FAQ - IWU Coronavirus Response

Our response team will continue to comprehensively assess developments as they unfold. We realize many questions remain, and will continue to send follow-up messages with more details, including information specific to employees. We also have established the email address covid19response@iwu.edu, where you can direct related questions. Information will continue to be assembled on the University website at www.iwu.edu/covid19.

Information for students 

Information for employees

Answers to Campus Medical Questions

Business Office Procedures During Work from Home Period

Coronavirus Cleaning Protocol

Phishing Alert Beware of suspicious emails related to the COVID-19 outbreak

General Information 

While there are currently no known cases of COVID-19 on campus, please remember to follow recommendations to help protect yourself and others from disease, and make personal decisions to reduce opportunities for the transmission of this new virus in our communities.

Mail and Printing Services are OPEN

Titan Print and Mail will remain open. Members of the campus community can pick up mail and access other services Monday-Friday, 8 a.m.-4:30 p.m.

  


 

CARES Act Grant Update

June 26, 2020

To: Students and Families 

From: John Bryant, Assistant Vice President and Controller
          Scott Seibring, Director of Financial Aid

The federal government passed the CARES Act on March 27, 2020, which is a federal stimulus package meant to ease economic burdens related to the COVID-19 pandemic. This federal legislation included funding for higher education and students who have been directly impacted by the pandemic. Illinois Wesleyan University has signed and returned to the Department of Education the Certification and Agreement and the assurance that the institution has used, or intends to use, no less than 50 percent of the funds received under Section 18004(a)(1) of the CARES Act to provide Emergency Financial Aid Grants to students.

The University will receive federal aid in the amount of $1,341,680. Fifty percent of that amount, $670,840, will be distributed directly to our students. The remainder of the CARES act funding will go to offset the University’s loss of revenue and increased expenses as a result of the COVID-19 pandemic.  

The CARES Act explicitly instructs all universities to direct these grants to students who have incurred expenses due to COVID-19. You will find examples of such expenses below. The federal act encourages us to give special attention to students with need, and those who are Title IV eligible (eligible to file the FAFSA and be considered for federal aid). The CARES Act, however, does not address COVID-related expenses incurred by our international students and our DACA students.

The federal act specifically requires the grants to cover unexpected expenses related to COVID-19. Should you determine that you do not meet this criteria and do not need this grant, it will be your responsibility to return the funds to the University in order for it to be redistributed to students with greater need.  To coordinate the return of funds, please contact the Business Office at  busnoff@iwu.edu .    

There are two phases of CARES Act grants for our eligible students, outlined below:

  • Phase I - CARES Act Base Grant ($600,200) : These $100-$1,100 individual grants were distributed based on the following factors: expected family contribution (EFC) from the 2019-20 FAFSA, off campus housing and other aid-related factors.

    Approximately 1,290 students are eligible and 1,084 students were awarded grants on May 19, 2020.  Payments were made similar to a student account refund and will be paid via check or direct deposit based on the authorization on file.

  • Phase II - CARES Act Application Grants ($70,640) : We know some students faced unexpected costs during the quick switch from face-to-face instruction to remote learning that will not be covered by the base grants in Phase I. The CARES Act encourages us to help students who have incurred a range of different expenses, including (but not limited to):
    • Food
    • Housing and moving expenses (e.g. rent, storage)
    • Technology (e.g. internet, routers, computers, cameras, software)
    • Transportation (e.g. unexpected travel costs)
    • Medical expenses
    • Increased utility costs

Notification was sent to all students awarded grant funds. If you did not receive an email on that funding or you feel that funding did not meet your additional expenses, please feel free to complete the IWU Cares ACT Application:  https://forms.gle/p6p21bPWDqaENRHy5 . Preference will be given to those applications that are received by May 20, 2020. Phase II funds are expected to be distributed in July 2020.

 

CARES Act Grant Information

May 12, 2020

To: Students and Families 

From: John Bryant, Assistant Vice President and Controller

Scott Seibring, Director of Financial Aid

The federal government recently passed the CARES Act, which is a federal stimulus package meant to ease economic burdens related to the COVID-19 pandemic. This federal legislation included funding for higher education and students who have been directly impacted by the pandemic. Illinois Wesleyan University has signed and returned to the Department of Education the Certification and Agreement and the assurance that the institution has used, or intends to use, no less than 50 percent of the funds received under Section 18004(a)(1) of the CARES Act to provide Emergency Financial Aid Grants to students.

The University will receive federal aid in the amount of  $1,341,680. Fifty percent of that amount, $670,840, will be distributed directly to our students. The remainder of the CARES act funding will go to offset the University’s loss of revenue and increased expenses as a result of the COVID-19 pandemic.  

The CARES Act explicitly instructs all universities to direct these grants to  students who have incurred expenses due to COVID-19. You will find examples of such expenses below. The federal act encourages us to give special attention to students with need, and those who are Title IV eligible (eligible to file the FAFSA and be considered for federal aid). The CARES Act, however, does not address COVID-related expenses incurred by our international students and our DACA students.

The federal act specifically requires the grants to cover unexpected expenses related to COVID-19. Should you determine that you do not meet this criteria and do not need this grant, it will be your responsibility to return the funds to the University in order for it to be redistributed to students with greater need.  To coordinate the return of funds, please contact the Business Office at busnoff@iwu.edu.    

There are two phases of CARES Act grants for our eligible students, outlined below:

  • Phase I - CARES Act Base Grant ($600,500): These $100-$1,100 individual grants will automatically be distributed based on the following factors: expected family contribution (EFC) from the 2019-20 FAFSA, off campus housing and other aid-related factors.

    Approximately 1,290 students are eligible and 1,085 students will be awarded grants by May 19, 2020.  Payments will be made similar to a student account refund and will be paid via check or direct deposit based on the authorization on file.

  • Phase II - CARES Act Application Grants ( $70,340): We know some students faced unexpected costs during the quick switch from face-to-face instruction to remote learning that will not be covered by the base grants in Phase I. The CARES Act encourages us to help students who have incurred a range of different expenses, including (but not limited to):
    • Food
    • Housing and moving expenses (e.g. rent, storage)
    • Technology (e.g. internet, routers, computers, cameras, software)
    • Transportation (e.g. unexpected travel costs)
    • Medical expenses
    • Increased utility costs

Notification was sent to all students awarded grant funds. If you did not receive an email on that funding or you feel that funding did not meet your additional expenses, please feel free to complete the IWU Cares ACT Application https://forms.gle/p6p21bPWDqaENRHy5. Preference will be given to those applications that are received by May 20, 2020.

 

CARES Act Grants for Students

May 8, 2020

As you are likely aware, the federal government recently passed the CARES act, which is a federal stimulus package meant to ease economic burdens related to the COVID-19 pandemic. This federal legislation included funding for higher education and students who have been directly impacted by the pandemic.   

Illinois Wesleyan University received federal aid in the amount of  $1,341,680. Half of that amount – $670,840 – is to be distributed directly to our students.The other half of the CARES act funding will go to offset the University’s loss of revenue and increased expenses as a result of the COVID-19 pandemic.   

The CARES Act explicitly instructs all universities to direct these grants to  students who have incurred expenses due to COVID-19. You will find examples of such expenses below. The federal act encourages us to give special attention to students with need, and those who are Title IV eligible (eligible to file the FAFSA and be considered for federal aid). The CARES Act, however, does not address COVID-related expenses incurred by our international students and our DACA students.

The federal act specifically requires the grants to cover unexpected expenses related to COVID-19. Should you determine that you do not meet this criteria and do not need this grant, it will be your responsibility to return the funds to the University in order for it to be redistributed to students with greater need.    

There are two phases of CARES Act grants for our eligible students, outlined below:

  • Phase I - CARES Act Base Grant ($600,000): These $100-$1,100 individual grants will automatically be distributed based on a few factors, with the primary factor being the expected family contribution from the 2019-20 FAFSA.

    We expect approximately 1,000 students will be awarded grants beginning the week of May 11. These students will receive an email in a few days regarding the process and the specific amount.

  • Phase II - CARES Act Application Grants ( $70,000): We know some students faced unexpected costs during the quick switch from face-to-face instruction to remote learning that will not be covered by the base grants in Phase I. The CARES Act encourages us to help students who have incurred a range of different expenses, including (but not limited to):
    • Food
    • Housing and moving expenses (e.g. rent, storage)
    • Technology (e.g. internet, routers, computers, cameras, software)
    • Transportation (e.g. unexpected travel costs)
    • Medical expenses
    • Increased utility costs

We plan to notify all students of the first round of funding by Tuesday, May 12. If you do not receive an email on that funding or you feel that funding did not meet your additional expenses, please feel free to complete the IWU Cares ACT Application that will be sent to all Title IV-eligible students immediately following the communication regarding Phase 1 (the base grant). Preference will be given to those applications that are received by May 20, 2020.

 


 

Spring 2020 Credit / No Credit Policy
in Response to COVID-19

Recognizing the need for greater flexibility during this period of remote instruction, the university is expanding access to the Credit / No Credit option for Spring 2020 Only . The policy follows and a guide for students and advisors can be found here.

The university believes that it will be in a student's long-term best interest to complete their Spring 2020 courses for a letter grade. However, recognizing the disruption that the COVID-19 pandemic has caused both to the educational process and to home life, the university is expanding, for Spring 2020 only , students' ability to elect the Credit / No Credit Option. 

Credit / No Credit means coursework will receive a grade of credit (CR) for earned grades of A through C- or a grade of No Credit (NC) for earned grades of D or F.  Courses taken Credit / No Credit are not included in the calculation of grade point average. 

For Spring 2020 only , the existing Catalog policy regarding the Credit / No Credit option is being modified in the following ways:

  • For Spring 2020 only, students may choose to take up to two courses on a Credit / No Credit basis.
  • Because the university wants students to give themselves an opportunity to excel at online learning, students must wait until at least April 6 to elect the Credit / No Credit option and may continue to elect it through April 17.
  • Students may elect this option for up to two elective and/or General Education courses, but not for courses that are required for their major(s) and minor(s).  
    • Specifically, if the course will populate the major or minor sections of the degree audit, it cannot be taken Credit / No Credit.  
    • Extra, non-required courses in the major or minor may be taken Credit / No Credit.
  • Students must consult with their academic advisor before electing the Credit / No Credit option.  
    • If the Academic Advisor is also the course instructor, students may consult with the Director of Academic Advising (cshipley@iwu.edu) or the Associate Provost (rroesner@iwu.edu) instead.  
    • Emails to those offices should have the subject line CREDIT / NO CREDIT CONSULTATION.
  • Students working toward careers in education, medical fields or other competitive/licensed professions may be further restricted in exercising the Credit / No Credit option, and should seek guidance from their school/department before electing this option.  
  • For Spring 2020 only, students do not need to have already earned eight course units or be in academic good standing (2.0 GPA) to elect the Credit / No Credit option. 
    • However, a student in urgent need of improving their GPA — because they are on academic probation and/or are in danger of losing financial aid or athletic eligibility — should consider, and discuss with their advisor, how the Credit / No Credit option could delay their return to good standing.
  • Seniors or super seniors who have already taken five or six CR/NC courses, may still enroll in up to two this semester.
  • Students will be able to elect the Credit / No Credit option April 6th-17th, 2020 by completing a Google Form (preferred when possible), by using the .pdf form available on the Registrar's Website, or by emailing their request to registrar@iwu.edu with the subject line CREDIT / NO CREDIT.
    • The Google Form will be distributed to students via their IWU email account on April 6th.
    • No requests, in any format, will be accepted before April 6th.
    • Students will receive an email acknowledgement when they submit the Google Form.
  • Once a student changes a course to Credit / No Credit status, they may not move the course back to graded status.

Below, please find the University's policy on Credit / No Credit courses as found in the 2019-2020 Catalog.

 

Credit / No Credit Option (2019-2020 Catalog Policy)

When a student selects this option, the final grade in the course will be either Credit or No   Credit. Instructors are not notified and regular grades are submitted to the Registrar, who converts them according to the uniform standard of Credit for grades of “C-” and above, and No Credit for grades of “D” or “F”.

In order to be eligible to take a course for Credit/No Credit, a student must have completed eight course units, [and] must be in good standing (GPA of 2.0 or above). The Credit/No Credit option may be elected only by declaring this intention in the Office of the Registrar within the time specified above — it may not be done on the web-based registration system. The option may be dropped within the regular period for dropping courses.

No more than one Credit/No Credit course may be taken in a single term, and no more than six such courses may be taken by an individual student at Illinois Wesleyan. No course originally taken for a grade may be retaken for Credit/No Credit.

Only IWU elective courses, i.e., courses which are not used to satisfy general education, major or minor field requirements, may be taken under this designation. In the case of a course taken   in a field in which a major or minor is later declared, it may be counted toward the major or minor if the appropriate department chair approves.

Typically, students may not elect to take coursework abroad on a credit/no credit basis, regardless of the policies of their study abroad program and/or host university. The Credit/No Credit option is not available to students during May Term. When departments offer courses for Credit/No Credit only, the policies applying to the student–selected Credit/No Credit option do not apply.


Phishing Alert 

As we continue to manage the ever-changing realities of COVID-19, we must realize that there are some who use this as an opportunity for harm. In particular, I am writing to alert everyone about the recent sharp increase in phishing attacks occurring across the country. Hackers and cybercriminals are using public apprehension over the coronavirus outbreak to advance their agendas. IBM recently warned consumers that ransomware has entered the mix of coronavirus-themed malicious code that hackers are unleashing. Emails purporting to contain information about the spread of the coronavirus will secretly download the Emotet malware that allows hackers to steal information and deliver malware.

The types of emails you may receive to get your attention to click a malicious link or open an attachment include:

  1. Fake school or CDC emails could make you think you or someone you know has been exposed to COVID-19. They could say your family may face quarantine.
  2. False claims that there's a vaccine for sale or some form of remedy available.
  3. Misleading ads about masks that may not be effective or other helpful hints to combat the virus.
  4. Emails with “latest” updates to keep you informed as criminals are aware that everyone wants to know everything first.

What can you do?

  1. Be careful opening any web links or attachments, even if you know the sender; it may be a compromised sender.
  2. Look for “Red Flags” in emails you receive. Red Flags include abnormalities in the sender, topic, links, content, etc. To help everyone on this topic, please refer to this informative one-page document.
  3. Contact the University helpdesk at 309-556-3900 or https://help.iwu.edu whenever you have any doubts or concerns.

 

Coronavirus Cleaning Protocol – March 2020

Until further notice, the following cleaning and disinfection protocols will supersede our standard cleaning plan instructions.

Residence Halls: Typical daily cleaning where there has not been a confirmed infectious individual:

  1. Custodians will remove trash, clean and disinfect restrooms and clean and disinfect student lounges by 10 a.m.daily
  2. Custodians will disinfect all high-touch surfaces (door handles, push plates, light switches, handrails) daily
  3. Custodians will use remaining shift time to remove trash from the central collection area, vacuum and clean glass. May happen less frequently than daily.
  4. Disinfection of hard surfaces will be completed every day using Betco Fight Bac. This is a Disinfectant, Teberculacidal, Virucide, Fungicide against pathogenic fungi, 5 minute kill time for COVID-19, broad spectrum, heavy-duty cleaner and disinfectant that is specifically used to kill the coronavirus.

Academic/Administrative/Athletic Facilities: Typical daily cleaning where there has not been a confirmed infectious individual:

  1. Custodians will clean and disinfect restrooms daily
  2. Custodians will next disinfect all high-touch surfaces (door handles, push plates, light switches, handrails) daily
  3. Custodians will use remaining shift time to remove trash from the central collection area, vacuum hallways, entryways and offices and clean glass. May happen less frequently than daily.
  4. Disinfection of hard surfaces will be completed every day using Betco Fight Bac. This is a Disinfectant, Teberculacidal, Virucide, Fungicide against pathogenic fungi, 5 minute kill time for COVID-19, broad spectrum, heavy duty cleaner and disinfectant that is specifically used to kill the coronavirus.
  5. The Custodial department will clean/disinfect all open desk and shelf office areas and seating prior to faculty and staff returning to work.

 


 

Business Office Operations During Work from Home Period

Business Office staff will continue to work remotely. Emails and voicemails will be checked regularly and responded to as soon as possible. We are committed to providing essential services as best we can. Please understand there will be changes to our normal processing times and changes will be communicated as soon as they are determined. All dates and times listed below are subject to change.

Payroll

There will be no change to payroll calendars. Direct deposits will be made as normally scheduled. Physical checks will be available for pick up at the times listed below.

Accounts Payable 

Essential payments will continue to be processed. Reimbursements requests received by noon, Monday, March 16, 2020 will be processed this week. Direct deposits will be made on Thursday, March 20, 2020. Physical checks will be available for pick up at the times listed below. Future check run dates will be communicated as those dates are determined.

Student Accounts

We encourage student account questions be directed to busoff@iwu.edu. Business Office staff will retrieve voicemails periodically throughout the day and respond as soon as possible.  

IWU Credit Union

All IWU Credit Union business (withdrawals, loans, deposits) should be requested via email to mgordon@iwu.edu. Credit Union business will be conducted at the times listed below.

If information can be shared electronically, that is preferred. We appreciate your patience as we all work through this situation.

Hours of Operation

Pick Up of Payroll and Reimbursement checks — Fridays 9-10 a.m.
IWU Credit Union — Fridays 10:15 - 11:15 a.m.
Drop off Invoices/Reimbursements/Timecards — Fridays 9 - 11:15 a.m.

Holmes Hall will be accessible by the north door during the hours listed above.

 

Additional Business Office Procedure Updates

Accounts Payable and Vendor Payments:

The Business Office is committed to processing essential invoices and reimbursements as timely as possible. Essential invoices include utilities, safety items, essential supplies to operate, and critical maintenance contracts. Submission deadlines remain unchanged. To facilitate this, we are asking for departments' assistance by following the below guidelines.

  • Invoice payment via a departmental credit card is preferred.
  • If departmental credit card limits are not sufficient to cover additional vendor charges, a request to increase the credit limit can be made using the following form: https://www.iwu.edu/business-office/documents/purchasing-card-application.pdf The approver of the form should forward it to jbryant@iwu.edu for processing.
  • Request vendors submit ACH payment (direct deposit) instructions if it is not included on their invoice. This is our preferred method of payment. Payment by check will likely be delayed.
  • Invoices must be submitted via email to acctspayable@iwu.edu
  • Invoices/Request for Non-Invoice Payments and Travel Expense vouchers submitted via email should not be submitted on paper once we return to campus.
  • Submission deadlines remain the same. Reimbursement requests are due by noon on Monday for payment on Thursday. Invoices will be processed within two weeks of receipt.
  • f you don’t have access to a scanner, a photo of invoices and supporting documents can be submitted with the same naming convention.

How to code and approve invoices:

  • Invoices must have proper accounting codes and approval to be processed as usual. To facilitate this electronically, follow the following procedures:
    • If you have paper invoices, code and approve as usual. Scan each invoice individually to pdf. Use the following naming convention:  vendor name_invoice number_department name (Example: Ameren Illinois_123456_Physical Plant)
    • If you receive invoices electronically, add coding directly on the pdf invoice using a comment box at the top of the first page. Coding should include account codes, name of person approving and date. Save using the same naming convention as above.
    • Submit invoice to acctspayable@iwu.edu from approver's iwu.edu email address.

Non-Invoice Payments:

  • Complete the fillable Request for Non-Invoice payment https://www.iwu.edu/business-office/forms/request-for-non-invoice-payment-2018.pdf
  • Save utilizing the following naming convention: last name_first name_date submitted_department name (Example: smith_jane_03-20-2020_Theatre Arts).
  • Supporting documentation for non-invoice payments – if you have the capability to attach or scan with the Request for Non-Invoice payment, save with the Request for Non-Invoice payment form. If not, support should be scanned in one pdf and saved with the naming convention: last name_first name_date submitted_department name_support (Example: smith_jane_03-20-2020_Theatre Arts_support).
  • As a substitute for signatures, we will utilize the sending email address. Approvers name should be entered in #6 on the Request for Non-Invoice payment.
  • Submit Request for Non-Invoice payment and supporting documents to acctspayable@iwu.edu from approver's iwu.edu email address.

Employee Reimbursements:

  • Complete the fillable Travel Expense Voucher https://www.iwu.edu/business-office/forms/2020-travel-expenses-voucher.pdf
  • Save utilizing the following naming convention: last name_first name_date submitted_department name (Example: smith_jane_03-20-2020_Theatre Arts)
  • Supporting documentation for Travel Expense Voucher – if you have the capability to attach or scan with the Travel Expense Voucher, save with the Travel Expense Voucher form. If not, support should be scanned in one pdf and saved with the naming convention: last name_first name_date submitted_department name_support (Example: smith_jane_03-20-2020_Theatre Arts_support).
  • In substitute for signatures, we will utilize the sending email address. Approver's name should be entered in Approval box in lower left.
  • Submit Travel Expense Voucher and supporting documents to acctspayable@iwu.edu from approver's iwu.edu email address.

Non-exempt Timesheets:

NOTE: You may need to clear cookies from your browser to download the latest version of the timesheet.

  • Save utilizing the following naming convention: last name_first name_pay period end date_department name (Example: Thompson_Samantha_03282020_Biology). Each employee timesheet must be a separate Excel file.
  • For approvals, email the timesheet to your supervisor for review. Supervisor should enter name in Supervisor Signature line, save and submit to payroll@iwu.edu by 10:00 a.m., Monday of pay week. Approved timesheets must be emailed from the supervisor's email account.

Student Timesheets – March Hours:

  • If student timesheets have been turned in for March 2020, they will be processed normally.
  • If student continues to work through the end of March, existing timesheets should be used to track hours. If student is performing work remotely, it is the supervisor's responsibility to complete the timesheet.
  • Supervisors must sign paper timesheets and scan each timesheet separately to pdf.
  • Save the pdf utilizing the following naming conventions: last name_first name_03312020_department name_ST (Example Davis_Brett_03312020_Business Administration). Use the student’s legal name in the naming convention. Nicknames and preferred names are not acceptable. Legal name is the only way to match student’s in the Payroll system.
    • If timesheets are inaccessible to the supervisor, they should first attempt to coordinate with another member of their department to coordinate submission of timesheets. If this is not possible, please contact payroll@iwu.edu to discuss alternate methods.

  • Student paychecks for April 10, 2020 will be mailed to the student's  home address unless the student is still living on campus.
  • Guidance on submitting April hours will be sent directly to supervisors who have students working.