Department Resources Created by Gena Carpio
A message from Jennifer Osorio, Librarian for Latin American Studies, Iberian Studies and Ethnic Studies:
Hope everyone is well! Just a reminder that if you are teaching next quarter and need digital alternatives, I may be able to help. Please let me know so I can look into what’s available. Not all print books are available as e-books, for example, but so far we’ve been able to find them for most requests.
Also, many vendors are opening up content that was previously behind paywalls and there is a list here that is being updated as announcements are made: https://docs.google.com/document/d/e/2PACX-1vT3pF6oX93Ok0GqSvQuqOhQRTVF7lgxzq5GS3alUZsWyz2Q6SS3fl3wyMc1-XBhcjMQFoOXGhRZzGRT/pub
Head, International Studies
Librarian for Latin American Studies, Iberian Studies and Ethnic Studies
A message from Scott Chandler, Chair of the Fiat Lux Faculty Committee:
As we enter this uncertain period, we want to share how proud and fortunate we are to work with such talented and dedicated colleagues, supported by such a caring community. As the campus moves further into unprecedented territory, the importance of the Fiat Lux program to our undergraduate students is even more apparent. Born in the weeks following the September 11, 2001 terrorist attacks, the Fiat Lux Freshman Seminars (originally named the 9/11 Freshman Seminars) provided our students and faculty an opportunity to have formative conversations during a moment of national crisis. While the moment and circumstances are quite different with COVID-19, the challenge of fostering a sense of community and understanding remains the same.
After conferring with the faculty committee and in the spirit of Fiat Lux, the program is issuing a special call to any faculty who wish to offer a remote seminar focused on the social, political, cultural, and scientific nature of disaster preparation, response, and recovery. There is much to unpack and engagement with students can be an antidote to fear and confusion.
The following seminar guidelines remain the same:
- One-unit, Pass/No Pass
- Enrollment limited to 20 students or less
- Schedule follows a one hour per week, or two hours every other week, format.
- We can work with the faculty member to be flexible with a later start date to accommodate this quick turnaround.
Special note about funding:
Accepted proposals under this special call will receive the normal $1,500 research stipend regardless of whether you have already received a Fiat Lux stipend or are scheduled to teach a Fiat Lux seminar this Spring.
How to propose a seminar:
Submit an online course proposal form on Course Inventory Management System (CIMS). Scroll down to the “Propose a Fiat Lux seminar” section, and click on “Propose.”
Deadline to submit proposals: Friday, March 27, 2020
We request that proposals be submitted as soon as possible. Proposals will still be reviewed by the faculty committee and department chair or vice-chair as they are submitted; we hope for a one-day turnaround.
For questions about the Fiat Lux Seminar Program and eligibility, please contact: Pia Palomo at email@example.com
I know we will work through this crisis together – and emerge stronger than ever.
Scott Chandler, Professor
Chair, Fiat Lux Faculty Committee
Final Exam Advice
A message from the College Faculty Executive Committee:
Dear Winter term College instructors,
The purpose of this email is to help you prepare your final exam for remote administration.
The Chancellor’s email of Tuesday states that:
Winter Quarter final exams will be offered remotely. Instructors are asked to communicate with students how final exams, if applicable, will be offered without the need to assemble in person (for example, take home, online or other alternative formats).
After an emergency meeting of the College Faculty Executive Committee (FEC) yesterday afternoon, we write to provide the FEC’s recommendations for College instructors regarding the necessity to complete Winter quarter assessments and submit grades for our students according to the Registrar’s grading deadlines.
We want to emphasize that each instructor who is scheduled to offer a final assessment needs to do so remotely without disadvantaging students.
The Challenge. The faculty Senate will establish the formal university policy that will govern moving in–class exams to remote administration today. Beyond what is allowable under these extraordinary circumstances, we have concluded that clear, specific and quickly actionable guidance is required. To be clear, these are only recommendations and, as noted throughout, faculty are free to use their best judgement within the framework of the university’s broader rules, codes, and direction regarding the administration of instruction and assessment.
Cancelling a final exam or entering Incompletes for an entire class are not options under the regulations of the university and our responsibilities as faculty. We are obligated to provide methods of assessment as set forth in our syllabi as best we can under the circumstances. Simply put, the show must go on.
Recommendations for most exams. Our recommendations are as follows:
- If you have already prepared to remotely administer your exam, carry out your plan. The due date and time should coincide with the date and time at which the exam would have ended if administered as originally scheduled. Your plan should not require face–to–face contact or the students to deliver their completed exams to a physical location.
- If you do not already have a plan to remotely administer your exam, we recommend that you administer the same exam that you were planning to administer in–class as a take–home exam using the CCLE platform that is commonly used for papers and take–home exam assignment at UCLA. In this way, students can access the exam beginning at a time that you specify and responses can be submitted in the form of a PDF of Word document that students upload into CCLE. This is a system that our students and many of you are very familiar with.
- Faculty members who are unfamiliar with CCLE may email an MS Word or PDF file containing their exam to firstname.lastname@example.org. The file should be comprised of the course subject, course numbers, and instructor’s last name separated by underscores (for example, POLSCI_200B_LEWIS.pdf). The body of the email should include the time and date at which the exam is to made available as well as when it is to be turned in. The exam assignment will be created in CCLE with additional instructions about how to access the student responses for grading to follow. This email must be submitted at least two business days before the time at which the exam is to be taken. For example, exams to be taken on Saturday, Monday, or Tuesday must be provided by close of business on Thursday. Exams to taken on Wednesday must be emailed by close of business on Monday and so forth. Of course, if you create the exam assignment with CCLE yourself, there is no need to send the exam in via email or to meet these deadlines.
- For those who are familiar with the capabilities of CCLE and whose finals use multiple choice or other formats amenable to administration as a CCLE quiz, we recommend that instructors use the quiz tool to create and administer their exam.
- As always, we must be mindful of the needs of students requiring special accommodation such as extra time. Assignments handled through CCLE can be configured to allow upload by the student past the stated deadline with the upload being time stamped on the exam, provided the instructor has configured the assignment to allow upload by the student past the stated deadline. We recommend these settings to service students who are entitled to extra time and to allow students who encounter technical problems to upload their (timestamped) answers. Other forms of accommodation should be arranged with the Center for Accessible Education, CAE.
We understand that what we are proposing is problematic in many respects. Nevertheless, we have concluded that it is the best and most reliable approach available given that the exam period is nearly upon us and the complexities involved with implementing more fulsome alternatives (many of which we expect will be available for the Spring exam period should the need for remote exam administration continue).
Let us address two core concerns you may have.
Proctoring & Academic Dishonesty. Perhaps the most obvious drawback of administering what would otherwise have been an in–class exam remotely is the inability to effectively proctor the exam. This creates opportunities for a variety of forms of academic dishonesty. At present, we do not believe that the use of technologies such as Zoom or Respondus for remote proctoring are sufficiently effective, reliable, or robust to recommend them at this time particularly for first–time users. For faculty familiar with these technologies and for smaller classes, proctoring via Zoom, for example, may be considered. We do not discourage it though we note that some students may lack the necessary computer hardware (e.g., a camera) and could be taking the exam from a location with limited network bandwidth. (An online list of Remote Teaching Alternatives has been compiled by CAT, the Center for the Advancement of Teaching.)
We recommend students be reminded of their obligations under the Student Conduct Code and suggest you even ask them to confirm that they are aware of the relevant provisions. In some cases, exams that would have otherwise been closed book can be made open book to eliminate any advantage dishonest students could gain by “looking up” answers. Other common strategies for countering cheating might be employed, such as writing several exam prompts (provided in the same PDF or Word document) with instructions for students to respond to a given prompt based on the last digit of their ID number.
Formulae, Diagrams, Art, Media. The second core concern involves the use of multimedia such as the showing of images or playing of music during the exam. This can be accomplished remotely. We recommend that faculty contact college, divisional or departmental instructional technology teams if they require help uploading that media to a location that can be linked to in the exam prompt to be seen or heard by the students as they take the exam. (A list of local support contacts for CCLE can be found at: CCLE Support Staff by Subject Area Page.)
Similarly, many exams require student responses that are not easily typeset (for example, those with formulae or diagrams). For those cases, we recommend that students write out their answers in longhand, take cell phone pictures of each page and upload those pictures as a pdf. Please review the instructions on how to upload images as a single pdf. Students should be told to “practice” turning phone photos into pdfs prior to the exam.
Additional advice on these and other concerns related to administering exams remotely can be found in slides prepared by Hong Kong University of Science and Technology (PDF).
We recognize the great diversity of instruction and assessment that happens at UCLA and understand that the advice that we have provided may not only be undesirable, but also infeasible in your situation. If you do not see a possible way forward, please contact your department chair, dean, or me as soon as possible.
The days and weeks ahead will not be easy. What we are being asked to do and the timeframe in which we have to do it is unprecedented. We must meet every challenge as it comes. The guidance we provide here is based on the input of scholars from across the College and input from the leading campus experts on teaching technology and its use at UCLA. Our top priority is to provide as orderly, predictable and reliable path to completing instruction for the Winter quarter as possible. We will continue to work to provide guidance for our faculty for the difficult time to come in Spring.
A message sent on behalf of Academic Senate Chair Michael Meranze and Graduate Council Chair Andrea Kasko:
To Deans and Department Chairs,
The recent changes to Spring quarter at UCLA to mitigate the spread of COVID-19 are likely to substantially impact graduate students, and many students and instructors are especially concerned about the inevitable changes that come with remote instruction. To allow graduate programs to provide as much flexibility as possible for both students and instructors, the Graduate Council has voted to temporarily delegate authority to departments, IDPs or schools to allow graduate students in good academic standing to enroll in more than one course graded on an S/U basis for Spring 2020 quarter, including courses within the major, with the stipulation that departments, IDPs or schools must accept these courses towards fulfilling degree requirements if taken for S/U grade.
While programs will have the flexibility in grading for Spring, they do not have the ability to mandate all courses be offered on S/U grading only, nor are programs mandated to offer S/U as an option for all graduate courses. There are many reasons why students may be unable to take courses on an S/U basis, and they must not be denied the option for letter grading for courses that are traditionally graded on a letter basis. In advising graduate students about their options, SAOs and advisors must carefully consider the impact of taking S/U courses.
Pass/No Pass Courses
Email from Academic Senate Chair Michael Meranze Regarding Flexibility for P/NP Grades:
As mentioned in the Deans meeting, UC has passed a resolution that suspends the normal limit of 1 P/NP per quarter for undergraduates in good standing. It is possible that the UC will pass a similar resolution concerning S/U classes and I will let you know if they do. What this means is that it will be possible for students who choose to do so to take only P/NP courses in Spring quarter. But as I know that you will most likely receive lots of questions I want to be clear what this doesn’t do as well:
- This is not a directive to offer all classes P/NP. Nor is it a directive to change courses that now are only offered for a Letter grade to also be offered P/NP. Individual colleges may choose to do that but the Division is not requiring it.
- This does not alter either college or departmental requirements that some classes have to be taken for a letter grade (this is most often concerning what can be counted towards credits for the major). Again, if departments want to do this they will come to you. But it is not something that the Division is changing or interfering in. I will urge students to be very careful in making sure that they fulfill departmental requirements when I announce this to them later in the week. I expect that this will lead to pressures on advising but I don’t see how that is avoidable.
- Because of the complexities of the registrar’s system, the option to register for multiple P/NP will not be available at the start of the quarter. Instead it will be possible for students to make this change later in the quarter when the system is set up. What this means is that students do not have to do anything before next week. The only thing that they do need to do if they care is to make sure that the classes they are taking already allow for the P/NP option.
- UC has also called for the deadline to change from a letter to P/NP grade without petition to be moved back to the end of the 10th week. We have also requested that the fee for changing be waived for this quarter.
*Please direct any questions to Michael Meranze regarding this message.
Spring grading guidelines per Academic Senate:
To the Campus Community:
The Academic Senate wishes to express its appreciation to all the faculty, staff, and students who have put in such extraordinary efforts to complete the winter quarter under the stress of moving final assessments to alternative modes in response to COVID-19. We also recognize that the necessity to move to remote instruction for spring quarter will continue to pose new challenges and stresses for the campus community. We wish to acknowledge that our current situation presents considerable hardships for our students and that those hardships may fall unequally on different students.
Under the university’s system of shared governance, the UCLA Academic Senate has purview over certain aspects of UCLA, distinct from the administration overseen by the chancellor. In particular, the Senate makes decisions on such matters as degree and enrollment requirements, grading policy and program establishment, disestablishment, and review.
In order to support faculty, staff, and students in their efforts to sustain instructional continuity and do their best work productively under these circumstances, the Undergraduate and Graduate Councils of the Senate have exercised their purview and taken steps to increase flexibility and reduce stress for all those involved with the instructional effort. These steps are listed below.
The Undergraduate Council has voted:
- To suspend UCLA Senate Regulation A-310 (A) and (E) for spring quarter 2020, and to empower undergraduate students in good standing to take more than one course in a term on a Pass/No Pass (P/NP) basis.
- To extend the deadline for changing the grading basis on an optionally graded course using MyUCLA without need for petition to the last day of instruction for spring quarter 2020.
- To recommend that the campus eliminate the fees to drop a course and to change the grading basis on an optionally graded course after Friday of Week 2 for spring quarter 2020.
The Graduate Council has voted:
- To temporarily delegate authority to departments, Interdepartmental Degree Programs (IDPs), or schools to allow graduate students in good academic standing to enroll in more than one course graded on a Satisfactory/Unsatisfactory (S/U) basis for spring quarter 2020, including courses within the degree program, with the stipulation that departments, IDPs, or schools must accept these courses towards fulfilling degree requirements if taken for an S/U grade.
- To recommend that the campus eliminate the fees to drop a course and to change the grading basis on an optionally graded course after Friday of Week 2 for spring quarter 2020.
It is also worth noting that graduate students are already permitted to change the grading basis on an optionally graded course using MyUCLA without need for petition to the last day of instruction.
These suspensions and delegations should provide both graduate and undergraduate students with the capacity to choose a course of study that will enable them to continue their progress to degree and also to adjust their academic burdens in accord with their own personal needs at this time. We recognize that these actions will not solve all of the challenges associated with remote education. But after careful consideration and review of all options, we are confident that they will best support the efforts of faculty, staff, and students as we work together to address the challenges of spring quarter.
Reminder for Instructors
The Academic Senate would also like to remind all instructors that the partial suspensions of Senate Regulations 332 and 505 (PDF) continue in force. These suspensions empower you to have greater flexibility both in the forms of assessment you plan to use and also in the distribution of points among different assessments. As with this past quarter, we urge instructors to use this flexibility to take into account the special challenges that will accompany remote instruction. Given the uncertainties surrounding technical issues and the possibilities of disrupted connections, as well as the closure of libraries and study spaces, we urge everyone to approach spring quarter with mutual compassion and openness to the challenges faced by all.
Reminders for Undergraduate and Graduate Students
We also want to point out several issues that students should consider as they chart their course for spring quarter:
- The capacity to declare P/NP or S/U in multiple courses is not presently available through MyUCLA. The Registrar is working diligently on this issue and expects it to be available by mid-quarter. As a result, you do not have to make any changes in your grading choices at this time. You will be able to do that later in the quarter.
- We do recommend, however, that you check to make certain that any courses you might wish to take P/NP or S/U offer that option to students.
- Please be aware that this change in grading policy does not override any requirements that colleges, departments, or programs may have that courses be taken for a letter grade in order to receive major or program credit. Please check with your advisers and counselors before you consider courses in your home program or major.
- Certain forms of financial aid require that you enroll for a minimum number of credits with letter grades. Please consult with Financial Aid about your particular situation.
- We have moved the deadline for changing your grade option in undergraduate courses from letter to P/NP until Friday of the 10th week of classes. This will allow you to evaluate your standing in a class before making a final grade option selection.
- Please be aware that systemwide regulations require that undergraduate students receive a C or better in order to earn a Pass in a P/NP. Similarly at UCLA, undergraduate students who take a course P/NP must achieve a C in order to receive a Pass. Undergraduate students who take a course for a letter grade will receive credit if they receive a C- or a D. So, the threshold for receiving course credit is higher for an undergraduate student taking a course P/NP.
- Please be aware that systemwide regulations require that graduate students receive a B or better in order to earn a Satisfactory in a S/U. At UCLA, graduate students may receive course credit for C- and above grades unless otherwise prohibited by program requirements. So, the threshold for receiving course credit is higher for a graduate student taking a course S/U than is required to receive credit when taking under a letter grade.
- The minimum GPA for a graduate degree is 3.0, so graduate students should carefully consider whether to use the S/U option depending on their individual situation, as S/U courses are not used in GPA calculations.
We recognize the large challenges facing the campus and its faculty, students, and staff during spring quarter. We remain confident in the resilience of the UCLA community to work together in a spirit of patience and empathy as we pursue our educational goals during an uncertain time.
Professor of History
Chair, UCLA Academic Senate
Graduate Council Message to Departments:
The recent changes to Winter and Spring quarters at UCLA to mitigate the spread of COVID-19 are likely to substantially impact graduate students. The Graduate Council has approved a number of temporary policy changes to accommodate the shift to remote instruction, however, many issues affecting graduate students are under departmental authority. The following policy changes and recommendations from the Graduate Council are intended to guide departments on graduate student issues. We will also be communicating these policy changes and recommendations to all graduate students.
1. The Graduate Council voted to allow remote participation of all committee members and the student for defenses. Dissertation and thesis defenses may be remote through Spring 2020.
- Virtual defenses may be scheduled via GoogleHangouts, Skype, or Zoom sessions.
- Please have the Committee Chair send an email to Academic Services, Graduate Division (email@example.com), copying the Department/Program Chair, Graduate Student Advisor and Co-Chair (if applicable) with a student’s plans for virtual defense. Please include the student’s name, student ID number, department, name(s) of individual(s) to participate remotely, and the date of the thesis or dissertation defense.
2. The Graduate Council has extended the Winter filing deadline for theses, dissertations and capstone projects to April 10, 2020 (Thesis & Dissertation Filing Requirements) and is working with Graduate Division and the Registrar to implement this change.
3. The Graduate Council voted to allow departments, IDPs and schools to allow graduate students who are in good academic standing to enroll in more than one course graded on an S/U basis for the Spring 2020 courses. This includes courses within the major, with the stipulation that the academic program must agree to accept these S/U-graded courses toward fulfilling degree requirements.
1. Graduate students may have difficulty completing oral preliminary and qualifying exams in person. The Graduate Council urges departments to allow remote participation and to allow flexibility for students in completing these requirements.
2. Graduate student courses may become unavailable in the Spring if remote instruction is not feasible. The Graduate Council urges departments to be flexible so that a student’s time to degree is not impacted by lack of course availability. The Graduate Council urges flexibility in departments so that a student’s time to degree is not impacted by lack of course availability. Departments are able to approve course waivers and substitution petitions as long as the UC minimum program of study requirements for the degree are still fulfilled (Standards & Procedures for Graduate Study).
3. Some graduate students are required to work as teaching assistants as a department requirement. The Graduate Council urges waiving this requirement in instances where graduate students are unable to secure a TA appointment for Spring quarter and it will impede their graduation.
4. Graduate students may have insufficient access to remote mentoring and advising, depending on the availability of their advisor. The Graduate Council urges departments to encourage their faculty to commit to remote advising hours, and to offer flexibility in remote advising given that students may be in different time zones.
5. Laboratory research may become limited, either due to campus-imposed restrictions, or to limits in the availability of research supplies or other resources. The Graduate Council suggests that individual advisors be creative, allowing and considering changes in research format where possible. For example, in some cases projects involving community-embedded research or other direct contact human subjects research may need to be delayed. In other cases, there may be alternative means of interacting with research subjects. Such changes would, of course, need to be reviewed by IRB. Similarly, instructors and investigators may consider whether alternate research activities (e.g,, analyses or simulations) may temporarily take the place of those that require in-person interactions.
6. Graduate students requiring clinical training/rotations may be unable to complete these requirements in a timely manner. The Graduate Council may be able to extend the time to complete degree requirements. Besides the thesis/capstone extension, students can petition to extend the time to complete clinical work if the clinical work is a part of a course requirement. This would include the Master of Social Welfare, the Master’s & Credential in Education, and other programs that require enrollment in coursework for fieldwork, observation and participation, and teaching experience. Departments should work with their students to determine if a petition is needed. In some cases, assigning a grade of Incomplete and providing additional weeks to complete the required hours may be the best option.
7. Graduate students (master’s students in particular) may have difficulty completing necessary residency requirements. Students are required to complete at least three quarters of academic residence (registration and enrollment) in graduate status at the University of California, including at least two quarters at UCLA. A student is in academic residence after completing at least one course (four units) in graduate or upper division work during a quarter. Students are still able to enroll for Spring Quarter and meet the residency requirement. In exceptional circumstances, a student may request a leave of absence.
Incident of Bias Reporting
UCLA Incident of BIAS Reporting Form
To access the form, please follow this link.
A message from UCLA Library:
By now you are aware that UCLA Library has made the necessary decision to close all Library locations to the public effective immediately until further notice. This includes the Southern Regional Library Facility. To help the campus continue to transition to remote learning platforms, our anchor libraries (YRL, Powell and Biomed) are offering limited temporary hours through March 19 at 5 p.m. Check the Library website for hours.
Beginning on Friday, March 20, all library locations will be closed to the campus community, as well as to the public, until further notice.
We will continue to be open for remote services; please visit the UCLA Library website.
LAPTOP DISTRIBUTION VIA CAMPUS LIBRARY INSTRUCTIONAL COMPUTING COMMONS (CLICC)
Through March 19: Laptop distribution via CLICC: Students and faculty will be able to check out long-term lending laptops and tablets through CLICC’s normal lending locations as long as those locations are open. Check the Library website for hours. Because the situation remains fluid, students and faculty who believe they may need a device are encouraged to visit a CLICC location as soon as possible because hours for this week are limited and closures may occur at any time. Please contact the laptop lending locations at Powell Library (310-794- 1018), Young Research Library (310-267-5464) or the Biomedical Library (310-825-4904) to check inventory before you drop in.
After March 19: UCLA Library laptop distribution is by appointment only: Students and faculty who have a critical need for laptops and tablets after March 19 may use this equipment request form to schedule an appointment.
All checkouts will be valid through June 30 at 5 p.m.; however, this can be extended if students and faculty are unable to return devices by then or if they need the devices for longer. If fines are incurred because of an administrative error, please submit a request to remove those fines using this link.
BOOK CHECK OUT AND RETURNS UCLA
Library will be automatically renewing materials on loan to patrons, through June 30, 2020. Patrons wishing to return items can do so in person, using the book drops located outside of YRL. We will also be disabling request and recall functions for all library materials. We will be waiving all fees and fines that may accrue during the period that the campus has transitioned to remote instruction.
At this point in time we do not recommend patrons mail back their materials, as items may be lost in transit or delayed in mailrooms that will be backlogged due to various closures related to COVID-19.
If you have any questions or need assistance, please email: firstname.lastname@example.org.
ONLINE SERVICES FOR REMOTE TEACHING, LEARNING AND RESEARCH
UCLA Library has an extensive online toolkit for supporting students and faculty with their research and writing projects. To learn more, visit the UCLA Library Teaching Toolkit or contact email@example.com with your questions about integrating these online resources into courses.
Please note that off-campus access to UCLA Library’s licensed resources requires connecting via the VPN/Proxy Server.
Digitization-On-Demand for Faculty: UCLA Library Scholarly Communications will work with individual faculty/instructors to help provide access to resources that aren’t currently available online. Please email firstname.lastname@example.org.
All in-person events, programs and workshops have been canceled until further notice. Some workshops and instruction may move to a virtual environment. Please check the Library’s online calendar for information. For specific questions, please contact email@example.com.
INFORMATION FOR LIBRARY STUDENT EMPLOYEES
UCLA Library has created an FAQ to help answer student employee questions.
UCLA Library will continue to provide updates on our website regarding additional levels of remote access to information and resources as the situation evolves. More detailed information about specific libraries or library departments is available here.
We encourage everyone to remain informed about individual actions that can help slow the spread of the virus. Please visit the UCLA Health COVID-19 website for health-related resources.
We wish our entire community health and safety as we work together to navigate this disruption.
Norman and Armena Powell University Librarian
A message from the Office of the Executive Vice Chancellor and Provost Office of the Vice Chancellor for Academic Personnel Academic Senate
We wanted to express our great appreciation for all you are doing as we navigate this difficult time together. We know this is a stressful moment for every member of our community and that it will take time for our faculty, students, and staff to adjust to the new realities we face as a community working to slow the spread of COVID-19.
During this time, we ask that schools, divisions, departments, and leadership all across UCLA be flexible and considerate of our faculty as they work to develop and adopt remote learning procedures and new learning theories for their courses. We recognize that many faculty, particularly those caring for dependents at home or facing other acute challenges related to the current crisis, will have difficulty continuing their creative and scholarly activities. We must be flexible and alter our expectations of what can be accomplished in this very trying time.
These modified expectations can be addressed initially by deans and chairs who should provide, to the extent possible, appropriate flexibility in assignments and scheduling. Both the Academic Senate Committee on Academic Personnel and campus administrative leadership are well aware that expectations during a faculty member’s next review will have to be changed in consideration of the current challenges.
We also ask all department chairs and program directors to assess each faculty member’s situation, especially for those with dependents or ill family members at home and those who have additional clinical responsibilities outside of UCLA related to COVID-19. If faculty members have dependents for whom they are now the primary caregiver and teacher, additional external clinical obligations, or other especially acute challenges created by this situation, we strongly encourage department chairs and program directors to work with each such faculty member to handle these situations with compassion and care. In some cases, that could include postponing certain activities, such as a one-time reduction of their responsibilities during the spring term for certain elective courses or service activities. These and other forms of flexibility will help us, individually and collectively, get through this current period of stress and challenge while still focusing on the core educational commitments we have to our students.
Finally, for those faculty with young children, we know you may not have the luxury of joining virtual meetings from home in a room apart from your children. Please be assured that we will be understanding and hope you will continue to participate in important discussions.
Thank you again for your continued understanding, flexibility, and support. Please know that we are here to support all of you as well. Please email firstname.lastname@example.org with any questions regarding UCLA’s response to COVID-19 and remember that the Staff and Faculty Counseling Center remains a resource. We will get through this together.
A message from UCLA Transportation:
Dear Parking Permit Holder,
As you are probably aware, Los Angeles County and the City of Los Angeles ordered all residents to stay home starting March 19, through April 19, 2020, in an effort to limit the spread of COVID-19. As a result, UCLA is suspending all nonessential on-campus operations.
With the closure of the campus, courtesy parking is available for employees and students who must come to campus to support essential services during this period in order to reduce reliance on public transportation and avoid crowds. Additionally, employees and students with parking permits will not be charged for parking during this period, even those using payroll deduction.
As a reminder, payroll deduction parking permits are paid in the month following your permit effective dates. Understanding that a large number of staff on payroll deduction did not use their permit for the full month of March, UCLA Transportation is pro-rating the deductions. As a result of these efforts, customers can expect the following:
- Biweekly employees will only see one deduction in April, not two.
- Monthly employees will have their scheduled deduction cut in half.
- Deductions for future months will similarly be pro-rated or waived, until the campus resumes normal operations.
Please do not cancel your parking permit at this time. If you have any questions or need further information, please contact us at email@example.com. Our staff will be monitoring email remotely to continue to serve you.
Guidance on Protecting Privacy and Data During Remote Working and Teaching Using Zoom
To the Campus Community:
All faculty, staff and students must follow these principles:
- Video or audio recording of a lecture is permitted but only with advance notice and opportunity to opt out of video/audio participation. To enable the recording feature, the host must first download and install the native Zoom app on their computer.
a. Where recording is permitted, it is permitted only by the host (typically instructor or meeting chair). Students in a class and/or meeting participants and any student-hosted meetings are prohibited from recording of any kind. Disability accommodations relating to recordings are addressed in the specific guidance in the link referenced below.
- Video or audio recording (including taping, recording, photographing, screen capture and other methods of capture) for purposes other than instruction is prohibited absent a strong rationale and only if the host provides advance notice and opportunity to opt out of video/audio participation.
- During video conferencing, there is a chat function that permits participants to ask questions and engage in dialogue as the class or meeting proceeds. Recording, including photographing, screen capture, or other copying methods of chat exchanges is prohibited except by the instructor or meeting chair when advance notice is provided.
- Online advising can occur via chat, audio, or video conferencing using Zoom or other approved software tools, or by phone. Sessions should not be recorded; rather, the advisor should log notes in the customary fashion.
Zoom is the primary approved software tool for remote live and recorded academic sessions and meetings. For the specific guidance on how to appropriately use Zoom while affording privacy protection, including approved notification language that provides opt out options, see Guidance on Protecting Privacy and Data During Remote Working and Teaching Using Zoom while COVID-19 Modifications are in Effect.
Chief Privacy Officer
Director, Policy and Privacy, Office of Information Technology
A message from Eric Avila, Department Chair
Dear Colleagues and Instructors,
Below are some ways in which to prevent Zoom bombing (most of these are settings that you can toggle in the creation of the meeting, but they can also be changed during the meeting):
- Meetings can be setup with a password, and password can be shared prior to the meeting. Good increase in security, but requires you to distribute the password. https://support.zoom.us/hc/en-us/articles/360033559832-Meeting-and-Webinar-Passwords-
- Enable Meeting Waiting Room (Control when your guests are admitted to the meeting. Best for smaller meetings.) The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once.
- Or, mute everyone, if possible.
- Be sure to have the screensharing option set to “Host Only.” Even if an unauthorized user joins the meeting, they won’t be able to share their screen with everyone. If you’re in a class in which you want another member of the class to be able to screenshare, you can make them a co-host in the “Participants” screen and they will also be able to screenshare.
- For large classes, the faculty running the Zoom meeting can make a TA or trusted student a “co-host.” As a co-host, they will have the same privileges as you would and can act quickly (i.e. mute or remove the intruder) if any disruptions occur. But as long as you have option #1 enabled, you won’t have to worry about any Zoom bombings.
- Last but not least, by default, if someone is removed from a Zoom meeting, they can’t rejoin it with the same email address. However, if they really wanted to “Zoom Bomb” the meeting, they can just use a different email address to do so. But, as I mentioned above, option #1 will prevent them from doing anything malicious in the meeting.
Thank you for your patience as we navigate REMOTE learning this quarter.
Critical Steps for Protecting Zoom Sessions
A message from the Office of the Administrative Vice Chancellor and Office of the Vice Chancellor for Academic Personnel
In light of the disruptions that have taken place during online classes and meetings this week, we want to provide you with additional information about how to strengthen the security of your Zoom sessions.
All instructors and Zoom meeting hosts should immediately refer to the guidance posted today at Zoom Security Settings for UCLA.
The Zoom desktop application, which is available for Mac and Windows, offers the best balance of features. It can be downloaded from the Zoom at UCLA page at no cost to UCLA faculty, staff and students.
Finally, we encourage all faculty, instructors and Zoom meeting hosts to review our previously issued guidance on Protecting Privacy and Data During Remote Working and Using Zoom.
If you have questions about how to implement these measures, please contact your unit’s local IT staff for support or contact the IT Support Center at 310-267-4357, firstname.lastname@example.org or via the IT Support Center website.
Michael Beck, Administrative Vice Chancellor and Michael S. Levine, Vice Chancellor for Academic Personnel
Approved Remote Learning Tools
Office of the Executive Vice Chancellor and Provost
To: UCLA Faculty, Lecturers, Instructors, Teaching Assistants, and all responsible for the conduct and delivery of UCLA’s courses and educational programs
Thank you for your work in transitioning UCLA’s instruction and assessment into remote modes of delivery on such short notice. We are deeply appreciative of the magnitude of the adjustment this entails for you and your students as we move to fully remote delivery during extraordinary circumstances. Using technologies and software for remote delivery changes practices with orchestrating classes, interacting with students, and conducting exams. It also heightens the criticality of existing privacy, information security, and information accessibility requirements. These requirements ensure all of our students, including those with disabilities, are able to participate in this new environment effectively. They also ensure that we are only using third-party tools and technologies that have the appropriate safeguards to protect our data and comply with University policy and statutory or regulatory obligations. The following checklist will assist you in selecting and using the tools effectively for your students while also addressing requirements. We realize on the surface this checklist looks like a lot to do, but in terms of action it is relatively little if you remain aware of these considerations and act on them as described. For consultation please use email@example.com.
1. Use only approved software tools. A running list of campus educational software tools is being maintained at Approved Remote Software Tools. Approved tools have undergone reviews for privacy and security and are integrated into the campus infrastructure. The list is partial at this point and will be updated in an on-going manner. There are existing software tools, with agreements negotiated through UCLA Purchasing and that have undergone the appropriate reviews for privacy and security, which need to be included. There will certainly be new tools that will also need to be included over time. To aid us in the process, please consult with your local IT support staff if there is software to be included on the approved list.
- Do not use any third-party web applications that require anyone to click “I agree” to the vendor’s terms.
- Do not use any unapproved software, software tools or third-party web applications that would require students to pay for use or access and incur unexpected costs.
2. Respect student privacy if you are recording audio, video, and/or taking pictures of any student.
- Give notice to students that they will be recorded or if images will be collected. Use the following language for notification: “This program uses video recording or other personal information capture for the purpose of facilitating the course and/or test environment. Pursuant to the terms of the agreement with UCLA, the data is used solely for this purpose and any vendor is prohibited from redisclosing this information. UCLA also does not use the data for any other purpose.”
- Provide alternate means of participating if possible, if there are students who do not want to be recorded (for example, submitting questions and comments remotely/online).
- If you intend to post a recording of students you must check with the Registrar to determine if there are privacy restrictions.
- The use of biometric data where students have no practical ability to opt-out is not allowed (e.g., to track eye movement during an exam to identify potential cheating), except where the service is provided through an authorized vendor, see below.
- Do not retain and use any student information collected for any purpose other than to conduct the course or testing and only for a limited time.
3. Carefully consider options for remote proctoring. In addition to the issues listed in point (2) above, several proctoring services use a combination of video recording and machine learning /AI to detect potential cheating. Use of biometric technologies hold broad privacy implications and should not be used except where the service is provided through an authorized vendor, see below.
- Respondus is the approved product in use at UCLA to date. This product monitors individual students and behaviors using video and video analysis during a remote exam to preserve its integrity. The privacy notification above is important in conjunction with the campus ensuring that no personal video for any reason is used for anything other than the exam and that nothing is stored once the exam is completed and integrity assured.
4. With respect to the conduct and delivery of a course, ensure the equipment and environment you use are appropriate for remote instruction.
- Using approved software tools (see point 1) addresses the necessary security for you to use either a university or home computer.
- Test that your connectivity is robust and adequate and that your computer can operate the tools for the duration of a course session.
- Ensure the location you conduct remote instruction from cannot be observed by others or that discussions and information shared cannot be overheard.
5. Consider accessibility of software tools and course materials (see 7 below for general considerations).
- While not possible to do immediately, when you introduce or change course material (whether web pages, PDF or multimedia files, etc.) consider accessibility – see DCP resources page for guidance. You can consult with instructional designers at firstname.lastname@example.org for assistance.
- Use approved software tools since they reflect campus efforts to align with UC Policy on accessibility.
- Zoom needs to be used with another tool in CCLE for accurate closed captioning – see DCP resources page for easy steps and please test. For assistance please consult at email@example.com. For live Zoom sessions, if a student who is deaf or hard-of-hearing requests an accommodation, please refer them to CAE’s accommodations request form.
- YouTube’s automated captioning is generally insufficient to meet UC policy expectations and should be avoided.
6. Understand general accommodations for CAE Students (from Dean of Students)
- As the University has moved to a remote test environment, the CAE will no longer proctor exams. However, the need for proctoring will be assessed on a case-by-case basis. If you have questions about an accommodation that cannot be provided in a remote/online environment, please contact the CAE Counselor listed on the student’s Letter of Accommodation.
- Resources for you: Visit the Faculty tab for general information about accommodations. If you have students with accommodations, check the Faculty Portal to review their specific accommodations. Share the accommodation letter with your TA if they do not have access.
- a. CCLE: If providing an exam through CCLE, you are able to adjust times for students with an extra time accommodation. Instructions for how to do so can be found at the following link: Timing and Accommodating requests from CAE for additional time. To grant extensions for assignments on CCLE, refer to How can I grant a student an extension on the Assignments page of CCLE.
- b. TurnItIn: If providing an exam through Turnitin.com, you are able to adjust submission dates. Instructions for how to do so can be found at the following link: Assignment Submission Date.
- c. Respondus: If using the Respondus lockdown browser, please note that it is not accessible for some screen reader programs used to read displayed text on the screen with speech synthesizer. Refer to this link for more information about Respondus accessibility.
- d. Zoom: If you or a TA are proctoring an exam via Zoom, students may have exam accommodations that might be evident (i.e. breaks during exams, standing desk, etc.) o Updates related to the online academic environment will be ongoing. Please continue to monitor the CAE Announcements section of the website.
- If you have any questions about implementing accommodations for your students, please contact the counselor listed on the Letter of Accommodation, or call the CAE main office at 310-825-1501.
- See the Faculty Handbook for additional information.
Again, your help in making this transition under extraordinary circumstances is greatly appreciated. We know there will be challenges along the way: this is a learning process for all of us. This memo is to provide you with some immediate guidance. Please expect updates.
Emily A. Carter
Executive Vice Chancellor and Provost
Zoom is UCLA’s choice for video and web conferencing and it’s services are provided in a simple, easy-to-use format.
- To access Zoom, go to https://ucla.zoom.us/profile
- Login using your UCLA Logon ID
- Join Meeting and type the meeting ID for the appropriate staff member. It will take about 1 minute for the call to connect.
- Invite Link: https://join.slack.com/t/uclachicanostudies/shared_invite/zt-cipkcatv-WAKY~XI5GSnB88cOFxLf~w
- You will create a logon using your email. You will see the department staff already on the slack channel.
- Slack URL: https://uclachicanostudies.slack.com
Remote Teaching Information for the Social Sciences
1. Getting Help
Our major focus is to be available to provide you with assistance. There are four ways to request help.
- Contact your departmental technology support staff.
- Email the SSCERT Help Desk at firstname.lastname@example.org.
- Call the SSCERT Help Desk on (310) 206-2821 (or use the online form at: https://computing.sscnet.ucla.edu/request-service/)
- Press the CHAT button at ssc.ucla.edu or click HERE
You should expect a relatively quick response during working hours. The chat function is currently being tested. If you experience any problem with using chat please let us know. If you don’t receive a response within an hour from any of these methods, you can email email@example.com.
2. Using Zoom
This is perhaps the most useful tool for remote teaching. It can be used in a variety of ways.
- The Section in the general document to refer to is: https://ccle.ucla.edu/course/view/teaching-remotely?section=3
- If you have more than 300 students you need to communicate with synchronously, you should contact Professor Jan Reiff at firstname.lastname@example.org and cc Nick Thompson at email@example.com who can authorize licenses for large groups.
- To use Zoom Video, live with classes from home, you will need sufficient internet bandwidth. You can check your available bandwidth using a utility such as found at https://speedtest.net. Zoom recommends 2.5mbps up and down for a reasonable session. All Zoom recommendations, including for equipment, can be found HERE.
- If your bandwidth is not sufficient for live video classes, you (and your students) still have the option of phoning into Zoom and holding a class without video (best done with the help of a TA or student who can let you know who is raising their hands). Live lectures with Zoom is just one option, another method is rather than offer a live lecture, you can simply upload recorded lectures onto your CCLE class web sites. We strongly encourage all instructors to use the uploading of lectures rather than live sessions whenever possible. (see https://ccle.ucla.edu/mod/page/view.php?id=2834921).You can see more detailed lecturing options here: https://ccle.ucla.edu/mod/resource/view.php?id=2858338.
- It is possible to show drawings as you would on a whiteboard by connecting an iPad with an iPad pen to your computer. The university purchased a large number of iPads for faculty who need to do this. See Section 3b below on how to request these. Instructions for using drawings can be found at https://ccle.ucla.edu/mod/page/view.php?id=2848983
- Many faculty members have used Bruincast in the past to film their lectures. In accordance with the Covid-19 instructions, this service will not be available during the quarantine. Divisional Labs will also not be open for filming until restrictions regarding essential services are lifted. If you have special circumstances, you may contact us, but our staff is restricted on coming to campus (as are you) except in the event of serious emergencies.
- Students will be able to log in remotely to Divisional computers, and it is possible for students to remote into lab desktops during lectures (if you reserve the classroom).
- There are tools available at CCLE for using Turn-it-in and loading quizzes. Information on this is available at https://ccle.ucla.edu/course/view/teaching-remotely?section=5
3. For Faculty with no CCLE or Zoom experience, or lacking appropriate hardware or internet availability.
- This experience will be extremely challenging for you, but we will offer as much remote help as possible.
- The university purchased a large number of IPADs, Laptops and hotspots (which can provide internet access at home). These are available from the library. To request them, first you must create an account for the library’s ticketing system at https://jira.library.ucla.edu/servicedesk/customer/portal/3/create/195 and then proceed to https://jira.library.ucla.edu/servicedesk/customer/portal/3/user/login?destination=portal%2F3%2Fcreate%2F195 to make a request. This should be done as soon as possible as supplies are limited.
- It is quite possible to deliver your entire course remotely either without the use of video, or simply by uploading videos. If bandwidth is an issue, you can also upload audiocasts over a smartphone.
- The Center for the Advancement of Teaching (formerly OID) has a number of suggestions on how to accomplish remote teaching at https://www.teaching.ucla.edu/resources/teaching-strategies-disruption. They are a very helpful group and can be reached at Phone: 310-825-9149 or email to firstname.lastname@example.org.
- You may also want to visit the Beginner’s Guide to Remote Instruction to help you get started on transitioning your teaching remotely: https://ccle.ucla.edu/course/view/teaching-remotely?section=11.
4. Dean’s Council for Teaching in the Social Sciences
- Reimbursements for meals for virtual events are NOT allowed under UC’s Travel & Entertainment Policy.
- UCLA has suspended all non-essential event of any size until further notice.
- All nonessential University-related international and domestic travel is suspended until further notice.
- To request approval to engage in essential travel, faculty must obtain written approval form their Dean prior to the trip. Students and guest traveling for UCLA business and using University funds must obtain a Dean’s, Vice Chancellor’s or Vice Provost’s written approval, as well. If booking through the UC Travel center, please provide with approval to the agent at the time of booking.
Vanpool and Public Transit Users
A message from UCLA Transportation:
Dear UCLA Vanpool and Public Transit Users,
As the University continues to take measures to protect the health and well-being of the campus community, and with the ongoing concern regarding the spread of COVID-19, UCLA Transportation will offer you complimentary parking until the need for social distancing subsides.
Effective immediately and continuing until normal campus operations resume, public transit and vanpool riders who want to suspend their normal commute mode can log into the Bruin ePermit portal and register their vehicle to park in select parking structures at no additional cost. This added benefit is also available to customers who have already canceled their transit pass or vanpool participation.
Please follow the steps below to register for a daily parking permit.
- Visit the Bruin ePermit Portal and click “LOGIN” in the upper right-hand corner.
- Select “UCLA Logon” and enter your information.
- Select “Permits” from the top navigation bar and click “Get Permit” from the drop-down menu.
- Complete the purchase process for a $0.00/day Cross Parking Permit.
Although there is no charge, please be sure to follow the above process as outlined each day you park your vehicle on campus. This process allows our office to properly manage parking demands for all permit holders and medical center customers. You will note that not all permit areas are available. This is by design to ensure that medical center permit holders are not displaced from their standard parking facility.
We appreciate your cooperation and dedication to using sustainable transportation. If you have any questions or need further information, please contact us at email@example.com.
Zoom Lecture Assistants
Please see the attached memo from VC Gorden regarding Zoom Lecture Assistants. If you need a lecturer assistant, please fill out the online form provided in the attachment.
Thank you and hope you and yours are doing well.