NOTE: This is a complex, challenging, and fluid situation which continues to evolve rapidly. All information on these pages is subject to change as deemed necessary by University leadership in accordance with guidance and recommendations issued by federal, state, and local public health and government officials.

Frequently Asked Questions

 

LINK TO THIS SECTION: https://www.wichita.edu/about/COVID-19/faculty_staff.php#operations_emp

University Operations
Is the University continuing normal operations?

Wichita State is currently operating under the three-phase Shockers United plan to reopen the campus. For details on the plan and related information, go to the Shockers United website.

How will WSU notify us if operations are changed?

The most up-to-date information about university announcements and all aspects of COVID-19 will be posted in WSU Today and Wichita.edu/covid19news.

For details on the Shockers United reopening plan and related information, go to the Shockers United website.

 

LINK TO THIS SECTION: https://www.wichita.edu/about/COVID-19/faculty_staff.php#leave

Employee Leave and Benefits
What should I do if I’m not feeling well or I am ill?

If you are not feeling well or are ill, you are encouraged to stay home from work. Notify your supervisor and use any leave that you might be eligible to use for an illness. This will help keep our workforce healthy.

If you feel that you need to seek medical attention, you are encouraged to contact your primary care physician, the local health department, or use telehealth services through your health plan, if available.

Has the State Employee Health Plan (SEHP) made any special provisions for plan participants related to COVID-19?

Yes, Governor Laura Kelly announced four (4) provisions on March 13, 2020 that are effective immediately and for the next 60 days.

  1. SEHP will cover medically necessary diagnostic tests that are consistent with CDC guidance related to the COVID-19 at no cost share to member, where it is not covered as part of the Public Health Service response.
  2. SEHP will allow early refills on 30 or 90-day prescription medications and/or allow members to use their mail order benefit.
  3. Given the nature of the COVID-19 outbreak, seeking in person medical care has the potential to further spread the virus. SEHP partners with Aetna and Blue Cross Blue Shield of Kansas to provide Telehealth services with a virtual doctor’s office. There is 24/7/365 access to this service. The member cost share will be waived for any Telehealth service.
  4. For plan participants that reside in the Topeka area, the HealthQuest Health Center available to members enrolled in the health plan, is located at 901 S. Kansas Ave., Topeka
    • Phone screening is recommended before going to the center: 785-783-4080
    • If a patient walks into the clinic, they will have them put on a mask and clean their hands with hand sanitizer. The health center staff will evaluate the patient’s symptoms and recommend they isolate if the initial findings and/or symptoms present are a positive indicator for the virus.
    • Testing is not available at the health center for COVID-19 and the clinic will refer all patients that meet the risk criteria to the local health department for testing and further evaluation.
What are telehealth services?

Telehealth services are virtual doctor’s office visits and are available in the State Employee Health Plan (SEHP) medical plans. Aetna provides telehealth services through Teledoc and Blue Cross Blue Shield provides telehealth services through Amwell. If you are covered by another health plan, please check with your health plan provider to see if telehealth services are available.

Are there options for childcare?

There are child care providers in the greater Wichita region (Sedgwick, Butler, Cowley, Harvey and Sumner Counties) with immediate openings for children especially for health-care providers, first responders and essential employees.

People may call 1-877-678-2548 (toll-free) or begin an online search at www.childstart.org.

Many of the vacancies are in family childcare homes, which are licensed by KDHE and serve no more than 10 children. Many other child caregivers who usually limit enrollment to five or six children are volunteering to open their enrollment to serve eight or ten in order to support first responders and health-care providers. Many of the openings come from families who have a caregiver now staying home.

A local non-profit organization, Child Start, provides a statewide database through its Early Childhood Connections program. It just completed contacts with all licensed providers in the area so local information is accurate as of March 30.

What options do I have if I or a family member have a medical condition that makes me vulnerable to COVID-19?

If you or a family member are part of a medically vulnerable population and are concerned about contracting COVID-19 by reporting to work, please contact the Human Resources office at 316-978-3065 or e-mail TotalRewards@wichita.edu to discuss leave benefits that you may qualify for under the Family and Medical Leave Act and/or the Americans with Disabilities Act.

What should I do if I need to request leave related to COVID-19 (also known as coronavirus)?

You can contact the Human Resources office at 978-3065 or e-mail TotalRewards@wichita.edu. They will send you a Leave Request form specifically related to COVID-19. You can also access the form at Wichita.edu/covid19news.

What if I need to take leave because I am sick or have a compromised immune system, but do not have enough vacation, sick or other accrued time to use?

Notify your supervisor, stay home and do not come to work. Please contact the Human Resources office at 316-978-3065 or e-mail TotalRewards@wichita.edu to discuss leave benefits or alternative work arrangements that you may qualify for under the Family and Medical Leave Act and/or the Americans with Disabilities Act.

What should I do if I have if I don't have a medical condition, but I am concerned about workplace exposure to COVID-19?

The health and safety of our students, faculty and staff is of the utmost importance. We are closely monitoring the status of COVID-19 and updates specific to Wichita State University will be provided on Wichita.edu/covid19news.

We understand that members of the Wichita State University community may be experiencing heightened levels of anxiety during this time. The HR Total Rewards team encourages employees who feel anxious or worried about COVID-19 to contact the State of Kansas Employee Assistance Plan, or EAP, which is available to help. Kansas EAP is available 24/7 at 888-275-1205, press option 1.

What if I still have questions regarding leave and work options?

If you have questions regarding the use of leave, please contact the HR Total Rewards team at TotalRewards@wichita.edu. If you have questions about telecommuting or other employment concerns, please contact your supervisor or your department’s HR Business Partner. You may also email HR.ServiceCenter@wichita.edu.

If I have a possible exposure to COVID-19 or illness and am required to go home for self-isolation, will I get paid?

If you are required to self-isolate, you may be eligible to receive COVID-19 Administrative Leave.

Are there any changes to timekeeping?

The University has established new Earnings and Leave Codes for payment to employees impacted by the University’s modified operations due to COVID-19 (i.e., teleworking, staggered schedules, etc.). Use these Codes only if you are working a reduced schedule due to instructions from your supervisor (i.e., scheduled to work but not working). Supervisors will continue to approve time and leave reporting as usual. This document remains in effect until further notice is provided.

If an employee or employee’s household member is sick with anything other than COVID-19, the normal sick leave policy is in effect and the employee reports time away from work using existing accrual balances.

Funding Impact

Employees paid from Sponsored Project funds may not be able to use the new COVID-19 earnings code for pay when not working. Supervisors/Managers/Principal Investigators should check with the Office of Research (Amy Delgado/Karen Davis) to determine if alternate funding is required.

Time and Leave Reporting

Employees or Timekeepers may use a combination of the following reporting codes depending on whether the employee is working or not. It is a management decision on who is working and if the employee is working on campus or teleworking. If an employee was already scheduled to be on another leave, that leave will take precedence, unless the leave is cancelled and approved by their supervisor.

Key Points and Related Codes

  • Regular Earnings (REG) Code used for recording the actual hours worked for an hourly (non- exempt) staff employee whether that employee is on campus working or teleworking. This code does count toward overtime/compensatory time accrual.
  • Regular Student Earnings (SP1) Code used for recording the actual hours worked for a student hourly (non-exempt) employee whether that student employee is on campus working or teleworking. This code does count toward overtime.
  • 19 Admin leave (C19) – Earnings Code used to designate hours paid to hourly (non-exempt) employees normally scheduled to work that are not working during the modified COVID-19 operations period. This code does not count toward overtime/compensatory time accrual.
    • C19 may be used as of March 22, 2020.
    • C19 will show up on the employee’s paycheck as “19 Admin Leave.”
    • C19 is not to be reported in excess of the employee’s scheduled hours per day.
    • C19 may be used in combination with absence to equal the employee’s scheduled hours per day, but may not be used in combination with absence in excess of the employee’s scheduled hours.
  • C19 might not be allowable for employees funded on Sponsored Projects.
  • Employees on C19 leave are expected to contact their supervisors daily.

Exempt (salaried) Staff and Faculty

  • If you are Teleworking or are Working on Campus:
    • No special time reporting is necessary.
  • If you are Not Working due to COVID-19 University Social Distancing and are Not
    • Restricted by Sponsored Project Funding:
    • During the time employee is not working, report hours not worked in full or half day increments using “19 Admin Leave (C19)” earnings code.

Exempt Graduate Assistants, Lecturers, and Exempt Temporary Employees

  • If you are Teleworking or are Working on Campus:
    • No special time reporting is necessary.
  • If you are Not Working due to COVID-19 University Social Distancing and are Not
    • Restricted by Sponsored Project Funding: No special time reporting is necessary. Employees will continue to be paid per their existing appointment.

Non-Exempt (hourly) Staff

  • If you are Teleworking or Are Working on Campus
    • During the time the employee is working, report regular (REG) hours as usual.
  • If you are Not Working due to COVID-19 University Social Distancing and are Not
    • Restricted by Sponsored Project Funding: During the time the employee is not working, report hours not worked but scheduled as “19 Admin Leave (C19)”.

Temporary Non-Exempt (hourly) Staff

  • If you are Teleworking or are Working on Campus:
    • During the time the employee is working, report regular hours as usual.
  • If you are Not Working due to COVID-19 University Social Distancing and are Not Restricted by Sponsored Project Funding:
    • Temp Employees should be paid based on the employee’s average hours worked for the spring semester. Timekeeping will provide each supervisor/department with each employee’s average hours. Supervisors can access this report in reporting services.
    • If employee did not work during the pay period, timekeeping will enter the average hours for the employee to be paid. Supervisor must email timekeeping if the employees average hours should NOT be paid.
    • If employee did not work at least his/her calculated average hours during any given pay period, timekeeping will enter the difference between the average hours worked and the employee’s actual hours worked. Supervisor must email timekeeping if the employees average hours should NOT be paid.
    • Employees (excluding student employees) will continue to be paid as they are normally as scheduled through the end of FY2020. The university will continue to evaluate all options to maintain its workforce. As the situation evolves, we will continue to communicate our plans to the campus community.

 Student Hourly (Regular Students)

  • • If you are Teleworking or are Working on Campus:
    • During the time the employee is working, report regular hours as usual.
  • • If you are Not Working due to COVID-19 University Social Distancing and are Not Restricted by Sponsored Project Funding:
    • Regular Student Employees who were terminated prior to 3/22/2020 are not considered for this pay.
    • Regular Student Employees will be paid based on the employee’s average hours worked for the time period of 1/26/2020 – 3/7/2020 within the spring semester. Timekeeping will provide each supervisor/department with each employee’s average hours. Supervisors can access this report in reporting services.
    • If employee did not work during the pay period, timekeeping will enter the average hours for the employee to be paid. Supervisor must email timekeeping if the employee’s average hours should NOT be paid.
    • If employee did not work at least his/her calculated average hours during any given pay period, timekeeping will enter the difference between the average hours calculated and the employee’s actual hours worked. Supervisor must email timekeeping if the employee’s average hours should NOT be paid.
    • Student employees (excluding Work Study Students) whose job responsibilities do not require them to be on campus but cannot be completed or facilitated remotely will be paid as they are normally for the next two pay periods (ending April 18, 2020).
    • Beginning April 19, 2020, student employees for whom there is no longer any available work will not be paid.
    • If you have questions about this process, please send an email to timekeeping@wichita.edu.

Student Hourly (Federal Work Study Students)

  • • If you are Teleworking or are Working on Campus:
    • During the time the employee is working, report regular hours as usual.
  • • If you are Not Working due to COVID-19 University Social Distancing and are Not Restricted by Sponsored Project Funding:
    • As a reminder, students will not be able to exceed their Federal Work Study allocation.
    • Federal Work Study Student Employees will be paid based on the employee’s average hours calculated for the spring semester. Timekeeping will provide each supervisor/department with each employee’s average hours. Supervisors can access this report in reporting services.
    • If employee did not work during the pay period, timekeeping will enter the average hours for the employee to be paid. Supervisor must email timekeeping if the employee’s average hours should NOT be paid due to termination or other circumstances.
    • If employee did not work at least his/her calculated average hours during any given pay period, timekeeping will enter the difference between the average hours calculated and the employee’s actual hours worked. Supervisor must email timekeeping if the employee’s average hours should NOT be paid due to termination or other circumstances.
    • Federal Work Study students will continue to receive their paychecks as scheduled through May 16, 2020.

If you have questions about this process, please send an email to timekeeping@wichita.edu.


NOTE: this is a complex, challenging, and fluid situation which continues to evolve rapidly. All information is subject to change as deemed necessary by University leadership in accordance with guidance and recommendations issued by federal, state, and local public health and government officials.

 

LINK TO THIS SECTION: https://www.wichita.edu/about/COVID-19/faculty_staff.php#telecommuting

Telecommuting / Remote Working
Can I choose to work from home or an alternate location?

Upon prior authorization from your supervisor and if business operations allow, employees may request telecommuting from home or an alternate location. Faculty members should seek approval from the appropriate department chair, head or dean.

If you request to work from home/alternative location, you should discuss with your supervisor to identify the location you wish to work from and for how long. The supervisor will either approve or deny the request, based on business needs. The supervisor should also clearly identify the expectations for the work and the time period approved. You should be in regular contact with your supervisor during this time about your work, productivity, etc. Supervisors may, at any time, adjust the arrangement for employees to work from home/alternate work location.

Who determines if I may work from home or an alternate location?

During the COVID-19 period, departments have been authorized to make this decision. Factors to consider are type of job duties and whether they can be performed remotely and/or if the employee is considered at high risk of serious illness if infected with the illness.

Am I required to have a dedicated home office for telecommuting?

Employees can work from any alternative work site that allows them to perform the duties of their position.

Where can I find tips and resources for working at home or an alternate work location?

If you need tips for working from home or an alternate work location, you can find information on the Wichita.edu/covid19news webpage.

If you need guidance on remote work tools, please go to the Working Remotely Resources website. The site includes instructions regarding how to stay connected from a remote location (VPN access to your work computer), web conferencing options, and telecommunications options for voicemail and forwarding calls.

What if I need to work from home or an alternate location, but I do not have resources to work at home?

The University has leased 200 dell laptops that are expected to arrive on March 25, 2020. It will take ITS two to three days to have all the laptops ready for distribution. Of the total, 170 are prioritized for faculty use, and 30 are prioritized for staff use. Please go to the Working Remotely Resources website to submit a ticket to request a laptop. Once approved, the faculty / staff member will receive an email regarding when and where they can pick up the device. It is possible that not everyone submitting a request will be approved. The laptops are required to be returned back to ITS when we return to normal operations, unless the College / Department chooses to continue the lease arrangement.

PLEASE NOTE: THIS IS A LIMITED SUPPLY AND IS INTENDED FOR THOSE WITH NO OTHER OPTIONS AVAILABLE.


 

We’ve heard that both students and faculty/staff may have limited or no internet access. We have purchased 150 cellular hotspot devices from Verizon, T-Mobile, and AT&T. The timing of delivery is not yet known. We will be adding link to the Working Remotely Resources website to request a device once they are received. These are cellular based, so keep in mind that if in an area with limited cellular access, these likely will not provide the needed internet service.

PLEASE NOTE: LIKE THE LAPTOPS, THIS WILL BE A LIMITED SUPPLY WHEN RECEIVED AND IS NOT INTENDED FOR THOSE WITH EXISTING INTERNET ACCESS AVAILABLE.

If I am having issues with any IT resources, who should I contact?

Your initial contact should be the University IT HelpDesk at helpdesk@wichita.edu or 316-978-HELP, Option 1.

Will the University cover the cost of my personal phone or internet for working at home?

The University is not prepared to reimburse for these costs. If this prevents you from working at home, please coordinate with your supervisor to determine if it would be appropriate for you to work on campus.

 

LINK TO THIS SECTION: https://www.wichita.edu/about/COVID-19/faculty_staff.php#managing

Managing Employees
What should I do if I have an employee(s) that states they are not feeling well or are ill?

If an employee is not feeling well or is ill, please encourage the employee to consider staying home from work. This will help keep our workforce healthy. Employees should use available leave for time away from work.

What else can I do in preparation for a change to normal operations ?

Please ensure that your departments Business Continuity Plan (BCP) has been updated and that you have a way of communicating with employees if normal business operations change.

What should I consider in order to establish a telecommuting working arrangement with an employee(s)?

During this time, WSU encourages supervisors to be flexible and creative in considering temporary telework situations so that the work of your department can continue. As the supervisor, and if business operations allow, you may consider allowing an arrangement in which an employee(s) telecommutes from home or an alternate location. Faculty members should seek approval from the appropriate department chair, academic leader or dean.

If an employee has the ability to work from home/alternative location, the employee should discuss this with their supervisor to identify the location that the employee wishes to work from and for how long. The supervisor should either approve or deny based on the business needs. The supervisor should clearly identify the expectations for the work and the time period approved. The employee should be in regular contact with their supervisor during this time about their work, productivity, etc. Supervisors may, at any time, adjust the arrangement for employees to work from home/alternate work site.

See more information on telecommuting

Who determines if an employee can work from home or an alternate work location?

During the COVID-19 period, departments have been authorized to make this decision. Factors to consider are type of job duties and whether they can be performed remotely and/or if the employee is considered at high risk of serious illness if infected with the virus.

Are there other things I can consider to manage staffing?

Depending on your department needs, as well as the employee, you may also want to consider flexible/adjusted work hours. In order to create more distancing, you may consider staggering work shifts. Be creative. You know best how to get the work done in your department.

Can an employee on an H1-B visa request to perform their work via a telecommuting arrangement?

Yes, and we encourage supervisors to be as flexible as possible.

Is an employee required to have a dedicated home office for telecommuting?

Employees can work from any alternative work site that allows them to perform the duties of their position.

What do I need to consider for a Student Worker(s)

Supervisors should work with these students on a case-by-case basis given individual circumstances. If they are required to work, please consider whether they can perform their essential work functions via telecommuting. Whenever possible, we encourage supervisors to allow them to telecommute or adjust their work method in another manner to avoid financial hardship.

What do I need to consider for Graduate Assistant(s)?

In the case of a Graduate Assistant(s), supervisors should work with these students on a case-by-case basis to determine if their return to campus is necessary to sustain our continuity of operations. If they are required to work, please consider whether they can perform their essential work functions via telecommuting. Whenever possible, we encourage supervisors to allow graduate Assistants to telecommute or adjust their work method in another manner to avoid financial hardship.

What should I do if I have an employee(s) that indicates they or a family member has/have a medical condition that makes them vulnerable to COVID-19?

If an employee(s) shares with you they or a family member are part of a medically vulnerable population and are concerned about contracting COVID-19 by reporting to work, please have them contact Human Resources at (316) 978-3065 or e-mail TotalRewards@wichita.edu to discuss leave benefits that they may qualify for under the Family and Medical Leave Act and/or the Americans with Disabilities Act.

What should I do if I have an employee(s) that has indicated they do not have a medical condition, but they are still concerned about workplace exposure to COVID-19?

The health and safety of our student, faculty and staff is of the utmost importance. We are closely monitoring the status of COVID-19 and updates specific to Wichita State University will be provided on Wichita.edu/covid19news.

You may also encourage the employee(s) with concerns or anxiety related to these events, to contact the State of Kansas Employee Assistance Plan, or EAP, which is available to help. Kansas EAP is available 24/7 at 888-275-1205, press option 1.

Finally, you may also encourage the employee(s) to reach out to their primary care physician.

Has the State Employee Health Plan (SEHP) made any special provisions for plan participants related to COVID-19?

Yes, Governor Laura Kelly announced four (4) provisions on March 13, 2020 that are effective immediately and for the next 60 days. Yes, Governor Laura Kelly announced four (4) provisions on March 13, 2020 that are effective immediately and for the next 60 days.

  1. SEHP will cover medically necessary diagnostic tests that are consistent with CDC guidance related to the COVID-19 at no cost share to member, where it is not covered as part of the Public Health Service response.
  2. SEHP will allow early refills on 30 or 90-day prescription medications and/or allow members to use their mail order benefit.
  3. Given the nature of the COVID-19 outbreak, seeking in person medical care has the potential to further spread the virus. SEHP partners with Aetna and Blue Cross Blue Shield of Kansas to provide Telehealth services with a virtual doctor’s office. There is 24/7/365 access to this service. The member cost share will be waived for any Telehealth service.
  4. For plan participants that reside in the Topeka area, the HealthQuest Health Center available to members enrolled in the health plan, is located at 901 S. Kansas Ave., Topeka
    • Phone screening is recommended before going to the center: 785-783-4080.
    • If a patient walks into the clinic, they will have them put on a mask and clean their hands with hand sanitizer. The health center staff will evaluate the patient’s symptoms and recommend they isolate if the initial findings and/or symptoms present are a positive indicator for the virus.
    • Testing is not available at the health center for COVID-19 and the clinic will refer all patients that meet the risk criteria to the local health department for testing and further evaluation.
What are telehealth services?

Telehealth services are virtual doctor’s office visits and are available in the State Employee Health Plan (SEHP) medical plans. Aetna provides telehealth services through Teledoc and Blue Cross Blue Shield provides telehealth services through Amwell. If you are covered by another health plan, please check with your health plan provider to see if telehealth services are available.

What if an employee has an illness not related to COVID-19?

Employees should follow current applicable call-in procedures for their department and should use available leave to cover time away from work.

What should I do if I have an employee(s) returning from a location that the CDC advises self-isolation and not returning to work?

Employees and supervisors should follow CDC travel health guidance when self-isolation or not returning to work for a period of time is advised. If an employee is required to self-isolate and/or stay at home based on these guidelines, they should use approved leave and monitor their health during travel and for the recommended 14 days after returning to the United States. In addition, please contact the Human Resources office at 978-3065 or e-mail TotalRewards@wichita.edu. They will send you a Leave Request form specifically related to COVID-19. You can also access the form at Wichita.edu/covid19news.

During the COVID-19 period, will I still need to approve time and leave reports?
Yes, in order to accurately pay employees, validation and approval of time and leave reports is required to meet audit standards. If a supervisor does not have access to approve in self-service, a delegation should be made to someone who can validate and approve.
What if I have an employee that has a circumstance not addressed in these FAQ’s?

We ognize there may be times when employees require additional support that our current policies do not foresee or accommodate. If you confront a particularly difficult circumstance, please reach out to the HR business partner assigned to your area.

 

LINK TO THIS SECTION: https://www.wichita.edu/about/COVID-19/faculty_staff.php#recruiting

Recruiting / Hiring
If we have scheduled on-campus interviews for job openings, what do we do?

In response to COVID-19, in-person interviews will not be conducted at this time. Hiring departments/units and search committees are to move to an alternative format, such as conference calls or through supported video conferencing (Zoom, Skype, etc.). As a result, the search committee should notify candidates as soon as possible, to reschedule the interview in the selected alternative format. For assistance please contact Human Resources Talent Acquisition at employment@wichita.edu.

Our unit has already made travel arrangements for interview candidates. Must the interview be rescheduled to an online format?

Contact Human Resources Talent Acquisition for guidance at employment@wichita.edu. HR will work with search committees faced with this issue on a case-by-case basis.

What if our candidate does not have resources or online technology for video conferencing?

Although it is generally advised to make the interview process as consistent as possible for all candidates, in response to COVID-19, it is important to take measures to prevent the spread of the virus. As a result, it is recommended for searches that need to switch mid-process to an alternative format, that search committees keep as many elements of the process as consistent as possible.

Our search committee has already conducted a portion of our interviews in-person. Is it ok to move to an online format since it is not consistent with previous arrangements?

Search committee members may still choose to meet in a conference room that has video or conference call capability for the remote interview or may decide that members will also participate remotely. If the search committee chooses to meet in person, they should secure a room large enough to allow social distancing among the team members. Individuals who have been exposed to the virus, who potentially may have been exposed, who have a chronic health condition or who are ill should only participate remotely. It is encouraged to have as many members participate in the interviews as possible, whether that is in-person or via remote participation, in order to effectively make a recommendation for hire. The most recent COVID-19 guidelines must be followed at all times.

Should the search committee still meet in person, or should they meet independently, through video conferencing technology for meetings and interviews?

Yes, you can put the interview process on hold. We recommend that you contact the candidate(s) and inform them that, due to COVID-19, you are delaying interviews at this time. A specific timeline as to when in-person interviews can resume has not yet been made and will be forthcoming. Please note a delay may result in losing a top candidate(s). As a result, conference call or video conferencing options should be considered before postponing a search.

Our candidate has already accepted an offer of employment with a designated start date but has informed us that they are ill, under self-quarantine, or is caring for others and will not be able to begin work as originally specified. What options do we have?

Units can allow the individual to delay their start date or look at telework options if appropriate. Contact HR Talent Acquisition at employment@wichita.edu for assistance or if an adjustment to an offer letter may be needed.

Will my new hire need to complete onboarding in person?

New hires will continue to utilize electronic onboarding process to complete most of their new hire paperwork. Your candidate must provide supporting documents for the Form I-9 in-person, by the third day of employment, because the document requires visual verification. Human Resources Talent Acquisition will be in touch with you and your candidate about that process to ensure it is completed timely.

 

LINK TO THIS SECTION: https://www.wichita.edu/about/COVID-19/faculty_staff.php#managing_gta

Managing Graduate Teaching Assistants
What do I need to consider for Graduate Assistant(s)?

In the case of a Graduate Assistant(s), supervisors should work with these students on a case-by-case basis to determine if their return to campus is necessary to sustain our continuity of operations. If they are required to work, please consider whether they can perform their essential work functions via telecommuting. Whenever possible, we encourage supervisors to allow graduate Assistants to telecommute or adjust their work method in another manner to avoid financial hardship.

Can graduate students continue their research projects?

Yes. Research is considered an essential activity at Wichita State University. While graduate students should not be required to be on campus, they are allowed to continue to carry out their research projects in their labs.

Care should be taken, however, to disinfect work areas and to maximize social distancing. Faculty mentors should therefore organize a staggered work schedule if necessary to maximize social distancing. You may also encourage students to work remotely on aspects of research that do not require physically being in the lab facility, such as performing data analyses, writing manuscripts and thesis chapters, contributing to research proposals, preparing presentations and abstracts, and completing literature reviews. Faculty mentors should not require or cause graduate students to feel compelled to come to campus; those who do not wish to come to campus are expected to work remotely as described above.

Will Graduate Assistants continue to be paid.
Yes. All current GTAs will continue to serve their assigned roles and will be paid for the duration of their Electronic Personnel Action Forms (EPAF). They should work with their supervisors to facilitate the transition to remote course distribution. Students funded by their college or a grant should continue to be funded by that source for the duration of their (EPAF); any change to the EPAF must be approved by the Dean of their college and agreed to by the AVP for research and Provost. Please think creatively as to how research students can be productive and advance their research if they work remotely, including by the normal research-related activities listed above. For additional questions, please contact the Graduate School
 

LINK TO THIS SECTION: https://www.wichita.edu/about/COVID-19/faculty_staff.php#travel_emp

Guidance for Travel
What are university guidelines on domestic travel?

Domestic travel is permitted. The university encourages you to consider the following:

  • Could this business be handled online or remotely?
  • Can this business be delayed?
  • Please be mindful of CDC guidance and guidance relayed by the travel destination.
  • Students and employees must register at wichita.edu/travelnotification.
What are university policies for international travel?

All university-sponsored international travel is to be discontinued, effective immediately.

  • No new travel approvals will be granted unless extreme circumstances — approval will be required from a divisional Vice President.
  • Currently scheduled travel must be cancelled — reach out to supervisor regarding next steps.
What are university guidelines for personal travel?

Individuals on personal travel are encouraged to follow all CDC-issued guidelines and any guidelines issued by their travel destination.

The University strongly encourages students, faculty and staff on personal travel to register your travel with the university and provide us with basic details about any international travel planned through the end of the semester. Go to wichita.edu/travelnotification.

If you are returning from a country designated as Level 3 by the CDC, you must contact the local health department upon your return.

If I have recently traveled within the United States and feel no illness, are there steps I should take?

The Kansas Department of Health and Environment has mandated a 14-day home quarantine for recent travelers to certain areas of the United States.

If you have a health-related concern, please reach out to your primary care physician and consider using the health plan telemedicine feature.

If you have concerns or anxiety related to these events and need someone to talk with, please know you may contact the Employee Assistance Program (EAP) at 888-275-1205 (select option 1).

My travel event has been canceled, what should I do? (WSU employee travel)
  1. Make a list of all expenses related to the canceled trip.
  2. Contact each vendor (i.e. conference, airline, hotel, rental car company) to inform them of the cancellation and ask for a refund.
  3. Communicate the status of each expense/refund to the Travel department wsutraveloffice@wichita.edu and the appropriate departmental personnel (i.e. supervisor, delegate, business manager).
  4. Detailed information on how to record cancellations/refunds on Pre-approvals and Expense Reports can be found on the Travel website.
My travel event wasn’t canceled, but I do not feel comfortable attending amid the COVID-19 outbreak - what are my next steps? (WSU employee travel)
  1. Discuss situation with Supervisor and upon agreement, proceed with the following steps.
  2. Make a list of all expenses related to the canceled trip.
  3. Contact each vendor (i.e. Conference, airline, hotel, rental car company) to inform them of the cancellation and ask for a refund.
  4. Communicate the status of each expense/refund to the Travel department wsutraveloffice@wichita.edu and the appropriate departmental personnel (i.e. supervisor, delegate, business manager).
  5. Detailed information on how to record cancellations/refunds on Pre-approvals and Expense Reports can be found on the Travel website.
Will I be reimbursed for travel expenses I pre-paid with my personal funds if my travel event has been canceled? (WSU employee travel)

Yes - the traveler will need to provide documentation of the cancellation along with all applicable receipts. Please visit the Travel website for detailed instructions.

When I canceled my flight, the airline issued me a ticket credit to be used for a future flight. What should I do now? (WSU employee travel)
  1. Send an email to wsutraveloffice@wichita.edu to provide details about the credit (i.e. the airline carrier, amount of credit, fees assessed, etc.)
  2. Track the unused ticket credit and apply the credit towards the airfare ticket for the next scheduled business travel event.
  3. Visit the Travel website for detailed instructions on documenting the applied credit.
Who do I contact if I have questions regarding travel? (WSU employee travel)

If you have questions or need guidance on processing your travel, please contact the Travel department at wsutraveloffice@wichita.edu or by phone at 316-978-5988.