited to travel, purchasing, and consulting services

  • Faculty & Staff

    What guidance is University administration using for decision-making for the coronavirus? (03/11/20 12:00 AM)

    Senior Leadership reviews coronavirus health and wellness related information provided by the Centers for Disease Control and Prevention (CDC), the World Health Organization (WHO), the Illinois Department of Public Health (IDPH), and the Chicago Department of Public Health (CDPH). Based on recommendations provided by the agencies, policies and procedures are drafted and implemented for the safety and wellness of both the University and broader communities.

    How are decisions being made to ensure the care and safety of faculty, staff, students, and guests at Loyola? (03/11/20 12:00 AM)

    The University follows the protocol prescribed by the National Emergency Management System (NEMS) under the Department of Homeland Security’s Federal Emergency Management Agency (FEMA). Using this protocol and under the direction of an incident commander, teams of individuals are pre-identified to perform specific tasks to manage emergency situations that might face the University.

    All key functions are represented on the Emergency Management Team and are responsible for ensuring the safety of our community members and guests, in addition to maintaining academic delivery for our students, and sustaining University operations. This process ensures basic response capability for emergency situations impacting an organization and advances the level of preparedness for such events should they occur.

    Where can I learn more about the coronavirus (COVID-19)? (03/11/20 12:00 AM)

    The Centers for Disease Control and Prevention (CDC) has the latest information about the coronavirus. Alternatively, you may check the World Health Organization (WHO) website for information about COVID-19. To learn more about preventative and responsive steps taken in the City of Chicago, we invite you to visit the Chicago Department of Public Health (CDPH) website.

    Does Loyola have a dedicated LUC coronavirus website? (03/11/20 12:00 AM)

    In addition to the formation and work of the Coronavirus Response and Prevention Task Force, the University has created a dedicated COVID-19 (Coronavirus) website on LUC.edu/coronavirus. The website will evolve with relevant updates about our University’s response team, decisions regarding students and operations, Office of International Programs, and other meaningful internal and external resources to utilize and share with the broader community. We recommend frequently reviewing the website to stay informed and prepared.

    How can I receive timely updates regarding the coronavirus? (03/11/20 12:00 AM)

    Timely information is critical and we will continue to provide updates as the situation develops. Please visit LUC.edu/coronavirus for the latest University updates regarding Loyola’s response about the disease.

    Who should I contact for coronavirus-related medical questions and care? (03/11/20 12:00 AM)

    Faculty and staff members should contact your primary care provider for coronavirus-related information. Please Note: Loyola Medical Plan members are encouraged to use Telemedicine as their first line of defense in order to limit potential exposure in physician offices. Aetna, Loyola’s medical insurance carrier, usually provides the Telemedicine service for a $40 co-pay. However, for a 90-day period, Aetna is offering Telemedicine visits at a zero co-pay for any reason. Teladoc is available at 855.TELADOC (835.2362), via the smartphone app, or online.

    Loyola Medical Plan members may also use the Aetna 24-Hour Nurse Line to speak with a registered nurse at no additional charge. The Aetna 24-Hour Nurse Line is available by phone (800.556.1555) or online via the 24-Hour Nurse Line page available on the Aetna member website.

    Does Loyola have an employee health line for faculty and staff to call for assistance? (03/11/20 12:00 AM)

    Given the complexities surrounding the virus outbreak, faculty and staff should contact their personal medical provider for information, assistance, and testing as needed.

    How can I prevent contracting the coronavirus? (03/11/20 12:00 AM)

    The best way to prevent illness is to avoid being exposed to this virus. However, as a reminder, CDC always recommends everyday preventive actions to help prevent the spread of respiratory diseases, including:

  • Avoid close contact with people who are sick.
  • Avoid close contact with people who are sick.
  • Avoid touching your eyes, nose, and mouth.
  • Stay home when you are sick.
  • Cover your cough or sneeze with a tissue, then throw the tissue in the trash.
  • Clean and disinfect frequently touched objects and surfaces using a regular household cleaning spray or wipe.
  • Follow the CDC’s recommendations for using a facemask.
  • The CDC does not recommend that people who are healthy wear a facemask to protect themselves from respiratory diseases, including COVID-19.
  • Facemasks should be used by people who show symptoms of COVID-19 to help prevent the spread of the disease to others. The use of facemasks is also crucial for health workers and people who are taking care of someone in close settings (at home or in a health care facility).
  • Wash your hands often with soap and water for at least 20 seconds, especially after going to the bathroom; before eating; and after blowing your nose, coughing, or sneezing.
  • If soap and water are not readily available, use an alcohol-based hand sanitizer with at least 60 percent alcohol. Always wash hands with soap and water if hands are visibly dirty. IMPORTANT: Practice handwashing and other preventative measures as outlined on the Centers for Disease Control (CDC) website.

  • How can I get tested for coronavirus? (03/11/20 12:00 AM)

    Anyone presenting symptoms compatible with COVID-19 should contact their health care provider immediately. For all Loyola Medical plan participants, Aetna is waiving the traditional co-pay for diagnostic testing related to COVID-19. This policy will cover the test kit for patients who meet CDC guidelines for testing, which can be done in any approved laboratory location.

    How soon will coronavirus symptoms appear? (03/11/20 12:00 AM)

    According to the CDC, COVID-19 virus symptoms have the potential to develop from two days to 14 days after exposure. Symptoms include:

  • Fever
  • Cough
  • Shortness of Breath (Difficulty Breathing) Faculty and staff members should seek immediate medical attention if any symptoms are noticed. For an updated list of symptoms, and other COVID-19 related information, please refer to the CDC website.

  • Who is at high risk for contacting coronavirus? (03/11/20 12:00 AM)

    Populations that may be at a higher risk for contacting the coronavirus include older adults and individuals with a serious chronic medical condition (i.e. heart disease, lung disease, diabetes).

    If I am not feeling well, how do I know whether to continue working? (03/19/20 12:00 AM)

    Employees who feel ill or are sick should stay home, alert their manager/supervisor, seek medical attention from their provider, if needed, and follow the normal sick leave process. Paid time off is available for staff members to use during these circumstances. Please notify your manager as soon as possible if you are ill and need to use paid time off. Please contact Human Resources via 312.915.6175 or benefits@luc.edu to address specific situations or for additional questions.

    What is Loyola’s paid sick time policy? (05/22/20 12:00 AM)

    The University provides paid sick leave for regular full-time and part-time staff who are scheduled to work at least 20 hours per week (FTE .50). The University also provides paid sick leave for part-time, hourly staff who work less than 20 hours per week, including temporary, seasonal, active casual hourly staff, and hourly paid student workers.

    Please note: To ensure the greatest degree of flexibility, staff may now use any of their paid time off accruals, including personal/family friendly days, sick, and vacation time during the Coronavirus period for pay continuity with manger/supervisor approval.

    Loyola University Chicago staff employees will be temporarily eligible to access COVID-19 Days through June 30, 2020, once all Paid Time Off (PTO) accruals are exhausted. This includes Personal/Family Friendly Days, Sick and Vacation accruals with your Manger/Supervisor approval. COVID-19 pay is a temporary emergency measure granted to assist employees during the pandemic period.

    Eligible employees should complete the COVID-19 Emergency Pay Request Form and return the completed form to Human Resources at benefits@LUC.edu.

    How many hours of sick, vacation, and personal time have I accrued? (03/11/20 12:00 AM)

    Staff can login to Kronos or Employee Self-Service to view leave balances. You must be connected to Loyola’s network, either on campus or via Loyola Secure Access, to access Employee Self Service (ESS). Please contact Information Technology Services at 773.508.4487 for assistance with remotely accessing ESS.

    If I am ill, what should I do? (03/11/20 12:00 AM)

    Faculty and staff members should immediately contact your manager. For absences that extend beyond three days, please follow the Matrix Absence Management process, which includes calling Matrix at 1.877.202.0055. In addition, please contact your health care provider immediately.

    If I am out of paid time off and I am sick, what are my options? (05/15/20 12:00 AM)

    Loyola University Chicago staff employees will be temporarily eligible to access COVID-19 Days through June 30, 2020, once all Paid Time Off (PTO) accruals are exhausted. This includes Personal/Family Friendly Days, Sick and Vacation accruals with your Manger/Supervisor approval. Contact Human Resources via 312.915.6175 or benefits@luc.edu to learn more about absence planning for coronavirus-related emergency support and/or if you have an inquiry about your individual situation.

    What should I do if I am an employee who needs to care for a family member with the coronavirus or if they are asymptomatic? (03/11/20 12:00 AM)

    Employees should first contact their manager. Upon caring for a family member that has the virus, or appears asymptomatic, the employee should self-isolate for 14 days following the care. If appropriate, seek medical care for immediate attention. Working remote may be available for some positions. Please contact your manager for additional details about remote employment.

    What Is working remotely (telecommuting) and how does it differ from other forms of work? (05/15/20 12:00 AM)

    The CDC guidelines encourage teleworking where feasible and when possible to ensure the ability of the department to meet the business needs of the unit. Telework supports the goal of reducing the density of our campuses. Not all positions are viable for teleworking, please see your manager/supervisor for assessment. Your supervisor/manager will consider a number of factors including:

  • The nature of the work being performed (duties & responsibilities);
  • The ability to meet the business needs of the unit;
  • Departmental staffing needs;

    Employees should work remotely if required to self-isolate and where working remotely is possible. All other employees should see their manager/supervisor.

    Employees are expected to self-quarantine at home, away from Loyola, including the University’s residence halls and workplace for at least 14 days if you have traveled to/from/through, come into contact with, or live with someone who has recently traveled to a Level 3 or above country. This includes if you have been exposed to another person who has been exposed to the coronavirus. If you suspect that you meet these criteria, please contact your manager and Human Resources immediately for assistance via benefits@LUC.edu or 312.915.6175.

    Remote work arrangements may also be used, as feasible, to support employees who fall into high-risk health categories as outlined by the CDC, and employees who may need to attend to child/senior care needs.

    Please note: To ensure the greatest degree of flexibility, Loyola University Chicago staff employees will be temporarily eligible to access COVID-19 Days through June 30, 2020, once all Paid Time Off (PTO) accruals are exhausted. This includes Personal/Family Friendly Days, Sick and Vacation accruals with your Manger/Supervisor approval. COVID-19 pay is a temporary emergency measure granted to assist employees during the pandemic period.

  • Will all positions here at Loyola be eligible to work from home? (03/11/20 12:00 AM)

    Not all positions can be performed away from campus. Department managers will make this assessment and coordinate with Human Resources. Technology requirements such as access to computers, internet connectivity and speed, and phone capability, etc. will also need to be assessed to determine if an employee’s job can be performed remotely.

    Managers/Supervisors are encouraged to:

  • Begin immediately assessing working remote capabilities for your staff, as feasible, while maintaining the business needs of the unit. This process should be performed in a fair and consistent manner while reviewing the positions whose duties and responsibilities can be successfully performed remotely. Those employees in HIGH-RISK CATEGORIES should be given first consideration, while keeping social distancing a priority for all.
  • Limit employee social interactions (e.g., discourage face-to-face meetings; utilize Zoom meetings when possible; distance work space; gatherings of 70 or more are prohibited at any LUC campus location).
  • Alter work schedules to reduce mixing and allow for social distancing (e.g., stagger start/end times).
  • Seek out advice and technology solutions through the ITS Service Desk at ITSSERVICEDESK@LUC.EDU or 773.508.4487; also visit the HOW TO KEEP WORKING technology site for guidance and resources for working remote.

    Additional information regarding any changes in practices or pay policies will be distributed as it becomes available.

  • How will I know if my position will be eligible for remote work approval? (03/11/20 12:00 AM)

    Managers/supervisors should assess and communicate with employees regarding remote work arrangements. Although not all positions are viable, social distancing if a priority and your supervisor/manager will consider a number of factors including:

  • The nature of the work being performed (duties & responsibilities);
  • The safety and well-being of our students, faculty, and staff;
  • The ability to meet the business needs of the unit;
  • The exempt or non-exempt classification (non-exempt receive over pay for hours worked over 40 hours per week); and,
  • The feasibility of the home environment for work.

    The resources available to the employee will also determine the capability to work remotely, including:

  • Laptop/desktop/tablet, phone, internet;
  • Access as needed to: the LUC network via Loyola Secure Access, Loyola Secure Transfer, and/or Remote Desk Top Connection as needed;
  • Able to set up and/or connect to Zoom conference calls;
  • Must be available throughout the work day.

    ITS Service Desk should be contacted with any technology questions. In addition, a technology site called “Keep Working” has been set up as a resource for you.

  • If I am going to be working remotely, are there best practices to consider? (03/11/20 12:00 AM)

    Discuss work expectations during this period. Designating “office space” which allows a quiet work place to concentrate and in which work-related material can be stored, organized, and secured. If possible, adhering to the same work schedule that is followed on campus. Plan to be available during this time to meet work related needs of your department. Communicate early, often, and on a schedule. Set scheduled time to connect with your supervisor/manager and/or colleagues to discuss daily updates, projects, check-ins, or just to get updates. Use technology to provide face-to-face interactions (e.g., Zoom calls) so that frequent communication occurs.

    Will I be reimbursed for costs related to my ability to work remotely, such as internet and phone? (04/06/20 12:00 AM)

    The University has updated the Travel and Business Expense Policy with an Expanded Applicability During COVID-19 Pandemic. Please review this on our Finance website to see if this is applicable to your work circumstances.

    I am experiencing stress, anxiety, or worry about the coronavirus. Who can I speak with for support? (03/11/20 12:00 AM)

    Faculty, staff, and your family members can contact Perspectives Employee Assistance Program (EAP) for support. To schedule an appointment with a licensed professional, call 800.456.6327.

    What are Loyola’s travel policy restrictions? (04/17/20 12:00 AM)

    Given the evolving nature of this global health concern, please stay current on updates to the University travel policy by regularly checking LUC.edu/coronavirus.

  • Current University-wide travel restrictions include non-essential University-sponsored travel, both international and domestic, for faculty and staff members is prohibited until further notice.
  • Exceptions to this updated travel policy will only be made by the Provost or the Sr. Vice President for Administrative Services.

  • What should I do if I traveled to a country in a Level 3 zone? (03/11/20 12:00 AM)

    Employees are strongly encouraged not to travel to a Level 3 country.

    Faculty or staff members returning from or passing through CDC Level 3 Travel Health Notice countries may not return to campus for 14 days from the time you left an area with widespread, ongoing community spread and practice social distancing.

    For those who have traveled to or passed through Level 3 countries, follow instructions during this time and take steps to monitor your health and keep a safe distance from those who might be sick.

    If you have returned from a location with a CDC Level 3 Travel Health Notice more than 14 days ago and are asymptomatic (i.e., no fever, cough, fatigue, and/or difficulty breathing), then no further action is needed.

    For those that have traveled to or pass through these Level 3 countries, please follow these instructions during this time and take these necessary steps to monitor your health and keep a safe distance (six feet is recommended) from those who might be sick:

  • Stay home and do not go to school or work. This includes not visiting any of Loyola’s Chicago campuses or off-campus programs and events.
  • Take your temperature with a thermometer twice a day and watch your health.
  • If you develop a fever (100.4°F/38°C) or cough, seek medical care immediately.
  • Call ahead before going to a doctor’s office or emergency room and advise them of your symptoms and that you were in an affected area.
  • In Chicago, you may also call the CDPH at 312-746-7425 during business hours. After hours, call 311 and request to speak to the Medical Director on-call. If calling from outside of Chicago, please dial 312-744-5000. If symptoms develop and you call the CDPH, please notify them that you are a Loyola student, staff, or faculty member.
  • The CDC also provides guidance to families on how to care for a family member and resources for the home.

  • I’ve traveled to a country in a Level 3 zone. Should I return to work? (03/11/20 12:00 AM)

    Both the CDC and CDPH recommend that faculty and staff members returning from or passing through CDC Level 3 Travel Health Notice countries should stay home and not return to campus or campus events for 14 days from the time you left an area with widespread, ongoing community spread and practice social distancing.

    Can I travel for personal reasons to a Level 2 country? (03/11/20 12:00 AM)

    Faculty and staff members traveling to any Level 2 international location are expected to use caution and take necessary steps to ensure proper health protocols to minimize any exposure to the virus. Please see CDC recommendation for Level 2 countries:

  • Older adults and those with chronic medical conditions should consider postponing non-essential travel.
  • Travelers should avoid contact with sick people and clean their hands often by washing with soap and water for at least 20 seconds or using an alcohol-based hand sanitizer with 60 to 95 percent alcohol.
  • Travelers should watch their health during travel and for 14 days after returning to the United States.

  • Can I travel for personal reasons to a Level 3 country? (03/11/20 12:00 AM)

    Travel to level 3 countries is strongly discouraged. Faculty or staff members who must travel for personal reasons to a Level 3 country must follow instructions on a mandatory 14-day at-home isolation upon their entry back in the United States. Therefore, these travelers cannot return to work or classes until the end of that period. They are expected to contact the Wellness Center at 773.508.2530 and the CDC at (773) 617-9889. Please wait for additional instructions.

    If I have additional questions, who can I contact? (03/11/20 12:00 AM)

    Faculty and staff members can contact their supervisor/manager and/or Human Resources at 312-915-6175 or via email at benefits@LUC.edu should you have questions or concerns about your individual situation.

    Can student workers (interns and work-study students) continue to perform their duties on or off campus? (04/06/20 12:00 AM)

    Student workers should not report to on-campus jobs. If they are able to perform their duties remotely, and at the direction of their manager, they may continue to do so. Those student workers requiring remote access through Loyola Secure Access (LSA) to perform their job functions will be reviewed on a case-by-case basis, and access decisions will be jointly approved by their dean or vice president and University Information Security Office (UISO). Please route requests through the ITS services desk to generate a work ticket for the UISO. Emergencies can be sent directly to datasecurity@luc.edu.

    How will we support our displaced hourly workers (like food service)? Will they have health care? (03/15/20 12:00 AM)

    Aramark will re-assign employees within Loyola dining services based on seniority. Displaced Aramark employees will be reassigned to other corporate locations.

    How will schools/units at Loyola plan to schedule their staff; working from home, meetings on campus, etc. (03/19/20 12:00 AM)

    For the health and safety of the Loyola community, the University is urging all staff and faculty to transition to virtual meetings. Staff are encouraged to telecommute where feasible, and as approved by their supervisor. Supervisors retain the right to re-evaluate telecommuting options at a later date.

    How are the available technology resources for moving classes online (hotspots, computers, web cameras, microphones, etc.) being communicated to faculty, staff, and students? (03/15/20 12:00 AM)

    Visit this link for information: LUC.edu/its/keepworking

    I made travel arrangements to attend an event that was cancelled as a result of COVID-19 or that I should no longer attend as a result of the University’s travel restriction. Will the University reimburse me for these expenses? (04/06/20 12:00 AM)

    For the situations where a student/faculty/staff had department pre-approval to attend a conference and purchased a highly restricted or non-refundable air fare or reserved a non-refundable hotel rate for an event impacted by COVID-19, please do the following:

    1) The individual should contact the airline/hotel/conference organizer or other vendor to kindly request a reimbursement of the “non-refundable” fare/fee due to these unprecedented circumstances related to COVID-19.

    2) If the attempt to obtain a refund or credit is not successful (assuming that the airline or hotel will not provide any future credit, or if there is minimal likelihood that the airfare and hotel reservation will ever be used in the future), then the individual should submit the expense for reimbursement to their school, college, or department business manager. Appropriate documentation should be submitted to support the reimbursement request. Please refer to the University Travel & Business Expense Policy.

    3) The expense should be charged to the Operating accounting unit where the expense was originally expected to be charged.

    4) For Grant and Gift Related Expenses: Cancelled conference expenses are generally not allowed and should not be charged to a grant or gift account per regulation and policy. However, under the current circumstances, the United States Office of Management and Budget (OMB) and certain sponsors of Non-Federal Awards and Gift Funds have provided for certain levels of flexibility regarding allowability of travel expenses. Any department wishing to charge these types of expenses to their Grant (Federal or Non-Federal) or Gift accounts should contact the funding agency directly and receive written clarification from the Grant Management Official or Program Official named in the Notice of Award. This information should then be included in any requests for reimbursement. Additionally, if vouchers or refunds have been granted for any of the travel expenses affected by COVID-19, recipients are required to use the vouchers or refunds and may not request additional support.

    Where can managers find out more information about Kronos and employee timecards during the coronavirus outbreak? (05/22/20 12:00 AM)

    Please click here for a presentation on the special coding procedures during the COVID-19 period.

    What have we learned during temporary transition to online classes that might carry forward with us when the virus lifts and need for physical distance recedes? (04/27/20 12:00 AM)

    The timing of this crisis has provided several valuable learnings for us. It highlighted our preparedness and collective ability to rise to the occasion and shift to an academic delivery method that was not largely a part of our toolkit, and to adopt a teleworking employment structure which was not previously widespread. We learned that our faculty, staff, and our students are extremely flexible, adaptable, cooperative, and supportive through this crisis. We came together in solidarity and validated the readiness of every aspect of our Loyola community.

    How is the financial health of the university? (04/27/20 12:00 AM)

    Before the onset of the COVID-19 pandemic, higher education analysts predicted a significant decline in overall university attendance across the country. This pandemic has simply accelerated this decline and contributed to financial hardship for families around the world, not only for Loyola, but for just about every institution of higher learning. Universities across the country are struggling because tuition is our primary source of revenue along with revenue from residence halls and some advancement/ donor endowment support.

    As you can imagine, lower student enrollment will have a direct impact on our overall budget and our ability to sustain certain operations and activities. We are fortunate to have had strong fiscal stewardship going into the crisis; however, a reduction in revenue will require adjustments to be made to enable our ability to continue to fulfill our commitment to our students and their academic development and to provide for our faculty and staff.

    The Higher Ed community, including AJCU schools, are making difficult and bold decisions about staffing, including furloughs, eliminating merit increases, work force reductions, and other cost cutting measures involving staff. How and when will Loyola begin to make these decisions? (04/27/20 12:00 AM)

    Like all other sectors ranging from small, mid and large businesses to governments and municipalities, higher education institutions are not immune to the economic realities facing our country. Like others, Loyola Chicago will be faced with the same challenges as a result of the COVID-19 crisis. This crisis has placed many families in a situation where they may no longer have the financial ability to support post-secondary learning experience for their child, at all, not to mention in an on-campus environment. In addition, the awakening to the world of “online learning” for many as a real and doable thing while maintaining high quality instruction will impact decision-making around whether to pursue learning online or on campus. This will be “new reality” for us.

    As part of the Emergency Management Response effort stood up in the wake of the COVID-19 crisis, we have about 230 employees who are actively assessing the current public health environment against academic, operational, and financial metrics, and projecting our future state as an institution based on forecasted assumptions. The primary decision-making factors will be the timing of the return to campus and our student enrollment.

    As we continue to monitor daily the external climate, we have made every effort to provide employment continuity for our faculty and staff during this period. While we have done well so far, there are tough times ahead for our country and our institution. For Loyola, this might mean that we may not be able to sustain indefinitely the kind of across the board continuity we started with at the beginning of this pandemic. However, we’re doing everything in our power to reduce costs and find ways to increase enrollment and retention and to generate revenue.

    How will these decisions about employment be communicated to those impacted, as well as to the Loyola community? (04/27/20 12:00 AM)

    Decisions that directly impact the livelihood of our faculty and staff are not taken lightly. Our teams are exploring a variety of cost containment options and are doing so with the goal of minimizing impact on our staff and faculty. Be assured that our Jesuit identity and values remains at the forefront of all decision-making. Should these types of actions be required, they will be communicated is a respectful, sensitive, and dignified manner as is consistent with our mission and values. Similar to other HR matters have been communicated in the past, first with a general message to the community, followed by individual communication.

    As income and savings become every day conversations in the wake of COVID-19 with layoffs and unemployment rates skyrocketing, how is Loyola remaining a competitive option for students seeking higher education as well as staying competitive in the work place for top tier staff and faculty? (04/27/20 12:00 AM)

    This unprecedented pandemic has created much hardship on a broad spectrum of society all across the globe. Its impact is felt by individuals, communities, government, institutions, and businesses. Like other universities who had to repatriate students and refund housing and meal plans, Loyola is no different. We’ve experienced significant revenue declines and unforeseen expenditures.

    It is hard to place a dollar value on the enormous benefit a Jesuit, Catholic education delivers to society. The type of education we deliver is more relevant than ever when you look at this unfolding crisis. Our University community seeks God in all things and works to expand knowledge in the service of humanity through learning, justice, and faith. We keep all of those impacted by COVID-19 in our thoughts and prayers. We feel for our students and believe that all of the actions we have taken will help us emerge from this current crisis and continue forward as strong as possible.

    How is the University supporting staff members who lack access to reliable computers and internet, space to work at home, child care, and basic food/medical supplies? (04/27/20 12:00 AM)

    Managers have been encouraged to work very closely with their employees and ITS to provide technology support, including dedicated resources to assist staff through the transition to working remotely. Since mid-March, the ITS team has been working with staff, faculty, and students to help them secure the technology resources needed to keep the university operational in this pandemic situation. In cases where people are supporting mission critical services, ITS loaned out laptops, webcams, wi-fi hotspots, and other equipment as necessary. To date, over 330 laptops and other equipment were provided to the Loyola community. If anyone finds they are still in need of the technology to support critical University operations, they should contact the ITS Service Desk.

    For those scenarios where working remotely wasn’t an option or personal obligations prevented you from carrying out your job duties, every effort has been made for pay continuation through use of paid-time-off paid and the COVID-19 emergency pay which has been provided. We will continue to assess the COVID-19 pay each pay period to identify those employees in need of additional support.

    Loyola provides a very comprehensive and competitive health and welfare benefit program. We are proud to be able to provide medical, dental, and vision care to all benefit eligible employees, especially during this challenging health care crisis. Our medical insurance providers, Aetna and CVS/Caremark, have both been very good partners toward supporting the needs of our faculty and staff. The recent communication from HR outlined additional benefit coverages available under the CARES Act, and I strongly encourage you to revisit that communication and also to visit the HR website for additional employee benefits related information.

    When we return to campus, would Loyola consider having 100 percent work-from-home days every Friday, or for periods during the summer? (04/27/20 12:00 AM)

    This pandemic has required everyone to begin thinking much more creatively about the way in which work is performed. We have a team engaged to focus on strengthening staff engagement and we’ll look to that group to explore this option along with others in the coming weeks. When we are not in an emergency management response mode, decisions about working remotely should be made at the discretion of the manager and based on the business needs of the unit with consideration of the employee’s personal needs. Allowing employees to work remotely on an intermittent basis, when possible, is generally an available option, provided there is no adverse impact on others.

    Will Loyola consider creating a more flexible work policy after employees return to campus, such as an “efficient workplace policy” (efficiency valued over working long hours and weekends; perhaps implementing 34 hours as full-time) or increasing hours/flex schedule/time off/work life balance benefits? (04/27/20 12:00 AM)

    There is always a balance to be struck between work productivity and more personal life commitments. Prior to COVID-19, a flexible work schedule policy was in place and had been administered successfully by many departments. If you currently experiencing a personal situation where you may need more work flexibility or reduced work hours, you are encouraged to discuss this directly with your manager and/or Human Resources. The use of paid-time-off currently provided by the University is a benefit designed for these types of situations and continues to be an option available.

    Our efforts should be to ensure availability and serviceability. Reduced work schedules resulting from limited work requires an analysis around the number of positions truly needed to perform various roles. This crisis might create an opportunity for that analysis to take place. The reality is that in an effort to maintain our viability and competitiveness, we will most likely be looking at doing more with fewer employees versus reducing productivity at this time. Loyola is committed to exploring and providing competitive benefits to support the needs of our faculty and staff.

    We currently have a very generous paid-time off program for staff to use toward illness, disability, bridging holidays, addressing family commitments, as well as for simple rest and relaxation. Under the leadership of Human Resources, the Benefits Advisory Committee will play a role in identifying additional innovative benefit options for our employees on go forward basis.

    In lieu of COVID-19 crisis, will a retirement package be offered again? (04/27/20 12:00 AM)

    The voluntary transition incentive programs offered over two years for faculty and staff were very specific programs designed to provide a pathway for employees who might have an interest in retiring and transitioning in a meaningful and dignified manner, thereby meeting their needs and supporting financial structure of the University. The COVID-19 crisis isn’t related to retirement, so there is no connection between the two, nor plans for any future voluntary transition programs.

    Previous Messages

    Below is a list of previous messages sent to Faculty and Staff.

    Mon, June 1, 2020 10:05 PM CDT Valuable Assistance for Loyola Students Message from the Office of the President All Faculty, All Staff, All Students View Message
    Fri, May 29, 2020 08:20 PM CDT Preliminary Scenario Planning for Fall Semester 2020 Message from the Office of the President All Faculty, All Staff View Message
    Wed, May 27, 2020 05:59 PM CDT HEERF Student Share Grant Online Application Message from the Office of the President All Faculty, All Staff View Message
    Wed, May 20, 2020 03:36 PM CDT Update on Commencement 2020 Message from the Office of the President All Faculty, All Staff, All Students View Message
    Wed, May 20, 2020 11:30 AM CDT The Loyola Commitment Process Message from the Office of Financial Aid All Faculty, All Staff View Message
    Fri, May 15, 2020 02:20 PM CDT The Loyola Commitment Message from the Office of the Provost All Faculty, All Staff, All Students View Message
    Thu, May 14, 2020 01:35 PM CDT One Hundred Days at Loyola Message from the Office of the Provost All Faculty, All Staff, All Students View Message
    Thu, May 7, 2020 04:30 PM CDT University update and financial impact Message from the Office of the President All Faculty, All Staff, All Students View Message
    Mon, May 4, 2020 03:00 PM CDT Congratulations, Class of 2020! Message from the Office of the Provost All Faculty, All Staff View Message
    Thu, April 30, 2020 12:55 PM CDT Enrollment in Multi-factor Authentication (MFA) Message from Academic Affairs, Message from Information Technology Services All Faculty, All Staff View Message
    Wed, April 29, 2020 01:29 PM CDT Navigating Our Future Together Message from the Office of the President All Faculty, All Staff View Message
    Tue, April 21, 2020 09:18 AM CDT Digest of Online Teaching Resources Message from Academic Affairs All Faculty, All Staff View Message
    Mon, April 20, 2020 03:04 PM CDT Final Exam Schedule and Accommodations Message from Academic Affairs All Faculty, All Staff View Message
    Mon, April 20, 2020 10:23 AM CDT Reflection on the Semester: Why I Came to Loyola Message from the Office of the Provost All Faculty, All Staff, All Students View Message
    Fri, April 17, 2020 10:13 AM CDT Our Resilience Message from Dr. Rooney All Faculty, All Staff, All Students View Message
    Tue, April 14, 2020 08:18 AM CDT Support Resources for Faculty, Staff, and Students Message from Human Resources, Message from the Wellness Center All Faculty, All Staff, All Students View Message
    Mon, April 13, 2020 09:35 AM CDT CARES Act and Your Employee Benefits Message from Human Resources All Faculty, All Staff View Message
    Tue, April 7, 2020 11:59 AM CDT Finding Meaning in Change Message from Dr. Rooney All Faculty, All Staff, All Students View Message
    Mon, April 6, 2020 05:22 PM CDT Digest of Online Teaching Resources Message from the Office of the Provost All Faculty, All Staff View Message
    Fri, April 3, 2020 08:40 AM CDT Connected In Community Message from Dr. Rooney All Faculty, All Staff, All Students View Message
    Thu, April 2, 2020 07:40 AM CDT Making Your Zoom Meeting More Secure Message from Information Technology Services All Faculty, All Staff View Message
    Tue, March 31, 2020 02:30 PM CDT Policies and Best Practices for Remote Work Message from Human Resources All Faculty, All Staff View Message
    Tue, March 31, 2020 09:45 AM CDT Remote Work Cybersecurity Recommendations Message from Information Technology Services All Faculty, All Staff View Message
    Mon, March 30, 2020 01:40 PM CDT Update on Summer Sessions I & II Message from the Office of the President All Faculty, All Staff, All Students View Message
    Sat, March 28, 2020 04:22 PM CDT Addressing Students’ Financial Concerns Message from the Office of the President All Faculty, All Staff, All Students View Message
    Fri, March 27, 2020 05:35 PM CDT Thank You, Ramblers Message from the Office of the President All Faculty, All Staff View Message
    Thu, March 26, 2020 11:10 AM CDT Updates to Grading: Pass/No Pass and Withdrawal Message from the Office of the Provost All Faculty, All Staff, All Students View Message
    Thu, March 26, 2020 08:00 AM CDT Sister Jean's message of hope and unity Message from the Office of the President All Faculty, All Staff, All Students, Parents of all Undergraduate Students View Message
    Tue, March 24, 2020 08:30 AM CDT The Power Within Message from the Office of the Provost All Faculty, All Staff, All Students View Message
    Sat, March 21, 2020 02:15 PM CDT COVID-19: Community Update Message from the Office of the President All Faculty, All Staff, All Students View Message
    Fri, March 20, 2020 06:45 PM CDT Commencement 2020 Update Message from the Office of the President All Faculty, All Staff, All Students View Message
    Fri, March 20, 2020 11:35 AM CDT IMPORTANT REMINDER: Today's Campus Changes and Closures Message from the Office of the President All Faculty, All Staff View Message
    Thu, March 19, 2020 03:15 PM CDT Campus Changes and Closures: COVID-19 Response Update Message from the Office of the President All Faculty, All Staff, All Students View Message
    Wed, March 18, 2020 09:25 AM CDT We are called to care and be community Message from the Office of the President All Faculty, All Staff, All Students View Message
    Tue, March 17, 2020 11:00 AM CDT Updates on the Academic Calendar, Placement-Based Courses, and Engaged Learning Message from the Office of the Provost All Faculty, All Staff View Message
    Fri, March 13, 2020 04:58 PM CDT COVID-19 Response Update Message from the Office of the President All Faculty, All Staff View Message
    Fri, March 13, 2020 12:35 PM CDT Clarification of the start of online instruction Message from the Office of the Provost All Faculty, All Staff, All Students View Message
    Thu, March 12, 2020 08:24 AM CDT Coronavirus (COVID-19) Update Message from the Office of the President All Faculty, All Staff, All Students View Message
    Tue, March 10, 2020 05:39 PM CDT Coronavirus (COVID-19) Update: 5:35 p.m. Message from the Wellness Center All Faculty, All Staff, All Students View Message
    Tue, March 10, 2020 04:19 PM CDT John Felice Rome Center (JFRC) Fall 2020 Semester Update Message from the Office of the President All Faculty, All Staff, All Students View Message
    Tue, March 10, 2020 01:21 PM CDT Coronavirus (COVID-19) Update Message from the Office of the President All Faculty, All Staff, All Students View Message
    Fri, March 6, 2020 03:35 PM CST Summer and Fall Program Decisions due to coronavirus in Italy Message from the Office of the President All Faculty, All Staff, All Students View Message
    Thu, March 5, 2020 04:53 PM CST COVID-19 Update: CDC & Travel Updates Message from the Office of the President All Faculty, All Staff, All Students View Message
    Sat, February 29, 2020 03:44 PM CST Loyola Rome Center Update Message from the Office of the Provost All Faculty, All Staff, All Students View Message
    Fri, February 28, 2020 04:32 PM CST Coronavirus (COVID-19) Update Message from the Wellness Center All Faculty, All Staff, All Students View Message
    Thu, January 30, 2020 06:25 PM CST Wellness Center Update on Coronavirus Message from the Wellness Center All Faculty, All Staff, All Students View Message
    Fri, January 24, 2020 03:35 PM CST Guidance on Coronavirus Message from the Wellness Center All Faculty, All Staff, All Students View Message