If an individual is concerned about non-compliance with PPE/Personal Hygiene standards, they should:

• Share concerns directly to the non-compliant person
• If not comfortable with direct conversation, share concerns with the appropriate next level:
  • lab PI
  • manager/supervisor
  • program leader/program director
  • chair 

The chair or EAD has ultimate responsibility for modeling appropriate behavior and ensuring guidelines are followed.

At this time, business travel is still prohibited. Traveling for conferences or society meetings using personal funds is not prohibited, but is strongly discouraged.

As shared by President McRobbie on March 23, 2020, staff employees who are unable to complete their work remotely or on campus as a result of the COVID-19 outbreak will continue to receive their usual compensation until the end of the COVID-19 outbreak, or through the end of this academic year (June 30, 2020), whichever comes first.

As of March 23, 2020, if staff employees need to be away from work for COVID-19 related reasons, or cannot work remotely, they are NOT required to use paid time off options such as PTO, vacation, sick hours, etc. Discuss plans with your supervisor.

Temporary employees, including student employees, will receive compensation through the planned end date of their employment, the end of the COVID-19 outbreak, or the remainder of the academic year (June 30, 2020), whichever comes first.

See How to Stay Paid.

IU has strict guidelines regarding transporting documents containing PHI, in order to protect study binders and patient information. Read HIPAA-P08

Beware of phishing emails, and remember to be suspicious of emails asking for usernames and passwords.

Effective Monday, June 1, 2020, all faculty, staff, students, contractors, suppliers, vendors, and visitors are required to wear cloth face coverings in all hallways, elevators, public spaces, and common areas, and when entering all IU buildings.

Cloth face coverings must also be worn in office spaces and outdoor spaces where physical distancing is difficult to maintain.

Wearing a face covering is not required in private offices or when alone in a space.

This new requirement aligns with the CDC’s recommendation to wear cloth face coverings in public settings.

IU will be providing two cloth face coverings to all faculty, staff, and students before the fall 2020 semester begins. In the meantime, please provide your own cloth face covering when on campus.

In addition to wearing cloth face coverings, you must also take the following personal precautions while on campus:

• Practice physical distancing at all times (at least six feet of physical separation between yourself and others).
• Practice good personal hygiene, including washing hands frequently with soap and water or using hand sanitizer with at least 60% alcohol if soap is unavailable.
• Routinely clean and sanitize your work space and shared equipment.
• Adhere to the guidelines and recommendations from the Centers for Disease Control and Prevention (CDC), as well as federal and state governmental authorities, in order to protect your own health and the health of the entire IU community.

The deadline to complete annual reviews has been extended. The two groups of faculty listed below are the priority; please complete annual reviews for these faculty members by June 30th.

1. Faculty members for whom you have performance concerns, especially anyone that will receive an overall negative review

2. Probationary tenure track faculty members, as annual reviews are required in the 3rd year and 5th year review dossiers

Please complete annual reviews for all other faculty members according to the timeline that is realistic for your unit.

At the directive of Indiana University President Michael McRobbie, faculty searches will be reviewed on a case-by-case basis with deans. Recruitment and hiring for faculty who provide clinical care are approved to continue. All other faculty and academic appointee types will require chair support and approval from the Executive Associate Dean for Faculty Affairs, Professional Development, and Diversity. Academic no-pay/volunteer hiring is approved to continue. Please contact Melody Darnall (mldarnal@iu.edu) with requests or questions.

Clinical Faculty recruitment must meet the criteria established in the IUHP Team Member Hiring Guidelines.

Programs are continuing didactic work online for summer. Program restart plans are under review to allow opportunities for both laboratory and clinical experiences now that clinical sites are re-opening following strict PPE guidelines and limiting exposure to known cases of COVID-19. Prioritizations focus on August and December graduates and to ensure that students who graduate next May can meet all clinical competencies. Full program by program plans for the upcoming academic year (fall 2020 and spring 2021) are under development.

The CDC has issued guidance for travelers returning from foreign destinations. As long as that guidance is in effect, any traveler, including students, faculty members, staff members, and visitors, arriving to Indiana University from a foreign location must spend 14 days at home monitoring their health and practicing physical distancing according to the following guidelines. This period may be spent at the traveler’s residence, including on- or off-campus housing.

Zoom is a web collaboration tool available to all Indiana University students, faculty, and staff. Zoom provides high-quality audio and video, intuitive sharing and co-annotation tools, breakout rooms, whiteboarding tools, the ability to easily add content to meetings "on the fly", and the option to download meeting recordings as MP4 files. Standard Zoom meetings support up to 300 simultaneous participants. Licenses for large meetings (up to 500 participants) and webinars (up to 3,000 participants) are available to faculty and staff by request from the IU Zoom administrators. Learn more about using Zoom at IU.

If you plan to use Zoom to host meetings that involve any type HIPAA-regulated personal health information (PHI), whether or not the meetings are recorded, you must use a Zoom Health account.

This video explains how to switch from a Zoom to a Zoom Health account.

Please note that PPE requests are for researchers and research staff while conducting research. All other PPE requests will need to be sourced from other university sources.

Before filling out the personal protective equipment (PPE) request form, please check with your department chair to ensure he/she will not be orchestrating one large order on behalf of your department. If not, please submit an individual request by filling out this form. If you placed an order prior to when updates to this form were made, it will be processed. Thank you.

Due to the disruption from the crisis and the difficulty this may pose for candidates, department chairs, primary committees, and external reviewers, the following changes will be made to process for the coming cycle only:

• The School’s deadline for dossiers has been extended to August 10th
• All faculty members anticipated to undergo review for promotion and/or tenure in the 2020-21 cycle can opt in to one-year extension, provided this is supported by the department chair.
• This optional extension applies to tenure and non-tenure track faculty, and faculty members who have already received prior tenure clock extensions.
• The request and approval process for the one-year extension will be streamlined.
  • Department chairs should email Mary Dankoski (mdankosk@iu.edu) and Melody Darnall (mldarnal@iu.edu) with the names of all faculty members requesting an extension.
  • Copies of CVs and formal request letters will not be required.
• For faculty members proceeding with the promotion and tenure review in the coming cycle, 6 external letters is still required. However, please reach out if after a good faith effort, you have difficulty in obtaining all 6 letters. We will review those instances on a case by case basis in partnership with the campus faculty affairs office.
• For all other pre-tenure faculty members, significant disruption due to the Coronavirus crisis will be an allowable reason to request a tenure clock extension. Such requests should be made in future years once the extent of disruption is better known. These requests would follow the normal approval/request process.

In the event an employee approaches you on an individual basis about workplace accommodations related to a disability or to a high-risk category identified by CDC guidelines, please refer them to the Community Responsibility Acknowledgement form or to the appropriate campus accommodations specialist.

For faculty concerns, contact Neelam Chand (nchand@iu.edu or 317.274.1153).

For staff concerns contact Emily Kempski (ekempski@iu.edu or 317.274.2315).

Final candidates onsite interviews are permitted if necessary to reach final decisions.

• Masks should be worn at all times
• No handshaking
• Maintain 6 feet separation while in a room with others
• No more than 5 people at a time for group interviews, spaced 6 feet apart
• Limit hospital and clinic tours while wearing masks
• No recruitment dinners

Students doing required rotations away from their home campus will be supplied housing at the rotation location upon request to that campus. Housing accommodations will provide, at a minimum, a separate bedroom for each student to aid distancing. Care should be taken to use good hygiene practices and frequent surface cleaning in shared areas such as kitchens, living rooms, and bathrooms.

Clinical care in an ambulatory or hospital setting is often not amenable to full adherence to social distancing measures while providing care and involvement in essential education experiences. Students and residents are expected to wear surgical masks at all times when inside care facilities and especially when unable to keep a 6 foot distance from fellow trainees or patients. Teaching teams should look to optimize spacing among team members and to minimize the number of members attending and the duration of small group meeting in small meeting spaces (team or conference rooms). When possible, didactic sessions are to be delivered remotely to minimize contact if conference room space does not allow proper spacing. Close attention to hand hygiene and self-monitoring for symptoms of COVID-19 are expected. In addition, it is important for team members to stay away from clinical settings if ill and in the event of any suggestive signs or symptoms of COVID-19 until they have been screened for COVID-19 using the IU BOT system.

Student Outreach Clinics will be closed throughout the state at least through March 31st.

In adhering to the principles articulated in the COPA guidance, visiting students will not be permitted at IU School of Medicine, with the following exception. If a student seeks experience in a particular field for which their own medical school is not able to provide the exposure, they may seek a rotation at a school that offers that experience that is geographically close. We may accept a limited number of such students who will typically be from Marian, after we are sure that all IU School of Medicine students are accommodated, and with the approval of the EAD/education.

Taking care of ourselves so we can care for others is important.

CDC Resources

APA Resources