Common questions from Faculty and Staff with answers collected by release date. All answers are current.
Free Internet Access in North Carolina
1. Are there any available free or low cost internet access options in North Carolina?
Yes. NCBroadband.gov/covid19broadband provides a list of North Carolina internet providers that are offering free internet service for 60 days, with some variance in price and availability period by provider, to those who qualify. Based on your address, the list identifies providers in your area and contact information for your use. Some of the offerings (AT&T for instance) are not just responsive to COVID-19 and may provide more long-term, low-cost offerings for households.
Nights, evenings and weekends may take IT extra time to respond, but Monday – Friday IT will get back to you within an hour, and will do their best to resolve issues within 24 hours. Please understand that some problems may take longer to fix and your patience is appreciated. IT will also be monitoring phones, but may not always be able to answer: On-Campus Phone Line: 4357; Off-Campus Phone Line: 336-917-5899.
Please remember to include a description of the problem (including what software are you having a problem with, what computer equipment are you having a problem with, etc.), and your contact information (including phone number).
Device Check-Out Options
2. If I need to check out a Salem device in order to participate in the remote testing and/or to be able to work from home until on-campus work resumes, how can I do so?
Please contact the Salem Academy and College Help Desk (email@example.com) to arrange for a device to be checked out.
IT Configuration of Check-Out Devices to Meet Employee Needs
3. If I check out a computer from the library, will it be configured with everything I need to work remotely?
Loaner laptops (much like lab computers) are preconfigured with all of the tools that students may need to complete assignments. It is likely that loaner laptops for employees will be configured with most of what you need. If they do not have a specific piece of software you need, please contact IT to provide you with support in configuring the laptop to meet your specific work-related needs. If you check out a Salem laptop and need other software installed, please contact IT by emailing firstname.lastname@example.org and explain the tools you use to do your job (e.g., use of the H drive, use of PowerCampus, etc.). Please remember to include a day-time phone number. IT will respond to coordinate a time for configuring your laptop to meet your needs.
VPN and Why You May Need It
4. What is a VPN and why might I need it to work remotely?
VPN stands for Virtual Private Network. It allows a user to remotely connect to electronic files located on the Salem server on campus that are not available to external, off-site users otherwise. Basically, VPN makes your computer think that it is on campus even if it is not, thereby giving you access to electronic files stored on Salem servers (e.g., files stored on your H:\ drive; files stored on the S:\ drive; or PowerCampus – but not the web-based self-service version).
Use of VPN to Access Files Stored on Salem Server
5. If I need to be able to use documents stored on the Salem server (e.g., documents saved on the H drive), will I be able to access them from home?
Yes, but only if you have VPN installed on your computer. If you need VPN software and profiles installed on your computer, please email the IT Help Desk at email@example.com to coordinate a time to receive assistance. Please include your contact phone number so that IT can coordinate with you more quickly.
Never Used VPN and Need Help Learning How
6. If I do not know how to use VPN to access documents stored on the Salem server remotely, what should I do?
Contact the Salem Academy and College IT Help Desk at firstname.lastname@example.org to receive guidance. An IT staff member will be able to provide you with instructions and/or assistance.
How IT Can Help You Remotely
7. What will IT be able to help support when working remotely?
Salem IT will be able to help with most software and some equipment-related problems you may have. For instance, IT will not be able to help with printing from your home unless there is an underlying software issue. IT will be able to tell you if the problem is one they can help you resolve.
IT Support Resources and Information
8. Where can I find IT support resources and information?
You can find a number of resources on IT’s MySalem page, including instructions on how to check your voice mail from off campus and what software IT supports, among other items.
Help with Zoom and Other Remote Communication Tools
9. If I need training on how to use Zoom or other remote communication tools, how can I get training and support?
Zoom has online videos, written walkthroughs, and Dean of Undergraduate Studies Richard Vinson ( email@example.com ) and Dr. Paula Young, College Professor of Mathematics and Director of the Center for Teaching Excellence and Innovation (firstname.lastname@example.org), have been in contact with tech savvy faculty to assist in providing one-on-one and group training sessions for faculty. For additional support, please contact Salem IT at email@example.com to coordinate a time for training.
Transfer Office Phone to Remote Phone Line
10. How do I transfer my office phone line to my remote work phone line?
Contact the Salem IT Help Desk at firstname.lastname@example.org for support transferring your phone line during the remote work period.
March 18, 2020 - Remote Workforce Transition-Related Inquiries and Support
Employees Considered Essential Personnel to Provide On-Campus Support
11. What groups of employees are considered essential personnel?
Essential personnel are employees who are needed to provide on-campus (rather than remote) services in order to support students and staff living on campus and to ensure the continued operations of the Academy and College. At this time, essential personnel include: food services, public safety, residence life, information technology, physical plant, and postal service. Essential personnel will receive information regarding work schedules and support services needed from their direct supervisors and primary campus contacts.
Employee Access to Campus Offices/Buildings During Remote Workforce Period
12. Will employees be able to access campus facilities and offices during this remote work period?
Beginning Monday, March 16, 2020 at 7:00 p.m. all campus buildings with card access functionality transitioned to card access only and will remain card access only through the extended Spring Break and remote learning and working period. Buildings without card access functionality will remain locked with access available through Public Safety if necessary.
If any employees must come to campus to retrieve materials or access your office, please contact Public Safety at 336-917-5555 (1) to check-in, (2) to identify the spaces you are accessing within campus buildings, and (3) to check-out when you leave. As we work to monitor the spread of COVID-19, to engage in frequent and thorough cleaning of accessed areas to prevent cross-contamination, and to protect the health of those individuals who are continuing to live and work on our campus, we request that you please follow this process. Unless you are essential personnel, we ask that you please do not come to campus unless it is absolutely necessary.
How to Receive Updates from the COVID-19 Task Force
13. How will employees continue to receive campus updates and information during this remote work period?
The COVID-19 Task Force will continue to send regular updates to the Salem community via Salem email and by frequently updating the Academy and College COVID-19 web-pages and the FAQs for Employee accessible on those sites. Please check your email, the Salem COVID-19 web-pages, and the FAQs for Employees regularly.
Tracking Hours Worked During Remote Work Period
14. How do I keep a record of my hours worked from home during the remote work period?
Non-exempt, hourly employees should coordinate with their immediate supervisor regarding timekeeping and continue to track their hours worked; this will need to be done manually, as you will not have access to the online timekeeping system if you are away from the Salem campus. Hourly employees’ records of their hours worked should be sent to their immediate supervisor and the Payroll Manager, Debbie Sullivan, on a weekly basis by close of business on Friday to ensure that the hours are keyed and paid on the appropriate paycheck.
Use of Special COVID-19 Two-Week Paid Administrative Leave During Remote Work Period
15. Under what circumstances can I use the special COVID-19 two-week paid administrative leave provided by Salem?
The special COVID-19 two-week paid administrative leave is reserved for employees who are too ill to work due to COVID-19 or similar communicable diseases; who have family obligations related to COVID-19 that prevent them from working; or who are in quarantine and cannot perform the essential functions of their positions from a remote location. The special COVID-19 administrative leave is also available for non-essential personnel who cannot perform the primary functions of their positions from a remote location after conferral with their supervisor. If you are unable to work remotely for any of the aforementioned reasons, you will be permitted to use the special COVID-19 two-week paid administrative leave that Salem has extended to employees. This paid administrative leave is separate from any accrued sick or vacation leave balances you currently have available to you. Please contact Director of Human Resources and Benefits Emily Young (email@example.com) with any questions.
How to Record Use of Special COVID-19 Two-Week Paid Administrative Leave
16. If I need to use paid administrative leave, how do I record it for timekeeping purposes?
Non-exempt, hourly employees should send records of their paid leave used to their immediate supervisor and the Payroll Manager, Debbie Sullivan, on a weekly basis by close of business each Friday to ensure that the hours are keyed and paid on the appropriate paycheck. Exempt, salaried employees should continue to document their time off via their calendar card provided by the payroll office. Use the code AL to denote Administrative Leave on your calendar card.
Notifying Salem of Inability to Work Remotely Due to Illness
17. If I fall ill during the remote work period and am unable to work remotely, who do I notify?
If you are unable to work during the remote work period as a result of illness, notify your immediate supervisor and Director of Human Resources Emily Young (firstname.lastname@example.org) as soon as possible for further guidance. If the reason you cannot work is related to COVID-19 or other similar communicable diseases, you will be able to access the special COVID-19 two-week paid administrative leave for the time you are unable to work. It is imperative that you communicate any changes to your work schedule with your immediate supervisor so that we can ensure any of your critical tasks and functions are handled by another person in a timely manner.
Notifying Salem of Inability to Work Remotely Due to Family Obligation Related to COVID-19
18. If I have a family obligation that arises related to COVID-19 and prevents me from working remotely, who do I notify?
If you are unable to work during the remote work period as a result of a family obligation related to COVID-19, notify your immediate supervisor as soon as possible for further guidance. In this scenario, you will be able to access the special COVID-19 two-week paid administrative leave for the time you are unable to work. It is imperative that you communicate any changes to your work schedule with your immediate supervisor so that we can ensure any of your critical tasks and functions are handled by another person in a timely manner.
March 15, 2020
Returning to Campus for Belongings
Can residential students (not including those remaining on campus due to approved extenuating circumstances) return to campus during the extended Spring Break and remote learning period for purposes of retrieving items left in residence hall rooms?
Should you have an urgent need to retrieve belongings from your residence hall room, please contact Dean Lauren Rogers or Ms. Gloria Frost (for Academy students) and Residence Life (for College students by calling 336-575-3887) to discuss options. Students should not return to campus unless permitted to do so by an Academy or College official.
Use of Campus Facilities During Break and Remote Learning
Can students return to campus during the extended Spring Break and remote learning period to use labs, classrooms, or other campus facilities?
No, with the exception of the following. At this time, students will be permitted to continue using Gramley Library for studying and internet access. Gramley Library will transition to card access only effective March 16, 2020 and will not be open to the general public. Should it become necessary to further limit access to Gramley Library, students will be notified. With the exception of the Refectory, which will only be accessible to residential students who are allowed to remain on campus, no other College facilities will be open for use by students during the extended Spring Break and remote learning period. Dean Rogers will provide direction to Academy students residing on campus regarding permitted use of the Academy building.
Can student workers continue to work during the extended Spring Break and remote learning period?
No, per the message issued by President Sandra Doran and Head of School Carol Killebrew on March 12, 2020, the campus will remain open for faculty and staff, excluding student workers.
Financial Aid for Work Study
Will financial aid compensate work study students during the remote learning period?
Salem College is currently exploring ways to support our work study students during this unprecedented time. As we receive more information and have updates in regards to work study, we will pass them along.
Notifying Salem of COVID-19 Symptoms
If I feel like I am exhibiting symptoms of COVID-19 (fever, cough, shortness of breath), should I notify Salem Academy and College?
Yes, if you are experiencing symptoms of COVID-19, please follow this process and immediately notify the designated Salem officials:
Academy Students: Notify Dean Lauren Rogers (336-721-2776) or Ms. Gloria Frost (336-721-2765).
College Students: Notify the Residence Life On-Call Member by calling 336-575-3887.
Following notification, the designated Salem official will connect you with a healthcare provider for assessment and determination of next steps.
If you are experiencing COVID-19 symptoms and believe that you need an ambulance, call Public Safety at 336-917-5555 and explain your situation.
Will I be notified if Salem learns that I have been exposed to someone with COVID-19?
Salem will be directed by local health officials regarding who must be notified in the event of known COVID-19 exposure. For students, local health officials and/or Salem Residence Life or Administration (as directed by local health officials) will make such notifications without revealing the identity of infected person.
Academy Graduation and College Commencement
Will Academy graduation or College commencement be rescheduled?
We plan to reopen on April 13, which means that as of this moment graduation and commencement will proceed as scheduled.
Room and Board
Will I receive a refund for room and board during the extended Spring Break and remote learning period?
We are analyzing this question and will provide updates as soon as answers are determined.