All posts by Maureen De Armond

For Faculty Archive, For Staff Archive

Fall 2021: COVID-19 supplemental leave

As we head into the 2021–2022 academic year, Drake University remains committed to the health and well-being of our faculty, staff, students, as well as the larger community. We understand that additional disruptions due to COVID could impact our employees and their families. Consequently, Drake University will be offering supplemental paid leave (“COVID Supplemental Leave”) through December 31, 2021, as detailed below.

Eligibility: To qualify for the COVID-19 Supplemental Leave program, you must be a benefits-eligible employee, which means a minimum of 32 hours a week and a 9-month appointment.

Exhaustion of Accrued Leave: All available sick leave and personal time must be exhausted prior to accessing COVID Supplemental Leave. Consistent with Drake’s FMLA practices, an employee may hold back 40 hours of vacation time. However, employees must exhaust all vacation time in excess of 40 hours.

Bank of Leave: Full-time employees will be eligible for up to 80 hours from Aug. 30 through Dec. 31, or a later date as established by the University. The amount of leave will be pro-rated for those on less than 100% appointments (e.g., an 80% employee would be eligible for 64 hours of COVID Supplemental Leave).

Qualifying Events: For eligible employees meeting the circumstances described above, COVID Supplemental Leave may be requested under these situations:

  • Personal or Family COVID-19 Illness: An employee becomes ill with COVID-19 or they are providing care for an immediate family member who is ill with COVID-19. Immediate family includes: the employee’s spouse/partner, child, mother, father, brother, or sister (or the same relatives of your spouse/partner).
  • COVID-Related Self-Isolation Directive: The employee, or their minor child, has been advised to self-isolate by Drake or a health care professional and the employee is unable to work remotely.
  • COVID-Related Childcare or Eldercare Obligations: The employee’s child’s school or daycare or an immediate family member’s eldercare facility has closed due to a COVID-19 outbreak, and the employee is unable to work remotely.

Mitigating Steps: Employees who have the type of job duties where remote work or a flexible schedule would allow the employee to work part of the time, despite experiencing a qualifying event, should discuss options with their managers.  In some situations, a temporary remote work and/or a temporary adjusted schedule will help mitigate the need to use COVID Supplemental Leave on a full-time basis. For example, for eligible employees who have exhausted leave, as described above:

  • If an employee is caring for a sick family member but the care does not require full-time attention, such employees should explore options for working part-time. COVID Supplemental Leave should only be requested for the time they are unable to work.
  • If an employee is healthy but has been directed to self-isolate and can perform their work remotely, they should work remotely. Under such circumstances, they should not request COVID Supplemental Leave.
  • If an employee has a child whose daycare is temporarily closed but the employee can flex their schedule to continue working, while using COVID Supplemental Leave when caring for their child part-time, that possibility should be explored.

Exploring mitigating steps benefit the employee. If such options are feasible, this will help the employee stretch out the available bank of COVID Supplemental Leave, while also supporting their colleagues and departments. We understand that mitigating steps will not always be possible, but Managers should include them as part of the conversation when such situations arise. Managers are encouraged to work with their employees to mitigate absences and effectively manage workload distribution.

Application Process: An employee can apply for COVID supplemental leave by completing this form. The employee and their manager will receive an email response following submission of the request to use the leave. Upon approval non-exempt employees will record the time off in the Supplemental Leave area of the timesheet, and exempt employees will submit the Supplemental Leave on the monthly leave report.

Leave under the FMLA/ADA: If an employee believes that their leave may be covered by the Family Medical Leave Act (FMLA), including COVID resulting in them having a serious health condition or an immediate family member suffering a serious health condition, Drake Human Resources can assist with the FMLA process. Note that FMLA is protected leave, not paid leave. FMLA may run concurrently with COVID supplemental leave.

Alternatively, if a temporary disability caused by COVID-19 may lead to the need to consider a workplace accommodation, HR can also facilitate the Americans with Disabilities Act (ADA) interactive process. If you think either the FMLA or ADA process may apply to your situation, please contact drakehr@drake.edu.

This COVID supplemental leave program remains a temporary measure. However, as the pandemic continues to evolve, we will assess whether additional changes or expansions to this policy may be needed after Dec. 31.

— Maureen De Armond, Human Resources

HR Information Archive

Benefit highlight: Tuition rebate waiver and required form

Drake University is proud to provide a tuition rebate waiver to Drake employees and their family members. This benefit reflects Drake’s commitment to lifelong learning and represents an investment in our employees and their families. This benefit extends to full-time Drake employees and their spouse/partner and dependent children. This benefit allows eligible employees and family members to take classes either at the undergraduate or graduate level with the tuition fully or partially waived (visit the website or policy for tuition waiver details). If you are employed in a full-time, regular position and are on the University payroll the first day of classes of a semester or summer term, you and your eligible family members can take advantage of this benefit.

Through the Tuition Rebate Waiver benefit program, all full-time regular employees may carry a maximum of eight credit hours during each fall and spring semester, and no more than eight credit hours during the interim and summer terms, combined. Besides the employee, up to two persons, either one spouse/partner and one dependent child or two dependent children, are eligible to take classes through this benefit.

As a reminder, employees are required to submit the tuition rebate waiver form prior to the beginning of each semester that the benefit is used. Additionally, employees, spouses/partners, or dependents who are pursuing undergraduate degrees at Drake University are required to complete the FAFSA prior to July 1. If you have questions about the FAFSA requirement, please contact Student Financial Planning at 515–271–2905 or financialaid@drake.edu. Questions about the Tuition Rebate Waiver benefit can be directed to HR by emailing us at drakehr@drake.edu.

— Debra Wiley, Human Resources

Campus Announcements Archive

University Avenue house to be relocated Aug. 31

There continues to be construction along University Avenue. Part of this activity includes relocating a house from the 2900 University Avenue block, between 29th Street and Walgreens. The house is scheduled to move starting around 12:01 a.m. on Tuesday, Aug. 31, (weather dependent). The house will travel west on University Avenue, then south on 31st Street and be put on the foundation at the corner of Cottage Grove and 31st Street. Steps have been taken to abate all environmental and hazardous conditions in the house.

There is another house in this 2900 block area that will be razed as part of future planning for this site. Razing of this house will be taking place in the next few weeks. We look forward to sharing more on plans for the future in this area in the coming weeks.

If you have any questions or concerns, contact Kelly Foster at kelly.foster@drake.edu.

HR Information Archive

Flexible Spending Account (FSA) reminder

To better assist our employees manage through this year, Drake University amended its FSA plans to permit prospective mid-year health care and/or dependent care election changes. Through the end of this calendar year, employees may:

  • Elect to participate in Drake’s health care and/or dependent care FSA plans – even if they previously have waived the benefit.
  • Elect to terminate current participation in Drake’s health care and/or dependent care FSA plans.
  • Increase or decrease current health care and/or dependent care elections.

Please note: you cannot increase contribution amounts to pay for expenses that have already been incurred. Increased contributions must be used for the remaining portion of the 2021 calendar year. Increased election amounts will be deducted throughout the remainder of the calendar year beginning with the first payroll after the election is made. Contribution limits for the 2021 calendar year are as follows:

Health Care FSA (2021)

Minimum Contribution:  $120                           Maximum Contribution:  $2750

 Dependent Care FSA (2021)

Minimum Contribution:  $300                           Maximum Contribution:  $10,500

Additionally, health care FSA participants may carry over up to $550 of unreimbursed contributions to the 2022 calendar year. To make changes to your current (2021) FSA participation, please complete and return the FSA Mid-year Change Form to  drakehr@drake.edu   As always, should you have questions regarding your benefits, please feel free to directly contact marlene.heuertz@drake.edu.

— Marlene Heuertz, Human Resources

HR Information Archive

BUILD learning and development fall offerings

Bulldogs United In Learning Drake (BUILD) is a learning and development series available to faculty and staff who wish to enhance their professional skills, improve their wellbeing, and expand their boundaries.

Human Resources would like to thank those who provided suggestions for future BUILD training topics. Your input helped guide our class offerings this academic year.

Here is a sneak peek into the Fall 2021 schedule:

  • We’ve added three more Microsoft classes this fall – Teams Calling, Teams Channels and Files, and Teams Forms. In addition, Christine Marchand, institutional research and academic compliance coordinator, will facilitate two Qualtrics classes.
  • If you need a little relaxation break, we are offering three virtual 30-minute mindfulness classes over lunch. Each covers a unique mindfulness technique.
  • Danielle Green, director, Student Counseling Center, will lead a discussion that focuses on the stress and anxiety you may be feeling as we return to campus, and ways to combat it.
  • Maureen De Armond, executive director, HR, will present three classes this fall, including a class that focuses on tools for identifying and combating pandemic fatigue.
  • We are holding both an active shooter training session and a self-defense class, facilitated by Scott Law, executive director, Public Safety and Operational Services.
  • For those needing healthy eating ideas, join our on-campus dietitian Samantha Matt, as she leads a session on healthy eating, cooking, and shopping tips.
  • And learn more about what you do best and how to apply your personal strengths to your personal and professional life in our two-part Strength Finders course. Kristin Economos, director of student leadership programs, will present.

We are still adding classes and already have a great list of topics for this spring, including time management, CPR, leading hybrid teams, social media best practices, implicit bias, an anti-racism capacity-building workshop, reducing screen time, STEM Hub at Drake, and much more.

The complete Fall 2021 BUILD schedule will be available on myDrake by the end of the week.

To register for a class, please send an email to linda.feiden@drake.edu.

— Linda Feiden, Human Resources

For Faculty Archive

Faculty event: Growing a more inclusive, equitable, and just racial environment

S.T.A.R.T.:  Standing Against Racism Together

In 2021-2022, the Office for Equity and Inclusion will offer a series of capacity-building workshops for members of the Drake campus community with Jennifer Harvey, Associate Provost for Campus Equity and Inclusion, and Jazlin Coley, Director of Equity and Inclusion.

Join us for a three-part faculty series on Sept. 10, 17, and 24, from 9 a.m. to 12 p.m. All faculty are welcome.

The workshops will provide a deep-dive experience to understand the ways being part of a predominantly white institution impacts our collective work, teaching, and relationships. The goal: to build individual and collective tools, language, and habits to actively grow a more inclusive, equitable and just racial environment in which we all can THRIVE.

Pre-registration is required: registration will close on Friday, Sept. 3, or when the workshop fills (whichever comes first). Participants will receive a professional development stipend of $250 upon completion of the workshop. Attendance is required at all three sessions.

Sign up here: https://www.eventbrite.com/e/start-standing-against-racism-together-tickets-167889757785

— Jennifer Harvey, Provost’s Office

Campus Announcements Archive

Intensive English Program offers free learning opportunities

Drake’s Intensive English Program (IEP) provides free learning opportunities for faculty, staff, and full-time students to improve their English skills. Our IEP offers intermediate and advanced level classes with an academic focus. If you feel that you may need additional help in a certain English skill area, be it advanced academic writing, grammar, or speaking, or if you simply would like to improve your pronunciation, you may want to consider taking one of our classes.

Classes begin Monday, Aug. 30, and end Friday, Dec. 10. The last day to register for classes is Friday, Sep. 3. Exceptions may be made to this deadline at the course instructor’s discretion. Please note that these classes are not credit-bearing.

If you are interested in joining a class, wish to see the schedule, or have questions about the program, contact Kendra Hossain-Morehead at kendra.hossain-morehead@drake.edu.

— Kendra Hossain-Morehead, Director of International Student and Scholar Services

For Students Archive

Use Bulldog Bucks to get your Fong’s, Gursha, Fernando’s and more #dogtowndsm

Get your Fong’s, Gursha, Fernando’s and more, and win a free T-shirt! Use #DogtownDSM

Welcome back, students! As you return to campus, be sure to visit some of your favorite Dogtown businesses.

As a reminder, you can use Bulldog Bucks as a payment method at several neighborhood establishments. To view a list of participating merchants in Drake’s off-campus Bulldog Bucks program, visit acceptinglocations.com/drake.

You can also load funds to your ID card at this site or in the myDrake portal.  Please note that Flex Dollars (tied to meal plans) cannot be used off campus, only funds added to Bulldog Bucks accounts are available as a Dogtown payment method.

From Aug. 25–28, some of Drake’s participating Dogtown merchants will be offering Welcome Week specials. If you visit a participating merchant from Aug. 25–28 and post your visit on social media using #DogtownDSM you will get a free Dogtown T-shirt, while supplies last.

For questions about the Bulldog Bucks program, or if you want to suggest other Dogtown businesses you would like to see as a participating merchant, email studentservices@drake.edu. We will email you from this email address if you are eligible for a T-shirt.

— Sara Heijerman, Student Services Center

For Faculty Archive, For Staff Archive

Tips and tricks for Blackboard Learn Ultra  

Update your Profile with a professional headshot 
Your profile picture appears on the opening page of a Course (if you are listed as the only instructor). In addition to being a nice aesthetic feature, it’s also a great introduction for your students.  

Adding PDFs that open in the browser 
From the Content area of the course, select the add (+) button and choose Upload. All other methods of adding documents from your computer require students to download them. Blackboard Learn Ultra has announced that other file types and methods of adding files will eventually also be able to open in the browser. 

About Assignments 
You can now add questions to Assignments. Be aware though that adding questions restricts the use of some of the available settings such as rubrics and SafeAssign (an originality checker tool). 

Peer review for qualitative assignments are now available in an updated version. Not all features are available, but more features are expected. In the future, this feature will allow students to use an instructor-built rubric for peer review. 

About Student Preview 
NOTE: If you test your assignments and tests using the Student Preview feature of Learn Ultra, any student-based submission will prevent instructors from editing the assignment or test. You will need to Reset the Student Preview to clear submissions to allow editing. The system blocks editing of an assignment or test after any student submissions have begun. You may adjust using the regrade feature after student submissions are complete. This will ensure that all students have the same experience.  

About Grading 
Due dates are not restrictive. Students can submit after a due date, but based on your course policy (typically in your syllabus), you don’t have to grade late assignments. If your policy is not to grade late assignments, please read the information below on setting automatic zeros. 

Add accommodations (e.g., time-and-a-half for assessments) for a student at the course level. You can also still add one-time individual exceptions. 

Set gradebooks to automatic zero. If your course policy is to not grade late assignments, using this setting will automatically add a zero while continuing to provide students with late notices. Remember to update your syllabi to include your course policies around these Blackboard settings, if applicable.  

 Learn more about Overall Grades, the name of the Total column in Ultra courses.  

—Karly Good, ITS

HR Information Archive

Reminder to supervisors and student employees

Another academic year is upon us! With it will come a rush of student employee hires. To help onboard new student employees, here are some reminders:

Student Employment Registration Form: To be eligible for student employment positions this fall, students must be registered for employment. We encourage supervisors of student employees to complete the Student Employment Registration Form at the time of hire. This form is used to create the online student timesheets—not completed registration form, no paycheck.

I-9s & W-4s: Students who have never worked on campus before may complete the employment paperwork (consisting of the I-9 and W4s) either at the Student Services Center (located in Olmsted, open Monday through Friday 8 a.m. to 4:30 p.m.) or by appointment with Human Resources by emailing student.employment@drake.edu.  Students must show appropriate identification from the List of Acceptable Documents to complete the I-9. To comply with federal law, I-9s must be completed within 3 business days of the date of hire of their employee. If this is not done, we will be in violation of federal law. Additionally, the student will be prohibited from working until the I-9 is completed.

Consider this a learning opportunity! Drake students who work on campus should understand the I-9 and W-4 processes by the time they graduate—we owe them that! Assuring they understand the necessity and importance of these steps should be viewed as part of the mentoring process. We encourage you to take time to coach them on these matters and assure that these documents are completed right away.

Expectations: Those supervising student employees are also encouraged to assure that basic on-boarding steps are taken with the students. Have you discussed expectations for interacting with others? Recording hours? Consider using Drake’s Core Values to frame your onboarding conversation with them.

— Anthony Leto, Human Resources