UCCS Virtual Town Hall – May 21, 2020

– Well good afternoon everyone Welcome to our virtual town hall Welcome to all of our faculty and staff from U.C.C.S. who have joined us today Believe it or not, we have almost 800 people who signed up for this town hall today so thank you so much for taking the time out of your afternoon to join us there My name is Chris Valentine I’m the assistant vice-chancellor of marketing and communications here at U.C.C.S and I’ll be your moderator today for the town hall again, so Let me give you a quick overview of what we’re going to be doing today So we’re gonna open up our town hall with words from Chancellor Venkat Reddy So, little different than last month’s town hall where wish I was speaker today The chancellor’s gonna give the remarks there We wanna give more time to your questions So when he’s done with his presentation, we’ll dive into a panel discussion with some members of the chancellor’s cabinet We have some pre-submitted questions that were turned in before this town hall that we’d like to address first At about 2:30, we’re gonna open this up for live questions So at the bottom of your screen, there should be a, look for a forum where you can submit questions So I encourage you, during the presentation, if something comes to mind you wanna ask to the cabinet or to the chancellor, please put that on the forums and click submit there and we’ll do our best to get to as many of those questions as we can in the time allowed, so Of course, this is a virtual town hall so I ask in advance for your patience with the technology challenges We have a great team in the background and they’ll do their best to get us back online if we have any issues there, but of course, we appreciate your patience if we run into any stumbles there, but with that, let’s dive right in to program So I’d like to introduce our chancellor, Venkat Reddy Chancellor – Thank you, Chris Good afternoon everyone Welcome to our second virtual town hall and thank you for giving us an opportunity to share the rapidly evolving circumstances on our campus system and the state and what I’m gonna say today is really a compilation of a lot of people’s work on this campus, so bear with me as I walk you through many things that the campus has done so far First things first, let me offer my congratulations to all of our graduates from the class of 2020 We set a new record on Friday as we awarded almost 1,600 degrees to our graduates, our largest graduating class yet We also made history as we held the C.U. system’s first ever virtual commencement ceremony It was also a first for us and none of it would have been possible without the extraordinary efforts of our faculty and staff Our faculty worked tirelessly to help the class of 2020 cross the finish line Our staff worked across every college and department to bring commencement to life on screen And the alumni, elected officials, friends of the university and community leaders sharing messages and words of wisdom for our graduates I hope you were able to tune in Even though it wasn’t the celebration that we wanted or expected, we still had the opportunity to celebrate our graduates, our reason for being and our reason for doing the work that we do Thank you from the bottom of my heart to everyone who made it possible Before I share some updates about the budget and the fall semester, I want to remind us of who we are and what we’re all about Even as I connect with you from my home, I can feel a sense of anxiety right now, anxiety about the Coronavirus, the future of our campus, about the economy and about what’s to come I share that concern with you, but I want to assure you that every decision we make is grounded in our mission and in our core values, a focus on students, integration between teaching and research, innovation, collaboration, diversity and inclusion, dynamic, responsible growth and integrity, remaining true to our purpose and always acting with each other’s wellbeing in mind We chose these values for our university

because they embodied the best of what we thought we could be as a university and we’ll continue to look to them as we make decisions even in these challenging times That means we will act with trust and transparency through this entire process We’ll work hard to listen to every voice on this campus and we’ll work together to make the best decisions possible for our campus and that’s a promise I make to you Now, let me share some updates about the future The cabinet members continue to work with the C.U. system office and the Board of Regents in planning out the future for U.C.C.S The Board of Regents met earlier this week and made a few key announcements Carlos Garcia has been serving as our interim vice-chancellor for student success for the past six months and he has done an outstanding job in these unique times The regents approved our request to appoint Carlos as our permanent vice-chancellor for student affairs, effective June 1st, 2020 Yes, you heard me right and there’s another change The student success area name will change to student affairs so please join me in offering our congratulations to Carlos, (clapping) congrats, Carlos The regents also announced when they met on Wednesday that our tuition would remain flat for this coming year and they will not be an increase in compensation for C.U faculty and staff either It’s important to recognize that we may need to endure some tough decisions today in order to keep our university strong for the future One announcement we are watching closely is the state budget The state is predicting to see a shortfall of 3.2 billion dollars in revenues On Tuesday, Carlos joined budget committee cut 58% off next year’s higher education budget This is in contrast to our modeling of the maximum budget cut of 20% if you recall from the last town hall Governor Polis authorized an additional $450,000,000 for higher education of which, (clears throat) C.U. system will receive 127.7 million dollars So we hope to recover some of the losses from the state budget cut through this source So before I give you a budget update, let me give you an idea of what our campus budget is The bulk of the university’s total revenues comes from two sources, general fund which comprises of student tuition and fees and state funding and auxiliaries Student tuition and fees comprise of 50% and state funding 12% And auxiliaries are 21% of the budget Currently, our budget is $275,000,000 We receive about 12% or $33,000,000 of that from the state So the 58% cut the state has given will impact that $33,000,000 that we receive from the state which equals to about $19,000,000 Most of this cut will be made through the governor’s allocation, but not all of it, that is we’re gonna make up from those monies that the government’s giving us I used the terms general fund and auxiliaries and I wanna take a moment to make sure you understand both of these terms The general fund is the money that comes from student tuition and fees plus state funding Auxiliary funding comes from housing, dining, the bookstore, et cetera and supports its operations and also, you know, we borrowed money to construct the beautiful dorms we have and the dining facilities So the money generated from auxiliaries also goes towards paying off our debt on those buildings So it’s a pretty big hit when we have to keep the dorms closed Currently we are creating scenarios for our budget to go down as much as 20% this next fiscal year At 20%, we are looking at a budget shortfall of about 48.6 million dollars You know that I am a perennial optimist So our plan is for us to start the fiscal year preparing to be 15% down and have the ability to cut another 5% this fall if we don’t meet our enrollment goals This decision will be made in September when census numbers are available and my hope is that we are not gonna drop more than 15% in enrollments At this point, the 15% budget reduction scenario includes cuts in non-personal areas such campus reserves, we’re not filling open positions, not all of them, at least, cutting back on operating and travel costs, delaying controlled maintenance, savings on utilities, among other things We’re using these cost-saving measures to cover our biggest expense,

but with 68% of our annual operating budget going to salary and benefits, we have no choice but to look at layoffs and furloughs Given that the auxiliary service is operated like a true business and are responsible for generating their own revenue, the initial layoffs and furloughs will take place in that area I’m asking all of you, our faculty and staff, to make a shared sacrifice so that we can keep more of you employed As you’ve seen through our prior communications, all officers of the university will receive a 10% pay cut through furlough beginning July 1st of 2020 Furloughs will not impact faculty and staff making $60,000 per year or less Staff making $60,000 or more a year will receive a one day furlough per month which will equal to a 4.6% reduction in salary effective July 1st Faculty making over $60,000 a year will receive a 4.6% pay cut effective August 17th, 2020, the beginning of the academic year At this point, all these are indefinite My hope is that we can lift them sooner than later, but it all depends on how we perform financially in the next year At this point, layoffs are limited to the auxiliary site with some being announced as soon as tomorrow to take effect in June We are working hard to have any layoffs on the general fund site so that we don’t get impacted on the general fund site However, we cannot guarantee them if the financial situation deteriorates The majority of our unfilled positions will remain unfilled for the coming year as a cost savings measures and we may have to look at eliminating some positions through layoffs as a last resort if the financial scenario continues to shift at the state level and the enrollment levels The current feeling is we are still not done at the JBC So hope it’s not all that bad As I mentioned earlier, 50% of our revenue comes from student tuition and fees As of this week, our enrollment for the fall is down 15% from the same point last year, but those aren’t our final numbers We need to wait and see what fall enrollment looks like as we get closer to the start of the fall semester and that’s why we are planning for the worst and working for the best And please remember, if you can remember one number from this message, every 1% increase in enrollment translates to a 1.1 million increase in the budget Obviously, if we drop 1%, it’s a negative 1.1 million So student recruitment and retention matter now more than ever before All of us should think about and help create innovative ways to support recruitment and retention because the more students who attend classes in the fall, the more students we have an opportunity to help succeed and the fewer cuts we will endure and if you have ideas, please do share If you know current or prospective students, please reach out to them and make sure they know that earning a degree is one of the best decisions they can make for themselves and for their families I know these are difficult conversations, but if we can whether the storm today and share the burden together, it’ll help us come out the other side stronger than before One thing that I can promise is that we will continue to be transparent as we go through these difficult times Here is an interesting fact, in the month of March and April, we sent out almost 600,000 emails to faculty, staff, students and other stakeholders Compare that to March and April of last year where we sent fewer than 100,000 emails So we’ll continue to work hard to keep you in the light So I hear you loud and clear when you ask for transparent, consistent communications We have scheduled another town hall in June You’re gonna get to hear that soon and we’ll continue to send out weekly email updates with the latest information Now let me give you an update of what our plans are for the fall semester When we think about the fall semester, we really need to remind ourselves of our mission, to broaden access to higher education for Southern Colorado, the state, the nation and the world Even though remote learning is new to some of us, U.C.C.S. has been offering online degree programs for decades While it was easy for some and challenging for others, I wanna say that our faculty did an incredible job, moving in-person academic experiences to a virtual format and our staff have done a phenomenal job of keeping the university running smoothly, but there are some experiences that we value having in the classroom and face-to-face

It’s important that our nursing students get hands-on experience practicing patient care, for example It’s important that our student and faculty researchers get back to their labs I know many faculty members have expressed that they just miss seeing their student’s faces In-person instruction matters and that’s why we are making every effort to safely return to on-campus classes in the fall However, any move to campus must be done safely We have to stay flexible and adapt to public health guidance and all the potential scenarios we might face I wanna share that as of today, our intention is to hold classes on campus in the fall, following the healthcare guidelines While we aim to be on campus this fall, that doesn’t mean we know yet exactly what that will look like To answer the question of how we do this, we create a recovery team This team includes almost 50 people from across our campus who are working to make recommendations on what an on-campus experience looks like with the safety of our students, faculty and staff as the number on priority They’re looking diligently to review all possible scenarios and guidelines I don’t have time to describe all of the potential scenarios, but they’re looking at who needs to be on campus, which courses could be delivered remotely, what is the capacity of our classrooms, if we have social distancing guidelines in place They’re also reviewing safety guidelines like masks, temperature checks and social distancing I hope that we not only plan for fall semester, but really plan for the next academic year so that we don’t keep our stakeholders in suspense in the fall We should be prepared to pivot to online and remote learning if we see any resurgence in COVID-19 in fall or in the future semesters With all of their help and expertise, our goal is to make a final determination on the fall semester, including on-campus housing by early June This includes decisions on when faculty and staff might be able to return to on-campus work As we said before, we don’t expect to return to campus all at one time I expect we’ll return to campus in a thoughtful phased approach I want you to know that your input is being taken into account We have been using feedback from faculty and staff at each point of the decision-making process and we’re gonna continue doing so We’re working closely with governance groups as we share information and seek feedback to fine-tune the decisions Even this morning, we engaged the U. backed members in this very conversation Faculty, we received feedback from well over 60% of you in the faculty survey that was circulating in weeks past Early results of the faculty survey show that the majority of faculty would like to return to on-campus classes as best as we can within public health guidelines Many faculty also expressed concerns around the cleaning and social distancing if we return to campus Know that the recovery team is working to answer those questions Staff (voice cuts out) You offered so many creative solutions and suggestion that we are still working through the data, but above all, I heard your call for safety and flexibility, including taking as many precautions as necessary to keep high risk members of our campus community safe Thank you to everyone for giving your input We commit to continuing to share updates with you on all of these matters and more in the coming weeks And it’s in response to all of this feedback that I want you to know, none of the work we are doing to prepare for the future is happening in a vacuum Every week we engage with the rest of the campuses in the C.U. system, between weekly meetings with President Kennedy, weekly CFO meetings and increased conversations between the provosts, we’re making sure that our decisions are not being made in isolation And I also want you to know that at a system level, leadership is working very hard to engage with the power of state legislature to get the most support possible from the state and so thank you so much for your patience and listening to these remarks I’m ready to open up for some questions submitted by faculty and staff Chris, back to you – Thank you, Chancellor (voice breaks up) I’d like to invite our moderators, our panel to turn their cameras back on for some questions So introducing our panel here, we have Provost Tom Christensen, Carlos Garcia, our Vice-Chancellor of Student Affairs, Chuck Litchfield, our Vice-Chancellor of Administration and Finance, Parker Johnson, our Assistant Vice-Chancellor for Information Technology and Chief Information Officer And Laura Alexander, our Assistant Vice-Chancellor and Chief Human Resources Officer So thank you all for joining us at our panels So these questions were submitted prior to the town hall

We’ll go through these first and then in a few moments, we’ll get to the live question you’ve been submitting So thank you So first, Laura from human resources, we have a question about furloughs So we’ve talked a lot about furloughs, but please define what a furlough means and the different types of furloughs and if you could touch on how does a furlough impact benefits – Sure, thanks Chris A furlough is a temporary unpaid leave It’s essentially time off without pay In a furlough, there is still an employment relationship between the university and the employee Furloughs can be taken in a daily, weekly or monthly increments and that’s just the general definition So in terms of different types of furloughs, we have a continuous furlough which would mean an employee is in a furloughed status on a continuous basis, an ongoing basis in which they’re in a non-pay status and then we also have a periodic or intermittent furlough leave which is probably a little bit more common where you see employees who have a specific number of days per week or per month that they are not working and those are sprinkled in with the days that they are working So those are the two types of furloughs that are really relevant in our situation As far as the benefit question goes, with furloughs, the nice thing about them, if there is a nice thing, is that you remain benefits eligible Your benefits stay in tact as well as your vacation accruals and your sick-leave accruals So you continue to accrue your leaves You continue to have benefits The only qualification to that would be if your pay drops below a certain level, so that you are not able to pay your normal employee contribution in order to retain your benefits The system benefit office will bill you for your share of the benefits that you are not able to capture from your regular pay That is the question, in a nutshell Thanks, Chris – Thanks Laura Return attention over to Chuck So Chuck, I know we’ve announced earlier there will be remote learning for the summer, but what does returning to work on campus for the summer look like? I know there’s been some work around that recently Can you give us an update there? – Sure, thanks Chris We’ll be publicly announcing the summer access plan I believe later today, but in a nutshell, what we will do is we will remove restricted access to the campus and allow people who need to come to their offices to pick things up and do those kind of things normally We will not be opening the campus up for people to work We wanna comply with the governor’s safer at home policy which is supposed to go through the end of May Since we don’t know what that will look like and because we do want to move forward in summer, we expect to keep those types of conditions through July and then start the phased return to campus sometime in late July and the early part of August The buildings themselves, many of the buildings will remain in what we call utility setback which means that we have made every effort to reduce our electricity and gas consumption in order to save money So the thermostats in many of the buildings have been reset to 80 and then at night, we will also circulate cool night air through the buildings to try and keep the buildings somewhat cool That is pretty much the summer access program – Thanks Chuck Yeah, you are correct, there will be an email communication later today with more details and some information on the website about that So more to come on that, so, so Chuck, while you have your microphone on, next question, the Chancellor touched on your remarks, but the question is, how does enrollment look for the fall? – Right, so the Chancellor did touch on that The one thing I do wanna mention is that right now our enrollment for summer is slightly positive which is a very encouraging sign We made a decision as a campus very early to announce that we were gonna be remote in the summer and we believe that that has paid some dividends because in this time of uncertainty, the more certainty we can give people, even if it isn’t idealized in what they’d like to do, seems to be very positive With regard to fall, fall registration has been open for a little over a month (clears throat) For the first three weeks, we were running 20% down in fall enrollment and that was a mixture of returning students not registering as quickly and new students not registering as quickly

and so we made some proactive efforts to reach out We’ve done a lot of work with moving orientation online for new students and picking up communication both through social media and through webinars and we started to close that gap Over the last two weeks, we went from minus 20% to minus 15% We’d like to do better One of the things that we do know from our decision I.Q. information and from the communications we get through the webinars and the orientation is we have a lot of students, particularly a lot of Coloradans that are sitting on the fence, if you will They know that they want a higher education experience next year, but they haven’t made a decision about what they’re going to do We believe that making decisions and clearly communicating what we’re doing about fall will be really important to give those who are inclined to come to U.C.C.S an indication that the experience can be what they would like it to be and get them off the fence and get them enrolled – Thanks Chuck for the summary there Transition now to Carlos So, Carlos, lots of folks are asking about the living on campus in the dorms So the question is simple, will students be living on-campus this fall? – Yeah, thanks Chris Our current plan has students living on campus this fall, but this will depend on what the public health orders are and what the social distancing guidelines we will have that we need to follow We do expect to, even in the best of scenarios, not have the normal amount of students that we typically have on campus Our current worse-case scenario has us at about 1,065 students living on campus and our best-case scenario has about 1,350 or so students living on campus This is still about 300 students less than we typically have during fall the semester and of course, we will need to have plans in place in the event that we, again, need to pivot quickly and deal with a COVID-19 surge like we did this past March, but our current plan is to have students on campus – Carlos, while you have the microphone, one more question for you, so about student fees So, the question is, will students be charged student fees if not all the services are available to them? – Yeah, this is always a tough one With student fee funded programs, we have to commit to ramping up these services for students which means we have to provide staffing for those programs and et cetera so this requires that we have the funds in order to ramp up and have staffing for those programs We’re also obligated, as the chancellor mentioned earlier, to pay the debt on those student fee buildings, like, for example, the rec center or the university center and others The debt on those buildings are legally backed by the collection of those student fees So this is how we, basically, we’re loaned money to build those buildings years ago and then we’re committed to paying for them So the student fee funded programs, still plan on providing programming whether it’s in person or virtually or a hybrid of the two So regardless of the format, we are still committed to providing a quality out-of-classroom experience for students It just may be in a different format So yes, we are planning to still charge the approved student fees – Thanks Carlos Transition to Provost Christensen So, Provost, Chancellor touched a little bit about fall classes, but the question is simply, what will fall classes look like? – Yes he touched on a little of it Let me go on to a little more detail So in some ways, not that different in the sense that it’ll be a mix of on-campus and online classes We’ve been doing that for many, many years, but it will be a different mix this time and the reason it’ll have to be a different mix is that we have constraints that’ll be imposed on us by various health restrictions If we take a look at an example, just the social distancing restriction of keeping people six feet apart, that has a tremendous impact on our classroom capacity If you want just kind of an average number, it’ll decrease each classroom by about a factor of four So a classroom that originally handled, say 120 students, now will only be handling 30 So that will have a tremendous impact Some of the classes that we have, some of the larger classes will simply not be able to be on campus, we won’t be able to have all the students together at once So as we look at what classes we need to move to an online environment, which classes can remain on-campus, we have to consider what’s pedagogically appropriate,

what do the faculty say can be done with these various classes? We have to decide what our priorities are Do we want to make sure, for instance, well, say laboratory or studio classes that require special facilities, can we keep those on campus in some way? What about our freshmen? The on-campus experience is an important part of being a freshman Can we find a way to continue to give them an on-campus experience even with the restrictions that we’ll be under So anyway, the recovery team that has been mentioned before is working on this, they’re working on some guidelines to help the colleges and the faculty to figure out what that mix of fall classes will look like – Next question is also for you, Tom It ties into the same thing, so, what public health restrictions do we expect to be in place? You touched on a few of them with social distancing, but other thoughts on that line of question? – So certainly social distancing seems like it’s very likely to be in place I mean, there may be requirements around wearing masks Faculty who immediately get to the point of, you know, wait a minute, how can I lecture if I’m wearing a mask? Right now, the Colorado Department of Higher Education guidance is that a faculty member who is at least 12 feet away from the students is allowed to not wear a mask during the lecture I would (voice cuts out) factor in those circumstances to have the mask with them because after class, you’ll be getting closer than 12 feet to your students There may be cleaning protocols that we will be needing to follow Maybe some testing protocols There’s a lot that we don’t know about just what will be in place in the fall and what changes could happen during the fall semester – The Chancellor mentioned in his remarks, you know, they’re looking to recovery change in the next couple weeks to come back with some recommendations, so that process is underway So thank you for that update – Chris, we’ll continue to repeat that, we’ll keep safety of our students, faculty and staff as our top priority in making all these decisions So it will be very thoughtful, we’ll continue to listen and do the best we can, but that’s really what’s driving everything right now – Okay, one more question for Harper, from the I.T. side, so, Harper, can you talk briefly about the plan to provide technology to our new students? That’s kind of exciting change here – Certainly Chris, thank you First I wanna offer a big thanks to the U.C.C.S. OIT team They’ve been working quietly around the clock behind the scenes to keep our students, faculty and staff connected in this very interesting time and secondly, I would like to applaud the media services team whose creativity and hard work was behind the scenes to support the first ever U.C.C.S virtual graduation So thank you to those groups, big, big thank you We’re excited to offer solutions and will provide our students with flexible access to our electronic learning applications whether they’re on campus or working remotely In the past, we’ve only had that access in on-campus labs and in the library and in order to do so, we have to offer remote classes We are implementing a zero dollar Chromebook lease program for incoming freshmen We are doing so in coordination with the campus community including representation from the bookstore, financial aid, student orientation and enrollment services Of course access doesn’t end with the computing advice We are also developing a mobile application to allow students, faculty and staff to find free wifi access points across the state of Colorado to supplement possible broadband needs We think that the combination of the computing device and wireless access will allow remote desktop access to our campus library and lab computing devices, allowing students to use those desktop applications needed to complete he academic mission of the university – Thanks Harper, you’ve got exciting transition there So great work from the IT department My clock says it’s a little after 2:30 so we promised to get to some of your live questions here and my email box is overflowing with questions So let’s transition to some live questions So, I’m gonna start with the chancellor with this one So you touched briefly on furloughs and my box is overflowing with questions or a little more explanation about the furloughs For example, one question is, “Is the 4.6 reduction in pay for faculty “a temporary furlough or a permanent reduction “in our base salaries?” Another one said, “Please clarify “about the furloughs, the same at all income levels?” I think the city Denver model

is being compared there to what we’re doing So Chancellor, if you wanted to start with that question and maybe– – Sure – Hopefully those can (mumbles) – So the way the furlough has been designed to happen is it’s gonna take effect July 1st and it’s gonna be indefinite because we don’t know what the financial horizon looks for us So if we can clear up, let’s say our fall enrollments looks really healthy and we can recover a lot, my hope is we can discontinue the furlough in October, if you will Though, the likelihood may be less so my hope is it doesn’t extend beyond a year, but it really depends on what we do between now and then So that’s in our hands how we can manage those things So in that sense, it’s gonna be indefinite So essentially, every month of the furlough you’re gonna see a 4.6% reduction in pay, right? I was trying to be careful not to mention a furlough for the faculty because it’s very tricky to really even conceptualize it So the provost and the deans will be working and working with the system what that looks like, but really, this is about sharing the pain That’s how we kind framed it, that we’re all in this together In case of 12 months staff and faculty, it will be a little bit different where they are gonna be applying for a one day furlough per month through the HR system So they actually have requested that and work with their supervisor on when they can take that furlough day So, an important task may not be ignored at that time So that’s how it’s been framed So think of it, a 4.6% reduction in pay every paycheck whereas for faculty, it’s gonna be, some of them are on nine months, some are on nine months spread out to 12 months, so it’s a different deal So they will be going into effect in August, on August 17th The other question was about C.U. Denver’s phased fate You know, what we try to do, I think this is kudos to our campus, that we are such good stewards of our finances that we have accumulated reserves that has helped us in kinda taking away some of the pain of putting it on our faculty and staff So essentially, your hard work has paid off now so that we didn’t have the impact to us hard You also have to remember, whenever you do these interval furloughs, the person who makes a dollar more beyond that range is gonna get a pretty huge pay cut, right? What we have done in this case is, we said anybody who’s making 60,000 or less, we are not imposing a furlough on them, right? That means somebody who’s making 61,000 is gonna go below 60,000 So we made 60,000 as the floor, for example, in that particular case so nobody goes below that So somebody’s at 61 or 62 might be on four hour furlough in a month rather than a one day furlough So that has to be worked out with HR office and the supervisor So at this point, we feel like we don’t want to impose that kind of a pain, but come fall and things flip out on us, we wanna save that remaining for that time That’s a reason for the 15% and the 5% plan, 15 plus five, hoping that we never have to get to that five Right, so there are different ways of doing it We played with so many models, Chris We could have said, we’re gonna do it 10% pay cut through furlough Then maybe release the 5%, but we felt, given the situation, this is the best approach to take This also allows us to make a big case for the Care Sack Funding if we have some shortfalls here and there So this is about making sure that we are protecting our lean faculty and staff in terms of making sure we can accomplish our mission and the goals that we have for ourselves – Blowing up with questions about furloughs so we’ll continue on this line here, but the question is, “Do the furloughs apply to “university staff and classified staff?” Everyone’s in this? – So it’s gonna be different for the different groups, right? We have legal notification requirements for classified that we do not have for university staff We have to publish a classified plan We can’t legally do furloughs for classified unless the governor makes a certain declaration which he has yet to make So if we publish a classified layoff plan, it’ll include the necessary information that we’re required to announce That has a 55 day window from the time the plan is published to the time that layoffs can be activated for classified staff and so those plans will be forthcoming

and if the governor changes his mind and gives us a different tool to use, we will obviously take that into consideration For university staff, there is no set requirement for notification It is the industry standard to use a two week notification and we are doing our best to go for that as a minimum in terms of notification The staff association has asked for a longer notification period for university staff and as we have been considering these plans we’ve been trying to factor that in as much as possible The Chancellor has been very firm about the two week minimum and so we are working toward that with regard to notification – All right, we’re gonna continue on this theme here So a few people have asked, “Can anyone take voluntary furloughs “between now and July 31st?” Is that an option for folks to help? – So we need to be careful we have the person asking the question clarify that There is a term known as voluntary furlough in the classified system, however, that also requires a declaration that we do not have – This is hard, Chris, because of the categories we have It impacts people differently, right? I just talked about faculty and staff So we have a classified staff system So we just had to be cognizant when we approach these things So if people have some special requests, I would ask them to channel them through their respective supervisors and vice-chancellors so that at least we can get back to them and say what’s possible And we really appreciate whoever said that, thank you for saying it for participating in this pain, we appreciate it, but we don’t wanna do anything that puts you in trouble or us in trouble or the campus in trouble. (chuckles) – All right, so changing topics a little bit, but still in the HR realm here The question, person saw the article in the GU Connections about the regents move quickly to enable vacation leave flexibility for employees So I know the decision was just made this week, but can we offer just a little bit of update on what’s the timeline around those updates? (muttering) – So first of all, I wanna thank the regents that they’re thinking about staff losing vacation at this time and allowing us to have them extended, but we also have to sort out the details now. (laughs) What exactly does that mean? And so right now, in fact, we even spoke about that in the cabinet I would say, could you please wait a couple of days before we get back to you with firm details because it states that the president would approve the leave for vice-presidents and chancellors and each chancellor will approve for the campus So we are trying to find a way that minimizes the effort on your side and make sure we trust our folks and do the right thing and make it easy for you to do that So I’ll ask Chuck or Laura to pick up on that and see how soon we can get – Yeah, I’ve been talking with my colleagues at the other campuses about this and there’s still much to be decided in terms of just the logistics and the mechanics of rolling that out It’s not an issue as to whether it will happen, it’s just a matter of how we make that available and what kind of checks and balances, if any, we attach to that So just need a little bit more time to get that squared away and then we’ll be sending out campus notifications and putting that information on our HR website also – By the way, the reason we are kinda caught off guard on this is because Regent Kroll decided to just put that on the motion table on the spot So there was not pre-planning on that That’s part of the reason we can’t get you an answer right away because the regents felt that that has to be (voice cuts out) wait ’til mid June because it’s too late So, appreciate Regent Kroll, but I think we still have to sort out the details – Yeah, I just wanna echo that, I mean, it was Regent Kroll’s intent was to make sure that we would have plenty of time to communicate this to staff He understood that waiting until June 30th to make a decision didn’t make sense – All right, we’re gonna change topics just a little bit So Provost Christensen, there’s a question about start dates So some schools are just in their fall calendars, like Notre Dame’s starting early Has there been any thoughts around adjusting the fall calendar? – So it’s certainly one of the topics that is on the discussion list, both can we change the beginning of the semester, can we change the end of the semester,

what do we do at Thanksgiving break, which is another one that some schools are looking at Do we go fully remote after Thanksgiving? Do we even try to shorten the semester in some way? Lot of opportunities, lot of possibilities and a lot of complications amongst all those opportunities So yes, those are being considered and we’ll hopefully have some more guidance on that in a few weeks, but definitely, it’s on the list of things that we’re exploring – All right Chancellor, in your remarks, you mentioned some of the other things that we are doing that’s cost-saving, but people appear to have missed some of those things so they’re asking about travel expenses and landscaping expenses and things like that Can you cover some of the other things, non-personnel issues that we’re doing to save on expenses – So the big, I’ll say, I’ll make a quick summary of those comments and seek Chuck’s help to fill it out, but really campus reserves have been a big source, not filling positions has been another big source, controlled maintenance is another big source, operating budget and travel, so those are really big, big sources The other one is student employment because if we kind of cut back on a lot of things in fall and summer as well when we are remote, we will not need as many students So I kind of feel bad for the students that they lose an opportunity, but there’s not that much need for it So we’ll be saving there as well So Chuck, anything I missed on that list? – We are taking– – Stabilization – Yeah, so we’re taking the Emergency Tuition Stabilization Funds that the regents force us to set aside for a rainy day ’cause it’s pretty much a rainy day and so we’re gonna take a lot from that fund as well We will also be taking some savings from the transition that the campus went through to a benefits pool a little over a year ago We’re also being told right now that the expected increase in the health, life and dental costs will be less and that will actually create some savings Hopefully that savings will also be created on the employee’s side as well and I think that covered the issues that you covered I was just trying to check my list of the things that you just said Yep – All right, next question is about access to campus So it’s about research So, Provost Christensen, I’ll let you start, but Chuck, you may have to jump in with some of the summer access So the question is, “When can we get back “into our labs for our research work?” – Research is certainly an important part of our academic mission and it’s also, of course, a very important part of graduate education So we’re glad to be able to get that going again as soon as possible Faculty who were already on the approved list that existed for the spring can get access to their labs as they have already been able to and then starting in June, we’ll go into the summer plans There won’t be a specific list that you have to be on in order to get access to your offices or labs We’ll certainly still recommend that you don’t spend any extra time on campus if you can avoid it to come in and do what needs to be done Graduate students will be included in that access as we get into the summer so that graduate students will be able to engage in the research, work in their labs, things like that Undergraduate students will require the approval of the dean of the college in order to have access for research purposes this summer Now of course, as we’re doing all of this, we still need to follow the health and safety guidelines So social distancing, for instance, requirements will still be in place This may mean that some of the laboratory rooms will have reduced capacities So we may not be able to have everybody who would like to have access to that particular facility may not be able to be there in there at the same time, but all of those are things that we feel can be worked out with the individual research teams So that’s the plan at this point and there’ll be more details on that continuing to come out – I know you’re really missing our beautiful campus, (laughs) but please worry about your safety and the safety of others So be thoughtful when you come to campus and kind of think about why you’re going there and how long you wanna spend your time there – Okay, here’s a positive spin So Chancellor, in your remarks, you talked briefly about things we can do to help encourage students So the question is, “I’m sure there are

“a lot of staff and faculty who could “call on the, quote, on the fence students “to give them kind of a pep talk or encourage them.” So you wanna talk briefly about your excitement about maybe helping those students make the choice to come to college this fall – Yes, there are a lot of students who are in the kind of in the maybe category They are thinking of a gap year That’s the big term out there, we are going to take a gap year and my request to those students is think of what you’re gonna do during the gap year when everything is pretty much down I think you might as well pursue education and then hopefully, if there’s a smaller class entering this year when you graduate, you probably will have more jobs waiting for you if you continue that education So we need to get that kind of messaging out to our students So I just spoke to the deans as well to help us with that We have never really asked our faculty to help us in the recruiting part of the efforts, but I think, here’s an opportunity for you to make that connection to the students and encourage them to pursue their education It’s really for their success So we asked Matthew and his team to help put some messaging together so faculty and staff can call those students and share with them We can reach out to many of the high school students as well So I think the sole strategic enrollment committee is working on a variety of ways to do that I do think there’s an opportunity and we will be connecting with you on that I’ll also ask Chuck to add in anything else, Chuck, that you’d like to ask for help from the faculty and staff – Well one of the things that I’m hoping is is that once we start the process for reopening the campus that we will extend invitations to students who had indicated an interest in us or had wanted to come to an orientation for an opportunity to come to campus That may be a fairly compressed timeframe and so we may be looking for volunteers to help with that Obviously the public health restrictions may also limit the number of people who we’re interfacing with in which case, we may need more engagements in order to get that kind of contact So as we start looking for people to help with that, we really hope that people will step forward – We also actually engaged alumni who are writing letters to prospective students and maybe students, saying, “Hey, “you gotta go to this campus.” So I think here’s a great opportunity to do this – And so this question is about kind of enforcement of the public health policies So Chuck I’m gonna let you take the lead on this one and Carlos may help, but how would you enforce any social distancing and, or mask-wearing policies on campus? Is it zero tolerance and what happens if someone refuses to wear a mask? So I know these are still being developed, but what are some early thoughts on how we’re gonna enforce these policies? – Well first, let me say that you know, if a public health order is set by the governor, then that sets the stage for certain criteria If it comes to the point of where we are setting policy on campus, in other words, the guidelines that are out there allow us to set our own policies, we’re gonna set as conservative a policy as we can to protect our students and staff and faculty, but the difference between how those things get enforced really is determined by whether that’s a public health order from the governor or whether it’s a policy that’s set on campus We have already discussed, with regard to student activities and students living on campus, modifying the standards of conduct for students where they will make an agreement to comply with these public health orders or these public health guidelines or the guidelines that we put in place on the campus and therefore, if they refuse to do that, then it becomes just like it does anything else with regard to students in complying with policies that they said that they would agree to, right? And so we would use the same standards that we currently use to deal with any other type of policy or disciplinary issue With regard to staff and faculty, I’m gonna digress for just a second because we haven’t mentioned this up to now and this might be a good time to mention it We’re going to have to have a policy for individuals who are at high risk and we’re gonna do the things that we can to protect them and to that extent then, we will modify the opportunities for them to work or to teach in order to accommodate them as an identified high risk individual and so one of the things we’re not gonna do is we’re not gonna put high risk people in a situation that is disadvantageous to them because of any guidelines that we would put in place With regard to, you know, the staff and the faculty,

we will be doing training on the things that are required in order to be able to return to campus and we will identify a process by which staff or faculty who feel like they cannot comply with that will be given the opportunity to work through that before we have to have some sort of, you know, confrontation on campus and I say that because I think the news has kind of shown these terrible incidents between individuals who wear masks or don’t wear (voice cuts out) – You know and I’ll just add, Chuck covered most of it, but I just wanna add that our dean of students office is already having conversations about amending the student code of conduct to deal with these situations and again, our preference is to deal with it as an administrative issue I’m having the go through the dean of students for conduct and you know, not necessarily go through the criminal route unless it is a violation of law, but you know, that’s currently our plan for how to deal with students – All right Chancellor, in your remarks, you mentioned layoffs in the auxiliary So a number of folks have questions about that, but the questions are pretty general They said you went over just a little bit quickly, they believe that starting as soon as tomorrow, they thought they heard you say and who’s going to be impacted? So, if you could maybe just start a little bit I know Carlos may be able to– – Let me, Chris, let me defer that to Carlos This is so close, he’s working on it I think it’s reasonable for him to answer that – Okay – Thank you, Chancellor The plan is to make adjustments to our workforce In the auxiliaries, as the chancellor mentioned, you know, we depend on revenues that come in through, you know, bookstore sales and housing rooms and dining sales and when that revenue doesn’t come in, we have to make adjustments That’s pretty normal practice in the auxiliaries So based on the financial information that we have, we have to make adjustments to our workforce So tomorrow, some people will be receiving information on that and you know, we’re trying to do the two week notice on that piece of it and so there’ll be some meetings that happen tomorrow so that individuals can prepare for the information that they receive I’m not gonna talk about who’s impacted, those are private matters between the individual and the supervisor, but we will be initiating that information starting tomorrow and making those effective on the 6th of June We will also be making other adjustments beyond that in the next week or two for additional employees – So one thing I’ll add to that, Chris, is I just want you to know, we feel terrible We are sorry that we have to resort to this in the auxiliary side This does not reflect on you I mean, you worked hard, but it’s just that there is nothing we could do Everything is closed down and so this is a tough one and we are in tough times So we appreciate all the hard work you’ve done and the effort you have given us and we hope that you will be able to come back at some time point in the future – Thank you Carlos and Chancellor for that So my clock says we’re reaching close to the top of the hour here and believe it or not, we’ve actually got through the majority of questions that people have submitted There are some very specific questions that I promise that we will respond to those folks individually, you know, with questions about how this impacts my pay and my salary and things like that We’ll take care of that on a one-on-one basis, but with that, I’d like to turn this over to the chancellor, try to wrap us up So the panel, you’re welcome to turn off your cameras and I know the chancellor has a few comments, kinda to wrap the town hall up and with that, I think we’re gonna be close to on time and closing here So Chancellor, I’ll turn it over to you to wrap up the town hall for us – Well first of all, I wanna say thank you for tuning in Thank you for submitting your thoughtful questions and staying to hear the answers I know these are difficult times for all of us It’s hard to hear that the future is so uncertain It’s hard to make plans and decisions when we don’t know what the next few months will bring or the next few years will bring, but what we can do is prepare for every eventuality, lean on each other, support each other and understand that this experience will reshape our campus forever, but whether it reshapes us in good ways or bad ways is really up to us I have faith that our phenomenal community, our work ethic and our commitment to student success, scholarship and research will help us transform for the better We cannot plan for the future, but we sure can prepare for it and I know I have a great team in all of you

in making that happen So thank you for everything you do to make us so great and we’ll continue to work hard and make sure that we keep you informed and I’ll look forward to, the one big thing I miss is that I don’t get to see you So I’m really waiting to see you I hope I can see you soon, but we’ll have another town hall in June and we’ll continue to keep you updated through the emails and messages we’re gonna send So again, thank you so very much – With that, that concludes our town hall for today Thank you so much for joining us This afternoon, you will receive an email with information about the summer access and then we’ll also send a summary of this town hall via the Communicay for more information and some video clips for you to watch some of the key points So, look for more information in the near future So, once again, thank you so much for joining us and with that, we will close this town hall Good afternoon – Thank you