CORONAVIRUS (COVID-19)

The 2019 Novel Coronavirus (COVID-19) has prompted daily news, advice about prevention practices and, most recently, travel restrictions. An infectious respiratory illness, Coronavirus (COVID-19) symptoms include those commonly associated with influenza and include a runny nose, sore throat, cough and fever. Those with compromised immune systems or pre-existing medical conditions appear to be at a greater risk of becoming severely ill.

Hobart and William Smith Senior Staff are meeting daily via Zoom to discuss developments and assess our plans going forward.

Because the circumstances surrounding the virus are rapidly evolving and more cases will likely be diagnosed nationwide and globally, appropriate precautions, planning and communication are essential. This webpage is designed to aggregate resources related to COVID-19 for members of the Hobart and William Smith community.

Our Approach

The Colleges have moved to a remote instruction model starting March 23. Although we had hoped that we would be able to welcome students back to campus after Spring Break, based on the spread of the virus and on the advice and counsel of local authorities and public health officials, we will not return to an in-person model of teaching this semester.

We have made the difficult decision to restrict on-campus housing to only those students with special circumstances. See below for Frequently Asked Questions.

FREQUENTLY ASKED QUESTIONS

GENERAL QUESTIONS

What is the Coronavirus and how do I find out more?

An infectious respiratory illness, according to the Centers for Disease Control, Coronavirus (COVID-19) symptoms include fever, cough and shortness of breath.

More information can be found:

What are the symptoms of the Coronavirus (COVID-19)?

According to the World Health Organization: “The most common symptoms of COVID-19 are fever, tiredness, and dry cough. Some patients may have aches and pains, nasal congestion, runny nose, sore throat or diarrhea. These symptoms are usually mild and begin gradually. Some people become infected but don’t develop any symptoms and don't feel unwell. Most people (about 80%) recover from the disease without needing special treatment. Around 1 out of every 6 people who gets COVID-19 becomes seriously ill and develops difficulty breathing. Older people, and those with underlying medical problems like high blood pressure, heart problems or diabetes, are more likely to develop serious illness. People with fever, cough and difficulty breathing should seek medical attention.”

Are there confirmed cases in New York State or in Ontario County?

Information about cases in New York can be found on the COVID-19 site of the State of New York. Information about cases in Ontario County can be found on the county’s COVID-19 webpage.

Has anyone on campus been diagnosed with Coronavirus (COVID-19)?

As of March 24, there are no known cases of Coronavirus (COVID-19) on the HWS campus.

Have the Colleges requested that anyone self-quarantine?

Based on recommendations from the CDC, we have advised students, faculty or staff returning from abroad to self-quarantine for 14 days. In addition, individuals with flu-like symptoms should stay home, limit contact with others and consult either Hubbs Health Center if they are a student or their health care provider if they are a faculty or staff member.

ARE THE COLLEGES PREPARED IF WE BEGIN TO SEE CASES OF COVID-19 ON CAMPUS?

The Colleges have contingency plans in place in the event that we may see cases of COVID-19 on campus. This includes a plan to quarantine students. Members of the Colleges’ leadership team have been meeting with health department officials to determine and implement best practices.

Will the Colleges close if there’s an outbreak of Coronavirus on campus?

Although it’s difficult to speculate on something that hasn’t occurred, we do not anticipate closing and are working to ensure a continuity of campus services throughout the spring semester. Should the situation change, we will make the entire community aware via email, the website and social media.

PREVENTION

Are there ways to prevent contracting the virus?

Yes. The CDC has a number of recommendations and public health officials recommend the following steps:

  • Wash your hands frequently and for at least 20 seconds with soap and water or alcohol-based hand sanitizer containing at least 60 percent alcohol.
  • Cough into your elbow or a tissue and not your hands. Dispose of the tissue.
  • Clean and disinfect frequently touched surfaces.
  • Avoid touching your eyes, nose and mouth.
  • Avoid close contact with people who are sick.
  • If you are sick, stay home.
  • Practice healthy habits by getting plenty of sleep, managing stress and drinking plenty of fluids.

What are the Colleges doing to protect students?

The Colleges moved to a remote instruction model starting March 23. Although we had hoped that we would be able to welcome students back to campus after Spring Break, based on the spread of the virus and on the advice and counsel of local authorities and public health officials, we will not return to an in-person model of teaching this semester.

We have also made the difficult decision to restrict on-campus housing to only those students with special circumstances.

IS ANYTHING BEING DONE TO INCREASE THE CLEANING OF BUILDINGS?

The cleaning department from Sodexo is taking the Coronavirus very seriously and reports that they are increasing cleaning protocols and using special disinfectants designed to thwart the spread of Coronavirus and Influenza. They have increased routines to wipe down and mist with appropriate disinfectants in all residential areas. All public areas are receiving extra attention with wiping and misting with the same disinfectants and refilling of soap dispensers and hand sanitizer stations on a more frequent basis.

How have Dining Services changed in response to the virus?

In accordance with Gov. Cuomo’s “New York State on Pause” Executive Order, students cannot gather in groups to eat in Saga but Sodexo is open twice a day so that students can pick up food to go. All students who have a meal plan – regardless of the plan they purchased or where they live – can take advantage of the meals being offered. All a student needs to do is swipe in to get a meal. Brunch is being served daily from 11 a.m. – 12:30 p.m. and dinner is served from 5 p.m. – 6 p.m.

I’M A STUDENT AND I’M NOT FEELING WELL. WHAT DO I DO?

Students on campus who do not feel well should immediately contact Hubbs Health Center at 315-781-3600, and then contact their faculty member to make them aware. The Deans of Hobart and William Smith Colleges are also available to help students ensure that they can fulfill their obligations to their classes while also addressing any health issues.

I’m worried that someone might have been exposed to Coronavirus or might be sick. Who do I call?

If you or someone you know suspects exposure or contraction of Coronavirus, you should seek immediate medical attention. Students can call Hubbs Health Center at 315-781-3600. Faculty and staff should consult with their healthcare provider.

If you receive information regarding another member of the HWS Community testing positive, or if you want to report your own positive test, please contact Vice President for Campus Life Robb Flowers at flowers@hws.edu. Flowers is serving as the central point of contact for case reports and will pass along appropriately screened information as needed to other staff members, as well as follow up on all such reports.

I’ve learned that someone in the HWS community has tested positive for COVID-19. who do i inform?

If you receive information regarding another member of the HWS Community testing positive, or if you want to report your own positive test, please contact Vice President for Campus Life Robb Flowers at flowers@hws.edu. Flowers is serving as the central point of contact for case reports and will pass along appropriately screened information as needed to other staff members, as well as follow up on all such reports.

ACADEMICS

ARE THE COLLEGES CONSIDERING CLOSING?

No. The Colleges remain operational although most faculty and staff are working from remote locations. Despite these challenges, the Colleges have been doing everything possible to ensure our students remain on track to earn their spring course credits and in general achieve their educational goals. Remote instruction began on March 23.

Although we had hoped that we would be able to welcome students back to campus after Spring Break, based on the rapidly deteriorating situation nationwide and on the advice and counsel of local authorities and public health officials, we will not return to an in-person model of teaching this semester. We have also made the difficult decision to restrict on-campus housing to only those students with special circumstances. We are working with each of those students on a case-by-case basis to ensure they have the resources they need.

WHAT IS REMOTE LEARNING?

Remote learning allows students to engage in learning while separated physically from other students and their professors.

Remote learning options will be offered starting March 23 for all spring 2020 courses for at least the next few weeks. Learning Resources for remote learning can be found on the website of the Center for Teaching and Learning.

What changes had to be made to courses to move them to a remote learning model?

While HWS courses will continue to be academically rigorous, supportive and intellectually stimulating, they are not likely to mimic the in-person experience. Best practices in remote learning indicate that attempting to recreate in-classroom experiences through remote means should not the focus of course redesign. Each of our faculty were asked to examine the learning goals they have in place for the semester and consider how they might best be met in a remote environment. The remote learning courses being offered are designed to meet their established learning goals.

Each course was restructured by the individual faculty member with assistance from the Center for Teaching and Learning, Information Technology and other offices across campus, taking into consideration best practices. Collectively, a wide variety of strategies and technologies have been brought in to support learning goals.

What’s the difference between synchronous and asynchronous classes?

While on campus, courses meet at a fixed time in which all students attend. In a remote learning model, however, this kind of synchronous paradigm is not the most effective.

Asynchronous learning, in which students learn the same material at different times and in different locations, address a number of issues that students and faculty face when scattered around the world. Some in our community do not have reliable access to both a device and internet access in which to conduct a course. Even those with regular access may be in positions where they must share their devices with siblings or family members, limiting the time in which they have access to the materials. Other members of our community have returned to places in vastly different time zones making certain fixed meeting times extremely challenging. Even among those with stable internet access, asynchronous learning may increase attention to material. Best practices in online education indicate that students have difficulty focusing on Zoom or other electronic videos for longer than 10-15 minutes. This means that a 3-hour seminar, or a 1.5 hour discussion may be challenging. In the asynchronous environment, these activities can be broken up into smaller pieces to enhance overall focus.

Asynchronous, however, does not mean disconnected. Our faculty are working hard to maintain connections with our students. Many asynchronous courses have synchronous Zoom office hours where students can meet and interact. Some faculty are setting up small group meetings with their students. Faculty are still writing letters of recommendation, advising, counseling and mentoring students.

Student learning will look different for the remainder of the semester. The Student Remote Learning Guide is an excellent resource for how to develop a routine, from technology tips to advice on setting a schedule and organizing classwork.

WILL MAYMESTER AND THE SUMMER SESSION HAPPEN AND WHERE CAN I FIND INFORMATION ABOUT REGISTERING?

At this time, the Colleges have every intention of continuing plans to offer Maymester and Summer sessions, although the registration schedule and meeting schedule as well as the offerings and possibility of online options are all still being worked on by the Provost's office. You will receive further information as soon as it is available.

I need to return my rental textbooks and I’m not on campus. How do I do that?

Rented textbooks can be returned free by mail. Below are easy step-by-step Rental Return instructions. You will need your order number to print the shipping label. This can be found in the confirmation email from your online order OR if you rented your textbook in store, find it in any of your rental reminder emails. The UPS label can be printed on or before your Charge Date.

Free Rental Returns By Mail Step by Step Instructions:

1. Go to ‘Create Your Rental Return UPS Label.’
2. Fill out the rental return form. Please enter the address from which books will be shipped.
3. Print Free UPS Shipping Label* and affix it to the box.

*Important: The label can only be created ONCE, so all books must be shipped back together, in one box.

Access our Rental FAQ's or feel free to contact the College Store at any time with questions.

Please take into consideration that, although there is no limit to the number of times you may print each UPS shipping label, you are allotted one free shipment per order even if your order was delivered in multiple shipments (either for pick up or shipped to your address).

Grading for Spring 2020 Semester

How is grading changing for the Spring 2020 semester?

The Provost has announced a policy that applies to Spring 2020 courses only. Under this Policy:

  1. Each faculty member will grade students with the grading system that each student currently has in place for the course, and submit those via PeopleSoft at the end of the Spring 2020 semester.
  2. The Classes of 2021, 2022 and 2023 (i.e., current juniors, sophomores and first year students) will have until the end of the second week of Fall 2020 (September 4, 2020) to change posted letter grades to CR/DCR/NCR grades.
  3. In order to allow for the processing of degrees, the Classes of 2020 (current seniors) will have until 5 p.m. on May 18, 2020 to change the grading system for their courses from letter grades to CR/DCR/NCR, with the approval of their academic advisor. Note that the record date for graduation will remain May 17, 2020.
  4. There will be no maximum limit on how many Spring 2020 class grades any one student can change to CR/DCR/NCR.
  5. Grades from the Spring 2020 semester that are changed to CR/DCR/NCR will not count toward the maximum number of CR/DCR/NCR grades a student can have during their time at HWS.
  6. For this semester only, students who are more than two credits behind in their progress to graduation can withdraw from a course with the approval of their Dean.
  7. For this semester only, the Colleges will allow students who are repeating a course to opt for a CR/DCR/NCR grade.

WHAT IS CR/DCR/NCR?

CR means Credit, DCR means D Credit, and NCR means no credit. "CR/DCR/NC" are not calculated in the GPA. For the purpose of review, a grade of CR indicates course work was C- or better. A grade of DCR indicates course work sufficient for credit for the degree, but lower than a C-. A grade of NCR indicates work lower than a D- and is not sufficient for credit towards the degree.

Do CR/DCR/NCR courses count toward a major or minor?

CR grades will count toward all majors and minors for the Spring 2020, Maymester 2020, and Summer Sessions 2020. There is no limit to the number of CR grades from these three terms that students can apply to their majors and minors

Departments and programs have until May 4th to let the Registrar know whether DCR grades will count toward that program’s major/minor. As soon as we have that information, we will make it available to students.

NCR grades do not count toward graduation requirements nor toward any major/minor requirements.

I’m more than two credits behind to graduate and want to withdraw from a class. Does the Spring 2020 Policy affect me?

Current policy at HWS states that students who are more than two credits behind in their progress toward graduation cannot withdraw from a course. For the Spring 2020 semester only, the Colleges will waive this policy so that students who are more than two credits behind can withdraw from a course this semester with approval from their Dean.

I’m repeating a course this semester. Does the Spring 2020 Policy affect me?

Current policy at HWS states that students who are repeating a course that they have previously taken, and for which they received a grade lower than a C-, must take the repeated course for a letter grade and cannot take the repeated course for CR/DCR/NCR. For the Spring 2020 semester only, the Colleges will waive this policy in order to allow students who are repeating a course to take a CR/DCR/NCR grade for repeated courses taken during the Spring 2020 semester.

If I don’t want to change how I want my grades determined, do I need to do anything?

No.

I’m not sure if declaring CD/DCR/NCR or withdrawing from a class is the right thing for me. Who should I consult?

Students should consult with the faculty member teaching the course, their academic advisor, their dean, or all three. Determining the right plan of action is a personal decision that may be affected by any number of issues and should be considered carefully.

Who do I contact if I have questions about the Spring 2020 grading policy?

Questions can be directed to the Office of Academic and Faculty Affairs at OAFA@hws.edu.

LIVING ON CAMPUS

DID STUDENTS RETURN TO CAMPUS AFTER SPRING BREAK?

Although we had hoped that we would be able to welcome students back to campus after Spring Break, based on the situation nationwide and on the advice and counsel of local authorities and public health officials, we will not return to an in-person model of teaching this semester.

We have also made the difficult decision to restrict on-campus housing to only those students with special circumstances. We are working with each of those students on a case-by-case basis to ensure they have the resources and housing they need.

Questions about housing on campus should be directed to the Office of Residential Education at (315) 781-3880.

How are the Colleges helping students with housing issues?

The Colleges are working with every student on a case-by-case basis to help them find the resources and housing they need during this difficult time. Students with no other housing options have been allowed to remain on campus as long as they follow State mandates regarding social distancing and gatherings. No one has been evicted from campus housing.

To help students with unexpected expenses related to this pandemic, through the leadership of the Alumni and Alumnae Association, the Colleges have created the HWS Student Emergency Fund. 100% of all gifts to this fund will go toward providing immediate assistance to students to offset housing, travel expenses, storage, meals, the challenges associated with distance learning, and other necessities.

What is life like for students who have remained on campus?

For the students still on campus, life is very much like it is for the rest of those in New York State; they are staying in their residence hall rooms and are following State laws regarding gatherings.

IS SAGA OPEN FOR MEALS?

In accordance with Gov. Cuomo’s “New York State on Pause” Executive Order, students cannot gather to share a meal in Saga but Sodexo is open twice a day so that students can pick up food to go. All students who have a meal plan – regardless of the plan they purchased or where they live – can take advantage of the meals being offered. All a student needs to do is swipe in to get a meal. Brunch is being served daily from 11 a.m. – 12:30 p.m. and dinner is served from 5 p.m. – 6 p.m.

Will students be asked to return to campus this semester to resume face-to-face instruction?

No.

How do I retrieve my belongings from my residence hall room?

All students will be able to access their campus rooms at any point during the term to move belongings. OneCards have been deactivated for students not registered for housing. Please contact the Office of Residential Education to arrange a time to access your room. We will work with you to make arrangements to ship or store your belongings at the end of the term if you are unable to return to campus. For details, contact the Office of Residential Education at (315) 781-3880.

Spring Semester Partial Credit

What is the Spring Semester Partial Credit?

The Colleges will be crediting 50% of Room and Board charged for the Spring 2020 semester, less the proration of any financial aid received directly from the Colleges. We hope this action by the Colleges is helpful for students and families as we all navigate this challenging time.

For students who are not graduating this spring, your credit will be applied to your account. Graduates will receive a payment from the Colleges for any credit balances after graduation. We will send a notice once credits have been posted later in the semester.

Questions about the credit should be directed to Becky Barnes or Ann Brink at StudentAccounts@hws.edu.

I am staying on campus. Will I still get a credit?

Yes. All students who paid for room and board will receive a credit. Note that the only students allowed to stay on campus are those with special circumstances. Students who need to stay due to special circumstances must contact the Office of Residential Education at (315) 781-3880 before the end of business on Friday, March 20, 2020

I live off campus. Will I still get a credit?

Off-campus students will have 50% of their board credited, less any prorated financial aid from the Colleges.

I receive financial aid in the form of a grant from the Colleges. Will I still get a credit?

Grant aid will be prorated across tuition vs. room and board in proportion to their relative sizes, thus reducing your credit. If you are fully grant-funded, you will not receive a credit. This has been our policy at all times, as aid is granted for your whole package, not solely for tuition.

When and how will I get the credit?

For students who are not graduating this spring, your credit will be applied to your account. Graduates will receive a payment from the Colleges for any remaining credit balances after graduation. We will send a notice once credits have been posted later in the semester.

What happens to my work-study job?

In some cases, students may be able to perform work tasks remotely and should contact their supervisors for information and directions. They may also be able to be reassigned to a remote duty option under a different supervisor. For more information about the possibility of being reassigned to a remote duty option, contact Human Resources at 315-781-3312.

Why isn't tuition being partially credited?

The Colleges continue to incur the same expenses to support our academic mission as we move into remote learning. Academic credits will still be granted and courses completed. We realize that remote learning is a different experience from in-person learning, but we are working to continue teaching courses in this difficult situation for all parties involved.

Are fees being partially credited?

No. The remainder of the technology fee is helping to cover the Colleges' continuing costs of providing remote learning. The remainder of the health and wellness fee is helping to cover the Colleges' continuing costs of providing telemedicine and telecounseling as well as running the on-campus health and counseling services. The remainder of the student activities fee will be used to set up a hardship fund to assist with unexpected costs related to the COVID-19 situation, including assistance for continuing students next school year.

The only exception to this is the parking permit fee. See below.

WILL THERE BE A CREDIT FOR THE PARKING PERMIT FEE?

Credits for parking permits will be issued on a prorated basis. Any students currently enrolled who paid for (1) an annual parking permit in the fall 2019 term will receive a 25% credit of the amount paid; or (2) a spring 2020 parking permit will receive a 50% credit of the amount paid. For students who are not graduating this spring, your credit will be applied to your account for use toward current of future charges. Graduates will receive a payment from the Colleges for any remaining credit balances after graduation. We will send a notice once credits have been posted later in the semester.

If I want to help others by donating my room and board credit, what would happen to the money?

If you would like to waive receiving your room and board credit, we will put all such donations into the HWS Student Emergency Fund to assist students with unexpected costs related to the COVID-19 situation, including assistance for continuing students next school year. To learn how to do this, contact Student Accounts at StudentAccounts@hws.edu.

Can I use my room and board credit toward Maymester or Summer Session?

Yes. The credit on your account can be used toward these optional programs, as well as to pay off any outstanding account balances, or it can be applied toward the next academic year's tuition.

EVENTS

Are the Colleges going to limit gatherings of people on campus?

Yes. In accordance with the State of New York, the Colleges are holding no events.

Will Commencement still happen?

As health experts expect the pandemic and its effects to persist at least into the late spring and in consideration of the health, safety and long-term wellbeing of our community, it is with disappointment that the Colleges announce that we will not do an in-person Commencement ceremony on May 17.

We are still in discussion about the specifics of what the graduation celebration will look like. We will announce the final plan as soon as the current situation of restrictions is clearer. In any case, graduates will receive their degrees as of May 2020 and be able to report that fact to potential employers and graduate schools.

ARE THE COLLEGES CANCELING SPORTING EVENTS AS A RESULT OF CORONAVIRUS?

The NCAA canceled all winter and spring championships, directly impacting the Hobart basketball and Hobart hockey teams which were set to compete in the sectional round and the first round, respectively, of the national championship tournaments. In the wake of that announcement, the Liberty League, Northeast Conference, Intercollegiate Rowing Association and Inter-collegiate Sailing Association announced the cancelation of spring sport seasons. Those decisions impacted Hobart golf, lacrosse, rowing, and tennis teams and William Smith golf, lacrosse, rowing, and tennis teams and the Colleges’ sailing team. In addition, the Colleges have suspended non-traditional seasons for Hobart and William Smith fall sports. For the latest information regarding Hobart Athletics and William Smith Athletics, visit HWSAthletics.com.

WILL HWS ALUMNI AND ALUMNAE REGIONAL EVENTS STILL OCCUR?

We are looking at each event on a case-by-case basis but at this time and in accordance with guidance from New York State, all regional and on-campus events have been postponed or canceled. We will make the community aware of any changes as they happen. Learn more on the Alumni House webpage.

WILL REUNION BE CANCELED?

It is with a great deal of sadness that we must postpone this year’s reunion weekend. Our plan is to join this year’s reunion classes ending in 0s and 5s with next year’s classes ending with 1s and 6s in June of 2021. More information will be sent to alums in the coming weeks.

WILL ADMISSIONS EVENTS STILL OCCUR ON CAMPUS AND OFF?

We are looking at each event on a case-by-case basis but at this time and in accordance with guidance from New York State, all events on and off campus have been postponed or canceled.

For more information, please see the Admissions webpage.

STUDY ABROAD

Have the Colleges canceled its study abroad programs?

Following the announcement of strict travel restrictions between the United States and Europe, and the CDC’s decision to increase the travel alert level to 3 in Europe, the Colleges have suspended its remaining HWS faculty-led abroad program in Europe.

The unprecedented action of the U.S. State Department to issue a Level 3 Global Travel Advisory led us to suspend all programs outside Europe as well. We have reached out to all students participating in those programs and arranged travel back to the United States.

Some students participating in abroad programs sponsored by our educational partners have asked to remain in their abroad location. While we have recommended against this given the rapidly changing conditions and the potential for serious travel disruption, in some cases, students may remain on the condition they provide the Colleges with assent along with permission in writing from any parents/guardians (if available).

WILL THE COLLEGES CANCEL THE SUMMER SHORT-TERM ABROAD PROGRAMS?

Working with the faculty leading the programs, Hobart and William Smith have canceled all summer short-term abroad programs.

Are the Colleges going to cancel Fall 2020 Study Abroad programs?

At this point, we have every intention of continuing plans for the Fall Study Abroad programs. However, we cannot predict the global situation or how this pandemic may evolve. As a result, we are allowing students scheduled to be abroad to also register for classes and housing on campus for the fall semester.

For Employees

What should employees do who don’t feel well?

Employees with flu-like symptoms should alert their supervisor and stay at home. Employees should not return to work until they have been fever free for at least 24 hours. Employees are also reminded of the convenience offered through telemedicine to be treated remotely by their health care provider. Employees can initiate telemedicine services by clicking here and following the enrollment instructions.

Those experiencing flu-like symptoms who are well enough and able to do so should work from home.

More information on telemedicine.

Members of the Human Resources Department have prepared a temporary sick leave policy intended to extend sick day benefits for those employees who are ill, caring for a sick family member or who have been asked to self-quarantine.

ARE ALL EMPLOYEES ELIGIBLE TO TELEWORK?

Gov. Cuomo’s “New York State on Pause” Executive Order, which started Sunday night at 8 p.m., means that every business and non-profit in the state should be using telework procedures. Some businesses that provide essential services to the community – hospitals, grocery stores and pharmacies, among others – will remain open and functioning. Higher education, however, is not considered an essential business under the Governor’s mandate.

What does that mean for us at Hobart and William Smith? Although higher education is not considered essential, some of the functions our staff provide are. They include ensuring the safety of the campus, supporting remote learning, supporting students who remain in campus housing, feeding students in campus housing, and preserving facilities and basic campus functions like our radio station and post office. If you provide one of these essential services to the Colleges, you are aware of this already and have been in touch with your supervisor about ways you can be safe while doing your jobs. If you have any questions, though, you can contact your supervisor or reach out to the office of Human Resources at 315-781-3312 at any time.

The vast majority of our staff should be working remotely. More information can be found on this webpage.

IF MY JOB DUTIES DON’T ALLOW ME TO TELEWORK, WHAT SHOULD I DO?

Staff members whose job responsibilities do not allow them to telework should consult with their supervisor.

WHAT BENEFITS DO THE COLLEGES PROVIDE IF I OR A FAMILY MEMBER BECOMES ILL WITH COVID-19?

The Colleges have implemented a temporary and enhanced sick leave policy for all employees who have either been exposed to, diagnosed with or caring for a family member who has been diagnosed with COVID-19. Additionally, NYS has expanded the Paid Family Leave (PFL) to include COViD-19 when the employee has been diagnosed or they are caring for a diagnosed family member. Additionally, if an employee requires long term recovery or treatment due to COVid-19, they would be eligible to use short term disability leave.

IF REQUIRED TO WORK ON CAMPUS, WILL THE COLLEGES PROVIDE PROTECTIVE EQUIPMENT, SUCH AS FACE MASKS?

The Colleges are not making arrangements to distribute masks for employees working on campus for several reasons:

  • The CDC does not recommend that people wear masks unless they are sick and according to HWS policy anyone who feels sick should not report to work. Further, the general public has been asked to keep masks for health care professionals who really need them because of their proximity to patients who could be sick for a wide range of reasons.
  • The Colleges have implemented social distancing as recommended by the CDC, which has been facilitated by the reduction of students, faculty and many staff from campus.

How can I receive my prescriptions if I’m required to be at home?

Optum Rx has put together a number of new procedures to assist employees with their prescription needs. They include:

  • OptumRx will allow benefit participants to refill their maintenance medications early to ensure they have an uninterrupted supply of medication.
  • OptumRx will automatically extend existing Prior Authorizations for most chronic medications set to expire prior to May 1, 2020 for an additional 90 days
  • OptumRx will allow the OptumRx specialty pharmacy the ability to offer patients a one-time 90-day supply of key chronic specialty medications (versus the traditional 30 day supply).


Click here for more details on the Optum Rx plan.

HWS Student Emergency Fund

Why was the Emergency Fund Created?

Rallying in support of students during the COVID-19 crisis, the Hobart and William Smith Colleges’ community generated a fund to assist students with unexpected and emerging financial needs to supplement institutional resources already being directed to assist in this crisis. The Student Emergency Fund directly helps students with financial assistance in this serious time. This fund is intended to be a supplemental financial resource when students are unable to meet immediate and essential expenses, such as travel, food and housing. This funding is not intended to replace or supplement existing financial aid and does not have to be repaid.

Requests are reviewed on a rolling basis in consultation with the committee comprised of student affairs staff, other members of the Colleges’ staff, faculty and students.

What expenses Qualify and do not qualify for Funding?

Expenses Typically Covered by the Emergency Fund (this list is not all inclusive):

  • Books and other essential academic expenses
  • Medications and other costs related to a medical emergency or medical care
  • Replacement of essential personal belongings due to fire, theft, or natural disaster
  • Safety needs (i.e. changing a lock)
  • Travel costs related to a death or illness in the immediate family or of a close friend
  • Emergency housing supplemental assistance during emergencies
  • Food expenses during emergencies

Expenses Not Covered:

  • Tuition, fees, health insurance, and study abroad costs
  • Non-essential utilities (i.e. cable), household, or furniture costs
  • Costs for entertainment, recreation, non-emergency travel or other non-essential expenses

What are the Eligibility Requirements to receive funding?

  • Applicants must have a financial hardship
  • Applicants must be currently enrolled students and in good standing (academic and conduct) with the Colleges.
  • All other resources, including emergency loans through Financial Aid, must have been considered and are insufficient, unavailable or not available in a timely manner.
  • Applicants must complete all application questions in full and submit supporting documentation.

Supporting Documentation (to include but not limited to):

  • Medical bills
  • Estimates for repairs
  • Documentary evidence (photographs or videos)
  • Letters of support (usually witnesses of your need)
  • Financial information
  • Other information as determined appropriate by the Vice President for Campus Life or their designee.

How do I Apply for Assistance?

How do I make a gift to the Student Emergency Fund?

You can make a gift by visiting: https://www.givecampus.com/campaigns/12812/donations/new

If current students, parents or families would like to waive receiving your room and board credit, we will put all such donations into the HWS Student Emergency Fund to assist students with unexpected costs related to the COVID-19 situation, including assistance for continuing students next school year. To learn how to do this, contact Student Accounts at StudentAccounts@hws.edu.

Website Last Updated on April 6, 2020

Messages to the Community

Grading for Spring 2020 Semester by Mary Coffey - March 30, 2020

Timeliness and Timelessness of an HWS Education by President Joyce P. Jacobsen - March 27, 2020

Introducing the HWS Student Emergency Fund by Julie Bazan ’93 and Rick Solomon ’75, P’10 - March 24, 2020

Staff Telework Resources by Sonya Williams - March 24, 2020

Message Regarding Commencement by President Joyce P. Jacobsen - March 20, 2020

Postponed: HWS Reunion by Bob O’Connor P’22 - March 19, 2020

Updates Regarding On-Campus Housing by Robb Flowers - March 19, 2020

Updates Regarding On-Campus Housing and Services by Robb Flowers - March 17, 2020

With Gratitude by President Joyce P. Jacobsen - March 13, 2020

COVID-19 Update: Face-to-Face Instruction Canceled by Mary Coffey and Robb Flowers - March 13, 2020

Follow-Up Note on Colleges’ Response to Coronavirus by Mary Coffey and Robb Flowers - March 11, 2020

From the Dean of Spiritual Engagement by The Reverend Nita C. Johnson Byrd - March 12, 2020

Coronavirus Information and Contingency Planning by President Joyce P. Jacobsen - March 10, 2020

An Update on the Coronavirus by Mary Coffey and Robb Flowers - March 5, 2020

Information on the Coronavirus by Mary Coffey and Robb Flowers - February 28, 2020

CONTACT

Hubbs Health Center
119 St. Clair Street
Geneva, NY 14456
Phone: 315-781-3600
Appt. Phone: 315-781-4530
Fax: 315-781-3802



Preparing Students to Lead Lives of Consequence.