Working Remotely Resources

All time reporting continues uninterrupted

• All hourly and leave reporting should be entered and approved in TAS
• Once approved in TAS, hours should be reported in PeopleSoft
• All vacation and sick should still be reported.  If you are not working you should be reporting time.

For employees enrolled in direct deposit, paychecks will continue to be distributed to the registered account. For employees that receive physical paychecks, they will be mailed to your address on file. Verify your address is accurate using the instructions noted under the “Update your contact information” section above. Log into the payroll and compensation webpage if you would like to enroll in direct deposit.

All purchasing and reimbursement policies and procedures are still in place.

• Please submit all receipts for purchases on PCard so they are fully approved within 30 days of purchase
• All requests for reimbursement must be submitted and fully approved within 60 days of purchase

• If you put through a trip requests but made no arrangements (airfare, hotel, conference registration), please contact JoAnne Groot for next steps.
• If you put through a trip request and arrangements were made, please create an expense request and follow these guidelines:
  • In the comment field for any expense you must
  • Airfare
    • If purchased through the Concur system (Anthony Travel), you should have already reached out to cancel the flight(s).  A full refund should have been provided. Upload the charge and credit to the expense report.  Receipts are required.  Please do not upload confirmation pages, only invoices and refunds.
    • If you purchased with your own credit card and a full refund was issued, follow the instructions for purchase through Concur.
    • If you purchased with your own credit card and were not refunded
      • Were you provided with a voucher for future travel?  If yes, you can utilize this for a future ASU business related trip.  ASU cannot refund use of a personal card for a trip that did not take place.  If utilizing for a future ASU business trip, ASU will allow for the cost of the change fee (if applicable) and the new cost of the airfare (at the time of the new trip).
      • If you will not be traveling for ASU business in the future to use this voucher, you may not claim the cost of the ticket at any time.
      • Was your ticket non-refundable?
        • If the airline has refused to issue a voucher for future travel and no refund, please provide documentation and the director will review each case as it is presented to determine if a refund is appropriate.
  • Hotel
    • All hotel accommodations should have been cancelled and refunded. 
    • If your accommodations were not refunded, please provide documentation and justification for non-refund.  These will be reviewed on a case by case basis to see if the justification meets policy.
  • Conference Registration
    • All conference payment and refund documentation must be uploaded to the trip request.
  • Travel Card Expenses
    • All travel card expenses must have a receipt for both purchase and refund and be included in the expense report
  • All other Expenses
    • Be sure to include any other expenses related to this trip cancellation

Requests for reimbursement on any trips not approved prior to the travel date must be authorized via email through Marilyn Thompson.

We are requiring the use of ZOOM for all spring thesis and dissertation defenses. Students may now schedule their defense through the iPOS defense scheduler tool, and indicate that the defense will be held virtually. The defense will be advertised on the Graduate College website and open to a virtual audience.

If you have any questions, please feel free to reach out to Brian Mattson.

Thanks to the work of ASU, ASU Bookstores, Follett, and RedShelf, students can access textbooks at no cost for the Spring semester from the most common publishers. Instructions available here: https://uto.asu.edu/sites/default/files/accessing_no_cost_textbooks_via_redshelf.pdf

No. Your instructor will communicate all classroom procedures and how to take exams remotely.

In an effort to continue supporting instructors with the transition to remote teaching, office hours for support are now held virtually. The Instructional Designers from The College and UTO staff are ready to assist you with zoom and remote teaching-related inquiries. See the times available for virtual office hours.

The College, Online Curriculum and Digital Innovation team has also compiled remote teaching resources and information that you can quickly access on a single webpage. View the webpage.

As you formulate your plan for assessing students in our new remote-teaching environment we encourage you to consider strategies that recognize virtual proctoring constraints. For example, you might decide that a "take-home" exam or a "final project" might meet your assessment needs. Also please consider open notes approaches for exams which can alleviate some proctoring limitations.

The following options are available for immediate use:

Respondus Lockdown Browser + Monitor

● Already built into Canvas and uses Canvas quiz feature

● Prevents students from opening anything else on their computer for the duration of the exam. Exceptions can be made for specific web sites and a scientific calculator. Videos of the student's test taking experience are reviewed by artificial intelligence for violations. Videos are also available for instructors to review. The setup is relatively simple.

● Canvas quizzes can be multiple choice or open-ended essay type questions

● Many ideas are possible with this approach including capturing students work on problems

● Requires utilization of Canvas quiz environment. Not the best option for hand written exams.

Using a live Zoom session for proctoring

● Similar to face-to-face proctoring

● Students would be sent the exam by the instructor right before the test and asked to print it out and then enter a Zoom session where they would be "watched" by the instructor, TA, or graders during the exam

● Immediately after the exam students use a phone scanner app to upload the exam

What things should I consider when using Zoom for proctoring?

• Students will need a printer.
• Students should not leave the field of view or mute their audio during the exam.
• Enlist enough TA/UGTA assistance to monitor students' activity.
• Set Zoom to only allow chat with the host for questions.
• Mute all participants and disable their ability to un-mute.
• Provide instructions in advance for uploading a copy of the exam. A phone scanner app like CamScanner or Microsoft Office Lens can help facilitate this process. 

Other proctoring questions:

Why can't I use RPNow for my f2f or hybrid class?
ASU has a license with RPNow that covers usage for online courses only. PSI (RPNow parent company) is not able to handle the scale of ASU's on-campus environment.

What if a student doesn't have a webcam?
If the student is local, the University Library has laptops available for check-out.

BYENG 214 (CIDSE lab) has all in one computers with webcams.

How do I ensure that the student is the one taking the exam (ID Verification)?
With Zoom, it is recommended to require students to appear on screen with a webcam. If you have a large class, ask students to show their ID.

Respondus can be used without video recording. Make sure to enable the "Monitor" feature if you want to have a video recording when using Respondus. This is recommended for ID verification.

Best practices for Zoom classroom management document. This was created as a response to some of the incidents in Zoom lectures. It is available on Teaching remotely at ASU webpage.

Guidelines for addressing grade grievances, academic integrity issues, and disruptive students

Tips for managing student concerns

Due to the teaching remote efforts this semester, Yellowdig is now available free of charge to faculty until June 30th.

Yellowdig is an online collaboration platform to promote active engagement and discussion in the remote classroom.

For more information regarding Yellowdig, please see resources listed below:

• Information about Yellowdig
• Getting Started with Yellowdig

If you have any questions regarding Yellowdig, please contact The College online team at thecollegeonline@asu.edu

You may also reach out to Khaerannisa Cortes or Jennifer Haskin. They have both used the platform and are happy to help you with any questions.