Work Policies

Important Information

  • Most campus facilities are closed to walk-in traffic and all services are operating remotely and by appointment. Access to academic and administrative buildings is by card swipe only and limited to faculty and staff who need access for work.
  • While much of the operation of the physical campus has been suspended, the university continues in operation via online systems.
  • Staff members should work remotely whenever possible, unless they provide essential services including food, health, cleaning, and safety support for students unable to leave campus; financial functions; and maintaining the security and integrity of physical facilities and campus digital networks and systems.
  • Essential employees will be contacted by their supervisors to arrange work shifts and adjusted duties, and advise them about steps they should take to protect their health and safety when on campus.
  • Campus events and activities have been canceled.
  • The university has adopted a Temporary COVID-19 Remote Work Policy. In addition, a special leave category for temporary pandemic leave has also been approved.
  • As a reminder, faculty and staff are encouraged to utilize our Elon Work-Life Resources (EAP) for assistance with managing the significant disruption caused by COVID-19 in our families, workplaces, and communities. Please click here to access these resources 24 hours a day, 7 days a week.
  • All non-essential university travel has been suspended until further notice.
  • Elon faculty, students, and staff who travel to or through a country designated as Level Three or Level Two by the CDC must self-quarantine for 14 days between returning to the U.S. and coming back to campus.

Frequently Asked Questions

NewWhat is Elon's temporary remote work policy?

We understand this is a stressful time as employees consider their personal and professional responsibilities. In order to support continued university operations to the greatest extent possible, as well as the safety and well-being of faculty and staff, senior leaders have approved a Temporary COVID-19 Remote Work Policy.

This policy, effective through Sunday, April 19, 2020, allows vice presidents and supervisors the authority to consider departmental needs and approve temporary remote working arrangements. In addition to the COVID-19 Temporary Remote Work Policy, the university has implemented a special temporary pandemic leave to ensure employees will not incur loss of compensation.

In addition to the COVID-19 Temporary Remote Work Policy, the university will be implementing a special temporary pandemic leave to ensure employees will not incur loss of compensation. Additional information about this special leave will be circulated to the campus community by email.

Staff members who must be on campus to perform their jobs are doing so in ways that practice social distancing and  protect their health.

As a reminder, faculty and staff are encouraged to utilize our Elon Work-Life Resources (EAP) for assistance with managing the significant disruption caused by COVID-19 in our families, workplaces, and communities. Please click here to access these resources 24 hours a day, 7 days a week.

Continue to monitor this webpage for additional information and FAQs.

Is the university still open?

While operation of the physical campus has changed, the university continues in operation via online systems.

Beginning Monday, March 23, most campus facilities will be closed to walk-in traffic and all services are operating remotely and by appointment.

Staff members should work remotely whenever possible, unless they provide essential services including food, health, cleaning, and safety support for students unable to leave campus; financial functions; and maintaining the security and integrity of physical facilities and campus digital networks and systems. Essential employees will be contacted by their supervisors to arrange work shifts and adjusted duties, and advise them about steps they should take to protect their health and safety when on campus.

Access to academic and administrative buildings is by card swipe only and limited to faculty and staff who need access for work. Any exceptions for individual student access to academic facilities will be made by deans on a case-by-case basis.

Belk Library services will be provided remotely – students should utilize online library resources and contact librarians to make appointments if they need access to library materials to complete their coursework. Campus Recreation and Wellness indoor facilities are closed and campus transportation systems will not operate.

  • Meal plans are in effect and Lakeside Dining Hall will be open to provide to-go meals for students needing to remain on campus. For hours and menus, visit: https://www.elondining.com/menu-hours/.
  • The Moseley Center and Mail Services will be available Monday through Friday, 10 a.m. – 2 p.m.
  • Student Health Services is available by appointment only, Monday through Friday, 10 a.m. – 12 pm. and 1 – 4 p.m. Information about appointments and what do to if you are concerned about symptoms related to COVID-19 can be accessed online here: https://www.elon.edu/u/health-wellness/health-services/
  • Two computer labs will be available for students and cleaned regularly – the Alamance 315 PC lab and Steers Pavilion Apple lab will be accessible via card access, 6 a.m. – midnight.

I work at Elon. Should I stay home from work?

Beginning Monday, March 23, most campus facilities will be closed to walk-in traffic and all services are operating remotely and by appointment.

Staff members should work remotely whenever possible, unless they provide essential services including food, health, cleaning, and safety support for students unable to leave campus; financial functions; and maintaining the security and integrity of physical facilities and campus digital networks and systems.

Essential employees will be contacted by their supervisors to arrange work shifts and adjusted duties, and advise them about steps they should take to protect their health and safety when on campus.

Please review the university’s Temporary Remote Work Policy or the Special Pandemic Leave guidelines. Staff members who have not yet completed the temporary remote work request form, and whose positions have been defined to work remotely, should complete and send for approval as requested in the form. All forms need to be submitted electronically to hr@elon.edu.

I am an Elon employee. How is the university's health insurance provider (Blue Cross and Blue Shield of North Carolina) preparing for the coronavirus?

On March 4, 2020, Blue Cross and Blue Shield of North Carolina announced it is taking specific steps to improve its members’ access to doctors and medications, as it monitors the Coronavirus Disease -19, or COVID-19. This includes virtual access to doctors and ensuring access to acute care and medications.

Full details here.

UpdatedAre student workers affected?

In response to the COVID-19 outbreak, the university has developed a policy for student workers for spring semester 2020. The policy details were outlined in the message below sent March 21 to supervisors of student workers.


Dear Supervisors of Student Employees,

The university’s decision to move online to maintain instructional continuity and reduce the population of on-campus residential students was made in an effort to slow the spread of COVID-19. We understand this is a stressful time as students consider their personal, educational and financial responsibilities. To provide clarity during this tumultuous time, the following student employment policy is effective March 23, 2020 through April 19, 2020.

Elon wants to make sure you are aware that no student should remain in or return to the residence halls for the sole purpose of student employment. We understand that lack of access to on-campus jobs which cannot be completed remotely may cause financial hardship for those students who rely on the funds that student employment generates. In recognition of that, students will be compensated for the hours that they would have been scheduled to work from March 23, 2020 through April 19, 2020. Student employees will be allowed (and are encouraged) to complete work assignments remotely to the greatest extent possible. The Temporary COVID-19 Remote Work Form must be completed by supervisors of student staff who will be working remotely.

If a student is not able to work remotely, they should enter time using the code for Emergency Pandemic Paid Leave. The time that they enter should be for the hours that they were scheduled to work during the weeks of March 23, 2020 through April 19, 2020. If a student works remotely they will use the same time entry method as they have been using.

Supervisors will be responsible for approval of timesheets. The payroll calendar and deadlines remain intact. It is imperative for student staff and supervisors to meet deadlines in order for payment to be received. For students paid by stipend, payroll will need to receive this request in a timely manner in order to process each bi-weekly payroll.

Please encourage your student workers to submit authorization for direct deposit, if they do not already receive their paycheck via direct deposit. Attached to this email is the form that will need to be filled out and submitted to Renie Thompson at rthompson8@elon.edu, with a copy to Kathy Beal at kbeal@elon.edu. All paper checks will need to be mailed, and there will be no in person pick up of payroll checks.

These are unique challenges, and we appreciate employees pulling together for the health and safety of our community. We realize that there will be additional questions related to these policies and changing needs. Additional information will be forthcoming. If you have questions regarding student employment, please contact Nancy Carpenter at ncarpenter4@elon.edu or 336-278-6621. Please continue to monitor Elon’s COVID-19 webpage for additional information and FAQs.

Kelli Shuman
Assoc. VP for HR/Chief Human Resources Officer

I am concerned about the spread of coronavirus on campus and have questions. What should I do?

Elon faculty and staff with medical questions and concerns should reach out to the Faculty Staff Wellness Clinic at 336-278-5569. For questions about the university response to the virus, contact the Office of the Dean of Students at 336-278-7200.

For questions and concerns about the virus in North Carolina, contact the state’s Coronavirus Line at 1-866-462-3821.

Will I be disciplined if I don’t report to work?

We understand the need to be flexible and responsive to the needs of our community during this global pandemic.  To that end, we have implemented temporary policies to ensure the continuity of the university’s commitment to teaching and learning—albeit in a remote form—and to ensure that employees will not incur a loss of compensation during this challenging time.

However, maintaining communication with your co-workers and colleagues is important. You should always notify your supervisor if you are unable to report to work and/or complete expected work duties for any reason following our already established policies and procedures.

I am worried about someone who might be sick or may have been exposed to COVID-19. What should I do?

Please contact the North Carolina Coronavirus Hotline at 866-462-3821.

Training and Webinars

Teaching and Learning Technologies (TLT) will offer virtual training sessions this week focused on helping staff and faculty maintain communication, collaboration and connection with their departments while working remotely, and strategies for faculty to consider when designing or modifying assessment questions.

Learn more below and visit elon.webex.com/meet/tlt to join each session. No registration is required. All sessions will be recorded for later viewing and available on this page.

Thursday, March 26

Remote Work in Microsoft Teams

9:30 a.m. – 10:30 a.m.
2:30 p.m. – 3:30 p.m.
Online via Webex

View a recording of this session

Hosted online via Webex, this session provides an overview of using Microsoft Teams for remote work. We’ll discuss communication features of the tool and strategies to help you maintain work processes and productivity while working remotely. We’ll explore how to use various elements including private and group chat, shared files and live meetings with screen sharing. This session will include a 30-minute overview followed by a Q&A period. Visit elon.webex.com/meet/tlt to join the session. No registration is required.

Designing Pedagogically Sound Assessment Questions: Collaborate & Modify

12:20 p.m. – 1:20 p.m.
Online via Webex

View a recording of this session

The Provost’s Office and TLT will co-host the second part of a series focused on designing pedagogically sound assessments and incorporating technology tools to support student learning. Paul Miller, Assistant Provost for Academic Operations and Communications and Professor of Exercise Science; Katie King, Associate Professor of Psychology; Will Schreiber, Assistant Professor of Psychology; Kyle Altmann, Associate Professor of Physics and Faculty Fellow for Technology; and Michael Vaughn, Instructional Technologist, will facilitate this session focused on designing or modifying assessments using question construction techniques and the Moodle Quiz tool. Expert advice, individual consultations and guidance will be provided during the hour as faculty collaborate, evaluate and modify their assessments. Faculty will have the opportunity to work on the development of tests, quizzes and assignments that will be administered in-person or online. Visit elon.webex.com/meet/tlt to join the session. No registration is required.

Previous Trainings and Webinars

View details and recordings of previous trainings and webinars below.

March 13: Moving to remote learning (in-person session)

Moving to Remote Learning  
8 a.m. – 5 p.m.  
Belk Library 113

Need space, time and support to prepare your course for remote learning – along with food and snacks to help sustain you? Join staff from TLT, the Center for the Advancement of Teaching and Learning (CATL), Belk Library, the Koenigsberger Learning Center and the Writing Center for dedicated planning sessions. Together, we’ll answer your questions, share best practices, demonstrate effective uses of Moodle and Webex, and help you create materials, assemble activities and brainstorm opportunities for asynchronous and synchronous learning. Stay as long as you’d like or come and go throughout the day.

March 16: Moodle: Overview & Basic Tools

Monday, March 16
9 a.m. – 10 a.m. 
1:30 p.m. – 2:30 p.m. 

View a recording of this session

This session is geared towards faculty who want to become familiar with tools in Moodle and use them for online learning. During this virtual session, TLT will demonstrate how you can post documents, add a link to a video, create assignments and set-up Moodle forums for classroom discussions. In addition, we will examine how students can continue to submit work through the Moodle Assignment tool and share best practices.

March 16: Webex: Hold Virtual Office Hours or Class Live

Monday, March 16 
10:30 a.m. – 11:30 a.m. 
3 p.m. – 4 p.m. 

View a recording of this session

Designed for faculty who want to host or record live classes or meetings, this session will delve into Webex features and offer best practices for using the tool. You’ll learn more about how to connect and schedule one-on-one meetings with students, hold office hours, record lectures, bring experts into your virtual classroom, chat, use the whiteboard, and share your screen with colleagues and students. Webex is a browser-based platform that does not require any special software.

March 17: A Deeper Dive into Moodle Tools

Tuesday, March 17 
9 a.m. – 10 a.m. 
1:30 p.m. – 2:30 p.m. 

View a recording of this session

If you’re a faculty member that already uses Moodle, join us in exploring time-saving tools for online learning. TLT will show you how to create quizzes, add feedback to your quizzes and use Moodle Gradebook. Tips and best practices also will be shared.

March 17: Webex: Record a Lecture or Introduce a Topic with Video

Tuesday, March 17 
10:30 a.m. – 11:30 a.m. 
3 p.m. – 4 p.m.  

View a recording of this session

Learn how you can use Webex to record your lectures or guest presentations for your students to watch at a later time. You’ll learn how to use the tool’s video features and also how to add those recordings to Moodle. We’ll also explore how you can schedule live meetings with students, chat, use the whiteboard or share your screen, hold office hours and other features.

March 19: Moving to Remote Learning (online session)

Moving to Remote Learning 
9 a.m. – 5 p.m. 
Online via Webex

Staff from Teaching and Learning Technologies (TLT), the Center for the Advancement of Teaching and Learning (CATL), Belk Library, the Koenigsberger Learning Center and Writing Across the University will offer a series of virtual Q&A sessions and consultations for Elon faculty, from 9 a.m. – 4 p.m. via Webex.

These sessions offer faculty an opportunity to ask questions about teaching online as we near the conclusion of Spring Break and start of remote classes on Monday, March 23. Get help structuring your course, hear best practices or brainstorm strategies for asynchronous and synchronous learning. Both undergraduate and graduate faculty are welcome to attend.

Explore the schedule of Q&A sessions below and visit elon.webex.com/meet/tlt to join each session. Registration is not required. To request a one-on-one online consultation via Webex, contact each department as directed below:

Academic Advising – Call 336-278-6500
Disabilities Resources – Email disabilities@elon.edu
Belk Library – Email lepors@elon.edu
CATL – Email catl@elon.edu or call 336-278-5100
TLT – Submit a request
Writing Across the University – Email prosinski@elon.edu or call 336-278-5842

Virtual Training Sessions via Webex

Session I – Academic Advising, 9 a.m. – 9:45 a.m.

View a recording of this session

Ask questions and learn more about registration advising processes, OnTrack features and the degree audit.

Session II – Disabilities Resources, 10 a.m. – 10:45 a.m.

View a recording of this session

Efforts to accommodate qualified students with disabilities remain a critical component of instruction as we transition to remote learning. We’ll answer your questions about best practices for offering exams remotely, things to avoid when uploading assignments and materials to Moodle, optimal ways to share lecture notes, options to record in-class activities and whether synchronous instruction will meet the needs of all of your students.

Session III – Belk Library, 11 a.m. – 11:45 a.m.

View a recording of this session

Bring your questions about library resources to this session. We’ll discuss how to add streaming video content to Moodle, explore student access to library databases and e-books while off-campus and share details about ways Elon librarians can support your remote course.

Session IV – CATL, 1 p.m. – 1:45 p.m.

View a recording of this session

Let’s discuss the advantages and disadvantages of various content delivery approaches for remote learning. Staff will answer your questions about strategies for converting face-to-face activities to online activities to achieve your learning goals, sequencing content and activities to achieve learning objectives and ways to encourage student engagement with peers and course content.

Session V – TLT, 2 p.m. – 2:45 p.m.

View a recording of this session

Are you ready to start your remote courses? Staff is on-hand to answer your questions and offer best practices related to Moodle and Webex as you prepare yourself and your students for remote learning. We’ll also share additional resources.

Session VI – Writing Across the University, 3 p.m. – 3:45 p.m.

Using, assigning and assessing writing from a distance can be challenging. To answer your questions, we’ll focus on how to implement your existing writing assignments (including scaffolding writing assignments, organizing peer-response, collecting student writing, providing feedback and evaluating writing) and ways to use writing-to-learn to support student learning and interaction.

Staff Resources for Remote Work

In urgent situations, remote work can be helpful in sustaining many campus operations. This guide offers insight into key tools, best practices and resources that can aid you in adapting to a remote work environment.

Get Started

Critical decisions about campus closures and the need to work remotely can occur with little to no advanced notice. Take time to consider the following steps ahead of time, so you’re organized and ready to work remotely when the need arises.

If possible, prepare in advance

Don’t wait until the last minute. Stay aware of area news and campus updates to get ahead of any critical announcements. Take time to draft a plan of action for yourself, including a list of technology-related equipment you may need to take home each day, in case your remote status begins before you return to work, a priority task list and other materials that will be helpful to you in a remote work environment. If you need to check out a laptop computer, you must complete Elon’s temporary remote work request form, which initiates the process with an evaluation of your technology needs. If you need to download applications for easy access while out of the office, make arrangements early to ensure that you get the help you need before you leave the office. In addition, make sure that your remote environment is equipped with internet access and other necessities to ease your transition.

Be aware of technology tools and services

Elon offers a comprehensive list of technology tools and services to help you be productive while working remotely. Tools such as Microsoft Teams allow you to communicate with colleagues in real-time, host meetings, co-author documents and more. Webex is a web conferencing tool that allows you to hold meetings through a web browser without needing to install special software. Visit the IT Self-Service Portal to learn more about what’s available and continue reading to explore best practices.

Review remote work policies and procedures

It’s important to keep up with updated work policies during times of campus disruption. Updates from the Office of Human Resources can be found on the Employee Information page of Elon’s coronavirus (COVID-19) website, along with the university’s Temporary COVID-19 Remote Work Policy.

Communicate your status and update contact information

If you plan to work remotely, remember to communicate that to the colleagues and teams with whom you work closely. Provide multiple forms of contact information to your supervisor and check to make sure your emergency contact information is updated in OnTrack.

Technology Checklist

The Knowledge Base, found in the IT Self-Service Portal, offers an array of instructional articles to aid you in working remotely. Please take time to review the following technology checklist for insight into key tools that can help ease your transition to a remote work environment.

Manage calls and voicemail

Continue to manage calls to your extension by forwarding calls from your desk phone to your cell phone or another phone number where you will be readily available. You can also check your voicemail remotely, either on the device you forwarded your calls to, by calling in to your desk phone or via email. Learn more about desk phone operations and voicemail.

Host virtual meetings

Before cancelling upcoming meetings, explore applications offered by Elon that allow you to host or join virtual meetings. You can use Webex Personal Rooms, Webex Meeting Rooms or Microsoft Teams to host online meetings with one or more colleagues. Meetings can be video or audio-only. Learn more about Webex and Microsoft Teams.

Verify your identity with DUO Security

If you are working remotely, you must be enrolled in multi-factor authentication (MFA) using DUO Security and opted-in to DUO for Single-Sign-On (SSO) applications. Some campus staff may already use DUO Security to access Colleague or Entrinsik Informer. If so, you also must opt-in to DUO for SSO. For remote work, it is very important to add a second device (mobile phone, tablet or home phone) to DUO Security along with your desk phone. You may also want to set DUO to allow you to choose which device you will use to authenticate. If possible, this should be tested while still on campus.

To enroll, register a second device, change your default device or choose which device to use for authentication, visit the Multi-Factor Authentication Self-Service Enrollment Guide. You will need your 7-digit university ID, which you can find in OnTrack by selecting “User Profile,” which is found along the left-side column under the User Account section.

Stay safe online while working remotely

As many Elon employees adjust to off-campus work environments, basic information security measures must be taken to protect personal and university data from cybercriminals and hackers. It’s common for cybercriminals to take advantage of emergency situations through various attempts to defraud, including malware distribution. Visit the Information Security website to learn more about staying aware, being prepared, and connecting with care.

Best Practices

The following best practices can help you manage your remote work environment and maintain productivity.

Maintain productivity

Remote work is still work. It is essential to review expectations set by Elon and by your department. Take time to talk with your supervisor about how your time and performance will be managed. Make sure that you are responsive during work hours and communicate regularly with your supervisor about your work priorities, deadlines and other critical information.

Prioritize essential tasks

Evaluate the responsibilities and priorities of your position, and if necessary, re-prioritize upcoming tasks. Consider factors that may impact your work and the feasibility of what you can accomplish remotely. Then, share your thoughts with your supervisor as you make plans to work remotely.

Organize your remote environment

Prepare a dedicated space in your home for remote work. Consider that you need to complete work tasks as if you were in the office and any arrangements you need to make at home, so that you are not distracted while trying to complete work. Factor in the demands of family members, lighting, seating, internet access and other basic conditions. Create a schedule and set expectations with others in your home regarding your interactions and availability.

Be aware of information security

At a minimum, you will need a computer, internet access and phone access. Whether you are using an Elon-issued device on-campus or while remote, you are responsible for following all university practices and policies to maintain security on your device. Visit the Information Security website for tips and other helpful resources to help you safeguard data and devices while working remotely.

Practice virtual meetings

It is likely that you will have at least one virtual meeting during your period of remote work. Elon offers tools such as Webex and Microsoft Teams that make hosting and participating in virtual meetings a seamless process. Prepare in advance by reviewing the potential for online meetings based on your current schedule. Before you host or participate in a meeting, practice by logging into the platform ahead of time to test audio, video and other settings.

Get Help

Information Technology (IT) is ready and willing to provide you with support as you transition to remote work.

Online

The IT Self-Service Portal can help you with common tools and services that are necessary for remote work. Searching through the Knowledge Base is a great way to find further information. If you need additional assistance, you can submit a ticket through the Service Catalog.

Phone support

For help by phone, contact the Technology Service Desk at 336-278-5200. Staff is available to answer basic questions about Moodle, WebEx and other technology tools and services.