Coronavirus (COVID-19) FAQs
Q: What are the plans for students returning to campus in the fall?
A: Our intention is to provide a safe return to an on-campus academic and residential experience. We are doing everything possible to provide the Butler experience, despite the challenges that have been presented by the pandemic.
At the same time, our top priority will remain the health and safety of our entire campus community. There remains a great deal of uncertainty around the ongoing impact of the coronavirus, from the standpoint of both health risks and any restrictions that may be imposed upon us.
To minimize the number of times students come and go from campus, we have made modifications to the academic calendar for the fall semester to remove breaks. The first and last days of instruction will be on August 24 and November 24, respectively, with final exams to be completed remotely December 2-December 8. Labor Day will become a class day, and Fall Break is canceled.
The full academic calendar has been set as follows:
- Monday, August 24: First day of instruction
- Monday, September 7: Classes will occur (Labor Day not observed)
- Thursday, October 15-Friday, October 16: Classes will occur (Fall Break canceled)
- Tuesday, November 24: Last day of instruction/residence halls close through winter break unless special permission is obtained from Residence Life
- Monday, November 30:Reading day
- Tuesday, December 1: Reading day
- Wednesday, December 2-Tuesday, December 8: Final exam week (weekdays only; all exams and final projects will occur remotely)
Butler’s size and low student-to-faculty ratio not only provide an educational advantage; they support greater social distancing. Under the leadership of Butler Provost Kathryn Morris, our faculty, administration, and staff are working tirelessly to prepare for a range of possible scenarios to ensure a safe, continuous, and high-quality educational experience, no matter the circumstances at any given point in time. If the virus-risk increases and compromises the safety of our community, we will be prepared for any necessary shifts to distance or hybrid education for periods of time.
In addition to ensuring high-quality educational programs this fall, we are working to expand safety measures, such as reductions in the density within our classrooms, residential housing, dining services, and other campus spaces. In collaboration with the Indiana State Department of Health, we will follow COVID-19 testing and contact tracing protocols, if and when someone on our campus has possible exposure to the virus.
Q: How will the on-campus move-in process work?
A: Our student move-in process will be extended to ensure social distancing. The on-campus housing move-in process will occur by appointment beginning August 1 for students living in apartments and August 16 for students living in residence halls. Further details regarding the process will be provided by Dr. Frank E. Ross, Vice President for Student Affairs.
Q: Are campus visits available?
A: Yes, on-campus admission visits are available beginning June 22, 2020, with modifications made to protect visitor health and safety. Learn more and register here.
Q: Can I still apply to Butler University? I am reevaluating my college plans for next year.
A: Yes, Butler is still accepting first-year and transfer applications for 2020. We are additionally extending full academic scholarship consideration to all applicants. Apply today!
Q: What is happening with New Student Registration?
A: The University has decided to transition all New Student Registration events scheduled for April, May, and June 2020 to Virtual Registration appointments. More details are available here.
Q: What virtual options are available for prospective students?
A: Prospective students can learn more about the Butler student experience and academic colleges by registering for our new Explore Butler (Virtual Session) visit option. Students and families can also explore our academic facilities, state-of-the-art residence halls, and more using our virtual tour.
Q: What virtual options are available for admitted students?
A: Admitted students can learn more about next steps in the enrollment and financial aid processes by signing up for an Admitted Student Visit (Virtual Session) on their student status page. Admitted students also have the option to sign up for a Bulldog Student Meetup on their student status page, where they can ask questions and interact with both current and other admitted students. Students and families can also explore our academic facilities, state-of-the-art residence halls, and more using our virtual tour.
Q: How can I get in contact with Butler faculty and staff?
A: Although campus is currently closed to visitors, Butler faculty and staff are still available remotely and would love to hear from you! As a first step for any questions or concerns, contact your admission counselor or the Office of Admission at email@example.com or 317-940-8100.
Q: Are there any changes to Butler’s policies regarding Advanced Placement (AP) credit or the International Baccalaureate (IB) program?
A: Butler understands that there have been serious disruptions for students who are planning to take assessments related to AP and IB courses. We have confirmed that our policy in assessing exam scores for credit will not change.
For AP courses and tests, we will use the exam score that we receive. For IB, we will use scores, which are based on the grades given in the course. Universities are scheduled to have access to these scores in July 2020.
Q: Will Summer Session classes be held on campus?
A: No. All summer session courses will be online. The only exceptions are a small number of Chemistry (CH) courses, in which lecture instruction will be online and all laboratory work will occur on campus during an identified week in August. These CH courses (including one section of NW offered by the Department of Chemistry) are noted as such in the online summer session course schedule.
Q: May I take my summer session classes as Pass/Fail?
A: No, the alternative grading option implemented for spring 2020 is not available for summer session classes.
Q: What if I already signed up for an on-campus class and no longer want to take it online?
A: If you are already signed up for a course that was originally scheduled to be delivered face-to-face, and you no longer wish to remain enrolled now that you know it will be taught online, please unenroll yourself from that course.
General Housing Questions
Q: Will I have a roommate/suitemate/podmate?
A: Yes. Residence halls and apartments (except Ross Hall) will be operating at full capacity. Ross Hall will have single occupancy rooms to support lower density shared bathroom use.
Q: I need to request a housing accommodation. How can I do this?
A: Students who would like to request a health-related accommodation for housing should visit the Residence Life Portal. These students should revisit their Housing Application and visit the Housing Accommodation page to update their existing information. Please be aware that new questions have been added to this page and any student who may need a housing accommodation should review the page. Students should complete this by Friday, July 3.
Health Services and/or Student Disability Services will then contact students to review their information. Students should be prepared with any health-related documentation that will need to be provided to Health Services and/or Student Disability Services. If you have any questions regarding this housing option, please contact Residence Life.
Q: Will my room be cleaned before I arrive?
A: All rooms are currently being cleaned and prepared for students’ return to campus.
Q: Will cleaning supplies be provided?
A: Cleaning supplies like disinfectant wipes and hand sanitizer will be available for common spaces in residence halls and academic buildings. Students will need to provide their own cleaning supplies for their private residence hall rooms and bathrooms.
Q: Will there be dollies or carts I can use to help me move in large items?
A: No, dollies or carts will not be available for moving additional items.
Q: If my family needs to stay in a hotel, where can they stay?
A: Butler University has a number of hotel partners that offer discounted rates for members of the Butler community.
Q: Where do I park my car?
A: Information about parking can be found on the Parking Permit website.
Q: Can I bring a car to campus if I do not have a parking pass?
A: No, all students need to register their car through the Vehicle Registration Process. An email is sent to all faculty, staff, and students with the registration information during the summer before the fall semester each year. Please note that if a car is driven to campus unregistered and without a parking pass, it will be sent home with a student’s family or guests.
Q: What will happen during my appointment and the move-in process?
A: When you arrive on campus you will go to your designated check-in location. At that location, you and your designated helper(s) will participate in a virtual health screening and have your temperature taken on-site. Once you and anyone traveling with you have completed and met the requirements of the health screening, you will receive further instructions and be sent to your residence hall. You will enter the car line to wait for your turn to have your car unpacked. At this time, you will receive your room key and ID. We ask that no one exit the car during the unloading process. Your items will be brought to your residence room. You will have access to your space once you park your car and return to your residence hall.
Q: When can I sign up for a move-in appointment?
A: Students who will be living in the residence halls will receive a link from Residence Life to sign-up for a move-in appointment. Students will receive confirmation of their housing assignment by July 15th and this letter will also include instruction to sign-up for their move-in appointment.
Q: How many people can help me move-in?
A: Students in residence halls: no more than two additional individuals may help you move-in. If more than two additional individuals accompany you to campus, they will not be permitted to come into the residence hall.
Please note, to make the move-in process as efficient as possible, elevator use will be limited to the move-in company and students/guests who require its use. Anyone traveling with you must meet the requirements of the health screening at check-in.
Q: How many cars can I bring with me through the move-in process?
A: During the residence hall move-in process (August 16–19), only one car can go through the move-in line. If you bring another car with you, we will ask that you park your car in the designated parking area prior to going through the move-in line. You will be responsible for unloading the contents of your second vehicle.
Q: How much time will I have to move-in?
A: For incoming first-year students, new students and their helpers will have from their scheduled move-in time until the start of required evening programming. All people helping a student move-in will need to leave at least a half-hour before the start of evening programming. Guests are not permitted to remain unaccompanied in campus residence halls while incoming students attend evening programming.
Q: Can I leave campus to buy items and come back to have the new items moved in?
A: You may leave campus to buy items. However, the moving company cannot be used to move-in any additional items. You will be permitted one trip through the move-in line during your designated move-in time. Any additional items you purchase or bring to campus after this time you will be responsible for transporting into your room. No dollies or carts will be available to move these additional items.
Q: Will I have a moving company helping me?
A: A moving company will be available for students living in campus residence halls (Irvington House, Fairview House, and Residential College). In order to utilize the moving company, you must arrive at your designated move-in time. Individuals who arrive outside of their assigned time will not be accommodated.
Q: When can I sign up for a move-in appointment?
A: Students who will be living in the apartments will be able to begin the move-in process by appointment starting on August 1st. Students will receive a link to sign-up for their move-in appointment by July 15.
Q: What will happen during my appointment and the move-in process?
A: When you arrive on campus you will go to your designated check-in location. At that location, you and anyone traveling with you will participate in a virtual health screening and have your temperature taken on-site. Once you have completed and met the requirements of the health screening, you will receive your keys and other relevant information. At this point, you can proceed with moving into your apartment.
Q: How many people can help me move-in?
A: Students in apartments: no more than three additional individuals may help you move-in. Anyone traveling with you must meet the requirements of the health screening at check-in.
Fraternity & Sorority Life
Q: When will students living in fraternity or sorority housing be able to move-in?
A: Students residing in fraternity or sorority housing should expect to receive move-in information in early July, directly from their organization.
Q: Are there programs for students to participate in after move-in?
A: All new and transfer students will participate in required Orientation programs the week of August 16–23. Orientation start dates for new students will vary depending on their status as either a residential or commuter student. Residential students’ Orientation start dates will be based on the date of their move-in assignment. For commuter and transfer students, they will be assigned an Orientation start date.
Students will be integrated into Orientation groups where they will be mentored by a returning Butler student called a Student Orientation Guide. During Orientation, students will learn about campus resources, get to know their college and department, meet faculty and staff, build community with one another, have fun in social programming, and prepare for their first year at Butler. Programming will take place in a variety of formats including in-person with social distancing, online, and a hybrid of in-person and online.
Information will be updated via the Orientation website as it is updated, and also through the @ButlerOrientation Instagram account.
Questions can be directed to firstname.lastname@example.org.
Q: Do I have to do anything before Orientation/Move-in?
A: All new and transfer students will be required to complete a series of online educational modules for campus and community resources this will include information from the following source and others:
- Student Life resources
- Academic support
- Alcohol and other drugs
- Sexual Assault prevention
- Diversity, equity, and inclusion
- Campus and COVID Health and Safety
- Other special topics
Questions can be directed to email@example.com.
Q: Are there programs for families to participate in during Orientation/move-in?
A: This year, due to COVID 19, there will not be any family programming in person on campus. The Office of New Student & Family Programs will feature virtual family engagement and the ability to connect with other families throughout a student’s first year on campus.
Questions can be directed to firstname.lastname@example.org.
Q: Is there a policy for online course expectations?
A: Well before this public health crisis and shift to fully online education, Butler has had a policy regarding expectations for online courses. Each 3-credit hour course should have 2.5 hours of active engagement per week (e.g. recorded or synchronous lectures, synchronous or asynchronous discussions, and other substantive engagement) and 5 hours of homework, for a total of 7.5 hours of student engagement per week.
Q: How will the time zone difference be handled?
A: Check with your instructor about scheduled class meetings. Any real-time course activities will occur at the scheduled time in Indianapolis (Eastern Standard Time). If you are not in the same time zone, you may need to adjust accordingly.
Q: What is a typical online course like? And how will I interact with classmates and instructors?
A: In a typical course, students get a series of weekly lessons that include components such as carefully selected readings, video lectures by the instructor, discussion points, and assignments. Using online discussion boards and optional video meetings, students receive feedback from the instructor, as well as have substantive discussion with their peers about the materials and themes of the course.
Q: What kind of time commitment is required?
A: On average, each course requires at least 7.5 hours a week. This includes weekly readings, completing assignments, watching video lectures, and participating in online class discussions.
Q: What do I do if I have other questions about academics?
A: If your question is about a specific course, contact the instructor of that course. If your question is about an academic requirement, or about experiential learning (internships, rotations, student teaching, etc.), contact your college dean’s office. For all other academic questions, contact email@example.com.
Q: How will office hours and advising be accommodated in an online environment?
A: Faculty will announce to students when and how (e.g., email, call-in, webchat, Zoom, etc.) they are holding office hours.
Q: Will New Student Registration be held on campus?
A: We are preparing to deliver all New Student Registration days virtually.
Q: How often should I log into Canvas and check my Butler email?
A: You should check Butler email and Canvas frequently—several times every day. Your instructors and fellow students will use those platforms to communicate with you.
Q: What do I do if I don’t have adequate technology access to participate in my online classes?
A: If you are looking for advice on where you may obtain the necessary technology or what to get, check out our student computer recommendations page. For answers to common questions and computer issues go to ask.butler.edu. From there, you can also request assistance via an online case. If you are concerned about your Internet connection, we encourage you to contact your Internet service provider.
Q: How can I learn to use Butler’s remote learning technology?
A: In delivering their courses online, your instructors will rely heavily on Canvas and may also use Zoom web conferencing (for real-time class sessions/discussions) and Panopto (for pre-recorded video content and possibly some student assignments). We recommend the following student-focused resources to make sure you are up to speed with these technologies:
- Getting Started with Canvas - Student
- Joining a Zoom meeting from Canvas
- How to use Panopto to Record and Upload to Canvas (students)
- How to submit a video assignment in Canvas using Panopto
Q: Who should I contact if I have technical problems or questions?
A: Students should use the following support options for technical issues:
- Issues with Canvas: contact 24x7 Canvas support by phone at 1-844- 483-5026 or via online chat;
- Issues with Zoom: Contact Zoom 24x7 support
- For other technical issues, contact the Butler Help Desk at ask.butler.edu or by email at firstname.lastname@example.org.
Q: What if I don't have internet access at home?
A: If you currently do not have internet access, there is no one solution that is going to work for everyone. However, below we have outlined some of the more common solutions. This link will allow you to search for solutions in your zip code.
- Internet-Satellite vs DSL vs Cable vs Fiber–depending on your location there are a number of internet providers that may provide broadband via different mediums. Below are typical speeds for each medium, rank-ordered from least optimal to most optimal:
- Satellite–up to 25 Mbps, often limited to 50GB or less of downloads per month, can be negatively impacted by poor weather; this may be the only option in many rural areas.
- DSL–up to 100 Mbps, often limited to 1TB or less of downloads per month, speed is determined by your distance to the nearest phone company office, generally reliable and typically unaffected by neighbor activity.
- Cable–up to 1000 Mbps, often limited to 1TB or less of downloads per month, service is shared with your neighbors and can slow down when multiple people in your area are using it at the same time, generally reliable. If you have cable TV, reach out to your provider to see what internet access they have available.
- Fiber–1000+ Mbps, often limited to 1TB or less of downloads per month, this is the best option by providing the fastest speeds, very reliable.
- Personal hotspot–a hotspot is a device that uses a cellular connection to create a personal wifi access point. There is usually a limit on monthly downloads before additional charges and/or drastic reduction in hotspot speed. There are a couple of options:
- Your cell phone–most Android and iPhones have the option to transmit a hotspot. Search online for instructions on how to turn it on. Some cellular plans do not enable you to turn on the hotspot feature; in these cases, you will need to contact your cellular provider to see what options they have available. Many times this option will have additional costs associated with it.
- Dedicated hotspot–most mobile providers have a dedicated hardware hotspot solution. For a one-time cost and monthly service fee, you can carry a device that will connect to the internet via a cellular connection and create a mobile hotspot. Different brands of these devices include Mifi, JetPack, and others. Contact your mobile provider for more information.
- Specials–During this national crisis, multiple vendors are offering specials:
If you need more targeted assistance and/or have a financial hardship, please fill out this form.
Experiential Learning (including internships, clinical, and practicums)
Q: What about my clinical placement, practicum, internship, or placements away from campus?
A: Decisions regarding experiential education are being made at the college level. If you have questions regarding your clinical or field-based placement, please contact the Dean’s office of your college.
Q: How will labs and other highly experiential learning be handled?
A: Check with your instructor to see how these learning experiences will be handled.
Q: Who should I contact with questions and concerns about careers and internships?
A: The Career and Professional Success (CaPS) office is still here to help you during this challenging time. We are offering virtual appointments with our college-based career advisors. To make an appointment, log in to Handshake using your Butler credentials and click on “Career Center” at the top of the page. Beginning Wednesday, March 18 and operating each workday until further notice, CaPS staff will be online from 2:00-5:00 PM (ET) on Zoom to provide support and answer questions. You can join us here. CaPS will soon be offering workshops via Zoom to help students. Watch your Butler email for details soon.
Q: Will I continue to receive accommodations through Student Disability Services (SDS)?
A: Yes. Due to the recent change to remote or online formats, the accommodations needed to provide access may have changed. As students would in a face-to-face class, you may contact your instructor, or SDS, if you have questions about how accommodations will apply during the alternative period. If you find you need additional accommodations for the remote or online environment, or have concerns regarding the accessibility of remote or online materials, contact SDS at 317-940-9308 or email@example.com for an individualized, confidential discussion regarding your specific situation. SDS registered students will soon receive additional specific information from SDS via email.
Q: How do I request academic accommodations?
A: Contact SDS at 317-940-9308 or firstname.lastname@example.org
Q: How will SDS students receive their exam accommodations in the online environment?
A: SDS students who are eligible for extended time on exams will be taking their accommodated exams online, as do their classmates, instead of in the SDS testing center. Professors will need to set the extended time allowances in Canvas depending on the individual student's approved extended time length.
SDS students have been notified that they should continue to submit exam requests through the SDS online system, as they typically do because it will provide additional support to both student/professor by helping to ensure students receive their extended time on the online exams. (The only exception to this process has to do with Exam Soft exams through COPHS; those extended time limits will be automatically set.)
The general process is as follows: When SDS receives the exam request from the student, the online confirmation form will be forwarded to the professor who will then simply notate that the exam is being administered online. Professors will then receive an email reminder to change the student’s time allowance in Canvas based on the student’s extended time length as noted in the student’s accommodation letter. The email reminders that professors receive will include the Canvas instructions for setting exam time limits.
Q: How can I access other academic support in an online context?
A: All academic support is available, via phone, Zoom, or other mutually-agreed-upon technology between students and the support personnel.
- Tutoring services offered through the Center for Academic Success and Engagement and through academic departments remain available. Please reach out to the same individuals with whom you have worked in the earlier half of the semester to continue tutoring support. If you haven’t used tutoring before and want to now, talk to your professor about how to get tutoring.
- The Center for Faith and Vocation has developed a Spiritual Care Conversation resource. Students (and all members of the Butler community) can click a link to request a Spiritual Care Conversation with CFV Staff and Advisors from various traditions and backgrounds who are available for care and support. These conversations are private or confidential. Additionally, many CFV Communities are exploring ways of continuing their community gatherings and spiritual practices in online formats. Further, the CFV is developing plans for virtual conversations, gatherings, and wellness practices about the current coronavirus challenges.
- Butler Libraries may be physically closed, but our librarians and staff are ready to help you.
- Virtual research support is available via LibChat. Students can live chat with a librarian their research questions, database access issues, and questions about library services such as book renewals. The hours of the live chat service are Monday–Thursday 8:30 AM–10:00 PM; Friday 8:30 AM–5:00 PM; Saturday closed; Sunday Noon–10:00 PM.
- You can also contact the librarian who works with your major by consulting the listing of Subject Librarians.
- For your research needs, Butler Libraries have substantial collections of online databases that include articles and etexts; consult the Library’s online catalog for ebooks; and utilize the librarian-curated LibGuides for your major.
Q: Can I still be a tutor in an online environment?
A: Departments are strongly encouraged to continue to employ student tutors to provide academic support to students enrolled in high need courses. Students may continue to work as tutors if they are already in Butler’s system as a student employee and if they have the ability and willingness to work from home. They should report their hours as usual, and we will send a paycheck home if they do not have direct deposit.
Q: How can I make resources available to my students via Canvas?
A: The library recommends that you determine the most essential materials needed for students to complete assignments and digitize them using a scanner in your department (for faculty working on campus) or using a smartphone with a scanner app for faculty working from home. Phone scanner apps recommended by CAT Director Tom Janke include:
- Adobe Scan: Android and Apple iOS
- Scanner App: Apple iOS
- Tiny Scanner: Android
This recommendation is based upon invoking fair use in this time of a public health emergency. To invoke fair use in these circumstances, it is critical to:
- Place any digitized resources into an LMS requiring a login
- Delete all of those resources from the LMS once courses resume face-to-face delivery
- Scan and upload only the necessary portion of the material(s). You cannot make an entire textbook currently under copyright available under fair use. *see comment
Q: Once I have the scan(s) done, what is the next step?
A: The pdf of the scanned document(s) can be uploaded into Canvas using the Upload a File instructions. Uploaded pdf documents can be embedded into Canvas assignments or added to a Canvas Module.
Q: How do I make sure my documents are accessible?
A: Even though we are quickly moving to online-only instruction, accessibility is still a requirement. Butler has a Libguide about making sure all resources materials are accessible, how to check for accessibility and additional resources. If you have questions about how to make your digital materials accessible, please contact the Center for Academic Technology at email@example.com or 940-8575.
Q: I am uncomfortable scanning copyrighted materials. Where can I get more information about copyright and fair use?
A: Library faculty have developed a Libguide on Copyright/Fair use. Please review the Educational Use Standards section for more detailed information on using information resources by medium (e.g. print materials, web media, movie clips, etc.) The LibGuide also includes a fair use evaluator tool along with more information about the four factors in applying fair use. See also the link to the Columbia University Fair Use Checklist. A fair use checklist can be helpful to determine whether the use of copyrighted material is more or less “fair use.”
Additionally, academic librarians from across the country who are experts in copyright have developed a Public Statement on Fair Use & Emergency Remote Teaching and Research that makes the case for fair use during this public health crisis.
During these extraordinary circumstances, the library and the administration are exercising our fair use assessments to our current time-bound needs of our faculty, instructors, and students. We are applying fair use prudently and making every effort to manage risk responsibly. It is important to note that the library is not crafting permanent policy--these measures apply to our current time-bound needs. When making determinations about fair use and digitization, as long as we are being thoughtful, and limiting our activities to specific, time-bound needs of our community, we are in a good place to have a strong fair use analysis. More information from copyright experts regarding copyright and our exigent circumstances can be found here.
Q: Who can I contact if I have copyright questions?
A: Please reach out to Jennifer Coronado, our Scholarly Communication Librarian at firstname.lastname@example.org or 317-426-8390 if you have questions regarding copyright and your online materials.
Q: Is the textbook for my course available as an ebook?
A: The library subscribes to more than one ebook package, and your textbook may be available in electronic format. You may search the library catalog or contact the Information Commons Desk by email at email@example.com for assistance.
If the library does not already have access, we may be able to escalate a restricted access license, or purchase new ebook access to some titles—not all textbooks are available for library/campus licensing. Please contact Josh Petrusa (firstname.lastname@example.org) and Vanessa French (email@example.com) to find out if ebook access can be added for the requested title. In some cases, publisher restrictions only allow a single user from campus at a time to access the ebook; if so, communication and consideration between students may be necessary. Students may even have access to more popular titles via their hometown public library in ebook format.
Some publishers are granting free access to resources over the coming weeks or reducing costs for libraries to add licenses to ebook or streaming media content.
Follett is partnering with RedShelf to provide free access to their digital library to students. This does not include all titles used on campus, but should help many of our students. Faculty can follow the steps below to determine whether their texts are available. If they are, then their students can get access to an e-text without the faculty member needing to scan the book chapters into Canvas. You must use a @butler.edu email to gain access.
- Access www.shopbutleru.com.
- Click on the plus sign in the upper right hand corner on the top banner which contains information regarding free eTextbook options and free shipping.
- Click on the link labeled follett.com/RedShelf.
- Students can search for ebooks by title or ISBN (ISBNs can be found under their class information on shopbutleru.com)
Q: What about streaming video options for the DVD I was going to show in class?
A: Check the library’s online catalog as we have many streaming media providers already (Kanopy, Films on Demand, AVON/Academic Video Online, Swank Digital Campus, Docuseek2, Digital Theatre+, etc.). The library may be able to add a new streaming video license on request (email Josh Petrusa), but that may not be possible. Earlier discussion included the option for a DVD to be ripped and posted to Panopto, but building closure and staff displacement will likely make that impossible. If no institutional options exist, students may have to pay $2.00-$4.00 to rent content from places like iTunes, Amazon, Google Play, etc.
Q: My liaison librarian has created a LibGuide for my class. How do I link the guide into Canvas?
A: Your library liaison will send you a link to your existing course LibGuides which you can include in Canvas. Another option would be to add your liaison librarian to your canvas site as a teacher. This will give them editing rights to do this for you. This link will help you through this process.
Q: How do I report a problem with accessing library e-resources?
A: On the side of the Databases A-Z page there is a problem reporting form linked (it is also available via the Report a Broken Link button in WorldCat Discovery. Problems can also be reported to firstname.lastname@example.org
Q: How do I make sure I have the right link for sending to my students?
A: Most of our resources (EBSCO, ProQuest, Gale, etc.) have permalink options on the detailed result screen. Please use these whenever they are available, as just copying the information in your browser’s address bar may not work for future use. Most of our resources will need the EZProxy prefix (https://ezproxy.butler.edu/login?url=) added to the beginning of the URLs so that students can authenticate first before accessing them while off-campus, but the permalink (or “share”) functionality of these platforms may add it automatically. If you're not sure whether a link you are using will work off-campus for your students, feel free to send it to your liaison librarian to check. Don’t forget you can link to Library LibGuides within Canvas as well; contact your librarian for LibGuide URLs.
Q: Will interlibrary loan services still be available?
A: Not for physical items; articles can still be requested, but delivery is reliant upon staff at other libraries being available to process these requests.
Q: When I search the library’s catalog it asks me if I want to sign in; do I need to?
A: You do not need to sign in to see results. We have seen errors where users trying from off-site try to sign in but then see an error. You can always click “Continue as Guest” and then you will be prompted for authentication when you try to leave the library’s catalog to access an ebook or article.
Q: Can I record my sessions on Zoom?
A: Yes, you may choose to enable the “record the meeting automatically in the cloud” setting when you create the Zoom meeting or you can select “record” in the live meeting view to manually record a Zoom meeting in progress.
Q: How do I handle time zone differences?
A: If you opt for synchronous delivery, you should clarify to students that class sessions will occur during class time in Indiana (Eastern Daylight Savings); if students are in another time zone, they should adjust accordingly.
Q: How do I accommodate students with documented disabilities in an online environment?
A: Students with documented disabilities remain eligible for accommodations. Please contact Student Disability Services if you have questions about how accommodations are altered in the online teaching and learning environment.
Q: How do I address a student’s inability to complete service hours for ICR courses?
A: Faculty teaching Indianapolis Community Requirement courses should not penalize students for their inability to complete service hours. Faculty have discretion to restructure course experiences and hour requirements to facilitate the completion of the IRC. Donald Braid is available to help faculty identify approaches that may work for their courses.
Q: How do I process advising approvals that were previously routed via paper form?
A: We are working on electronic solutions for advising activities that currently require paper forms. Until that happens, any advising activities that currently require paper forms may be initiated with an email chain that moves through the various steps in the approval process.
Q: How should I conduct advising appointments in an online environment?
A: The format (e.g., email, call in, webchat, Zoom, etc.) for advising is at faculty’s discretion. When and how should be announced to students.
Q: Can students work over the summer of 2020?
A: There are several stipulations for allowing students to work remotely over this summer:
- If students are working to directly support other students’ educational success (e.g., tutors), then those students may continue to work remotely over the summer:
- However, only students who are living/residing in the state of Indiana may continue to work for Butler remotely over the summer.
- Out-of-state/out-of-the-country students will not be allowed to work for Butler remotely over the summer (due to various state tax laws).
- If students would be doing fairly routine office work/administrative work, then those students would fall under Butler’s general hiring freeze and will not be permitted to work remotely over the summer.
- Students should contact their on-campus supervisors directly for more information.
Q: What’s happening with Butler’s summer study abroad programs?
A: In light of serious advisories and rapidly changing global policies, we canceled all summer 2020 study abroad programs.
Q: What about personal travel?
A: Anyone traveling for personal reasons is urged to closely monitor their destination and consult the CDC website for restrictions and quarantine information upon arrival or return.
Q: May student organizations travel?
A: No. All student-organization-sponsored travel—both international and domestic—is suspended until further notice. Students traveling for personal reasons are urged to closely monitor their destination and consult the CDC website for restrictions and quarantine information upon arrival or return.
Q: What are the repercussions for student groups found in violation of the event and travel suspensions?
A: Any organization found to have violated the event or travel suspensions will automatically forfeit their status—and all subsequent privileges—as a recognized student organization. Additional consequences may apply.
Q: What is the status of COVID-19 in the Butler community?
A: We are aware of reports of Butler community members who may be affected by the coronavirus, whether they have been in quarantine due to exposure, or suspected to be ill with COVID-19, either tested or not. As the virus continues to spread locally and nationally, we will not be in a position to provide specific updates regarding Butler community members who are affected. However, please know that Butler University Health Services and local health departments have defined processes to ensure that those affected have clear guidance on directives to seek medical attention and self-quarantine, and broader efforts to track people who need to be in self-quarantine to reduce further spread of the disease.
Q: What is Butler doing to respond?
A: Our incident response teams have been working around the clock to assess conditions and develop response plans for this unprecedented public health challenge. We have been in ongoing communication with local and state health departments and have been monitoring guidance from the Centers for Disease Control and Prevention.
Q: How are you creating social distancing at this time?
A: All campus buildings are now locked to the public and only accessible to employees with a Butler ID.
- Virtual learning will occur for the summer sessions.
- We have closed all residence halls,
- We have closed our heavily used Health and Recreation Complex.
- We have canceled all on-campus events (including those at the Butler Arts & Events Center).
- All spring sports events have been canceled. Practices and training sessions have been paused, and athletic facilities are closed.
- A work-from-home directive for nonessential workers is in effect until at least June 15 to reduce the number of employees in the workplace.
Q: Have you stepped up cleaning efforts?
A: Yes, housekeeping staff has stepped up efforts to wipe down hard surfaces, doorknobs, and commonly touched surfaces.
Q: What if I have dietary restrictions?
A: If you have specific dietary needs related to allergies, celiac disease, or other—please contact Katy Maher at email@example.com and she will work with you to get a meal that fits your needs.
Q: Where can I find additional information about Butler Dining programs?
A: Butler Dining has many interactive online programs available for students. Tune into the IGTV account on Instagram @bonappetitbutler to see how you can stay healthy at home.
@bonappetitbutler also hosts interactive live discussion times with Katy, the dietitian, and Brandon, the executive chef to answer any questions you have about food while at home.
Butler Dining has a team monitoring firstname.lastname@example.org as well to help you navigate dining now and in the future.
Q: Are buildings on campus still open?
A: All campus buildings are now locked to the public and only accessible to employees with a Butler ID.
Q: Is the Bookstore/Spirit Shop open?
A: Beginning July 6, the Bookstore and Spirit Shop will be open the following hours.
- Bookstore: 11:30 AM–4:30 PM, Monday through Friday
- Spirit Shop: 10:00 AM–4:00 PM, Monday through Friday
Q: What is BUPD doing to keep the campus safe during this time?
A: BUPD officers continue to actively patrol campus buildings, residential halls, and the surrounding neighborhood.
Q: Are on-campus events canceled?
A: We have canceled all on-campus conferences, camps, and activities through June 30, 2020. This includes any event, gathering, and program originally scheduled to use campus meeting and performance spaces, outdoor space, athletic and health and recreation facilities, housing facilities, and campus dining halls. We will continue to monitor the situation and will make a decision about July events and programs by mid-May. Ticket holders will be notified by email.
Q: What are the plans for Commencement?
A: Butler University will hold a formal Commencement ceremony for all May, August, and December 2020 graduates on Friday, December 18 in Hinkle Fieldhouse. More information will be forthcoming to members of the graduating class. Until then, please save the date for this year’s very special winter Commencement.
In addition, an online Celebration of Degree Conferral is available on the Commencement website.
Graduates will receive a special package containing their diplomas in the mail in June.
Q: What is our work-from-home policy?
A: Division leaders are currently developing return-to-work plans for their respective areas. Butler will gradually increase the number of employees on campus through July 31 to fully support students’ return to campus in August. You can expect to hear from your division leadership soon. See the Phased Return-to-Work Process section in the Plan for more details.
Supervisors are expected to provide direction and work plans to enable all employees to remain actively engaged in fulfilling responsibilities, whether on- or off-campus. Click here for information from IT on working from home successfully.
Q: I, or my family member, is at higher risk for severe illness from COVID-19. Am I expected to work on-campus?
A: Butler is sensitive to the needs of faculty and staff who are at risk for severe illness from COVID-19 or have other concerns that may affect their work arrangements. Employees who would like to request a workplace accommodation or special workplace consideration should contact Human Resources via email at email@example.com by June 15 (faculty) and June 26 (staff) for further assessment of the situation.
Q: Do I need to complete the self-health screen each day?
A: Yes, the self-health screen is crucial to Butler's efforts to proactively mitigate the presence and spread of COVID-19 on campus. You are required to complete the self-health screen each day before coming to campus. You do not need to complete the form if you are not coming to campus that day, regardless of the reason.
Employees who do not have access to the technology to access the online screen should request copies from their supervisors and conduct the self-health screen daily followed by a call to their supervisor at least one hour before the start of their workday. The downloadable daily self-health screen forms (in English and Spanish) are also available at https://www.butler.edu/hr/forms.
Q: How does the self-health screen work?
A: The health screen consists of a self temperature check and a series of four questions. Once you complete the self-health screen, if you answer ‘no’ to all the questions, you will be prompted to report to work and an automatic notification will be sent to your supervisor. If you answer ‘yes’ to any of the questions, please stay home. You will receive additional instructions on next steps on the daily self-health screen page and your supervisor will receive an automatic notification.
Q: What happens if I’m instructed not to return to campus?
A: Please stay home and follow the instructions you will have received on the daily self-health screen page. While your supervisor will receive an automatic notification, it is important that you notify him/her directly and maintain communication. Please reach out to HR if you have more questions.
Q: As a supervisor, what do I do if I receive an email that one of my employees has answered ‘yes’ on the daily self-health screen questionnaire?
A: The automatic email notifying you that an employee has answered ‘yes’ is an indication that this employee should stay at home and not report to work. The HR Consultant and the Case Manager in Butler Health Services, if applicable, will contact the employee. As a supervisor, please reach out to your employee to check on him/her and also provide advice on-time reporting options. If the employee has symptoms and is sick, he/she can utilize time-off options and apply for FML, as applicable. The employee is not required to continue filling out the daily self-health screen while home. As a supervisor, depending on each case and situation, you will get notification of their return to work status from the employee, Sedgwick (our FML vendor), or from HR and the Case Manager. Once the employee is cleared to return to campus, he/she should resume doing the daily self-health screen again. The supervisor should also reach out to their HR consultant on-time reporting options.
Supervisors should remind their staff who are working on campus to complete the self-screen every day. It is also the responsibility of the supervisor to monitor the submission of the daily health self-screen and work with HR on corrective measures for those who fail to do it when coming to campus.
Q: What if I become sick on campus?
A: If you feel sick while working on campus, you should immediately notify your supervisor, and resubmit the self-screen. Go home and follow the next steps on the self-screen.
If you feel sick on campus for symptoms that are not COVID-19 related, inform your supervisor and utilize your PTO time as needed. While you are home recovering you do not need to complete the self-screen, but once you are ready to return to campus, please resume doing the self-screen.
Q: What if I am sick at home and my symptoms are not COVID-19 related?
A: If you were scheduled to be on campus, please complete the daily self-health screen, but if your illness is not related to COVID-19 symptoms, follow the normal absence process, communicate with your supervisor and use PTO time as needed.
Q: How can I be tested for COVID-19
A: Butler will follow the Indiana State Department of Health's COVID-19 testing protocols. You should contact your healthcare professional or access the state's resources for testing at www.coronavirus.in.gov/2524.htm. There is no charge for testing through the ISDH, however, your insurance information will be requested, if applicable, for tracking purposes.
Q: Will Butler’s healthcare plan cover the cost of a COVID-19 test?
A: Yes, if a medical professional orders a COVID-19 test for you, it will be covered at no cost under Butler’s healthcare plans. If you require an office visit for testing or treatment for a diagnosed case of COVID-19, you would be subject to the normal deductible, copay, and out-of-pocket office visit amounts under your plan.
Q: Are virtual healthcare services covered under Butler’s insurance plans?
A: Given all the recent changes due to the coronavirus (COVID-19), UMR, Apta, and Gregory & Appel have worked with Butler University to temporarily cover telehealth services in addition to telemedicine, which is already provided through OC24.
Please note that regular co-pays and deductibles do apply based on your healthcare plan. Telehealth will cover primary care, along with specialist and behavioral healthcare services as we work through the coronavirus pandemic. Please remember to contact your Apta Care Coordinators at 1-877-610-8817. They are here to assist you with your healthcare questions.
Q: How will time off apply for COVID-19 related illness?
A: As applicable, Butler will provide up to 10 days of additional PTO for COVID-19 related reasons after at least 8 personal PTO and/or vacation hays have been exhausted by the employee. Please see the Enhanced PTO section of the Plan for more information.
Q: What precautions are in place to mitigate the spread of COVID-19?
A: The Employee Health & Safety Plan includes detailed information under its Health & Safety Guidance section. This includes practices such as personal hygiene, social distancing, face masks, enhanced cleaning and disinfecting, and ingress and egress patterns/directional signage. Additionally, furniture will be removed to reduce density in both the classrooms and common/soft student spaces across campus. Please note signage posted outside of rooms.
Q: Do I have to wear a mask on campus?
A: Yes, face masks or coverings must be worn by all faculty and staff on campus when in the presence of others and in public settings. Butler is providing each employee and student with one reusable face covering to assist in meeting this requirement.
Q: What requirements apply to visitors on campus?
A: All visitors are required to adhere to the health and safety guidance presented in this document. Face masks must be worn by all visitors, including contractors, vendors, and suppliers, in campus buildings, hallways, public spaces, and common areas. Campus hosts should include this information in their communication with prospective guests. Encourage
Visitors are required to adhere to the health and safety guidance in the Plan. Please see the Campus Visitors section of the Plan for more information.
Q: What additional support is available to employees?
A: Butler is committed to supporting every employee's overall health and well-being. Please utilize the Employee Assistance Program by calling 855-387-9727 or visiting the website at www.guidanceresources.com for emotional support. You can also call the Optimum Emotional Support Helpline 24 hours a day, seven days a week at 866-342-6892.
Q: As a supervisor, may I ask an employee why they missed work?
A: Yes. As always, employees can be asked why they missed work. In addition to expressing concern for employees who have missed work, we need accurate record-keeping for absences. Even while working remotely, employees may utilize PTO and/or vacation time just as they would if working on campus.
Q: My office needs more safety supplies. Can I just order these, or is there a process in place to get them quickly?
A: The purchase of personal safety supplies will be managed by the Operations and Purchasing departments. Please contact Shelly Baldauf or Patti Colip or call 317-940-9000 for purchasing requests.
Q: Has the University put any restrictions on international and/or domestic travel?
A: Yes, we have suspended all University-related travel, both international and domestic, until further notice unless deemed critical. Dean or Vice President approval is required for any travel. Anyone traveling for personal reasons is urged to closely monitor their destination and consult the CDC website for restrictions and quarantine information upon arrival or return.
Q: How do I check the status of my unemployment claim?
A: To check the status of an unemployment claim please contact the Indiana Department of Workforce Development (INDWD). Unfortunately, Butler cannot provide the status of claims.
If you need to update the INDWD system due to an error made while filing the original unemployment claim, you may do so by emailing the appeals department at appealsdepartment@DWD.IN.gov to report the correction. Any requests for status updates will need to be made through INDWD for a status on this update as Butler does not have access to provide this information.
If you are advised that more information is required from Butler for reasons that include but are not limited to: an incorrect job status in our system or an incorrect termination status, you will need to wait until the INDWD pulls their claim and follows up with Butler via a phone call. At this time, the Indiana Unemployment System is overwhelmed and follow-up calls to employers are taking much longer than normal. Employers are unable to reach out and obtain or provide any information on an employee's behalf.
Additionally, Butler cannot advise on the wait times for the processing of claims or the follow-up calls to employers for more information.
Q: I am a student and believe I have symptoms, may have been exposed to Coronavirus, and/or would like medical assistance or advice. What do I do?
A: If you are experiencing upper-respiratory symptoms, please call Health Services during business hours at 317-940-9385. A nurse will return your call to participate in a screening process. Health Services is available for virtual tele-health visits by provider scheduled appointments only.
After business hours call the Indiana State Department of Health at 877-826-0011 if you are currently living in Indiana. If you live outside of Indiana, please call your local primary care physician or contact your state Health Department. You can also email your COVID-19 questions anytime to firstname.lastname@example.org, or general health questions to email@example.com.
Q: Is Coronavirus testing available on campus?
A: We are unable to test for the Coronavirus on campus. Students experiencing respiratory symptoms of cough, shortness of breath, and a fever higher than 100.4 degrees °F should call Health Services at 317-940-9385 and a nurse will return your call. Health Services providers can determine if COVID testing is needed and can refer you to the appropriate testing site if you are local.
Q: What should I do if I have medications that are delivered to Health Services?
A: Please call your pharmacy to suspend medication deliveries to Health Services.
- Walgreen’s Pharmacy: 317-257-6746
- CVS Pharmacy: 317-636-6664
Q: How do I get my medications or allergy serum that is currently at Health Services?
A: Please call 317-940-9385 and select option 4 to schedule a time to pick up your medications/allergy serum. You will need to speak with a nurse for COVID-19 screening prior to scheduling an appointment. If you are unable to speak with a nurse at the time of your call, please leave your name, student ID number, and phone number, and a nurse will return your call within 30 minutes.
Q: Can I use my United Healthcare Student Resources (UHCSR) insurance plan off-campus?
A: Yes. The plan converts to a commercial insurance plan and co-pays and deductibles will apply. For UHCSR insurance questions please call United Healthcare Customer Services at 1-800-767-0700.
Q: If I am not sick can I come to Health Services to be seen?
A: Due to widespread community transmission, Health Services has taken a proactive approach to reduce exposure and protect our students in community settings. At this time, Health Services will not be scheduling any elective and well-visits (vaccinations, allergy injections, physicals, well-exams) based upon CDC recommendations. If you are sick and need to be seen, call 317-940-9385 and press option 4 to speak with a triage nurse.
Q: Is the Office of Sexual Assault and Response Prevention accessible?
A: Yes. While Jules Arthur-Grable, the SARP specialist, does not have in-person office hours at this time, she can be reached Monday–Friday, 8:00 AM—5:00 PM at 317-910-5572. For more information, please visit the SARP website.
Q: What services are available at the Counseling and Consultative Services (CCS) office?
A: CCS staff are available remotely to support students through this pandemic. Students may leave a voicemail for non-urgent needs at 317-940-9385 to be returned within the next business day. We are using telephone or Zoom options, as appropriate, to assist students with their mental health care needs, answer questions, or assist with mental health care with community providers in their area. Information can also be found on our website.
Referral and crisis information is available here. If there is any concern regarding safety, the national suicide hotline 800 273-TALK (8255) is available. Students may also contact their local community mental health center for local treatment and crisis options.
Q: How is the Center for Faith and Vocation available to support students?
A: The Center for Faith and Vocation has developed a Spiritual Care Conversation resource. Members of the Butler community can click a link to request a Spiritual Care Conversation with CFV staff and advisors from various traditions and backgrounds who are available for care and support. These conversations are private or confidential.
Additionally, many CFV Communities are exploring ways of continuing their community gatherings and spiritual practices in online formats. Go to the CFV Communities page to find current student and advisor contacts to reach out and learn more. Further, the CFV is exploring how we can gather students into virtual conversations, gatherings, and wellness practices about the current coronavirus challenges as well as interfaith dialogue and vocational reflection. Please reach out to firstname.lastname@example.org to sign up for the CFV Newsletter to hear directly about the virtual programs being offered.
Q: Who should I contact with questions and concerns about careers and internships?
A: The Career and Professional Success (CaPS) office is still here to help you during this challenging time. We are offering virtual appointments with our college-based career advisors. To make an appointment, log in to Handshake using your Butler credentials and click on “Career Center” at the top of the page. Operating each workday until further notice, CaPS staff will be online from 2:00-5:00 PM (ET) on Zoom to provide support and answer questions. You can join us here. CaPS will soon be offering workshops via Zoom to help students. Watch your Butler email for details soon.
Q: Does the Sexual Misconduct Policy apply during this time?
A: Yes, the policy applies not only to behaviors that take place in person, but also those that take place online. Resources and reporting options for those who have experienced sexual misconduct are available. Reports of sexual misconduct can be submitted through our online report form or via email to Maria Kanger, our Title IX Coordinator, at email@example.com or firstname.lastname@example.org. Jules Arthur-Grable, our Sexual Assault Response and Prevention Specialist, is also available via email at email@example.com or phone call/text at 317-910-5572. Jules is a confidential resource who has a limited obligation to report to BUPD when certain crimes are reported. She does not provide names to BUPD.
Q: Will Student Government Association offer any programming during this time?
A: SGA leadership is hard at work developing programming and initiatives tailored to our new online learning community, and are determined to keep students engaged with one another and our campus. Stay connected with SGA over their social media platforms (Instagram and Twitter: @butlersga) for the most recent updates.
Q: Does the HRC have virtual resources I can utilize during this time?
A: We are actively looking for ways to engage our community virtually at this time. In addition to our @butlerhrc Instagram handle, tune in to our other Instagram handles and the BUBeWell Instagram page for online fitness, wellness, and recreation resources and tips.
Q: What is the coronavirus (COVID-19)?
A: There are several strains of coronaviruses, most of which circulate among humans and cause mild illness, like the common cold. Coronavirus (COVID-19) is a new coronavirus that has not been previously identified. Symptoms can range from mild to severe.
Q: What are the symptoms of coronavirus (COVID-19)?
A: Current symptoms have included mild to severe respiratory illness with fever, cough, and difficulty breathing. Read about COVID-19 symptoms.
Q: How do coronaviruses spread?
A: The current understanding is COVID-19 spreads much like other coronaviruses through:
- Coughing and sneezing.
- Touching an object or surface with the virus on it then touching your mouth, nose, or eyes before washing your hands.
- Close personal contact such as touching or shaking hands.
Q: What is the risk and what can I do to lessen my chances of catching coronavirus (COVID-19)?
A: There is currently no vaccine for COVID-19. However, the CDC recommends everyday actions to help prevent the spread of respiratory diseases like coronavirus. They include:
- Avoid close contact with people who are sick.
- Avoid touching your eyes, nose, and mouth.
- Stay home when you are sick.
- Cover your cough or sneeze with a tissue, then throw the tissue in the trash.
- Clean and disinfect frequently touched objects and surfaces using a regular household cleaning spray or wipe.
- Wash your hands often with soap and water for at least 20 seconds, especially after going to the bathroom; before eating; and after blowing your nose, coughing, or sneezing.
- If soap and water are not readily available, use an alcohol-based hand sanitizer with at least 60 percent alcohol. Always wash hands with soap and water if hands are visibly dirty.
Q: What else can I be doing to avoid getting sick?
A: In addition to practicing good health habits, we suggest you also stay aware and prepared. The CDC COVID-19 situation summary is a good place for current information.
If you have questions not answered by these FAQs, please use the contact information listed below.
- For health-related questions, contact Health Services at firstname.lastname@example.org or 317-940-9385.
- For academic-related questions, students should contact their instructors, and faculty should contact their Dean.
- For study abroad questions, contact the Center for Global Education.
- For general student-related questions, contact email@example.com.
- For questions regarding Student Disability Services, visit butler.edu/disability.
- For questions related to student clubs and other activities, contact Student Involvement and Leadership at 317-940-9262 or firstname.lastname@example.org.
- For staff questions, contact the Office of Human Resources at email@example.com or 317-940-9355.