Fall 2021 reminders for faculty

Sent on Aug. 13, 2021

Dear VCU faculty,

As we prepare for a robust fall semester we are, once again, met with challenges as a result of COVID-19. President Rao’s recent announcement regarding mandatory vaccinations and indoor masking plays a vital role in not only ensuring the safety of our community, but also in providing our students the in-person learning opportunities they need.  

I am pleased to announce a new webpage - the Faculty One-Stop  - that will help faculty navigate the fall semester, be updated regularly, and contain links to key resources and pertinent FAQs. 

Here are the Top 6 things faculty need to know before classes begin: 

1. Faculty are expected to teach their course(s) in the modality originally scheduled 

2. Syllabi should be posted in advance
   • Contact your department chair/director for a sample syllabus, or refer to this sample template. 
     • Incorporate and/or link to student-relevant information from the Syllabus Statements. 
     • Consider including this helpful video for students about the syllabus statements. 
     • Announce and keep regular office hours (in-person and/or online).
     • Include a Canvas tutorial for students during your first class meeting.
   • Upload your syllabus to Banner (even if you have already uploaded your syllabus into Canvas) and provide any expectations for the first class meeting no later than one week prior to the start of class. 
     • It is highly recommended that you welcome students to your course by emailing them the same information. Some students haven’t been on campus yet or are experiencing their first college courses. You can find your class roster in eServices, Canvas or Navigate.
        
3. Academic policies, guidelines, and regulations 
   • Registration is required for student attendance
     • After the add/drop period (August 24-30, 2021), students may not attend classes in which they are not registered. All faculty are strongly encouraged to take attendance immediately after August 30th to ensure only properly enrolled students are attending class.
   • Absence policy
     • The temporary academic regulation pertaining to student absences due to COVID put in place last academic year is no longer in effect. VCU’s regular attendance policy, as listed in the VCU Bulletin, will once again apply for all students going forward.
   • Pass/fail grade option
     • VCU has a published pass/fail grade option for undergraduate students. This grade option replaced the temporary option from Spring 2020, which has now expired. Students must familiarize themselves with the current grade option, including limits and deadlines.
       • For the fall semester, students will have until Nov. 5 to request the pass/fail option for eligible courses. Please note: Fall minimester, September Term, and October Term classes all have different deadlines for choosing the pass/fail option. 

4. Academic calendar and windows for scheduled student feedback
   • Academic calendar
     • Consult the academic calendar for important deadlines, events and planned closings. 
   • Timely Feedback
     • VCU provides two methods to help faculty set and reinforce high academic expectations in their undergraduate classes by providing timely feedback to students regarding their academic performance: progress reports (Sept. 7-27) and midterm grades (Sept. 28-Oct. 29).
   • Final exams
     • All final exams for the semester will be scheduled according to the university’s final exam schedule. Students enrolled in courses with an in-person component (i.e., not fully online) will be expected to be on campus for final exams if required by their instructor. For off-campus classes and classes that are not listed on the above final exam schedule, students should contact their instructor.
       • Establishing a culture of academic honesty and considering alternatives to traditional exams

5. VCU’s health and safety protocols, including vaccination and masking
   • Masking
     • Masking is required indoors at all times for instructors and students to remain in class.
       • Special masking accommodations:  Any Monroe Park Campus student needing an accommodation to the face covering requirement should contact the Student Accessibility and Education Office. MCV Campus students should contact the Division for Academic Success.
   • Vaccinations
     • Faculty will not know which students in their classes have or have not been vaccinated; some students have received exemptions while others may still be in the process of satisfying the vaccination requirement.
     • Please note that students can have a registration hold for multiple reasons, one of which is not meeting the vaccination requirement.  
     • Faculty cannot ask students about their vaccination status.
   • Entry Pass
     • The VCU Entry Pass tool is available for faculty use, if desired. Please refer to the Entry Pass webpage to ensure that you and your students understand what the Entry Pass is and how it works.  Any faculty member requiring the Entry Pass should include this information in their syllabus, Canvas page and welcome email.

6. How to stay informed
   • Add the VCU Academic Calendar to your Google calendar for easy reference.
   • Read the daily VCU TelegRam, delivered to your VCU email account, for general university announcements and opportunities.
   • Read the OneVCU: Better Together announcements, delivered to your VCU email for information related to the university’s response to COVID-19.
   • Bookmark the Faculty One-Stop for quick access.

As always, we encourage you to remain empathetic and flexible with your students, within reason. 

Best wishes for a vibrant and engaging fall semester.

Fotis Sotiropoulos, Ph.D.
Provost and senior vice president for academic affairs