Archive: CUNY Guidance Memo #11, May 4, 2020

Recalibration Period for Educational Equity

In an attempt to ensure that no CUNY student is left behind and that the “distance” in distance-learning does not contribute to widening existing opportunity gaps, the University has instituted a Recalibration Period for Educational Equity (Chancellor’s messages of March 24 and March 25).  This period will allow the University and its colleges to put more tablets and laptops in the hands of students who without them would face difficulty in completing the spring 2020 term.

Brooklyn College students should be directed to the Device Loan Requests page to make a device loan request appointment.

As part of the Chancellor’s communication, the following clarifications were made and are reproduced here for convenience:

• All BC undergraduate students will be off from Friday, March 27 to Wednesday, April 1 and again from Wednesday, April 8 to Friday, April 10, for a condensed Spring Recess.
• Administrators and staff will continue to work as they normally would from March 27 to April 1 and during Spring Recess, albeit remotely in most cases. All local plans to reduce campus density for faculty, staff and students remain in place.
• The University’s previously scheduled Spring Recess will now run from Wednesday April 8 through Friday April 10, encompassing the beginning of Passover and Good Friday. For faculty, staff and students whose religious observation extends into the week of April 13, as always you have the right to request a religious exemption to observe the holiday and we will offer maximum flexibility in addressing the requests.
• Brooklyn College graduate courses will meet during the Recalibration period as will College Now programs.  Courses that were being taught online before the broader move to distance learning may also continue during Recalibration.

Impact of Recalibration Period and Instructional Recess on CUNY’s Academic Calendar

The number of instructional days we need to make up are as follows: Mondays (1), Tuesdays (1), Wednesdays (1), Thursdays (0), Friday’s (2), Saturdays (1), and Sundays (1). These days, in the absence of regulatory relief, can ultimately be made up using additional assignments to assist students in making up missed work. Such assignments might include interactive projects, supplemental instructional material, preparation of reports, or other assignments at the discretion of the department and the instructor. This is similar to what the University did to make up lost instruction time during Hurricane Sandy. View the updated academic calendar.

For the updated Spring recess, see the academic calendar. For faculty, staff and students whose religious observation extends into the week of April 13, as always you have the right to request a religious exemption to observe the holiday and we will offer maximum flexibility in addressing the requests. Additionally, see CUNY’s guidance for religious exemptions.

Brooklyn College will offer all its courses through the distance mode in Summer 2020. Special enrichment programming is currently being planned.

Summer 2020 and Beyond

As you know, after careful consideration and consultation, The City University of New York’s Summer 2020 course offerings will be exclusively conducted via distance education format. Any exceptions will require approval by a College’s president or dean and be subject to the social distancing provisions of the New York State on Pause Executive Order that may be in effect at the time. This decision is consistent with NYSED Guidance (pdf) published on April 2, 2020, which waives the requirement that specific courses and programs be registered for delivery via distance education. We appreciate the feedback we received from

the University Faculty Senate and other academic leaders on this. For staff, current guidance regarding remote work will remain in effect consistent with the New York State on PAUSE executive order.

A decision regarding the teaching modalities for Fall 2020 will be forthcoming, subject to alignment with Federal, New York State, and New York City plans, guidance from the relevant regulatory and accreditation bodies (including the U.S. Department of Education, NYSED and the Middle States Commission on Higher Education), and consultation with the University’s stakeholders.

Please note that from a regulatory perspective, NYSED has indicated that “offering programs in the distance education format (i.e., 50% or more of the requirements can be completed through study delivered by distance education) beyond the Summer 2020 term(s) will be subject to regular distance education approval requirements, including the submission of program registration applications to NYSED. The need to extend this flexibility beyond the Summer 2020 term(s) will be determined depending upon the COVID-19 emergency time frame.” As of this writing, the U.S. Department of Education and MSCHE are similarly advising institutions.

Notwithstanding the above, we must use the time available to us to prepare for a fully distance education Fall 2020 or one that could start out with a mix of teaching modalities (as in the pre-COVID-19 era), but with perhaps a higher proportion of hybrid and online courses that may or may not need to be converted.

Commencement Celebrations Postponed

Per Chancellor Matos Rodríguez’s April 3 message to the campus community, “with all public gatherings currently prohibited and no way to know how long this will continue to be the case, colleges simply cannot begin choosing dates, even if for later than usual, securing venues and taking all the logistical steps that go into planning a successful commencement. To be clear, this will have no impact on diplomas. At the completion of the spring semester, all degrees will be conferred as scheduled. It will also not impact the official summer start date for our full-time faculty. We look forward to a future date when we’ll be able to celebrate in person and believe me — that will be an occasion like no other. If any group of graduates deserves a chance to mark its achievements, it is the resilient Class of 2020. I sincerely regret the impact of these sad circumstances on our students, who have worked so hard, and overcome many obstacles to get to this point. I know this will also come as a disappointment to faculty and family members. I have spoken to all CUNY presidents and deans, and they are exploring other ways to mark this rite of passage on their campuses. While we know that nothing can replace the pure joy of a commencement ceremony, some schools are considering alternate celebrations that fit their campus community.”

With the COVID-19 pandemic, large public gatherings, such as the beautiful ceremony at Barclays, are now prohibited. When the Chancellor broke the news to the community, suggestions about creative alternatives we should consider to commemorate the occasion were asked for.

Based on suggestions, Brooklyn College will host a virtual graduation celebration on May 28, 2020. It will include music, speeches, special messages from College faculty and staff, and an announcement of each graduate’s name and degree, featuring their photograph. Student Affairs will be sending out more information this week.

Brooklyn College understands how important this moment is to graduates and their families. This is not a replacement ceremony; nothing could replace an in-person commencement. Given the uncertainties of the pandemic, though, we cannot say when we might be able to host an in person celebration. For now, we will work hard to make our virtual graduation very special.

Middle States Council on Higher Education

The USDE, via MSCHE, had granted waivers through June 1, 2020 to colleges that do not currently have Distance Education within their scope of accreditation. MSCHE, in collaboration with other accrediting commissions, has urged the USDE to extend this waiver through the 2020- 21 academic year, but awaits a decision. In the meantime, MSCHE will implement an expedited process for Distance Education approval. MSCHE expects to share details imminently.

The Annual Institutional Update (AIU) has been postponed until further notice. For IPEDS institutions, most of the information is pre-populated, and MSCHE staff intend to begin the AIU process on their end; however,  colleges will not see that transfer of data or have access to it until the AIU opens at some point in the future. This postponement includes any required Recommendation Responses that institutions would have submitted with the AIU. MSCHE will continue to update institutions about the timing of this year’s AIU through email to key contacts as well as by posting information at www.msche.org/covid-19. As always, MSCHE recommends that college Accreditation Liaison Officers (ALOs) keep in good touch with their MSCHE VP liaisons, but please contact Karen Kapp in CUNY’s OAA with additional questions.

Attestation of Conversion of Courses

Per guidance issued on March 11, college presidents and deans were informed of the requirement to, in due order, submit an implementation plan to the Office of Academic Affairs outlining how the Colleges met the expectations of our regulatory agencies and accrediting bodies. Today, the University asked College presidents to submit to the Office of Academic Affairs attestation forms and supporting materials to this effect by May 15, 2020. Specifically, Colleges are asked to certify that in converting Spring 2020 courses to distance education, the following actions were taken:

1. The College developed a high-level implementation plan to transition all courses to distance education, documented on a course-by-course level how they were converted and documented any conversion exceptions with information on how the courses would be altered, if at all. Documentation to this effect is provided in the form of supporting documentation with this attestation.
2. The College provided guidance to faculty regarding relevant policies associated with IT platforms, safeguarding student data, and accessibility standards, per guidance provided by the USDE, for an institution to meet the requirements for distance education.
3. The College met the requirements to convert to distance education for Spring 2020. Please refer to the documents cited and linked here: US Department of Education (USDE), New York State Education Department (NYSED (pdf)), Middle States Commission on Higher Education (MSCHE (pdf)) and the Student and Exchange Visitor Program (SEVP (pdf)).

All In-Person Courses Suspended

Effective Monday, March 23, all in-person courses were suspended for the duration of the State’s “Pause”. This applies to all undergraduate, graduate, and continuing education courses that have not yet converted to distance-learning modes. Faculty engaged in these courses are asked to continue to explore, in conversation with their students, ways in which the in-person courses can be converted to distance learning. If the course’s learning outcomes cannot ultimately be achieved via distance learning, the courses could resume once the “pause” is lifted, at which time faculty and students would work to make up for lost time. Given the circumstances, students could also opt to withdraw from the course or receive a grade of incomplete if appropriate. For in-progress continuing education courses, colleges will communicate options available to students who decide to drop or cannot continue with coursework. The University is currently developing a refund/credit policy for these types of situations related to COVID-19.

Supplemental Agreement for the COVID-19 Virus State of Emergency

The Professional Staff Congress and The City University of New York entered into the following Supplemental Agreement for the COVID-19 Virus State of Emergency (“Emergency Agreement”). The Emergency Agreement is retroactive to March 12, 2020, and will continue until the end of the 2019-2020 academic year, unless an extension is agreed to by the parties. Additional provisions may be added by agreement of the parties. The provisions of the Emergency Agreement shall supersede any other agreement concerning the subject matter herein made by the parties prior to March 12, 2020.

1. Both full-time faculty and adjuncts who are responsible for holding office hours will hold office hours through distance technology and will notify their students and their department chair regarding how they plan to hold the hours.
2. Classroom teaching observations that had not been conducted prior to March 20, 2020, for the spring 2020 semester will be conducted only if requested by the employee to be observed. If a teaching observation is requested, the department will use the new contractual provision for classroom teaching observations of online classes set forth in Article 18.2(b)3, recognizing that courses being taught through distance technology are not necessarily online courses and acknowledging in the observation report that the course was not a distance-learning course from the start of the semester. The individual to be observed must be made aware of the procedure to be used and have the option not to proceed with the observation. Teaching observations for faculty teaching courses online since the start of the semester and who are due to be observed during this semester shall be observed pursuant to Article 18.2(b)3.
3. The annual evaluation conference required by Article 18.3 will be conducted through distance technology, which may include telephone and/or videoconferencing. The written record of the discussion, as required under Article 18.3, may be delivered to the employee by electronic means. In satisfaction of the requirements of Article 19, the electronic communication of the record of the discussion may be placed in the employee’s personnel file after the employee has been given the opportunity to read the contents and attach any comments. The employee will acknowledge by email receipt of the written record of the discussion; if the employee fails to send such acknowledgment, a statement to that effect will be included in the employee’s file along with a copy of the record of the discussion. If the overall evaluation is unsatisfactory, the record of the discussion shall so state, and the employee may electronically make a request to appear before the department P&B pursuant to Article 18.3(a). Such appearance may be held through distance technology.
4. Decisions on tenure effective September 1, 2020, on promotion, on reclassification and on discretionary assignment salary differentials that were in process as of March 12, 2020 shall be completed.
5. Faculty and staff shall be permitted to retrieve personal belongings and materials needed to work remotely. In conformance to the New York State on Pause Executive Order, access to campuses will be limited except by appointment. Faculty and staff will contact their local campus for specific information.
6. Faculty who are candidates for tenure effective September 1, 2021, may receive a one-year extension in their tenure review, if they so desire. It is understood that if such a faculty member is reappointed for the 2021-2022 academic year, the reappointment will be without tenure and will be deemed the 6th reappointment (i.e. seventh consecutive year of service) toward tenure. Such a faculty member must request a tenure clock extension by emailing their college provost by May 15, 2020. The written record of the request shall be placed in the employee’s personnel file. By June 1, 2020, each college provost shall send the CUNY Office of Labor Relations a list of all faculty who elected the one-year extension. CUNY OLR shall forward that list to PSC by June 15, 2020.

Faculty on the tenure track for consideration in later years who wish to seek a one-year extension based on the circumstances of the spring 2020 semester must apply to their college provost by February 1 of the spring semester preceding their fall tenure review. These requests will be considered on a case-by-case basis, in accordance with past college and university practices.

Tenure Clock

The University recognizes that the transition to distance learning in the Spring 2020 semester as a result of COVID-19 may cause interruption and delay in faculty research and scholarship. This is particularly critical for faculty advancing toward tenure. Accordingly, the University will permit faculty whose candidacies for tenure are coming up in the fall 2020 semester to receive a one-year extension, if they so desire. Such faculty must request a tenure clock extension by emailing the request to the Brooklyn College Provost Provost, anne.Lopes@Brooklyn.cuny.edu, by May 1, 2020.

Going forward, faculty on the tenure track who subsequently want to request a tenure clock extension based on the circumstances of Spring 2020 must apply by February 1 in the year immediately preceding their tenure review. Faculty wanting to apply for a tenure clock extension should follow the procedures normally followed at Brooklyn College for requesting these extensions to tenure review; the request will be subject to fact-specific review, in accordance with past University practice.

Distance Learning and Contractual Obligations

The following guidance is in response to questions pertaining to faculty office hours, classroom observations, annual evaluations, student evaluations, adjunct overload waivers, and the reappointment, tenure, and promotion process. This guidance is based on consultation with the Professional Staff Congress at a recent labor management meeting , provosts, and the Chancellor and his executive team.

1. Both full-time faculty and adjuncts who are responsible for, and paid for, office hours will hold office hours through distance technology and will notify their students and their department chair regarding how they plan to hold the hours. These notifications were due on or before Friday, March 27.
2. Classroom teaching observations that have not yet been conducted during the Spring 2020 semester will only be conducted if requested by the employee to be evaluated. The department may use the new protocol for observations in online settings (Article 18.2(b)3), where the course was changed to a distance modality mid-semester, provided the employee is made aware and has the option to proceed with the observation. Teaching observations for those who have been teaching online since the start of the semester, and who were otherwise contemplated to be observed pursuant to the new provision in Article 18.2(b)3 for online observations, will have their observations conducted.
3. Annual evaluations which include the conference and confirming memorandum will have the conference conducted through distance technology, which may include telephone and/or videoconferencing.
4. Student evaluations will not be conducted this semester at Brooklyn College. This applies to all faculty.
5. Decisions on tenure, promotion, reclassification and discretionary assignment salary differentials that are currently in process shall be completed.
6. Faculty and staff are permitted to retrieve personal belongings and materials needed to work remotely. You must make the request of your supervisor and area vice president. You must send the approval via email to Don Wenz and Ursula Chase in order to make an appointment to access campus at a given time and on a given day.

University Summer Workload Regulations

Summer is defined as the period beginning the day subsequent to the spring commencement of each college until the third day,  excluding  Saturday  and  Sunday, preceding the thirtieth of August that follows such commencement. Teaching adjuncts are limited to 105 hours of instruction during the summer, except in departments with four-credit courses for which a 120- hour assignment is permitted. Non-teaching adjuncts are limited to 175 hours during the summer. Non-teaching adjuncts engaged as University Readers will be approved for a maximum of 100 additional hours during the summer for CATW work only. Exceptions to the above limitations require approval by the college’s chief academic officer (Such hours must be categorized as CATW under "Department" on the form).

Appointment/Non-Reappointment Notices

During this period of telecommuting, any notices required to be provided to faculty and staff, including those pursuant to Article 10 of the PSC-CUNY collective bargaining agreement regarding notification of appointment/non-reappointment for faculty and staff and Article 13 regarding HEOs, should be sent, at a minimum, to an employee’s CUNY email address.  If there is no CUNY email address on file, whatever email address is on file should be used.  If possible, especially in cases of non-reappointment, we suggest that multiple methods of communication be used.  These may include CUNY email address, personal email address, and text to cell phone number.  It is important to use our best efforts to get notification to faculty and staff.  We understand that this is an extra burden, but the number of non-reappointments pales in comparison to the number of reappointments, and the colleges must demonstrate strong best efforts to ensure that notice of non-reappointment was effectuated.

P&B Meetings and Remote Voting

The Brooklyn College campus is working on its procedures and information will be available shortly.

Public Meetings

Per previous guidance, Article 7 of the Public Officers Law, to the extent necessary, permits any public body to meet and take such actions authorized by the law without permitting in public in-person access to meetings and authorizes such meetings to be held remotely by conference call or similar service, provided that the public has the ability to view or listen to such proceedings and that such meetings are recorded and later transcribed.

Prospective Travel

The following Travel Guidelines are intended to supplement the existing University Domestic and International Travel policy adopted by the University Board of Trustees in 2018, as the University continues to exercise an abundance of caution amidst the international COVID-19 pandemic. These guidelines are no way intended to excuse the obligation of any faculty, staff member or student from being familiar such policies when considering domestic or international travel. Each member should review the approval requirements referred to in these guidelines carefully, together with the Domestic and International Travel Policy set forth on the University’s website, before considering participation in domestic and international travel programs. This guidance will be reassessed in late summer and fall as warranted by COVID-19 developments in the United States and abroad.

Student Travel

The following types of student travel are suspended until further notice: 1) Spring 2020, Summer 2020, and Fall 2020 study abroad and incoming and outgoing foreign exchange programs; and 2) CUNY- sponsored student international travel (including spring break) and non-credit travel under the auspices of CUNY or any CUNY college or student organization. International travel in non-CUNY credit-bearing programs is discouraged. Please know that pursuing these types of programs will be deemed a private undertaking and is not eligible for CUNY’s international travel insurance so students would need to certify they would be responsible for any and all limitations that may be associated with their personal travel insurance and understand that CUNY assumes no responsibility for liabilities resulting from high- risk travel. Additional information is provided in the ITG Travel Guidance (pdf).

The following types of student travel require approval, as described in the waivers and exceptions section: 1) to conduct research conducive to a dissertation or meeting other degree requirements; 2) present research, scholarly or creative works at national or international conferences; and 3) participate in domestic experiential learning trips.

Faculty and Staff Travel

Faculty and staff, with the authorization of their campus President or Dean and subject to financial availability, will be allowed to engage in international travel, but are urged to avoid international locations identified as Level 3 or 4 by U.S. State Department advisories. In traveling abroad, faculty and staff must attest they understand any and all limitations that may be associated with their travel insurance and that CUNY assumes no responsibility for liabilities resulting from high-risk travel. For guidance on reimbursement from externally funded travel – faculty and staff should contact their Program Director. Additional guidelines for Principal Investigators from federal funders are available through the CUNY Research Foundation portal. Authorization of travel from abroad of incoming faculty and staff (e.g., visiting professors) will be subject to approval, as described in the waivers and exceptions section below.

Waivers and Exceptions

Requests for exceptions to this policy will be submitted by campus Presidents to the Executive Vice Chancellor and University Provost for due consideration and consultation with relevant CUNY central offices, including the Office of Global Education and Initiatives, Office of Risk, Audit and Compliance, and the Office of General Counsel, prior to rendering a recommendation to the Chancellor. Among other relevant parameters, this review will consider: 1) national and local travel restrictions; 2) guidance established by local health authorities and the CDC for New York; 3) the travel destination to limit the risk of exposure and geographic spread of COVID-19; 4) in the case of study abroad, confirming to a reasonable certainty that cooperating institutions abroad are truly in a position to safely receive incoming students and that students have secured travel insurance and established backup academic plans at their home institution; and 5) the recommendations of the University’s Office of Global Education and Initiatives and OEHRSM. In traveling abroad, faculty, staff and students need to attest they understand any and all limitations of their travel insurance and that CUNY assumes no responsibility for liabilities resulting from high-risk travel.

Planning For and Returning from Personal Travel

The Department of State’s Global Health Advisory (issued March 19, 2020) warns that a shutdown of international travel options is imminent, and that Americans abroad should arrange to immediately return to the U.S., or risk an indefinite stay abroad. In order to help CUNY students, return home before it is too late, CUNY will continue to offer rebooking support to any CUNY student or employee abroad (regardless of citizenship) who is unable to make these arrangements directly with the airline. Individuals should contact evac-support@cuny.edu with details on their CUNY affiliation (including EMPLID if possible) to receive instructions on accessing this support. Students returning from abroad should coordinate closely with the Study Abroad Office on their home campus to ensure they receive support to complete the semester whenever possible. Employees returning from abroad should contact their supervisors to make arrangements to work remotely, if this is not already in place.

Chancellor’s Emergency Relief Grants

On April 8, The City University of New York announced the launch of a Chancellor’s Emergency Relief Fund to help students facing financial hardship during the COVID-19 crisis. With initial support from the Carroll and Milton Petrie Foundation and the James and Judith K. Dimon Foundation, the Chancellor’s Emergency Relief Fund will distribute grants of $500 each to thousands of CUNY students who are coping with the severe economic fallout of the extraordinary public health emergency. The recipients will be chosen by lottery from a group of about 14,000 students who have been identified as meeting financial-need and academic criteria. With additional funding, the University will seek to deploy emergency grants to more students in the coming months. The emergency fund is the latest financial-assistance resource CUNY is providing to its most vulnerable students in response to the COVID-19 crisis. Over the past few weeks, the University, with support from Gov. Andrew Cuomo, quickly purchased 30,000 computers and tablets to distribute to students who need them in order to fully participate in distance learning and keep up with their studies. In addition, about 1,600 CUNY community college students who were issued $400 campus cafeteria food vouchers through a City Council pilot will be getting the money as a payout they can spend anywhere for food. And 117 foster care students in the CUNY Fostering College Success Initiative will receive $425 emergency grants thanks to a donor wishing to remain anonymous.

CARES Act Emergency Fund

The University has developed a distribution plan for the “Emergency Financial Aid Grants to Students” which provides direct aid to students. CUNY schools will have $118,477,183 to distribute. But we are disappointed that , based on guidance received yesterday from the U. S. Department of Education, we will hace to take adjust our plans to account for certain eligibility criteria that were not originally disclosd when the U. S. Department of Education released initial guidance on the program. We are now in the process of adjusting our plans and hope to be able to get money in the hands of our students as soon as practical.

Emergency Funds and Web Resources Available for Undocumented Students

The Office of Student Inclusion Initiatives has developed web resources to encourage undocumented CUNY students to seek economic support, without fear, during the ongoing COVID-19 crisis. The web so The resources will be included on the CUNY Student Continuity page and includes guidance on medical care, housing, emergency funds, immigrant rights, and education. In addition, to provide economic relief to the more than 320 CUNY TheDream.US scholarship recipients, scholarship co-founder Don Graham announced that scholars would be eligible to receive a $500 emergency grant in addition to their semesterly stipend. While the pandemic has profoundly impacted all members of the University community, it has been especially hard on immigrant communities dealing with the unique challenges of coronavirus and immigration status. The public benefits and stimulus funds that many in New York City will rely upon for financial relief during the pandemic are not available to undocumented individuals. Concerns about privacy and the ability to pay for treatment may also deter undocumented students and their family members from seeking medical care.

Pandemic Unemployment Insurance

City and State officials have released information on additional unemployment resources as a result of the CARE Act that was passed on 3/27/20. Specifically, there are new and additional unemployment benefits called Pandemic Unemployment Assistance (PUA) that is available to those who are not typically eligible for unemployment insurance including self-employed/1099 workers, part time workers, and those who were not working for an extended period of time. Impacted students can apply by phone or online. We encourage all campuses to share this information with all students broadly via digital, faculty, student affairs and general college communications. More information can be found here (pdf) and here. There is also a hotline NYC WELL staffed 24/7 with counselors, described as follows: “An infectious illness outbreak such as this one can be stressful to you, your loved ones, and your friends. It is natural to feel overwhelmed, sad, anxious, and afraid, or to experience other symptoms of distress, such as trouble sleeping. To reduce your stress and to manage the situation more resiliently, try to remain positive, remind yourself of your strengths, connect with friends and loved ones and use healthy coping skills. NYC Well's website offers a number of well-being and emotional support applications (apps) that can help you cope. If your symptoms of stress become overwhelming, reach out for support and help. You can contact NYC Well, a confidential 24/7 helpline, staffed by trained counselors. They can provide brief counseling and referrals to care in over 200 languages.”

• Call 888.NYC.WELL (888.692.9355)
• Text "WELL" to 65173
• Chat at NYC.gov/nycwell

Financial Aid for Veterans

Student Veterans will continue to receive their GI Bill benefits under S. 3503, which President signed into law March 21. The law enables VA to continue providing the same level of education benefits to students having to take courses online due to the coronavirus (COVID-19) outbreak. The law gives VA temporary authority to continue GI Bill payments uninterrupted in the event of national emergencies. This allows for continued payment of benefits even if the program has changed from resident training to online training. Thanks to the law, GI Bill students will continue receiving the same monthly housing allowance (MHA) payments they received for resident training until December 21, or until the school resumes in-person classes. Students receiving GI Bill benefits are not required to take any action. Benefits will continue automatically. VA will work closely with schools to ensure accurately certified enrollments and timely processing. Updates will be provided to students via direct email campaigns and social media regarding VA’s effort to implement these new changes. For more information, please contact Lisa Beatha, CUNY Director for Veterans Affairs, at lisa.beatha@cuny.edu.

New York State Financial Aid

HESC has allowed for COVID-19 impacted students who are adversely affected by the crisis to be held faultless for the term and has created a portal with additional information, which can be accessed here: COVID-19 Updates & FAQs for Students, Parents, Borrowers, and Lenders. As always, for more information, please contact Elaine Pimentel, Univ. Exec. Director of Financial Aid: elaine.pimentel@cuny.edu.

USDOE Guidance on Federal Student Loans

“The US DOE directed all federal student loan servicers to grant an administrative forbearance to any borrower with a federally held loan who requests one. The forbearance will be in effect for a period of at least 60 days, beginning on March 13, 2020. To request this forbearance, borrowers should contact their loan servicer online or by phone. Also, an automatic suspension of payments was authorized for any borrower more than 31 days delinquent as of March 13, 2020, or who becomes more than 31 days delinquent. To request the forbearance or more details on the suspension of payments, borrowers should contact their loan servicer online or by phone."

Immunization Requirements

According to the New York State Department of Health, immunizations are not required for higher education students attending online-only classes. For the purposes of immunizations, therefore, requirements are waived for the Spring 2020 and Summer 2020 semesters. Each campus will be responsible for updating and maintaining immunization records consistent with New York State law, including waiving immunization requirements in CUNYFirst and resuming the collection of immunization documents when appropriate. When on-campus instruction resumes in Fall 2020 (or earlier/later), immunization requirements will again resume. Immunization requirements are located here.

Document Upload Tool

Students are now able to securely upload documents required by their colleges in the areas of Financial Aid, Health Services, and Registrar/student records. This new upload feature in CUNYfirst enables students to deliver supporting documents that were previously required to be submitted in person. Upon submission, document files are stored in a FileNet Student Documents Repository and viewable by designated administrators in the relevant college and Central Office departments. Students can access the new “Document Upload” link in CUNYfirst by selecting Campus Solutions > Self Service > Document Upload. They then select the desired document classification (Financial Aid, Health Services or Registrar) type of document to be uploaded. File formats include the following, subject to a 20-megabyte size restriction each: PDFs, Microsoft Office files, and photos of documents (JPEG). Detailed student instructions are available in Student Document Upload on the CUNYfirst Student Training page as well as from an announcement on the CUNYfirst portal page. Students having an issue with a document upload should contact their campus help desk for assistance.

Admissions Services (Welcome Center/Recruitment/Communications)

University Admission Services continues to provide application support, recruitment and outreach services remotely during this critical time. Applicants and the broader community can contact us by email or phone. We are currently working with Financial Aid and the Registrar on a central landing page to provide comprehensive university enrollment updates as they become available.

• Applications Available: Our admission applications for undergraduate freshmen/transfer, graduates, visiting students and continuing education learners remain open.
• Commitment Deadline Extensions: Over 300 hundred colleges and universities nationwide have extended their commitment deadline as a result of the crisis, including many CUNY colleges. The National Association for College Admission Counseling (NACAC) provides a helpful tool that captures the latest information by institution. Colleges can complete the form here: College and University Admission COVID-19 Response. We are currently gathering any CUNY deadline information into one central landing page and will update as the information becomes available.
• Virtual Tours and Recruitment: Virtual tours are an important tool for applicants considering their college options given current campus restrictions on gatherings and visitors. While not all campuses have tours available virtually, many are using available video conferencing tools and other virtual messaging platforms to conduct information sessions for admitted students as a substitute for traditional in-person yield events.
• Recruitment Communication: Recruitment and application messages continue to go out to the CUNY applicant pool and broader educational community that supports them. You can view copies and timing of these messages on our Recruitment Communication Blog: https://cunyadmissions.wordpress.com/.
• Admissions Operations (UAPC): University Admissions Operations continue remotely with minor changes to the receipt and processing of mail. Application review is moving forward on schedule and we would like to provide some guidance on assisting applicants with file completion.

Submission of Supporting Documents

With the launch of the CUNY Application we have seen an increase in the number of applicants who submit supporting documents electronically; through the CUNY Application or via secure e-delivery services. Some applicants continue to mail supporting documents to the University Application Processing Center and/or the CUNY Welcome Center, and we are prepared to continue to pick up and scan those documents into the admission system on a weekly basis. Postal mail continues to be a viable option for document submission and applicants should be encouraged to utilize it in the event documents are unable to be submitted electronically. Below is some guidance on specific credentials necessary to the completion of the application review process.

• Official College/University Transcripts: We continue to require official post-secondary records, whether those credentials are coming from US based institutions or International institutions. Though many colleges and universities are closing on-campus facilities, like us, they are moving to a distance workforce and their students are able to request transcripts via the web. Our applicants who attended US based institutions, will continue to request that official transcripts be emailed to admissions@cuny.edu or mailed to the University Application Processing Center. For our applicants who attended institutions abroad, and who indicate that they are unable to obtain their academic records because of the closure of the institution, we will consider copies of the original documents on a case-by-case basis. The copies of those credentials should be accompanied by a statement from the applicant that clearly indicates the reason for being unable to obtain the official credentials and an understanding that when the institution is able to do so, official post-secondary records will be requested and sent to CUNY. College administrators may consult the University Admissions Office via our campus support help desk (askCWC@cuny.edu) with any questions on the copies of the international credentials.
• Official High School Transcripts (from US based institutions): Applicants from US based institutions are required to submit official secondary school records. Schools/Guidance Counselors may continue to submit those via postal mail to the University Application Processing Center or they may submit electronically to transcripts@cuny.edu. The copies of those credentials should be accompanied by a statement from the applicant that clearly indicates the reason for being unable to obtain the official credentials and an understanding that when the institution is able to do so, official secondary school records will be requested and sent to CUNY. College administrators may consult the University Admissions Office via our campus support help desk (askCWC@cuny.edu) with any questions on the copies of the credentials.
• Photocopies of High School Transcripts (non-US based institutions): In line with our general business process, copies of secondary school credentials (transcripts, certificates, and national exam scores) from non-US based institutions will continue to be accepted. Those copies may be emailed to admissions@cuny.edu or mailed to the University Application Processing Center. The only exception are those applicants who are providing proof of secondary school completion through the WAEC; where we typically require the scratch-card information to be submitted via email for score verification with the testing agency.
• English Language Translations of Secondary/Post-Secondary Credentials: In line with our general business process, copies of translations of academic credentials will continue to be accepted via email to admissions@cuny.edu or postal mail to the University Application Processing Center.
• Standardized Test Scores: We continue to request, receive, load and match standardized test scores to applicant’s records electronically. This is the fastest, most accurate and efficient way to get the scores attached to the applicant’s record. For applicants unable to submit required standardized test scores (SAT, ACT, TOEFL, IELTS, PTE) as a result of a cancelled test administration; waiver requests should be directed and decided on by the campus admissions director.

Recommendation for Evaluating Applicants Missing Standardized Test Scores

Given the limited availability for applicants to sit for standardized testing as a direct result of the COVID-19 crisis, we strongly encourage college admission offices to consider applicants missing only standardized test scores or other available academic data. Centrally, we continue to request, receive, load and match available standardized test scores to applicant records electronically. Using a publicly accessible query (CU_AD_AUDIT_APPS_INCMP_CHKLIST), colleges can identify the exact list of applicants who are incomplete as a result of missing SAT/ACT scores. Using the output of the query, and other academic data points available on the Applicant File and CUNYfirst, colleges should review and decide on whether or not they are willing to admit an applicant without SAT/ACT scores presented. The college may choose to accept the applicant to the academic program initially requested or a more suitable academic program at the college. In practice, the college would mark the college-specific AUTST (SAT/ACT) checklist as waived and manually enter the ADMT row on the campus application in Maintain Applications. Colleges must do the two steps simultaneously to avoid receiving an inaccurate admissions decision recommendation from the University Admissions Office. If the college is unwilling to make an admission decision without the SAT/ACT scores, the AUTST checklist should remain initiated and the file left in Applicant status.

Health Professions—Credit Considerations for Clinical and Field Experiences During the COVID-19 Crisis

Below is guidance for credit consideration from the Office of Academic Affairs on Credit for HHS Student Experiences During the COVID-19 Crisis to consider portfolio reviews for clinical/field experiences completed outside of CUNY-approved placements. Final guidance is still pending on insurance and liability protections for students who choose to accept paid or volunteer roles during the crisis. This guidance was shared with HHS deans and chairs (April 3, 2020) in response to Governor Cuomo's Executive Order 202.10 - Mar 23 authorizing healthcare professions students to receive educational credit for volunteering in facilities without the need for clinical affiliation agreements, as well as guidance from national licensing boards and accrediting bodies endorsing academic/practice partnerships for students to work in paid roles at healthcare facilities and receive academic credit toward clinical requirements to address critical workforce demands during the COVID-19 crisis.

Credit Consideration: CUNY encourages programs to consider educational credit for students who choose to seek clinical and field experiences during the crisis, based on guidance from the respective NYS licensing boards and professional accrediting bodies, and in alignment with the direction provided by NYSED.

Programs may conduct a portfolio review for clinical/field experiences completed outside of program-approved placements during the COVD-19 crisis for students who feel they have gained knowledge and experience equivalent to either an existing course or a new course. While this may be an opportunity for some students to apply their experience during the crisis toward an educational certificate or degree, it is the responsibility of the student to describe, reflect, and synthesize their learning experiences carefully for consideration of credit. The college/program has the discretion to accept and apply these experiences to existing or new electives or course requirements, pending internal governance approval processes.

If courses need to be created or changed in order to assign credit to these portfolio experiences, colleges should consider efficient ways of obtaining any applicable governance approvals. Following local approvals, the existing Academic University Report (AUR) mechanism may be utilized to have such courses approved so that they may be added to degree plans. The approval of such new or modified courses will be done by the Chancellor’s Designees normally approving the AUR, on a special expedited schedule outside of the usual timeframe for AUR submissions. The Office of Academic Affairs stands ready to assist colleges with considering ways in which courses may be developed or adapted to apply experience credits for program and degree requirements.

Clinical Placements—HHS Programs

FAQs currently being prepared by the Office of Academic Affairs to inform the implementation phase of the new Flexible Grading Policy which will include information for students earning a letter grade or choosing a CR/NC option as it pertains to admission to or progression in health professions programs. In response to ongoing requests from healthcare facilities to address critical workforce demands, we are exploring liability and academic credit considerations for students interested in volunteer or paid positions at healthcare facilities during the crisis. Information on these issues will forthcoming, as available. In the meantime, the University continues to identify and facilitate access to virtual resources to support alternative training models for our health and human service programs. Lastly, the University hosted the first Annual CUNY NYSIM Simulation Summit, on Friday, April 3. This virtual event included 10 national simulation experts, as well as CUNY faculty and staff, who shared their expertise and recommended online resources for designing effective clinical simulation and reflective learning experiences. Attendance included 125 CUNY participants. Please contact Patricia Simino Boyce for additional information.

Clinical Placements—Education Programs

As of Monday, March 16, education students who were participating in clinical placements for fieldwork or student teaching required by their academic program, and their faculty supervisors, were told not report to school/field sites until further notice. Virtual fieldwork, facilitated by faculty, is recommended and supported. In light of the DOE school closure, CUNY will support clinical fieldwork placements that support schools’ use of remote learning, under the following conditions: 1. The principal invites/approves the candidate's continued participation; 2. cooperating teachers can provide adequate supervision to students in the context of remote learning; 3. faculty are willing and able to support student placements, as required; and 4. students are aware of risks and willing to take the necessary precautions, as per available guidance, to participate in the school-based training during the crisis. This policy, and its four conditions, pertains to social workers, therapists, counselors and other students with required school-based placements. In cases where CUNY students are not able to access a web-based remote learning environment because of PII/FERPA concerns, candidates may be able to support their cooperating teachers through the development of instructional materials, assessments, etc. On March 30, NY State Education Department issued specific guidance for Educator Preparation Programs pertaining to clinical experiences and certification exams (including the edTPA).

Education Deans and Chairs are receiving communication and resources from University Dean for Education Ashleigh Thompson via email and postings on http://www.cuny.edu/teachered. Please contact Ashleigh Thompson with any questions and updates. The health and safety of our students and faculty remain a top priority, therefore considerations for clinical experiences and placement may be addressed on a case-by-case basis.

Payment Plan (Nelnet)

The final Spring 2020 scheduled April payment for the 15-week schools is postponed from April 5 to May 5. The scheduled April payment for the 12/6 schools is also being postponed, and will be split between May 1 and June 1. Students who did not make their March 2020 payment will have that missed payment added to the remaining scheduled payments in their respective plans. For the Spring 2020 semester, Nelnet will not make re-attempts on student payments. Students who require additional time to make the final scheduled payment may be able to receive an additional extension. The 15-week schools’ Plan participants may request a hardship extension to June 5, and the 12/6 schools’ Plan participants may request a hardship extension to June 26. Students must contact Nelnet to request this additional extension. A communication from Nelnet will be sent to effected students shortly.

Registration and Cancellation

Colleges will have the flexibility over cancellations and registration for the Summer 2020 and Fall 2020 semesters. This flexibility includes if and when students are cancelled for nonpayment of current semester charges, and the profile of the students that may be cancelled. Colleges will also have flexibility in determining if they will allow students with an outstanding Spring 2020 unpaid balance to register for Summer and Fall 2020 classes, and the criteria for allowing students to register with outstanding balances.

Collections

Colleges are asked to: 1) Temporarily postpone sending notices to students who have an outstanding Spring 2020 balance; 2) Temporarily postpone assigning unpaid student balances from Spring 2020 semesters to the University’s collection agencies. Additionally, please be aware that two resolutions regarding student fees were passed by the University’s Board of Trustees yesterday (March 30, 2020), as following:

Student Activity Fees

The resolution related to the University waiving (i) 25% of the Spring 2020 student activity fee for students enrolled in those University schools and colleges on a 15-week calendar; and (ii) 50% of the student activity fee for students enrolled in those University schools and colleges on 12/6 week calendars. The portion of the fee which supports the activities of the University Student Senate will not be waived ($1.45 per student). The University Office of Budget and Finance will be performing the necessary activities in CUNYfirst to process these waivers, and will be in touch with the campuses prior to execution. In addition, the Board’s action resolved that the individual colleges will ensure that any student receiving compensation from their local student government will continue to receive full payment for the remainder of the semester.

Dormitory Fees

The Board resolution authorized the University to credit dormitory fees on a prorated basis from the move-out date to continuing students, and would apply these credits to either the Summer 2020 or Fall 2020 semester. The resolution also authorized the University to refund dorm fees, on a prorated basis from the move out date, for students that are expected to graduate in Spring 2020. The University Office of Budget and Finance will be sending out a template to those colleges with dorms in order capture information about the students who resided in the dorms for the Spring 2020 semester. These credits and refunds will need to be calculated and processed in partnership between the central office and the colleges.

Guidance for CUNY Students Working in Internships

CUNY students working as interns, whether with private or public sector employers, should abide by the internal protocols of their internship site. They may work if the site remains open and is allowing interns to report. In addition to the work site’s coronavirus policy, students who are sick or have knowingly been in contact with anyone who is sick should notify their internship manager and CUNY program manager or contact immediately. We ask that all students and supervisors touch base to work on a course of action. Some students may be working with individuals in vulnerable populations, so we ask that supervisors and students use their best judgment. Companies or organizations may institute telecommuting or work from home policies that apply to students. We ask students to inform their internship manager or CUNY program manager if their employers move to telecommuting/work from home policies. Students should confirm that they have the tools they need to do this effectively and reach out to their internship manager or CUNY program manager with any questions or concerns. In some cases, students have negotiated a leave of absence from internships, that will end when the statewide "pause" is lifted.

Guidance for Campus-Based Internships

Similar to the guidance for public and private sector internships, students and supervisors should abide by the protocols and policies set by the institution.

Guidance for Credit Bearing Internships

Students will maintain enrollment in Spring 2020 campus-based academic internship courses at their discretion and the discretion of college faculty with whom they are registered. Students and faculty will continue to meet in seminars via online/distance learning tools once they are introduced at the campuses. Students and faculty will work together to redesign any assigned internship deliverables, to ensure that learning outcomes reflected in course syllabi are met and measured at the conclusion of the semester. Where permissible, academic internship responsibilities given to students by outside organizations at the beginning of the semester will continue to be carried out via remote. In cases where internship responsibilities cannot be carried out via remote, campus faculty will develop and assign alternative experiential learning responsibilities and goals to students enrolled in credit-bearing courses.

Adult and Continuing Education (ACE) Financial Management

As is generally the case for University-wide academic and administrative programs, all college business managers and budget directors should be keeping track of COVID- 19 expenses for all areas of operation, including Adult and Continuing Education. ACE units should be working with College leadership and Presidents to manage any new or existing financial needs resulting from COVID-19 impacts. The CUNY Budget Office is in process of working with the colleges on updating their current financial conditions. For more information, contact: Angie Datta Kamath, angie.kamath@cuny.edu.

Employer/Employee Resources Related to the Impact of COVID-19

Many of our students work while attending school, perhaps especially in our Adult and Continuing Education programs, are navigating difficult financial times, both in terms of their personal finances as well as their small business operations. Below is a list of resources that may help them during these difficult times. For workers: 1) The NYC Department of Small Business Services (SBS) has a number of helpful links, including here; 2) Unemployment Insurance (pdf); 3) City of New York’s Virtual Service Center; 4) Please also encourage people to call 311 with any questions – particularly New Yorkers who lack internet access. For Employers: 1) General Guidance for Business Owners; 2) Zero-interest loans and payroll grants for small businesses; 3) NYS Department of Labor has a program available called Shared Work that enables employers to reduce their workers’ hours, and also enables those workers to be eligible for part-time Unemployment Insurance to supplement their income.

Counseling and Health Services

Counseling and health services have transitioned to tele-counseling and telehealth via video or telephone for the duration of distance learning at CUNY. Each campus will offer mental health and wellness services to students in a manner consistent with services provided on campus under regular circumstances. Students are directed to contact counseling services and health services for updated information about services offered, referrals available, and information. Services provided by counseling and health services during distance learning are done so in compliance with all federal, state, and local laws concerning privacy.

International Students

SEVP has permitted institutions to accommodate students as they deem necessary for instance, if a student cannot complete one course of his/her program because the course has been cancelled, that student is permitted to remain in status in SEVIS. The Designated School Official will indicate that the student was unable to complete the particular class due to the coronavirus outbreak and the student will be deemed to be in valid status in the country, and they can continue with classes once everything is back to normal. However, no clarity has been given in the event the student choses to withdraw from all courses but still remains in the country. Our understanding is that SEVP is still working on such kind of cases to come up with proper guidance for the schools. Below is recap on the last clarification from SEVP:

The U.S. Department of Homeland Security, Student Exchange and Visitor Program (SEVP) provided some clarification on department’s guidance to colleges/universities about how to handle student-visa issues during  the coronavirus  outbreak.  SEVP informed  colleges  that  they  would be given leeway  to adapt policies for international students during the public-health crisis. Though the latest guidance was more on students records in SEVIS, it still gives an idea on the process. The three common scenarios below were based on the questions from the international higher education community related to emergency procedures/operations that colleges have put in place:

• The first scenario is in the event the college completely closes without any online courses or alternate learning opportunities and how the students’ records should be recorded in in SEVIS.
• The second scenarios refer to colleges/universities that cancel in-person classes and shift to online instruction, and the international students decide to stay in the United States instead of going back to their home countries. In this case, students could count online courses toward their full course of study, superseding the restrictions that limit them to a single online course per semester.
• The third situation is similar to the second, except the international student leaves the U.S. In that case, students will still be allowed to engage in online study and the records in SEVIS will remain in active status even though the students are outside the country.

Due to the “fluid nature of this difficult situation, SEVP will continue to provide updated guidance as more issues and scenarios arise making the current guidance subject to further tweaking. Please be advised that the current guidance does not address any school operations beyond the spring 2020 semester yet.

Student Veterans, National Guard and Reservists

Please advise students who are activated to communicate with their campus Veterans Services Coordinator, Registrar’s Office, and faculty. The University might be facing one of the following scenarios: 1) National Guard students called up as early as the week of April 1, 2020; 2) military personnel may be activated in 30 days; or 3) Military units might be given notice of activation at any time. Students’ response to all three scenarios SHOULD NOT be to drop classes or discontinue their Spring 2020 coursework. Rather, as per CUNY Military Activation Policy Sections 3.1 – 3.3 listed below, faculty can and should accommodate activated students to enable them to complete the Spring 2020 semester. For more information, contact: Lisa Beatha, lisa.beatha@cuny.edu.

• 3.1 A student who is called to active duty in the armed forces of the United States or National Guard should be given every consideration around either making up the work for the course, obtaining an Incomplete, or being given the grade that he or she has earned at the time that he or she is called to duty.
• 3.2 At each college, the appropriated committee or other designated authority shall be empowered to grant the remaining number of credits required for graduation to a member of the graduating class who lacks twelve or fewer credits in elective courses to complete the requirements for the degree for those called to active duty in the armed forces of the United States. Credits should be applied from the service members JST (Joint Service Transcript) as MILT elective credit
• 3.3 Colleges shall encourage students who enter military service to maintain their status as students by availing themselves of such opportunities as may be offered to them (by the colleges, by other accredited colleges, and/or by service agencies) to continue their studies while in Military Service.

CUNY EDGE Research Foundation Campus Staff

CUNY EDGE Research Foundation (RF) campus staff, both FT and PT, may work remotely with the approval of their supervisor. CUNY RFguidance can be found here, which outlines the recommended policy and includes a Remote Work Agreement to be completed and signed by each staff member and their supervisor. CUNY OAA EDGE leadership fully supports this move and has worked with college program directors to ensure EDGE students can be served remotely. All advisement activities can be conducted via phone, email or text, and campus staff are already using a variety of platforms to do so that have been in place for more than a year. Additionally, CUNY OAA EDGE leadership has received approval from our funder, the New York City Human Resources Administration (HRA) to suspend all new referrals to our HRA Fellowship Program and to submit required documentation to HRA remotely. CUNY EDGE is fully prepared to support participating students through remote work arrangements.

Disability Services

During this transition to distance learning, CUNY’s faculty remain the University’s most vital resource in ensuring reasonable accommodations for our more than 11,000 students with disabilities. As our faculty prepare to deliver course content via distance learning modalities, we ask that they consider the following overarching principles and key resources:

• Under Title II of the Americans with Disabilities Act (ADA), CUNY college are still required to provide equal access to our University’s academic programs – even in a distance learning environment.
• Campus Offices of Disability Services (ODS) continue to serve as key sources of technical assistance and support to faculty in determining the best ways to reasonably accommodate students with disabilities in distance learning instructional modalities; please use this link to contact the ODS on your campus: http://cats.cuny.edu/reasonableaccommodations/COSDIDirectory.html.
• The barriers that exist at the intersection of a student’s disability and course design may be different from those posed by the original course format. Some accommodations students used before may no longer apply in distance learning formats, and some accommodations not considered previously may need to be considered now; we appreciate our faculty’s flexibility and collaboration with ODS staff and students with disabilities themselves to meet their accommodation needs in distance learning modalities.

To aid in these efforts, the guide Reasonable Accommodations: A Faculty Guide for Teaching Students with disabilities resource was developed specifically for CUNY faculty to provide them with information and best practices to be most effective in meeting the needs of students with disabilities and achieving the goal of equal access. This guide includes helpful information in accommodating students with disabilities in distance learning, including the following two sections: Technology in the Classroom and for Online Courses and Alternative Text for Students with Disabilities. Please know that our campus Offices of Disability Services will work closely with our CUNY Office of Student Inclusion Initiatives to ensure that our faculty have the support they need to successfully and meaningfully accommodate students with disabilities. We are grateful to our faculty and to our disability services professionals for their abiding commitment to the access, success, and wellness of students with disabilities.

CS/MS and Adult Literacy and Language Immersion Programs

CUNY Start/Math Start, CUNY Language Immersion Program (CLIP), and the Adult Literacy Program are all moving their instruction online. The Central Office staff that support each program have been working with college teams to develop plans for this transition using both synchronous and asynchronous delivery via platforms like Blackboard, Dropbox, Zoom, and WebEx, and how to make use of video, discussion tools, chat, and other technology tools to deliver instruction. Each program will develop a plan, to be provided to the appropriate college leadership, that details how content will be delivered, multiple options for communicating with students, and how student work will be assessed to document learning outcomes have been met. Colleges are encouraged to make any local resources that are available to faculty to assist with this conversion available to these programs as well. CUNY CIS is also supporting assessment of technology needs for these programs if there is not a local college resource readily available. We will provide further guidance on any standardized testing that typically takes place in CUNY testing centers, which would also be developed for students in developmental education classes that require the CUNY Assessment Test in Writing (CAT-W) and CUNY Elementary Algebra Final Exam (CEAFE). CUNY OAA has also confirmed with the New York State Education Department (NYSED) Adult Career and Continuing Education Services that our adult literacy programs should follow the guidance of their respective agencies/organizations (i.e.: CUNY, SUNY, DOE) regarding the use of distance learning strategies to maintain program continuity and keep students and teachers engaged while in-person classes are suspended.

As we continue to navigate this time of uncertainty and change, we want to provide you with important information regarding our student veteran population.  If you have any student veterans in your courses that inform you they have received orders of activation please contact the Veteran and Military Programs Office. The Veteran and Military Programs team will work with you and the student to ensure a seamless academic transition. Working together we can make sure our students who are called to serve our country at this time feel fully supported by our college community. The V&MP Office can be reached via email at veteransaffairs@brooklyn.cuny.edu.

For your information, here is the CUNY policy about student veterans being activated:

• 3.1 A student who is called to active duty in the armed forces of the United States or National Guard should be given every consideration around either making up the work for the course, obtaining an Incomplete, or being given the grade that he or she has earned at the time that he or she is called to duty.
• 3.2 At each college, the appropriated committee or other designated authority shall be empowered to grant the remaining number of credits required for graduation to a member of the graduating class who lacks twelve or fewer credits in elective courses to complete the requirements for the degree for those called to active duty in the armed forces of the United States. Credits should be applied from the service members JST (Joint Service Transcript) as MILT elective credit
• 3.3 Colleges shall encourage students who enter military service to maintain their status as students by availing themselves of such opportunities as may be offered to them (by the colleges, by other accredited colleges, and/or by service agencies) to continue their studies while in Military Service.

If you have a student that is activated, here are 2 easy steps to take.

1. Instruct the student not to drop their courses;
2. Contact Veteransaffairs@brooklyn.cuny.edu and the team will make certain to assist the student every step of the way.