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Notes from 6 March 2020 meeting of the Division of Academic Affairs COVID-19 Committee

On Friday, the Division of Academic Affairs COVID–19 Working Group met to begin putting together a plan for preparing for and reacting to any COVID–19 outbreak that affects our academic operations.

The Provost began by saying things that included:


UNIV 392 (international study courses) have been canceled through Summer 2020. The University needs to support ways to give these students meaningful substitute experiences.

Facilities Service staff are disinfecting surfaces (e.g., in classrooms, in public spaces like the library) daily.

All University-sponsors faculty travel must be re-approved. Travel to CDC Level 3 countries will not be permitted. Travel to CDC Level 2 countries will be considered, but the Provost will want to have a conversation with the employee. “We’re not saying ‘no’ to travel, we just want to be careful. Want to discourage any non-essesntial travel.”

A message will go out from the Provost and (provisionally) Academic Senate saying that faculty must accommodate student needs at this time. We are obligated to do so under the direction of the US Department of Education (see reference below). The message will be modeled after the guidance given to faculty in the UCSD memo (see reference, below).

Some actions and adjustments come with costs. The Provost felt that there would be funds made available (e.g., the State’s rainy day fund), but we don’t have access to such funds at this time.


The Provost asked to go around the room with the Deans, asking them to share issues that they’ve heard from their school and other things they think the group needs to talk about.

The Deans’ List (Kohli, Andrzejewski, Virtue, Sevier):

Deans have heard that their people are concerned about …

  1. the handling of faculty international travel, including faculty taking students to conferences abroad,
  2. the changing of teaching modality, obligating faculty to convert their courses to an online format, and the question about compensation for doing so,
  3. what to do if faculty or staff fall ill,
  4. handling students in the field for internships, community-based learning, clinical hours, etc.,
  5. what to do with courses and learning experiences that cannot be converted to online formats (e.g., laboratory expereinces, performances, interships, clinical experiences, community-based learning experiences),
  6. giving faculty direction on how to handle students who show symptons of ailments in the classroom,
  7. access to academic materials during a closure (e.g., online materials, library holdings, archives),
  8. resources for the library to continue to provide research support via online chat services,
  9. were we to soft close (i.e., continue to provide instruction but not in-person), how would we support students who do not have ready access to technology that includes internet or computers,
  10. accommodating students who are caregivers for family members (e.g., partners, children, parents, neighbors),
  11. creating channels of communication about instructional issues between instruction faculty

Library (Alicia Virtue):

Performing Arts (Catherine Burriss):

Education (Brian Sevier)

Teaching and Learning Innovations (Jill Leafstedt)

Extended University (Mayumi Kowta, Daniel Banyai)

International Study, UNIV 392 (Andrea Grove)

Santa Rosa Island Research Station (Russ Bradley)

Science Labs (Blake Gillespie)



Author: US Department of Education Office of Postsecondary Education
Subject: Guidance for interruptions of study related to Coronavirus (COVID–19)

Author: University of California San Diego
Subject: Maintaining Educational Continuity in the Context of COVID–19

Members present:
Provost: Beth Say
Deans: Vandana Kohli, Alicia Virtue, Brian Sevier, Susan Andrzejewski
EU: Daniel Banyai (OLLI) and Mayumi Kowta (International Programs)
TLI: Jill Leafstedt and Megan Eberhardt
Faculty A&S: Jason Miller, Andrea Grove, Catherine Burris, Blake Gillespie
Faculty MVS: Hua Dai
Faculty SOE: Jeanne Grier, Manuel Correia
Faculty Library: Debi Hoffman

Questions for the Academic Senate can be emailed to senate@csuci.edu.