FAQ Temp

The safety of our community is our first priority. In order to comply with the Essential Services Order issued by the Province of Ontario, most of our employees are now working remotely. Carleton has also determined the minimum required staffing levels required to maintain both the safety of our community and the continuity of our operations. Carleton has established social distancing guidelines and safe meeting protocols for essential services staff to follow when they are required to be on campus.

Carleton replaced face-to-face classes and final examinations with alternative modes of instruction and evaluation for the remainder of the Winter Term. All summer 2020 courses will be offered through online and other methods of distance learning.

As the COVID-19 situation continues to evolve, we have been constantly re-evaluating our plans in light of new information. Being both prepared and flexible is essential to making the best possible decisions at the right time. We are collaborating with Ottawa Public Health and other health authorities and following their advice. Committees have been set up and will meet regularly and will continue to keep the Carleton community updated.

Follow the guidelines published by Ottawa Public Health, which includes avoiding non-essential trips out of the home. Carleton has established social distancing guidelines and safe meeting protocols for essential services staff to follow if they are required to be on campus.

You should also:

• Avoid crowded places and practice physical (social) distancing
• Avoid non-essential travel and stay home as much as possible
• Wash your hands often with soap and water, or use hand sanitizer
• Avoid touching your face
• Cover your cough and sneeze into your arm

Faculty and Staff:

• Report all cases of employee self-isolation or illness potentially linked to COVID-19 to Mandy Hair in Human Resources. Please do not follow-up with the individual for further detailed information and do not forward this information on to others. You will be contacted if any additional mitigation measures or information is required.

Students:

• Cases of self-isolation do not need to be reported. If you have been tested for COVID-19 and if the test is positive, please contact covidinfo@carleton.ca. Please do not follow-up with the individual for further detailed information and do not forward this information on to others. Health and Counselling Services will follow up with further instructions as appropriate.

A first case of COVID-19 in the Carleton community was confirmed on March 30, 2020. Due to the rapid implementation of social distancing measures at Carleton since March 13, 2020, the risk of transmission within our campus community is low.

It is certain that other cases will follow within our community. As with all positive cases of COVID-19, Ottawa Public Health will follow their processes in contacting the affected person and asking who they could have been in contact with in the past 14 days. Carleton has protocols in place to ensure the safety the members of our community, including processes for additional cleaning as needed.

Everyone, at the direction of our governments and Ottawa Public Health, is required to practice physical (social) distancing, self-monitoring, and continue to stay home. Please continue to regularly check the Ottawa Public Health website for the most up-to-date information.

Staff and faculty who are not well should stay home and any absence due to illness should be recorded as sick leave. Until further notice, a doctor’s note will not be required to confirm short-term illness. Staff and faculty should continue to report your absence promptly to your supervisor/chair/director per normal practice.

Students should continue to report illness as they usually do. Students who remain living in residence should inform residence staff if they are ill. Carleton is temporarily suspending the need for a doctor’s note or medical certificate when requesting academic accommodation related to COVID-19. Students should complete the self-declaration form available on the Registrar’s Office website to request academic accommodation for missed course work including exams and assignments.

The safety and well-being of all members of the Carleton community is our highest priority. We understand that this is a difficult time for everyone and that the measures we are taking will cause inconvenience and disruption. Information and resources relating to mental health and well-being are listed on Carleton’s website. Other specific resources are listed below.

Faculty and Staff:

• The Supporting a Colleague in Distress guide provides information should you encounter colleagues in distress and in need of help.
• The Employee and Family Assistance Program is a free, confidential counselling service for faculty and staff (and their immediate family members). This service can be reached any time at 613-725-5676.

Students:

• Empower Me is a free, confidential counselling service for students. This service can be accessed any time by telephone, video-counselling or e-counselling.
• TAO Online Therapy is designed to address issues related to anxiety and depression. The online modules are accessible 24/7.
• For a listing of mental health resources across Canada, please visit our Provincial Support Resources website.
• For a listing of international mental health resources, please visit our International Support Resources website.
• Additional student resources are available on Carleton’s Mental Health and Well-Being website.
• Health and Counselling Services is remaining open virtually.

A COVID-19 FAQ for international students has been added to the International Student Services Office (ISSO) website.

A COVID-19 FAQ for incoming/outgoing exchange students has been added to the International Student Services Office (ISSO) website.

Please contact the Residence Commons Reception Desk at 613-520-5609. As it is also flu season, you may want to keep the following on hand as a precautionary measure:

• Over-the-counter medication to reduce aches and fever
• Cough medicine and throat lozenges
• Any prescription medicines you take
• A thermometer (non-mercury)
• Tissues
• Disinfecting wipes or cleaning products to clean your shared and personal space
• A water canteen or bottled water, and juice

Students living in residence are reminded to continue to reduce the spread of germs by following Ottawa Public Health recommendations.

As the current public health crisis continues to evolve, Carleton University has determined to provide all summer 2020 courses through online and other methods of distance learning. As a result of this, and in line with the government-imposed restrictions resulting from the current state of emergency, new accommodations for students in the Summer 2020 term will not be available.

Students currently living in residence who are not able to return home due to travel restrictions will be accommodated.

The Office of the Vice-President (Research and International) continues to monitor notifications from our Canadian and International partners and agencies regarding the status of funding programs and associated deadline shifts. The information is being compiled by CORIS, IPS and Carleton International. If you have questions, please reach out to your usual OVPRI representative or email susan.smallwood@carleton.ca and she will forward your queries to the appropriate contact within OVPRI.

Classes are not cancelled and instruction is continuing through online and other means. Instructors will make arrangements to complete their classes in the way that is most appropriate for their course material and learning objectives. Specific methods and approaches will vary across programs and courses.

Students who are able to safely go home and study remotely are encouraged to do so.

The safety of our community is our first priority. Instructors have been asked to take a flexible and compassionate approach to managing academic accommodation for the remainder of the Winter Term. In addition to this approach, Carleton has now adopted an additional grading mode for the Winter 2020 Term. This exceptional measure ensures that changes in academic performance due to the current disruption do not affect students’ permanent records as SAT/UNS grades will not be used in the calculation of CGPA.

We realize that assessment methods vary across disciplines and programs. As a result, on March 18, Senate confirmed its support of giving course instructors more flexibility to allow them to adjust the methods of assessment and weightings of course deliverables specified in their course outlines as needed to complete the Winter 2020 term successfully while maintaining academic standards and quality. The Provost and Vice-President (Academic) informed all course instructors of this exceptional measure (for the Winter 2020 Term only) and requested that all course instructors ensure that any change in assessment should not disadvantage students but should allow them to meet the learning outcomes of the course.

Carleton University is temporarily suspending the need for a doctor’s note or medical certificate when requesting academic accommodation related to COVID-19. Students should complete the self-declaration form available on the Registrar’s Office website to request academic accommodation for missed course work including exams and assignments.

Students are encouraged to connect directly with their instructors to discuss required accommodations arising from the COVID-19 situation.

Course instructors will submit the earned course grades as usual. Students can then choose, on a course-by-course basis, to request through the Registrar to designate any passing grade as SAT (D- and above for undergraduate students; B- and above for graduate students). Students may make this request beginning April 13, 2020 and no later than May 29, 2020, and once the change is made it cannot be reversed.

Additional information regarding SAT will be communicated to students by April 13, 2020.

This exceptional measure ensures that changes in academic performance due to the current disruption do not affect students’ permanent records as SAT/UNS grades will not be used in the calculation of CGPA. Should students opt for the SAT grade designation, the originally recorded grade will remain available through the Registrar’s Office in the event it is needed for other purposes. Notably, if the course in question is a prerequisite for other courses, students will still be required to meet the minimum prerequisite grade, whether or not that grade has been replaced by the notation SAT on the official transcript.

Any failing grade (F for undergraduate students; C+ and below for graduate students) will automatically be converted to an UNS grade by the Registrar’s Office after May 29, 2020. In cases where graduate program requirements allow a C+ passing grade, academic units, after consultation with the student, may request that the original C+ grade replace the UNS grade. The academic unit can make this request on a case-by-case basis to the Graduate Registrar.

Please email covidinfo@carleton.ca to request assistance.

Please contact the ITS Service Desk for technical assistance.

There will be no face-to-face final exams. We realize that assessment methods vary across disciplines and programs. As a result, on March 18, Senate confirmed its support of giving course instructors more flexibility to allow them to adjust the methods of assessment and weightings of course deliverables specified in their course outlines as needed to complete the Winter 2020 term successfully while maintaining academic standards and quality. The Provost and Vice-President (Academic) informed all course instructors of this exceptional measure (for the Winter 2020 Term only) and requested that all course instructors ensure that any change in assessment should not disadvantage students but should allow them to meet the learning outcomes of the course.

All research that can be done remotely, individually or in teams using video-conferencing, phone calls, or other IT tools should continue. For any on-campus and in-person research, it is requested that you consider the most appropriate steps to either finish the experiments in your group or postpone them in a manner that is safe for graduate students, postdoctoral fellows, co-workers, facilities, and materials.

As of March 31, 2020, approval to continue research activities on-campus will be required by the Dean and the Vice-President (Research and International). If any special consideration is requested for time-sensitive ongoing research, or for research facilities, during this difficult time, please consult with your Dean.

A COVID-19 information update has been added to the Co-op Office website.

The Bookstore is extending the return period for rented textbooks to give students more time to send returns by mail. To get a free return label for your current rental, please contact the Bookstore at 0936mgr@follett.com.

Library books can be returned through book drops that are accessible in the foyer, by the tunnel entrance, and through an exterior slot on Library Road. Please note that because the library staff are working remotely, these books will remain on your Omni account until staff return to the building and are able to check them in.

Students who have left Ottawa and have library materials can return them to any academic library in Ontario once they reopen. Late fees associated with the closure will be waived.

All Summer 2020 courses will be offered through online and other methods of distance learning (e.g., rebroadcasts, BigBlueButton, Kaltura, and Zoom). Course offerings will be available on Carleton Central on April 6. Course registration has been delayed by three weeks to April 16. The Summer 2020 term will begin on May 4. All outgoing international experiential learning opportunities, such as international internships, co-op placements, etc. have been cancelled for the summer 2020 term. Read the full message from the Provost and Vice-President (Academic).

All outgoing international experiential learning opportunities, such as international internships, co-op placements, etc. have been cancelled for the summer 2020 term. Placement coordinators will contact students to determine alternative options.

Domestic experiential learning opportunities such as internships and co-op placements are currently continuing as planned for the summer 2020 term.

As the current public health crisis continues to evolve, we regret that our June Convocation, a highlight of the year and such an important event to celebrate the accomplishments of our graduates, has been postponed.

Students who have applied to graduate in June 2020 and meet their degree requirements will still officially graduate on June 19, 2020 when the Carleton University Senate approves the list of graduates.

The rescheduling of June convocation will have to take into account guidelines and regulations from health authorities and the provincial and federal governments. Specific details about Convocation will be updated on the Convocation website as they are finalized.

Students who have applied to graduate in June 2020 and meet their degree requirements will still officially graduate on June 19, 2020 when the Carleton University Senate approves the list of graduates. Arrangements can be made with the Registrar’s Office for students who would prefer to receive their diplomas by mail. Please note that there may be delays due to the COVID-19 situation.

Specific details about Convocation will be updated on the Convocation website as they are finalized.

Carleton University remains open and is operating remotely. Public access is restricted, as Carleton has limited access to university buildings to authorized individuals only, as approved by their Chair/supervisor. Our Student Service Information website includes specific information about modified operating hours and contact information.

Carleton’s athletic facilities will remain closed until June 30, 2020. We continue to maintain a list of what is opened and closed at Carleton.

Under the Building Access Protocol, Carleton University recognizes that faculty and staff who are working remotely may need to occasionally access their office, lab or classroom. Access requests, as permitted by the Essential Services Order on an as-needed basis, can be directed to Campus Safety Services (CSS).

To ensure the safety of our community and to protect the most vulnerable among us, the computer labs are closed.

As the current public health crisis continues to evolve, Carleton postponed or cancelled all in-person events on campus until June 30, 2020.

June Convocation has been postponed. We will take into account guidelines and regulations from health authorities and the provincial and federal governments in order to reschedule the ceremony. Specific details will be updated on the Convocation website as they are finalized. We are continuing to maintain a list of known cancelled or postponed events.

Costs incurred to cancel university-sponsored and research related travel plans can be claimed with appropriate receipts and documentation. For research related travel, the Tri-Agency will cover the costs of cancellation fees. For all other agencies, please contact your assigned financial administrator to confirm eligibility. Claims, with scanned supporting documentation, can be made through the Travel and Expense reimbursement system. Travellers must make every effort to recover costs from airlines, hotels and travel insurance before making a claim for reimbursement from the university. As of March 16, 2020, paper receipts will no longer be accepted as part of your travel and expense reimbursement claims. Payroll profiles must also be submitted digitally. Please submit digital receipts as outlined below.

1. Submit your travel and expense claim exactly as you do now.
2. You will receive an email (exactly as you do now).
3. Scan your receipts or payroll profile into a PDF document. If you do not have access to a scanner, you may use your phone to take a picture of the receipts.
4. Forward the PDF of the payroll profile or attach the PDF or photo of the receipts to the email received in Step 2 and forward it. Researchers will need to forward a copy to accounting@carleton.ca. Everyone else will need to forward a copy to accounts.payable@carleton.ca.

The Government of Canada has put in place emergency measures that require mandatory 14-day self-isolation for all persons entering Canada, even if they do not have COVID-19symptoms. All university-related incoming and outgoing international travel, including to and from the United States, is suspended until further notice.

Follow the guidelines published by Ottawa Public Health, which includes avoiding non-essential trips out of the home. Please review Carleton’s specific travel restrictions and guidelines.