Home > COVID-19 (Coronavirus) Update

This page was last updated on May 19, 2020.

Fall Semester Plan

Ivy Tech Community College has announced its plan for Fall semester classes that will begin on Monday, August 24. Students will be invited back onto campuses throughout Indiana for face-to-face courses while continuing to offer virtual and online opportunities. The focus for the College will continue to be on flexibility and safety for students, employees, and its communities. Should new guidelines from the Governor or federal regulations be released prior to the August start date then adjustments will be made accordingly. 

Starting in August, classes will be offered in-person, online, and with hybrid options. The College has built out a robust schedule of classes that will allow students maximum flexibility including both 8- and 16-week terms.

Ivy Tech is taking all of the necessary steps to ensure a deep cleaning of all buildings takes place prior to the start of classes and ongoing. Preventive protocols to reduce risk of transmission will also be implemented across campuses. Further details will be shared with students, faculty, and staff leading up to campuses reopening in August.​​​​​​​

Summer Semester Plan

Ivy Tech Community College has announced that its Summer semester will be virtual and online like the current Spring term.  The summer calendar has been slightly modified. 

  • There will be 2-week intersession from May 26 to June 6, followed by an 8-week session. 
  • This eight-week session will occur from June 8 through August 1. 
  • Within the 8 week session, there will also be two standard four week sessions.
  • There will not be a 10-week session. 

If the situation allows, we will explore options for students to complete labs, hands-on activities and, possibly even clinicals.  If it does not, we will consider using early August, again, if it is considered safe to do so. 


FAQs & Support

Students

Receive Virtual Support

Employees

Virtual Campus Support

Below click on the link of your home campus, the campus nearest you, or the campus where you attend classes to access the email of your campus virtual support team. In your e-mail please describe the assistance being requested and provide your name and C Number, whenever possible, if you are looking for specific information regarding your situation.

Anderson Kokomo Muncie
Bloomington Lafayette Richmond
Columbus Lake County Sellersburg
Evansville Lawrenceburg South Bend/Elkhart
Fort Wayne Madison Terre Haute
Indianapolis Marion Valparaiso

Students

Classes & Labs

What about programs that require labs/hands-on work (i.e. chemistry, automotive tech, welding, etc.)?

Students should check IvyLearn and/or contact their instructor.

What if a student doesn't feel comfortable taking a class scheduled for in-person, virtually? Can they still switch their schedule?

Students enrolled in second 8-week courses that just started may still be able to change their schedule for a short time but should reach out to their advisor right away. Any student can reach out to their advisor if they need to change their schedule or if they do not feel comfortable taking a class virtually.

Can I get into an Ivy Tech building?

No, all buildings are closed until further notice.

I am a CNA or other health sciences student. Is there specific information I should be aware of?

Campuses are developing plans for courses that involve clinical or skills-based in-person requirements. We will get further details from your instructor or via IvyLearn.

I am a dual credit student and my school closed. What does that mean for me?

If your school corporation is closed because of COVID-19, follow the directions provided to you by your school. Ivy Tech will work with dual credit students who are impacted by local school closures.

I am a dual enrollment student and my high school closed. What does that mean for me?

If your school corporation is closed because of COVID-19, follow the directions provided to you by your school. Ivy Tech will work with dual enrollment students who are impacted by local school closures. Please check your Ivy Tech email and log into your course within IvyLearn for additional information about your dual enrollment course.

What are the student international travel restrictions?

All international travel for students through student organizations or on behalf of the College is suspended until August 1, 2020. Trips that were approved by the International Student Travel Committee prior to March 10, 2020, have been cancelled. New trip requests to the Committee will only be considered if the departure date is on or after August 1, 2020. As the global landscape continues to change, we will monitor international travel and may make adjustments. Please check the CDC website for the most recent travel restrictions.

What are the domestic out-of-state student travel restrictions?

All domestic out-of-state travel for students through student organizations or on behalf of the College is suspended until August 1, 2020. Trips that were already approved through your group leader prior to March 10, 2020, have been cancelled. New trip requests will only be considered if the departure date is on or after August 1, 2020. As the domestic landscape continues to change, we will monitor domestic travel and may make adjustments. Please check the CDC website for the most recent travel restrictions.


Deadlines, Dates, & Events

What are the dates of the second 8-week term?

The second 8-week term and the continuation of 16-week courses will be March 23 to May 16.

I am enrolled in a 16-week class. What happens with my previously assigned work and due dates?

Due dates for both 16-week and 8-week courses will be adjusted to reflect the new term dates of March 23 to May 16. Check IvyLearn and your syllabus to see updated due dates.

How will this affect the 2020 Summer Semester?

The summer calendar will be slightly modified.

  • There will now be a 2-week Intersession from May 26 through June 6
  • This will be followed by an 8-week session from June 8 through August 1
    Within this 8-week session, there will be two standard four-week sessions. 
What about Summer courses that include labs, hands-on activities, or clinicals?

If the situation allows, we will also offer some “Completion Academies” for students to complete things such as labs, hands-on activities and, possibly even clinicals. If it does not, we will consider using early August to complete these areas, again, only if it is considered safe to do so.

Has the application deadline for Nursing or a Select Admission Health Sciences Program been changed?

Applications deadlines have been extended for nursing and most select admission health sciences programs. Please contact your campuses program chair for specific information regarding your program of interest admission requirements and new application deadline.

What are the adjusted deadlines for the nursing online application and TEAS Test?

The online nursing application deadline for spring 2020 cycle applicants (fall 2020 cohort starts) has been further extended to June 15 at midnight.

The TEAS test deadline for this current application cycle has also been moved to June 9, 2020. 

As a result of the extensions of the Fall 2020 nursing application process, the Spring 2021 Online Application for Nursing will be available beginning Saturday, July 4.  The TEAS test and application deadlines for the Spring 2021 semester will not change, but will remain as originally scheduled.

TEAS tests taken between May 18, 2018 and June 9, 2020 will be accepted for use during this application cycle.  Applicants who have already started an application and would like to select a TEAS test taken between May 18, 2018 and June 9, 2018 may go into their application and click on “Refresh TEAS” to see these scores.

Ivy Tech is now offering Remote TEAS exam for students only. Beginning at 5 p.m. on April 13 you may schedule your remote TEAS appointment.  Please refer to the TEAS page for more details.

For students that were already scheduled and paid, they do not need to follow the How To Schedule guide. Instead, they are being contacted today and over the weekend for rescheduling and first priority of seats beginning April 20. They do not need to reschedule or pay again.

For this application cycle, TEAS deadline, auto- and manual-selection rounds will launch on the following dates:

  • TEAS deadline – June 9, 2020 at closure of assessment centers
  • Online Nursing Application Deadline – June 15, 2020 at Midnight
  • Round 1 auto-selection – June 20, 2020 at 9 am
  • Round 2 auto-selection – June 24, 2020 at 9 am
  • Round 3 auto-selection – June 28, 2020 at 9 am
  • Round 4 manual-selection – July 2, 2020 after 9 am

For questions about your nursing application or the nursing program, please visit the Ivy Tech nursing website for the online Nursing Student Handbook, Nursing Online Information Session, and Nursing FAQ; or contact your local nursing dean.

What are the adjusted dates to drop for a 100% refund?
Class Start Date Deadline for 100% refund
Monday, March 23, 2020 (Includes Online) Thursday, March 26, 2020
Tuesday, March 24, 2020 Friday, March 27, 2020
Wednesday, March 25, 2020 Saturday, March 28, 2020
Thursday, March 26, 2020 Tuesday, March 31, 2020
Friday, March 27, 2020 Wednesday, April 1, 2020
Saturday, March 28, 2020 Thursday, April 2, 2020
How are the payment plan deadlines impacted for second 8-week classes that now start on March 23, 2020?

The Payment Plan dates for new plans will remain in effect as planned.

  • The last day to enroll in the 50% down payment plan is still April 3, 2020.
  • The final payment date for all plans is still April 20, 2020.
I am unable to pay my monthly payment plan installment due to being temporarily laid off. What should I do?

If you are not able to make payments as agreed, please contact your campus Business/Bursar Office to discuss options. It is best to reach out to your local campus.

What will financial aid disbursement look like?

For students enrolled in the full 16-week term, or other parts of term that have already started, disbursement dates will not change. For students enrolled in 16-week terms, their second disbursement of loan funds will be on March 15, as scheduled.

Aid that does not disburse to the student will be posted to their account on April 5. This is aid that is tuition and fee specific. An example would be HEA and 21st Century.

Students enrolled solely in second 8-week classes, their disbursement will occur starting April 12. There may be small changes in the date based on the course start date. Their disbursement occurs 20 days after the start of their earliest starting class.

Please note if the student is enrolled in any other part of term their disbursement date will be 20 days after the beginning of their earliest starting class.

Are there any exceptions to the Return of Title IV Funds due to COVID-19?

No. The Department of Education does not have the authority to waive the statutory requirement for the return of unearned Title IV funds in the case where a student (who receives Title IV assistance) withdraws from an institution during a payment period or period of enrollment after having begun attendance. We are working with our Congressional Delegation to promote the passage of legislation that would allow/direct the Department of Education to provide relief to our students on this issue. However, as of now the College is required to continue the R2T4 process.

For students who were enrolled only in first 8-week courses, there will be no impact on the calculation. For students enrolled only in second 8-week courses, the calculations will be adjusted for the new calendar dates. Given no calculations would have been performed for this timeframe, there will be no impact on how these will be performed.

For students enrolled in 16-week sessions and a calculation has already been performed, we are working with the Department of Education in hopes we will get approval to not recalculate the R2T4. I will keep you updated as we learn more.


Commencement Ceremonies

We are saddened to share with you that we have decided to delay our Spring 2020 Commencement ceremonies due to the COVID-19 pandemic. We are anticipating holding these ceremonies to celebrate our graduates and their accomplishments once large events are no longer prohibited.

Can caps & gowns still be purchased?

Yes! If you have not purchased a cap & gown you may at your local Barnes & Noble Bookstore when they re-open.

Can caps & gowns be returned?

Yes! You may return caps & gowns at your local Barnes & Noble Bookstore once they re-open. A full refund will be provided for those that are still in the package. A partial refund may be available if the item is still in good condition yet no longer in the original package.

When will we know what the new date is for our Campus Commencement?

Campuses are working on alternative dates with venues and vendors. Once there is more information, it will be shared.

Will Commencement being postponed affect a student receiving their credential, certificate or degree?

No, as long as a student has completed the necessary requirements to be awarded a credential, certificate, or degree, the postponement of Campus Commencement events will not affect that student receiving them.

Who do I contact with specific Campus Commencement questions?

Please contact your home campus by utilizing the Virtual Campus Support email address found at the top of this webpage.


Financial Aid & Tuition

Will there be a change in the charging date for 2nd 8-week bookstore financial aid due to the change in academic calendar?

Yes. We are extending the bookstore financial aid charging period by one week. Instead of ending on March 27th, it will now go through April 3.

For students enrolled solely in second 8-week classes, disbursement will occur starting April 12. There may be small changes in the date based on the course start date as disbursement occurs 20 days after the start of a student’s earliest starting class.

What is the charge date for late Spring bookstore rentals?

The charge date for late spring 2020 rentals is scheduled for August 28, 2020.  While students may receive multiple email reminders over the course of the summer, they will not be charged for a late rental until August 28th.  

How can I pay by electronic check or credit card if I do not want to come to campus?

Detailed, step-by-step instructions are available by clicking here.

I usually pay with cash. Can I still come to campus to pay my balance?

Because you are not able to pay in-person, we encourage students to pay online via ACH withdrawal from a checking or savings account, or with a credit/debit card (minimal service fee applies). No fees are associated with paying via ACH, with the exception of the $30.00 returned payment fee for returned ACH payments. Online payments can be made via MyIvy.

For students that typically pay with cash, instead purchase a money order and mail it to their campus Business/Bursar Office. Money orders can be purchased at U.S. Post Offices. The cost for a money order is based on the money order dollar amount:

Money order for $0.01 – $500.00 costs $1.25.
Money order for $500.01 - $1000.00 costs $1.75

Western Union and MoneyGram also offer money orders for minimal fees, and are available for purchase at several locations such as CVS, Kroger, Wal-Mart, and more. Another option would be a prepaid card that allows online bill payment.

However, if none of these options work for you, contact your local campus to discuss options.

What if I am unable to meet the 24 credit hour or 30 credit hour state aid credit completion requirement?

Students receiving state awards that require full time enrollment status may have difficulty completing 30 or more credit hours in their award year.  Spring credit completion hours will be increased to 15 for students who meet both of the following conditions in Spring 2020:

  • Student used 21st Century Scholarship, Frank O’Bannon Grant, or Next Generation Hoosier Educators Scholarship in Spring 2020.
  • Student completed less than 15 hours in Spring 2020.

Examples:

  • Ivy Tech reports 6 hours completed spring – the State will add 9 hours to their credit bank.
  • Ivy Tech reports 12 hours completed spring – the State will add 3 hours to their credit bank.
  • Ivy Tech reports 0 hours completed spring – the State will add 15 hours to their credit bank.

Students will not need to submit an appeal - credit bank hours will be added automatically for eligible students.

 

What is the state financial aid deadline for completing the 2020-2021 FAFSA?

The following students will be considered for the Frank O’Bannon Grant (Higher Education Award) or 21St Century Scholarship in 2020-2021:

  • Filed the 2020-2021 FAFSA by the 4/15/2020 deadline
  • Filed the 2020-2021 FAFSA from 4/16/2020 through 4/27/2020. These students will have Edit 01 (Late FAFSA) overridden in ScholarTrack before awards are offered.

Students who filed the 2020-2021 FAFSA after 4/27/2020 as a direct result of COVID-19 illness or disruption may submit an appeal to the Commission in ScholarTrack.  Students will need to explain in their appeal how they were unable to submit the FAFSA by the established deadlines either due to a lack of access to the application, or as a result of serious illness of the student or an immediate family member (student’s spouse, child, parent, guardian, grandparent or sibling).

PLEASE NOTE: There are numerous ways to complete the FAFSA, including online at studentaid.gov (by desktop, laptop, or mobile devices such as tablets and smartphones) or through the myStudentAid mobile app.

How can I provide requested documents to my Ivy Tech Financial Aid Office other than postal mail?

Verification documents requested from our Verification Processing Center must be upload as instructed using the links provided in the email notifications.  Other documents requested by the financial aid office can be returned via postal mail or using Ivy Tech’s secure file drop.  By clicking on the link associated with your campus and entering your Ivy Tech student identification number (starting with C) and Ivy Tech email address, you will be able to securely upload documents.  The following file types are permitted: .bmp, .png, .jpg, .pdf, .doc, .docx, .xls, .xlsx.

Click here for campus links

Are Emergency FSEOG and Higher Education Emergency Relief Fund grants to students taxable income?

No. Higher Education Emergency Relief Fund (HEERF) grants to students and Emergency Federal Supplemental Educational Opportunity Grant (FSEOG) awards under the Coronavirus Aid, Relief, and Economic Security Act (CARES Act) are not taxable income for the student. According to IRS FAQs, "Emergency financial aid grants under the CARES Act for unexpected expenses, unmet financial need, or expenses related to the disruption of campus operations on account of the COVID-19 pandemic, such as unexpected expenses for food, housing, course materials, technology, health care, or childcare, are qualified disaster relief payments under section 139 of the Internal Revenue Code.  This grant is not includible in your gross income.


Resources & Virtual Learning

Courses - Online and Virtual

What is a virtual class?

A virtual course is a course that would have been face-to-face at an Ivy Tech location but has been moved to virtual delivery in order to provide a learning environment that is safe as well as flexible for students. The schedule of your virtual class may include real time and recorded activities. This schedule will be arranged by your instructor.  You will complete activities in the class using tools like Zoom and IvyLearn - with Zoom being used for many of the things you would have done face-to-face in the classroom. These face-to-face experiences, in length and location, will vary from course to course, but it is our commitment to offer you the full educational experiences necessary for you to prepare for future success. A few courses may require you to return to campus (when safe and advisable) to complete objectives that can't be accomplished virtually. Virtual courses do not carry additional distance technology fees like online courses do.

What is an online class?

 If you enroll in an online course, you will experience the same course this summer that you would experience in that online course during any semester. Online classes allow you, the student, to work on your own time each week to complete learning activities & assignments by their due dates. Assignments in online classes, as in all classes, have due dates and you will be responsible for managing your time to get those assignments completed.  Most of the communication and interaction between you, your instructor, and your fellow classmates will happen via email and discussion boards - although instructors and students have easy access to tools that also allow them to add photos and videos to their work. In most situations you will not be asked to log in at any specific time or day. Online classes work best for self-motivated, goal oriented students who are good time-managers. Online courses carry associateddistance technology fees.  

Resources

Can I get tutoring assistance online?

Yes, learn how to access this resource by visiting the tutoring section of the Ivy Tech site.

If I need assistance with basic necessities can Ivy Tech help at all?

Assistance may be available. Visit IvyCares to learn more.

How are people without home internet expected to attend?

Many internet providers are offering low/no cost COVID-19 offers. Below is a list of Internet providers which have notified Ivy Tech of special options:

Are the Campus Bookstores open?

Campus Bookstores are also closed while Ivy Tech building closures remain in place. Please make all bookstore purchases online.

How do I return rented textbooks to the Bookstore?

Students that rented textbooks from Barnes & Noble will receive multiple emails with detailed instructions on how to return their textbooks safely, including an email that contains a link to print a free shipping label for each rented textbook. Students can then put the book(s) rented from the bookstore in a box, put the free label on it, and drop off at a UPS drop box or drop off location. Students can reach out to their local bookstores directly via email to make any additional accommodations that may be necessary.  

Are there options for eTextbooks?

Yes! Barnes & Noble is partnering with VitalSource to offer free access to eTextbooks through Memorial Day.

  • Visit VitalSource Help
  • On the top of the page where it says “download,” select the download option that is the best fits your computer (Mac, Windows, etc)
  • Download the bookshelf application/program
  • Create an account using ivytech.edu email address) once the program opens
  • Verify the account in your student email
  • Search for course materials in the application/program

You will need your Ivy Tech email to gain access. For additional information, visit VitalSource's FAQ.


Testing

Can I take proctored exams online?

We are happy to announce the launch of Testing Services Virtual Proctoring as one of the options for proctored testing. Over 100 Ivy Tech proctors have been trained to administer exams remotely to students for their academic exams. Scheduling is now open. Sessions are available Monday – Saturday 8 a.m. - 10 p.m. eastern time.

How can I take the TEAS test?

Ivy Tech is now offering Remote TEAS exam for students only. Beginning at 5 p.m. on April 13 you may schedule your remote TEAS appointment.  Please refer to the TEAS page for more details.

For students that were already scheduled and paid, they do not need to follow the How To Schedule guide. Instead, they are being contacted today and over the weekend for rescheduling and first priority of seats beginning April 20. They do not need to reschedule or pay again.

How can I take the HESI or USA exams?

Ivy Tech is offering remote testing for the HESI and USA exams.  Both exams must be completed by May 30th

To schedule an appointment to take the HESI exam, follow these steps - https://link.ivytech.edu/HESI.


Grading

Will Ivy Tech be offering any alternative grading options this semester?

Yes. Ivy Tech has extended the amount of time all students have to finish an incomplete. Additionally Ivy Tech is making pass/fail available as an option to all students to elect for one or more courses.  Additionally, Ivy Tech has extended the last day that students can withdraw from a course and receive a grade of W to the last day of the semester.

NOTE: The following courses may not use Pass/Fail grading: Any course with an NRSG, DENT, DHYG, DMSI, RADT, MRIT, CATX, HIMT, HPER, EXER, MEAS, OPTI, PARM, PTAS, RDTH, RESP, SURG, and MEDL prefix or HLHS 101 and 102.

Pass/Fail

What does pass/fail mean?

All students will still be graded for the course as normal. A student who chooses to receive a pass/fail grade rather than a traditional grade will then see their regular letter grade converted to either a of S (for Satisfactory) on their transcript for their course if the grade earned was an A, B, or C. If the student earned a grade a D or F, they will see a grade of U (for Unsatisfactory). 

What are the benefits of choosing pass/fail instead of a regular letter grade?

Students who choose pass/fail instead of a regular letter grade get credit for completing the class, assuming a grade of A, B, or C was earned while protecting their GPA. Students earning a D or F also protect their GPA while continuing the class and finishing the learning opportunity. This is especially important for students attempting to maintain a very high GPA. Before deciding if this is the right option for you, please make sure you also consider the drawbacks of selecting pass/fail.

What are the drawbacks of choosing pass/fail instead of a regular letter grade?

There are several possible drawbacks students must consider when selecting pass/fail:

  • Students who are applying to selective admissions programs and who select pass/fail instead of a regular letter grade for a points earning class in the selective admissions process will receive only the points for a C if they have a grade of S on their transcript.
  • Students must receive grades (A or B) for at least 6 credit hours in order to be eligible for Dean’s list. A student who elects pass/fail for courses may become ineligible for Dean’s list for that term.
  • Students who would receive a D but choose the unsatisfactory grade do not receive credit for the course and therefore may need to retake the course to successfully complete their academic program.
  • Students who plan to transfer courses or programs should use Pass/Fail thoughtfully. All state-supported Indiana transfer partners have assured Ivy Tech that Pass designations will be accepted for transfer to the institution. However, some selective programs may not consider a satisfactory/unsatisfactory as a completed course. Students planning to transfer to a highly competitive admission program at any institution, non state-supported Indiana college or an institution outside of Indiana should check with their transfer program and/or institution on their acceptance of pass/fail.
When do students need to decide if they want to select pass/fail?

Students who decide they want to select pass/fail must have completed the pass/fail form by 5 p.m. eastern time on May 16, 2020. Once a student opts for pass/fail, they cannot change their grade back to a traditional letter grade.

How do students select pass/fail?

Ivy Tech will make pass/fail forms available through the online form system for academic advisors, SSPs, and other Ivy Tech staff beginning the week of April 20. Students who wish to select pass/fail should:

  1. contact their academic advisor with their name, C# and the class or classes they wish to complete on a pass/fail basis.  
  2. The advisor will review the request and may reach out to discuss concerns with the student. The advisor will route the form to the student, and the additional approvers identified by the campus. 
  3. The student will continue to work in their course as normal and will receive the final letter grade appropriate to their course. Once the student has received their traditional letter grade, it will be replaced by the S for Satisfactory or U for Unsatisfactory as appropriate.
Can I keep letter grades for some courses and select pass/fail for other courses?

Yes. Pass/fail is a course by course decision. 

Can I wait to see my final grade before I choose pass/fail?

No. Students must have completed the pass/fail form by 5 p.m. eastern time on May 16, 2020 in order to be eligible for pass/fail. 

If I choose pass/fail now, can I change my mind later?

No. Once you choose pass/fail as the option for grading you cannot withdraw or change that request.

If I am passing my class now, can I choose pass/fail now and just stop working in my course?

No. Pass/fail will only be assigned after you have been awarded a letter grade of A - F. If you have an incomplete or if you stop attending and earn an FW, you will not be eligible for pass/fail. You can withdraw from a course up until the last day of the semester and receive a grade of W.  
 

Incompletes

How long does a student have to finish an incomplete for Spring 2020?

Students have until August 4 to finish all work associated with an incomplete for Spring 2020. Faculty may assign an earlier due date than this so please consult the faculty member. Grades must be posted by faculty by August 5. 

When should an incomplete be awarded to a student for Spring 2020?

Typically, incompletes are awarded when only one or two assignments remain in a course. Ivy Tech has waived that section of the grading policy for this semester. Students may be awarded an incomplete in a case where the student has maintained communication with the instructor and has made efforts to continue with the coursework, but is unable to complete due to work or family situations and/or due to the closure of Ivy Tech facilities that have made it impossible to complete the work at this time.

When can I finish my incomplete?

Students who earn an incomplete in Spring 2020 are urged to finish their incomplete as soon as it is possible to do so safely. Students should work closely with their instructors to develop a plan for finishing their course.

What if the course I’m going to get an incomplete in this semester is a pre-requisite for a course I am taking this summer or fall?

The college may allow you to register for the next course.  Talk with your academic advisor to update your academic completion plan and receive your PIN or register if you have already received your PIN. Additional guidance will be provided on this in the near future.
 

Withdrawal

Can I still withdraw from my class?

Yes. Ivy Tech has extended the option to withdraw from a class and receive a grade of W until the last day of the term (May 16, 2020). Students may withdraw online until this date. Students who plan to withdraw from a class should speak with their advisor before doing so in order to understand any financial aid issues. 


Employees

As we have transitioned to full virtual services and a remote work environment some of you are wondering what this means for you in terms of continued employment and pay during our off-campus time. Many positions are flexible enough to allow employees to continue performing the large majority of current responsibilities remotely, although perhaps a bit differently. Conversely, there are positions that require the performance of duties on campus and are unable to be completed remotely.

President Ellspermann has authorized pay for employees through May 16 with the continued expectation that all of us contribute to the mission of the college and/or develop ourselves. There are some for whom their job cannot be done remotely.  Those employees must be willing to do other work that supports the college’s mission and/or complete professional development that will allow them to contribute in new ways or for their own career growth. We are investing in the college and each of you.

The Payroll Processing Center asks all hourly paid employees (benefits eligible, part time hourly and work study) to submit their timesheets via IvyTime, indicating their normally scheduled work hours unless, of course, leave time such as vacation or sick is applicable for those benefits eligible employees.  Exempt employees should also record use of leave time such as vacation or sick, as applicable.

Please be assured the College is making every effort to assist employees during this unprecedented public health emergency.


Instruction & Virtual Delivery

How are we handling proctored exams?
What are the dates of the second 8-week term?

We are happy to announce the launch of Testing Services Virtual Proctoring as one of the options for proctored testing. Over 100 Ivy Tech proctors have been trained to administer exams remotely to students for their academic exams. Scheduling opens up Wednesday, April 8 and sessions begin Friday April 10. Sessions are available Monday – Saturday 8 a.m. - 10 p.m. eastern time. Instructors should visit the Faculty Resource Center in IvyLearn and click "Testing Services" under "Helpful Links" for information about online proctored exams.

The second 8-week term and the continuation of 16-week courses will be March 23 to May 16.

How do we handle existing due dates?

Due dates for both 16-week and 8-week courses should be adjusted to reflect the new term dates of March 23 to May 16.

What are the new dates for midterm grades, final grades, etc.?

A new calendar is now available.

I want to conduct a meeting using Zoom but haven’t used it before. How do I begin?

If you are a faculty or staff member, log in to ivytech.zoom.us with your Ivy Tech email and password. From this page you can schedule a new meeting. The Resources link on the top right-hand corner of the page provides access to video tutorials and other helpful content.

What are the in-state employee travel restrictions?

Travel by employees, unless otherwise approved as related to the College's COVID-19 response is suspended until June 1, 2020. As the in-state landscape continues to change, we will monitor travel restrictions and may make adjustments. Please check the CDC website for the most recent travel restrictions.

What are the domestic out-of-state employee travel restrictions?

Domestic out-of-state employee travel, as defined by the FMM, has been suspended until July 1, 2020. Trips already approved through ChromeRiver prior to March 10, 2020, are cancelled with new submissions only considered if the departure date is on or after July 1, 2020. As the domestic landscape continues to change, we will monitor restrictions and may make adjustments. Please check the CDC website for the most recent travel restrictions.

What are the employee international travel restrictions?

All employee international travel, on behalf of or representing the College, has been suspended until August 1, 2020. Pending travel that has already been approved is cancelled. New travel requests through ChromeRiver will only be considered if the departure date is on or after August 1, 2020. As the global landscape continues to change, we will monitor international travel and may make adjustments. Please check the CDC website for the most recent travel restrictions.


Employee Benefits

I am enrolled in one or more of the College-sponsored benefit plans (Health and/or Retirement).  What changes, if any, have been made as a result of COVID-19?

Anthem:  The Ivy Tech Health Plan now covers the cost of COVID-19 testing and the care visit where the test takes place with no out-of-pocket costs for the member.  Additionally, the member cost share has been waived for all telehealth visits until June 30, 2020.  Lastly, the Sydney Care App is available to all Anthem members.  The app allows you to check your potential COVID-19 risk, and connects you to a doctor should you need medical care after the assessment.

Delta Dental:  Teledentristry visits are now available.

Chard Snyder:  Non-prescribed, over-the-counter medicine and medical supplies are now covered as qualified medical expenses for HSA and health FSA purposes.  This includes over-the-counter menstrual care products.  The changes take place retroactive to January 1, 2020.

Ivy Tech Retirement Plans:  Qualified participants in the College-sponsored retirement plans have new options as a result of the Coronavirus Aid, Relief, and Economic Security (CARES) Act.  Ivy Tech has chosen to make these options available in both the 403(b) Defined Contribution Plan and the 457(b) Deferred Compensation Plan.  Detailed information, including eligibility, can be found here.  Employees with PERF accounts can find information on the PERF website.

Detailed information on all programs can be found under the COVID-19 Resources section of the Benefits website.

What assistance is available to help me cope with the emotional impact of COVID-19?

BeLively has a number of resources available on the BeLively website.   These resources include access to licensed counselors through the Employee Assistance Program (EAP), online tools for self-help content through Anthem MyStrength, and the opportunity to talk with a qualified financial concierge team for individualized assistance through Your Money Line.

A summary of available resources can be found on the Team Ivy Resources – Focusing on You document.


Payroll

Will I be paid if I am unable to work due to experiencing illness related to COVID-19?

Full-time Faculty & Staff

Full time employees unable to work as a result of symptoms or confirmed diagnosis of COVID-19 must promptly notify their supervisor and Executive Director/Director of Human Resources to discuss use of applicable sick leave benefits or other leave time options. 

Part-time Staff and Adjunct Faculty

Part Time/Temporary employees, including adjunct faculty, unable to work due to symptoms or confirmed diagnosis of COVID-19 must promptly notify their supervisor and Executive Director/Director of Human Resources to discuss applicable sick leave benefits. 

I am a faculty member. How does the one-week extension (March 16-20) due to the new end date of courses affect my pay?

Full-time 9-month faculty will receive their last regular full-time pay May 22.

The additional one week pay (one-half of their normal bi-weekly pay) will be paid on May 15 instead of May 22 as initially shared.   The change in timing for this one week pay allows the College to track this additional expense related to COVID-19 for audit purposes. 

An adjunct faculty who teaches non-online courses will receive a one-time stipend payment of $150/course to convert the non-online course to virtual. This payment will be made no later than May 8.

Adjunct faculty who teach online courses will not receive additional pay as there is minimal additional work to be performed.

As originally scheduled, adjunct faculty will maintain a last pay date of May 22 for their Spring 2020 agreement. 

While buildings are closed, and we are working remotely, can employees use sick and/or vacation time?

Yes, employees should request through their supervisor to use accrued sick or vacation time as permitted under current College policy. 

How does this affect employees with a Student Loan Garnishment?

Employees whose wages are garnished as a result of federally-held student loan debt will receive some relief in those payments through September 30, 2020 as part of the CARES Act.  Once our payroll office receives the order from the loan provider or Department of Education to suspend the garnishment an update will be made to the employee’s payroll record.  Any deductions made between March 13 and September 30 will be refunded directly to the employee from the Department of Education if the loan is covered by the CARES Act.


Remote Work

What are some best practices to consider when working remote and internet usage?

Due to the increased number of people and students working and learning from home, Ivy Tech faculty, staff, and students may encounter slower internet speeds based on their location. Any slowdown will be at the local level due to the increased volume in your household or neighborhood and not at your Ivy Tech campus. Internet speeds will vary by location, time of day, number of users, etc. Here are some best practices for getting optimal internet speeds and preventing slowdowns.

  1. Livestream video uses the most bandwidth. Netflix, YouTube, Hulu, Disney+, Facebook, etc., use the majority of bandwidth by far. Try to limit live streaming of videos when using Zoom, Canvas, and other Ivy Tech applications.
  2. The more people online in your home or area at the same time, the slower things will be. Consider prioritizing usage within your household based on need.
  3. Online video gaming uses a lot of bandwidth. Limit online gaming to outside of work and study times.
  4. When using Zoom for meetings close other applications that are not needed during the meeting. Many applications use bandwidth while open even if you are not using them.
  5. Use the internet at non-peak times. These times are generally late at night through very early morning. It may not always be feasible to be online at this time, but when possible, it will certainly offer faster internet speeds.

By following the recommendations above you are much more apt to have a positive online experience without slow or unresponsive web pages.

What are some tips for staying connected and engaged while working remotely?

Check out these helpful tips and resources, from Team Ivy, on how you can stay connected, engaged, and healthy while working remotely!

Team Ivy Resources - Focusing on You

For those of you whose jobs are campus based or who are looking to continue your professional development and career growth, you may access e-Learning courses in the IvyLEAD Learning Library


Student Support

What if the student fails SAP due to the impact of COVID-19?

Unfortunately, there are no accommodations allowed by the Department of Education that would provide relief from the statutory requirement of an institution to apply Satisfactory Academic Progress (SAP). We are however, required to facilitate an appeal process for those students terminated from financial aid due to SAP related issues. That process allows for appeals to be approved for things like: the death of a relative, an injury or illness of the student, or other special circumstances. Circumstances related to an outbreak of COVID-19, including, but not limited to, the illness of a student or family member, compliance with a quarantine period, or the general disruption resulting from such an outbreak may form the basis of a student’s SAP appeal. Students on Probation who fail to meet the terms of that status can submit a second appeal if the reason they did not complete successfully is directly related to COVID-19.

What if the student was enrolled in a second 8-week class and they fail to show up/begin attendance?

In situations where a student does not begin attendance, the institution must return all Title IV grant funds disbursed for the payment period or period of enrollment and all Direct Loan funds that were credited to the student’s account at the institution for that period. The College must also return Direct Loan funds in the amount of payments made directly by or on behalf of the student to the College for the period, up to the total amount of the loan funds disbursed. Remember, the student must have been eligible at the time the loan originated and must be at least half time when the disbursement is made.

What if a student cannot take a full 12 credit hours due in some part to COVID-19, can we count a student as full time if they are taking less than 12 credit hours?

No. The Department of Education does not currently have the authority to waive the requirement to award or disburse Title IV funds based on a student’s actual enrollment status. For example, assuming an institution defines full-time enrollment as 12 credit hours, when a full-time student enrolled for 12 credit hours drops or withdraws from three credits, that student is now enrolled at three-quarter time status.


Supervisors

Can students be paid as a federal work-study when the school does not close, but sends all students home, and moves all classes online due to coronavirus?

In cases where a college work-study student can no longer perform their job responsibilities as a result of some closure/change in operating practice by the employer, or the student has tested positive for the Coronavirus, it is possible that under certain conditions the student can continue to be paid. These situations will need to be evaluated on a case by case basis. College work-study supervisors and students themselves should contact their local Ivy Tech Financial Aid office or campus for direction on how to proceed in these cases.

Can student work study employees work between March 16th and May 16?

Work study employees may work remotely based on College need and applicability to their respective job responsibilities.  In the event work study employees are not able to work for any reason related to COVID-19 (including the College’s move to a remote work environment), the student may continue to be paid. In order to be paid, the work study will be required to complete timesheets on a bi-weekly basis by inputting the hours they were scheduled to work for each workday throughout the remainder of the spring semester. Work study employees and their supervisor should contact with their campus Financial Aid department for more information. 

What if a work-study student is working at an off-campus partner location and that organization closes due to the COVID-19?

Per the Department of Education: “For students enrolled and performing FWS at a campus that must close due to COVID-19 (please remember the College is not “closed”), or for a FWS student who is employed by an employer that closes as a result of COVID-19, the institution may continue paying the student Federal work-study wages during that closure if it occurred after the beginning of the term, the institution is continuing to pay its other employees” (including faculty and staff), and for external partners the partner continues to pay their portion of the CWS wages. Students who were prevented from beginning a term at the institution as a result of a COVID-19-related disruption would not be eligible for Federal Student Aid for that term, and therefore could not be paid FWS wages for hours they did not work.


Additional Resources

What is Ivy Tech’s Back on Track Indiana Stage 2 safety plan?

Click here to view the Stage 2 Safety Plan.

Free Mental Health Resource for Hoosiers during Covid-19

Governor Eric J. Holcomb recently announced that the Indiana Family and Social Services Administration has launched a new website, BeWellIndiana.org, that will provide Hoosiers with free mental health resources that have been vetted by experts. The site is designed to help with the increase in anxiety, depression and other mental health issues caused by the pandemic, including both first-time issues as well as pre-existing mental health concerns.
 

Past COVID-19 Public Safety Advisories

Notice:

Ivy Tech to Host ISDH COVID-19 Testing

Beginning Monday, April 13, Ivy Tech Sellersburg will be serving as an Indiana State Department of Health (ISDH) drive-thru testing location for COVID-19.  The site will be located in the south parking lot of Ogle Hall.  

  • Testing will NOT be open to the public.  Individuals must have documentation from their physician stating that they need to be tested.
  • The National Guard and representatives from ISDH will be on campus operating the testing site.  They will be providing direction to anyone entering campus related to COVID-19 testing, and will maintain separation between the site and Ivy Tech activities.  
  • If you visit campus to use the WiFi, please use the dedicated parking area beside Pfau Hall.  This are should not be affected by testing.
  • Testing site days/hours of operation are as follows:
    Monday through Friday, 9 a.m. to 6 p.m

For more information, visit the ISDh website at https://secure.in.gov/isdh/

Terminology

Isolation: To separate ill persons who have a communicable disease from those who are healthy. Isolation restricts the movement of ill persons to help stop the spread of certain diseases. For example, hospitals use isolation for patients with infectious tuberculosis.

Quarantine: To separate and restrict the movement of well persons who may have been exposed to a communicable disease to see if they become ill. These people may have been exposed to a disease and do not know it, or they may have the disease but do not show symptoms. Quarantine can also help limit the spread of communicable disease.

Ivy Tech stands with all affected communities
At Ivy Tech Community College, diversity, equity, and belonging is grounded in our core values. We are working every day to build educational environments that respect and affirm the unique contributions of each individual, regardless of race, ethnicity, religious belief, gender identity, sexual orientation, socioeconomic status, age, disability, or political affiliation. As a community, we join with the efforts of those around the world that seek to challenge any personal or institutional bias, racism or xenophobia associated with the virus.

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