Provost Hardgrave COVID-19 Faculty Updates

Dear Colleagues,

Last week’s University Senate meeting gave us a chance to have a constructive discussion on several areas of concern regarding the spring semester – topics ranging from student absences and additional course sections to classroom preparedness and technology needs. These issues are critical to how we work together to deliver on our instructional mission. Thank you to the more than 350 attendees. In the coming weeks, the Provost’s office looks forward to continuing the dialogue with the faculty at large as we transition into the holidays and prepare for the spring.

In the meantime, the Provost’s Office and the Senate leadership have begun to meet to tackle the issues and concerns expressed in that Senate meeting and in the General Faculty and Special Faculty Meetings that preceded it. We are meeting in a spirit of open dialogue and cooperation, in a renewed commitment on all sides to the principles of shared governance. This email is one of our first steps together in terms of trying to communicate better and more clearly to faculty what has been happening and the logic of decisions that have and will be taken. Our plan is to continue to work through issues and communicate regularly to you like this, not just by email, but also in person as much as possible. As a follow-up to last week’s meeting, the Senate and the Provost plan to host one or more town halls with faculty before the end of the semester to provide updates on preparations for the spring semester and address additional questions. Details on these meetings will be provided in the coming days.

For now, for those of you who were unable to attend last Tuesday’s meeting, we wanted to provide an overview from the Provost’s Office of the many points raised and how the Provost is responding to faculty concerns:

• We will continue to implement campus and public health protocols to make Auburn as safe as possible during the spring semester. If these protocols do not align with health and safety directives at any time, we will immediately adjust our plans. If health officials indicate it is unsafe to have classes on campus, then we will begin the semester remotely or pivot to remote learning as necessary to protect the health of our students, faculty, and staff.

• As we prepare for the spring, classroom safety is paramount to fostering a productive learning environment. While we do not currently anticipate installing plexiglass screens in every classroom, we can provide it to any faculty member who would prefer to have it. If this is something that interests you, please reach out to the Provost’s Office directly.

• Several faculty shared concerns about how classroom capacities can be managed while upholding physical distancing guidelines. While course sections and classrooms vary across campus, and we’re going to continue to work on this issue, one way to make our classrooms safer is to provide additional course sections to lower the enrollments of each section. The Provost’s Office will provide funds to faculty willing to teach additional face-to-face sections next semester to achieve this goal. Please let your department head or chair know if this is something you wish to pursue.

• All on-campus students, faculty, and staff will be automatically registered for sentinel testing during the spring. While legal concerns prevent us from making testing mandatory, we are exploring options to increase participation in sentinel testing during the spring semester.

• With spring break being replaced with wellness days throughout the semester, several faculty expressed concerns about how these days might affect laboratory courses. In response, we will be contacting faculty and department leaders in the coming days to discuss and develop approaches that best support course learning outcomes.

• During the meeting, it was also noted that not all students desire in-person instruction; some prefer the flexibility of blended and online courses. We have added more than 1,100 blended and online course sections next semester. We anticipate offering courses using different modalities even after the pandemic is behind us.

Without question, the current situation is impacting all of us on an extremely personal level. The Provost’s office strongly believes that faculty are the heart of our institution and is deeply invested in fostering a supportive relationship between the faculty, the Senate, and the Provost’s Office. Against the backdrop of the pandemic, we continue to work together to make decisions that honor both our academic mission and the safety of faculty and students. The voice of the faculty in these decisions remains critical.

Because we have stood united and worked towards common goals, Auburn has remained strong and had a successful fall semester thanks to the hard work and sacrifices of our faculty and staff. We do best when we work together, and we strongly believe that renewing our commitment to open communication, transparency, and shared governance will help us not just to weather the ongoing COVID-19 crisis but to come out of it stronger and more committed to our common mission.

Thank you for all you do, and please let us know how we can continue to support you. Best wishes for a restful holiday break.

In gratitude,

Bill Hardgrave
Provost
hardgrave@auburn.edu

Don Mulvaney,
Chair, University Senate
mulvadr@auburn.edu

Todd Steury
Chair-Elect, University Senate
tds0009@auburn.edu

Greg Schmidt
Secretary, University Senate
schmigr@auburn.edu

Ralph Kingston
Secretary-Elect, University Senate
rfk0001@auburn.edu

Nedret Billor
Immediate Past Chair, University Senate
billone@auburn.edu

Dear Colleagues,

We are in the midst of an extraordinarily stressful time in which we all have to make decisions with changing information.

As we prepare for next semester, we continue to take all necessary precautions and are prepared to modify the spring plans should conditions change. Circumstances regarding COVID-19 continue to be closely monitored, and the appropriate changes in plans will be made if needed. The best we can do with the current uncertainty is to develop a plan based on what we know and have learned this fall and prepare appropriate contingency plans.

The coming weeks will bring Thanksgiving break and final exams. As we continue to address questions related to spring instructional modalities, a reminder that information regarding modality decision appeals can be found here.

Your concerns – about safety measures, testing, the privacy of health information, and a greater voice in decision-making – have all been heard. The weeks and months ahead will continue to require us to be adaptable and resilient. I encourage you to let my office know how we can continue to assist you as you prepare for spring.

Best wishes for a strong finish as we enter the final full week of classes.

Respectfully,

Bill

Dear Colleagues,

This week’s cooler temperatures are a tangible reminder that mid-semester is fast approaching. As we conclude our sixth week of classes, I remain encouraged by our collective efforts to support campus safety protocols as we teach courses, advance research, and complete other mission-critical activities.

Since the semester’s onset, we anticipated the enormous shared responsibility resuming on-campus operations would require of every member of our campus community. Motivated by an expected early-semester increase in COVID-19 cases, our faculty, staff, and students have cooperated overwhelmingly with campus protocols. Since then, we have been fortunate to have no reported hospitalizations, deaths, or documented transmission of COVID-19 among faculty teaching on campus. Our sentinel testing numbers remain low, signifying that our commitment and resiliency have undoubtedly contributed to the positive campus health trends. As always, I thank you for your efforts.

Earlier this week, the university announced modifications to three important policies, including changes to face covering requirements, size limits for campus events, and our return to normal operations. While these modifications in no way imply that we can let our guards down, they will allow our students, particularly those in their first year, to safely resume many in-person aspects of campus life. The decision to transition all employees back to full on-site (normal) operations in November, along with the aforementioned success of the safety protocols in keeping the classrooms safe, helps inform our instructional decisions for the spring semester.

For several weeks, we have engaged in numerous discussions with Senate leaders, deans, senior leadership, and public health officials regarding plans for next semester. We have also worked with the associate deans to refine our instructional modalities to better align with our goals of course engagement, flexibility, and student expectations. As you will note in the linked document, the modalities are essentially the same as this semester, with some refinement of the definitions to more clearly indicate how courses will be delivered. As we build our academic schedules ahead of registration next month, it is important to remember that students rely on these essential details when selecting courses to best meet their unique needs.

We are confident that with continued adherence to safety protocols, such as physical distancing, limited classroom capacities, and indoor face coverings, Auburn can safely foster an academic environment that supports in-person teaching as our primary modality. Understandably, some faculty may require necessary accommodations or have strong pedagogical reasons for teaching online or blended courses. Any exceptions to in-person instruction (specifically courses where less than half of the contact hours are delivered in-person) must be approved by the dean of your college. Our efforts to provide more in-person instruction, combined with our physical distancing protocols, may require colleges to add more course sections in order to accommodate smaller classes in larger rooms.

The semester is still set to begin on January 6, 2021, and additional details about the complete spring calendar will be announced in the coming weeks. Like this semester, our plans will be contingent on conditions defined by the pandemic. Should conditions change, we will adjust our expectations accordingly.

As I mentioned in my last email, many of our students this semester are struggling with feelings of isolation and disconnection from their faculty and peers. To the greatest extent possible, I ask that you please consider expanding your course engagement through synchronous opportunities. These could include extended office hours, review sessions, optional course activities, or even simply opening up your Zoom sessions early to allow students to engage with you and their classmates.

Thank you again for the extraordinary work you are doing amid extraordinary circumstances. The end of the semester will be here before we know it, and I am sure the coming weeks will only continue to showcase our campus community's strength and commitment.

Best,

Bill

Dear Colleagues,

As we settle into the fall semester, the first few weeks have offered us important insights into our academic community and have helped us recognize those areas in need of adjustment. Our faculty’s commitment to creating a positive atmosphere for learning serves as an important example of perseverance to our students. I want to begin by thanking you for your continued commitment to our students’ success.

On Tuesday, we updated our COVID-19 dashboard to include the positive cases from last week. Provided by the Office of Institutional Research, this data is critical to providing consistent and reliable information to our campus. While last week’s increase in cases was expected, we know that small spikes will continue to occur. Going forward, we will continue to effectively manage these instances through careful containment protocols, including quarantine and isolation housing for our students and necessary contact tracing.

The role of faculty in supporting these efforts cannot be understated. In addition to upholding campus measures that call for students to wear face coverings and maintain a safe physical distance, faculty are asked to be diligent in asking students to show their Healthcheck screen (the ‘green screen’) each day. Many of you have asked how to respond when you learn a student in your class tested positive. If you receive a notification that a student has tested positive, faculty are asked to do the following:

• Ask the student to complete the Self-Report Form. Please remind students that this form is necessary for providing critical contact tracing.

• Continue to teach your course as normal – there is no need to cancel your class or change your instructional modality. Faculty with a verified close contact exposure to COVID-19 through contact-tracing will be notified.

• Unless you have been notified separately that you had a verified close contact exposure with the student, you do not need to check “Yes” when completing your daily GuideSafe Healthcheck.

• Please work to accommodate the student’s course needs while they are away from class.

• Contact the COVID Resource Center at (334) 844-6000 or covidresourcecenter@auburn.edu with any COVID-19-related questions.

Following the conclusion of our student re-entry testing, we are preparing to begin Sentinel (i.e., sample) testing next week. Sentinel testing allows us to test a random sample of individuals within the campus community to detect new infections and promptly complete contact tracing. This additional testing measure supports our efforts to mitigate future transmissions as early as possible while also monitoring data trends to get a picture of the prevalence of COVID-19 on campus to ensure we respond quickly and appropriately.

As I reflect on the first few weeks, it has been rewarding to see how many of our faculty have approached this semester as an opportunity to introduce innovative teaching methods and explore new pedagogical approaches. From our Biology faculty who are using the Arboretum to offer in-person instruction, to our students who are utilizing campus spaces to translate their GroupMe chats into safe study sessions, our faculty and students have developed resourceful ways to connect.

Maintaining our connections is critical, especially in the days and weeks ahead. As we continue to rely on our public health experts for guidance, we are fortunate to have a community of colleagues to offer support and encouragement. However, many of our students, especially our first-year students, are finding it hard to connect to campus. As you know, the fall semester is a time when our students typically complement their academic pursuits with robust campus activities. With so much of their personal and educational lives confined to virtual spaces, many students are experiencing increased mental health issues, such as stress and anxiety. As faculty, I ask that you take note of students who might be struggling to navigate this different and often challenging academic setting. Whether in-person or through Zoom, I encourage you to engage with your students regularly, help them understand their value as members of our community, and connect them with academic or mental health support if they need it.

While the fall semester has only just begun, it’s hard to believe that our attention is now turning to the spring semester. I know that many of you have questions about course modalities and scheduling for next semester. In the coming days, my office will be providing updated guidance on plans for spring.

Again, thank you for all that you do for Auburn University.

Regards,

Bill

Dear Colleagues,

Following last Friday’s email, I have spoken to the Senate Executive Committee and wanted to provide some additional clarification to faculty with questions. My goal is always to provide you with guidance while continuing to listen to the concerns and thoughts of all faculty, particularly during these challenging times. Please allow me to provide important follow-up clarification below:

Concerns about safety protocols: Our faculty, staff, and students’ safety remains our number one priority. This has been and continues to be our top priority as we plan for reentry this fall. To this end, the university has established several protocols to create a safer environment. These protocols have been elaborated in the academic reentry plan and include such things as required face coverings, physical distancing, and COVID-19 testing of students. The university has been focused on safety and will continue to address safety concerns as they arise so that faculty can focus on the delivery of their courses. Furthermore, we expect some faculty will modify how they teach a class to help create a safer environment while also meeting course objectives. While Friday’s email primarily addressed course delivery, it did not mean to suggest safety is anything other than our top priority.

Concerns that faculty are being forced to teach face-to-face: There are several modalities faculty can use to deliver instruction, of which face-to-face is one. Faculty may certainly teach their courses completely face-to-face or even fully online, if they can still meet course objectives. In Friday’s note, I indicated that any consideration for teaching in the fall should start with the assumption that we deliver the bulk of our courses in-person. Offering classes in-person, I hope you agree, is best for our students in most situations, if we can stay safe doing so. It is what the majority of our students expect. Although we have some online programs and offer many online courses, we are an on-campus university that provides an exceptional student experience – it is part of our identity. We are not an online university. Thus, I encourage faculty to teach as much of their classes in-person, as long as it can be done safely per the many stated safety protocols. However, regardless of the modality, I know that some of you have concerns about teaching this fall – and these run the gamut from concerns about your personal safety to concerns for your families. There are alternatives to teaching this fall, outlined in the attachment to Friday’s email, available to those who have concerns; I encourage you to explore these options with your department leadership and HR.

Concerns that faculty no longer have a choice in instructional modality: The university has been consistent in its position on the selection of instructional modality, as exemplified by this quote I shared at the June 16 Senate meeting: “Faculty members will determine which modality, in conjunction with their department, is best for learning objectives.” This has been and will continue to be our position. However, what happens if a faculty member wants to teach their course online and the department leadership does not agree that the learning objectives can be met? This question was the crux of Friday’s message, which provided a process in case the faculty and department could not agree. The process outlined in Friday’s email (and its accompanying attachment) is only evoked if there is disagreement about modality at the department level, which I expect will occur infrequently. If you have already made your modality choice and your department leadership agrees, you don’t need to do or change anything – keep working on your preparation for fall.

Even though we are all facing uncertainty, with many questions unanswered and many questions yet unknown, I take great solace in knowing that our faculty take the education of our students seriously and will provide the quality of instruction Auburn is known for. Our faculty seem to have a boundless capacity for innovative pedagogy and an ability to achieve course objectives, despite these exceptional times. I hope this letter helps clarify some elements from Friday’s message. Please let me know if you have any questions.

Regards,

Bill

Dear Colleagues,

With the start of the fall semester a month away, much is happening on our campus to prepare for the return of our faculty and students. By now, I am sure you have heard about or read about A Healthier U, our institution’s academic, student, and operational reentry plans for the fall. These plans are living documents that will most certainly evolve as we continue to make decisions resulting from the ongoing pandemic. Based on state and federal recommendations, “A Healthier U” details Auburn’s current measures to help protect our faculty, students, and staff as we prepare to fully reopen our campus.

Earlier this month, I shared the Academic Reentry Plan with you to both keep you updated and to foster continued conversations about fall instruction and campus safety protocols. This important dialogue has informed many of the academic FAQs available on the website and enabled us to add necessary details to all three plans. I thank those of you who have taken the time to provide feedback either directly to me or through the Senate or your college/school leaders. If you have not done so, I encourage you to carefully review the Academic Reentry Plan as you consider your courses this fall.

As I have said before, our faculty did a phenomenal job this past spring as we quickly transitioned from face-to-face to a mandated remote delivery. Our faculty were able to pivot in a way that exemplified the responsiveness, attentiveness, and care for which we are consistently known. As we prepare for the fall semester, we do so with the benefits of personal knowledge and professional experience that – without question – continue to guide our actions and inform our decisions.

Despite the challenges posed by the pandemic, our shared goals and expectations remain the same – delivering instruction in ways that support the continued academic progress of our students, meeting the learning objectives for our courses, ensuring the academic integrity that we as faculty strive for, and engaging with students in ways that support meaningful learning. Our Academic Reentry Plan is based on the assumption that our approaches to course delivery should reflect similar methods we have employed in the past. For most of you, this includes in-person instruction.

In preparation for the fall, you have been asked to identify the most appropriate instructional method for your courses that aligns with one of four modalities. These include face-to-face, blended, HyFlex, and online course delivery. While each method offers its own pedagogical advantages, the modalities inherently represent online and in-person delivery options, with the latter including face-to-face, HyFlex, and blended approaches. While delivery methods will vary depending on course needs, you should begin with the assumption that a course will be delivered using the modality in which it was delivered prior to the pandemic. Any transition to purely online should be considered an exception, one that takes into account the shared goals mentioned above. I have provided additional information regarding the selection of an instructional modality on the Provost’s website.

As I’m sure you will agree, adapting the delivery of our courses for more than 30,000 students amid new public health safety protocols is not something any of us ever expected to do. However, the faculty’s response to these modalities, along with your continued willingness to engage in new approaches to teaching and learning, continue to personify the core values of our mission. Since March, more than 1,000 faculty have participated in training and development programs through the Biggio Center, which is beyond impressive.

To support our reentry to the classroom, the university is implementing important safety measures that align with state and federal recommendations, and we are enacting comprehensive protocols that prioritize health and wellness. Standard practices, such as face coverings, physical distancing, decreased classroom capacities, contraflow in and out of classrooms, increased sanitation, enhanced technology, mandatory reentry COVID-19 testing, and required daily health screenings for students are just some of the required measures this fall. We continue to listen, along with health experts, to faculty, staff, and students’ concerns to ensure that they are being addressed, and we are committed to open communication and transparency. Without question, we are doing everything possible to make the campus safer as we welcome our students back.

I am confident that our campus has developed a comprehensive and thoughtful approach to welcome our students back this fall. Together, we remain committed to offering continued academic opportunities that support student success while fostering a mutually rewarding experience for faculty.

As we prepare to reengage on our campus, I will continue to seek insights from our academic community and look forward to continued progress as we enact measures that will make our institution even stronger.

Thank you for all you do for Auburn University,

Bill

Dear Colleagues,

I trust this letter finds you in good health as our campus continues to navigate the impacts of COVID-19. While the pandemic continues to affect how we live and work, we remain committed to using the lessons learned from spring and summer to our advantage as we prepare for what will be our new normal for the foreseeable future.

Without question, the pandemic has inspired many robust conversations across our campus, state, and nation regarding how universities like ours will resume academic operations amid new safety precautions. As always, I am grateful for the thoughtful feedback from our faculty and health experts as we have made decisions for the summer term that have informed our academic expectations for fall. While our campus continues to make adjustments, our faculty and students' responsiveness, flexibility, and engagement remain a constant source of support.

Last month, I promised to share the Fall 2020 Academic Reentry Plan with you, which outlines key elements and instructional strategies for the fall semester. Following the end of the spring semester, our goal has been to translate the faculty's commitment and momentum into a framework that accommodates our current academic environment while providing extensive safety and contingency plans. The academic plan is one component of the university's broader reentry plan, "A Healthier U," that includes similar documents for students and campus operations. While those guidelines will be announced in the coming weeks, I felt it was imperative to share our academic plan with you now.

Throughout the summer, we have provided numerous updates regarding various aspects of our fall planning efforts, including adaptable instructional methods, the modified academic calendar, and new safety precautions. While all of these components are equally critical to preventing the spread of coronavirus, they also share the important commonality of sustaining our academic, research, and outreach missions. We have identified areas of importance through our communication with the University Senate and other shared governance groups, all of whom have helped develop new parameters for our educational experience.

First and foremost, however, is the safety of our faculty, staff, and students, as well as our academic spaces. The measures we are taking include efforts that we must all realize, both collectively and individually, to help mitigate the spread of the virus. Those of you teaching on campus this fall will return to classrooms and laboratories that will undoubtedly look different amid new safety protocols. In addition to required face coverings, classes will adhere to a maximum 50 percent capacity rule to allow for physical distancing. To promote greater personal responsibility, we are piloting a new health screener app this week to monitor students' symptoms and refer them to medical professionals as needed. Of course, hand sanitizer and disinfecting wipes will be readily available in academic spaces, and I encourage each of you to carry personal hand sanitizer.

Working with the faculty and the Biggio Center, we have successfully developed a cadre of instructional delivery methods to promote innovative teaching and learning while empowering faculty and students to make prudent academic decisions. As you prepare your courses to align with one or more of these modalities, every faculty member is also asked to develop instructional contingency plans. These include designating a peer to take over your courses in the event of an illness and developing a "Syllabus B" should all instruction once again have to transition to remote delivery. OIT continues to equip classrooms with the necessary technology for live streaming and recording classes to support the continued progression of students who either may become ill or have to self-quarantine.

I know that some of you remain concerned about personal risk factors or members of your family who may be at risk for COVID-19. If you have these concerns, I ask that you work with your departmental and college/school leaders to identify solutions that best suit you and your program. Of course, faculty can continue to hold office hours either on campus or remotely.

I encourage you to read the plan and consider how these parameters will inform your work going forward. Again, my thanks to the countless individuals who have gone above and beyond to help position our campus to resume academic operations this fall. We are preparing to welcome you back in the coming weeks, but we are also prepared to respond to new guidance from the state and health authorities should the need arise. Going forward, I will continue to provide updates to you on the Provost's Office COVID-19 website.

We will continue to adapt our efforts and communicate updates or changes to the academic plan to you. As you prepare for the fall semester, I look forward to seeing many of you back on campus.

Many thanks for all you do for Auburn University,

Bill

Dear Colleagues,

It's hard to believe that we have reached the end of our fourth week of remote operations. As I walk through campus, I am still taken aback at how the energy and excitement typically associated with the final weeks of the academic year have been so quickly replaced by quiet and calm. With a month now behind us, I take this week's message to say thank you for giving your best to our students despite challenging circumstances.

This transition has undoubtedly tested the resilience of our faculty and students. Each of you has taken on new responsibilities that exceed the traditional demands of your faculty roles. Our familiar classrooms have been entirely replaced by virtual spaces that have necessitated new approaches to teaching and learning. In just a few short weeks, we have learned a great deal about our faculty's remarkable capacity to balance academic quality with remote modalities. And, in some conversations with faculty, you have learned new ways to reimagine and deliver instruction that many of you will want to continue into future semesters.

We have seen the benefits of asynchronous learning take the form of increased flexibility, convenience, and new, albeit different, levels of student engagement. It is undoubtedly challenging for some of our students as they adjust to a less structured setup (i.e., no physical classroom) and, perhaps, some less-than-ideal places to concentrate on their studies (e.g., at home with younger siblings). I know that many of you continue to go above and beyond to support our students during this critical time. Your efforts showcase the best of our institution. As we continue to define this new form of work-life, I thank you for your willingness to accommodate constant schedule adjustments, participate in seemingly endless Zoom sessions, and maintain your scholarly activities beyond the classroom.

Almost on a daily basis, I am on Zoom meetings with our academic and student leadership groups to ensure we are making the best possible decisions for our campus. The role of shared governance has never been more critical as we look to Auburn's leaders for guidance in a time of uncertainty. My thanks to those you who made time to attend the most recent Senate meeting and to participate in the Senate officer elections. Your participation maintains our faculty engagement and ensures continued momentum on important academic topics. This continuity is especially crucial for Auburn's short- and long-term future as we look ahead to the summer and fall. Enrollment has already begun for our summer and fall semesters, and we anticipate welcoming our incoming students to Auburn through a new virtual orientation this summer (with, hopefully, a face-to-face component later in the summer).

When the COVID-19 pandemic is behind us, I am confident we will reflect on the collective efforts of our faculty during this time with profound appreciation and pride. For now, please know you have my deepest gratitude for all you do for our students and our institution. Please continue to keep yourselves and those around you safe and healthy.

Regards,

Bill Hardgrave
Provost

Dear Colleagues,

Today marks the end of our third week operating as a remote campus. Like many of you, I continue to closely follow national and local updates on COVID-19 and reflect on the many ways in which this experience will not only change my life but the lives of those around me. As our daily routines continue to shift from the familiar to the unfamiliar, it is especially important that we remain connected to our families, friends, colleagues, and students during these times.

In looking back at the past month, it is hard to believe that our campus transitioned from simply contemplating plans for remote instruction to full remote operations in a matter of days. Yet, every member of our faculty has gone above and beyond to meet the needs of our students while upholding the integrity of our academic mission. I am especially grateful to those of you who have become a source of support to your peers during this time as they have quickly adapted their courses and embraced new teaching technologies.

Each day, our administration assesses the impact of the COVID-19 pandemic on our campus and makes decisions that support the continued success of our faculty, staff, and students. With input from the faculty leadership, we have made an ongoing commitment to review and revise our policies in an effort to mitigate any long-term impacts on our faculty. Among these, we recognized that providing options for the extension of the tenure agreement for probationary faculty was important. Last week, I promised my office would provide additional guidelines and a form for faculty to request a one (1) year extension of their tenure agreements as a result of disruptions caused by the COVID-19 pandemic. This information has been posted on the Provost’s website.

At some point, we will have an opportunity to reflect on the collective lessons this experience has taught us as individuals, as scholars, and as an institution. I encourage you to share your thoughts and ideas, either with your departmental leader, your dean, or with me directly. For those of you who have not yet provided input to the Collaborative on Academic Careers in Higher Education (COACHE), the survey closes later this month. While the instrument does not ask specific questions about the COVID-19 pandemic, the final question asks what one thing Auburn could do to improve the workplace for faculty. When things eventually return to normal, we will need to reflect on what we did well and what could have been done differently.

In addition to our campus, I know many of you have stepped up to support our broader communities in extraordinary ways. From promoting local businesses to initiating efforts of appreciation for our first responders and healthcare workers, the outpouring of kindness and encouragement from our community during this time is what makes Auburn such a unique place to live and work.

The impact of COVID-19 issues will continue to be part of our everyday lives for the foreseeable future. As we go forward, I encourage each of you to continue offering your time and talents to others.

My thanks to you for all you do for Auburn University.

Regards,

Bill Hardgrave
Provost

Dear Colleagues,

As we conclude our second week of remote operations, I want to thank the faculty again for your continued leadership and flexibility during this unprecedented time. Amid the many adjustments our academic community has made in the wake of the COVID-19 pandemic, none have been more challenging than balancing the practice of social distancing with our inherent need for engagement with others. As we adapt to this new (albeit temporary) kind of normal, I am confident that this time of uncertainty will eventually yield many positive effects on our campus. Among these, I'm sure we all share an increased appreciation for our colleagues, our students, and the familiar sights and sounds of our campus.

While the university's academic leadership continues to navigate difficult decisions based on continually changing information, we must recognize and consider the impacts of the COVID-19 situation on the academic and professional work-life of our faculty, particularly those who are working towards achieving tenure.

This week, I collaborated with the Senate leadership to authorize a temporary modification to the university's promotion and tenure policy. This modification will allow faculty who are currently in their first through fourth years of the probationary period to request a one-year extension of their tenure agreements (similar to how the university handles medical leaves). Senate Chair Nedret Billor best articulated the need for this extension when she described the current situation as "one that may seriously impact our faculty who are endeavoring to be productive researchers, innovative teachers, and contributing members of our campus community as they strive to advance their professional careers."

Faculty interested in opting into the extension will be able to notify the Provost's Office through an online form and will have until November 1 to request an additional year. Further details regarding the process, application form, and other information will be available on the Provost's Office website in the coming days.

As we enter the home stretch of the semester, many of our traditional academic processes and departmental proceedings are delayed indefinitely. In recent days, several faculty members have inquired about the distribution of student evaluations of teaching this semester. Following advice by faculty leaders, student teaching evaluations for the spring semester will continue as planned. Once collected, however, evaluations will only be provided to faculty. Spring 2020 student evaluations of teaching will not be used in Faculty Annual Reviews or included in promotion / tenure dossiers, unless a faculty member chooses to include them.

Again, my thanks to you for your dedication to our campus and especially to our students. In just two weeks, more than 2,000 faculty members have transitioned over 5,200 courses to remote instruction. This type of dedication is what continues to move our campus forward during this time and allows us to continue delivering on our mission.

As you continue to work remotely, I ask that you please take time for your health and safety during this time.

With thanks,

Bill Hardgrave
Provost

Dear Colleagues,

By now, I'm sure you have read today's message from President Gogue announcing the university's decisions to continue remote instruction for the remainder of the semester and postpone our May commencement ceremonies. Our transition to remote instruction has undoubtedly been an adjustment for everyone this week. I thank you for your continued commitment to our academic mission and ask for your ongoing patience as we continue to adapt to these new approaches to teaching and learning together.

In the wake of the COVID-19 crisis, our leadership has anticipated the need for temporary modifications to a few of our academic policies, beginning with the withdrawal date. We have extended the deadline for students to drop a course with a "W" assigned from April 3 to the last day of class, April 24. We have encouraged students to consult with their academic advisors to understand how withdrawing might impact their academic progression.

Following the conclusion of Spring Semester 2020, students will have the opportunity to convert any passing grade to an S and any failing grade to a U. This temporary policy adjustment does not impact how you assign grades in your courses. Faculty will assign letter grades as you have always done. After final grades are posted, students, in consultation with their advisor, will be given guidance on how any grade conversions will affect their academic progression. To clarify, this does not affect how faculty assign final grades, nor does it change our institution's grade policy or standards and requirements for academic progression. Details of the conversion process will be made available before the end of the semester. Again, please submit spring semester letter grades as usual and direct any questions to your Associate Dean.

As I have said many times, the Auburn faculty certainly stepped up this week, and we will continue to lean on each other in the coming days and weeks.

Regards,

Bill Hardgrave
Provost

Dear Colleagues,

As we enter our second day of remote instruction, I want to thank all of the faculty who have worked so diligently to transition your courses to remote delivery and our staff who stepped up to provide additional support. Again, I recognize that this sudden transition has resulted in unexpected adjustments for many of you. I appreciate your continued efforts as our campus pulls together to uphold our academic mission and support our students as they resume their academic work.

Earlier this week, the university’s administration provided guidance for faculty and staff to work remotely in response to the COVID-19 outbreak. I am writing as a follow-up to that communication to provide additional clarification.

While on-campus classes and events are canceled through April 10, Auburn continues to conduct full university operations (with the major exceptions of remote instruction, on-campus student housing, on-campus dining, Auburn University Libraries, and the Recreation and Wellness Center). The request for faculty and staff to work remotely is an additional step being taken to help slow the spread of COVID-19. We encourage those who can develop and implement remote work plans to do so, as it reduces the overall number of employees on campus. Doing so also protects the health of our colleagues who are unable to work remotely.

Please allow me to provide a few additional points of clarification:

• Faculty and staff whose university duties can be either entirely or partially performed remotely should do so. Where possible, units should establish flexible work schedules for faculty and staff while keeping offices open with at least one staff member during regular university hours.

• Working remotely is strongly encouraged. Faculty and staff who can work remotely are encouraged to do so to minimize close contact with others.

• Working remotely and on-campus are not mutually exclusive. Faculty and staff who want to substitute working a few days remotely with a few days in the office may do so. Remember, the goal is to reduce the spread of infection as much as possible.

• Our instructional mission should continue. Faculty may deliver instruction from your office, a classroom, or away from campus – whatever works best for you and your students.

• Faculty and staff who work remotely should always remember to take precautions regarding data privacy and security. As a reminder, familiarize yourself with Auburn’s IT policies and best practices for protecting data, and use VPN and 2 factor authentication to securely access the Auburn network when you are away from campus.

• Units that utilize student workers should have them work remotely, if possible. Units who need student workers for on-campus functions may have them report to work, provided the students are comfortable coming to campus.

• Most campus buildings, except for some residence halls, dining facilities, library, and rec center, will remain open. HVAC operations and campus mail will continue as usual.

• Faculty and staff who do come to campus should always practice safe social distancing (at least 6 feet) and proper hygiene (wash hands, avoid touching common areas such as doorknobs, etc.).

Again, keeping everyone safe is our top priority. I understand the challenges that these changes place on everyone, and I thank you for your support during these uncertain times.

To keep up with the latest developments, visit: https://ocm.auburn.edu/news/coronavirus/. On this website, you can also sign up to automatically receive email updates; I encourage you to do so.

Regards,

Bill Hardgrave
Provost

Dear Colleagues,

I know many of you have been working frantically to prepare your classes as we transition to remote instruction in the coming days. I understand that this transition is both hectic and stressful, and I thank you for all that you are doing to ensure that our students continue to receive an excellent Auburn education.

I also understand that this transition can be stressful for our students. In recent days, we have received several notes from students who have expressed concern over their ability to resume courses by next Monday and Tuesday, particularly those from out of state. For many of our students, especially the 40 percent who reside outside of Alabama, they are returning to Auburn from spring break only to retrieve a few items before traveling home. Other students have indicated that they are unable to return to campus to retrieve necessary course materials (such as books, notes, etc.). Still, others may struggle to locate the proper technology (such as a personal computer, reliable internet access, etc.) or an environment suitable for remote learning. As we work through these challenges in the days and weeks ahead, I ask for your patience and flexibility as our students, you, and the entire campus adjusts to this new situation.

With our transition to remote instruction, we must provide resources that ensure both faculty and students are supported to do their best work. As a reminder, the Biggio Center offers various instructional resources for faculty. If you are looking to get started with remote instruction, please visit aub.ie/keepteaching to access resources and guides. The Biggio Center also offers live support through its Zoom Room, available at aub.ie/BigHelp, where you can connect with staff members. The Zoom Room is open this Sunday, March 15, from 8 am to 5 pm and during regular university hours Monday - Friday.

It is my understanding that beginning next week, the five major textbook publishers will make electronic versions of their textbooks and courseware available to students at no charge. Additional information will be provided by the Biggio Center and the Auburn University Bookstore in the coming days.

It is, perhaps, cliché to say it at this point, but we are facing an unprecedented set of circumstances. With patience, flexibility, and fortitude, Auburn will get through this – and will likely learn much about ourselves as we do!

Again, thank you for all you do for our students and Auburn University.

Regards,

Bill Hardgrave
Provost