The information on this page is subject to change daily. If there is new information or changes that need to be made, please contact newscenter@utdallas.edu.

Withdrawal, Credit/No Credit, Pass/Fail Updated 1/12

 

Withdrawals
Fall 2020 deadline is Dec. 10. Spring 2021 deadline is May 10.

What are the new dates to decide about withdrawing from a class, or moving to pass/fail or credit/no credit?

The fall 2020 undergraduate withdrawal deadline has been extended to Dec. 10, 2020. The spring 2021 withdrawal deadline has been extended to May 10, 2021.

Can I reenroll into a course I withdrew from?

No. You cannot reverse the withdrawal from fall 2020 or spring 2021.

I am not sure if I should withdraw or elect to change my class to credit/no credit (CR/NC).

This depends on the outcome you are seeking. A withdrawal will require you to take the course again for degree requirements since the degree requirement is not fulfilled with a satisfactory grade. The undergraduate course withdrawals will not count toward a student’s 6-withdrawal limit but will still count toward excessive hours. If you would like to receive credit for the course and are receiving a C (2.000) or better in the class, you may want to elect to change your grade to credit/no credit (CR/NC). Please speak with your professor regarding your grade in the class. International students whose withdrawal leaves them enrolled less than full time will not be able to maintain their immigration status. Talk to the ISSO before making your decision.

Students currently utilizing Veteran Benefits should contact the Office of Financial Aid, Veterans Benefits Team, to discuss the potential impact to VA Benefits.

How will my withdrawal appear on my transcript?

All withdrawals processed for the fall 2020 semester will appear as WC (Withdraw Good Cause), which is considered a non-academic withdrawal.

Can I get a full tuition and fee refund when I withdraw?

No. The refund period passed. The approved exceptions cannot be retroactively applied.

I am an international student; will this impact my immigration status?

If you elect to withdraw from one or more course and are enrolled less than full time without ISSO approval you will not be able to maintain your immigration status and your lawful status will be terminated. This consequence will occur regardless of when you withdraw from the course. Please speak with an ISSO advisor before making this choice so that you understand the immigration implications.

I am considering withdrawing from a class in fall 2020. Will there be an impact to my financial aid, scholarship, and/or Veteran Benefits?

Students in receipt of financial aid, scholarship, and/or VA Benefits should contact the Office of Financial Aid for more information regarding potential impacts of withdrawing from fall 2020 course(s).

Grades
Changes available beginning Jan. 11 at 8 a.m.

Can I appeal to elect CR/NC or P/F for courses completed in summer 2020?

No, per President Benson’s approved recommendations, exceptions to grading and withdrawal policies only apply to fall 2020 and spring 2021. The approved exceptions cannot be retroactively applied to summer 2020.

Can I appeal to elect CR/NC or P/F for courses completed in spring 2020?

No, per President Benson’s approved recommendations, exceptions to grading and withdrawal policies only apply to fall 2020 and spring 2021. The approved exceptions cannot be retroactively applied to spring 2020.

Will I be able to see my letter grade before choosing to change my class to credit/no credit (CR/NC) or pass/fail (P/F)?

Yes. Please see the instructions for students electing CR/NC or P/F grading in Orion for more details. You will be able to make changes beginning Jan. 11, 2021.

Once I make the change to my letter grade, will it show on my official transcript? Will my previous letter grade show? When should I order an official transcript?

Yes, the CR/NC or P/F will show on your transcript. No, the previous letter grade will not. Please wait to order your official transcript once you confirm you see the change on your unofficial transcript.

I am applying to a graduate school/professional school, and I want to make sure my letter grade change is reflected in the transcript and that my cumulative GPA is updated.

If you are applying to another entity or need to send an unofficial or official transcript, please confirm any changes you made to your letter grades prior to ordering an official transcript or downloading your unofficial transcript. Please read transcript ordering procedures here.

Do grades earned in the Comets to the Core assessment classes — UNIV 1010 and UNIV 2020 — count toward the three-course limit for CR/NC grading?

No. Students who are not satisfied with the letter grade they earned on this project can change their grade to CR/NC on the transcript instead. Students with NC or failing letter grades in fall 2020 or spring 2021 for these courses will still be allowed to graduate.

How do I change my letter grade in a class to pass/fail or credit/no credit?

The process to make these changes will be available by Jan. 11, 2021. Check back for more details.

Do I need to do anything to stay with letter grades for this semester?

Students do not have to choose to stay with letter grades because it is the default grading system. Students have the option to choose to change letter grades to either credit/no credit (CR/NC) or pass/fail (P/F). Students can begin making an election to change fall 2020 posted letter grades beginning Jan. 11. Students can begin to change spring 2021 letter grades once grades are posted for spring 2021 (please review academic calendar).

Will I have to approximate what I think I will get in the course before submitting the credit/no credit (CR/NC) or pass/fail (P/F) forms?

No, students will be able to see the final letter grade and then make an election to change the letter grade to CR/NC or P/F using an online process. The process will begin Jan. 11 for fall 2020 posted grades.

If I decide to choose the credit/no credit (CR/NC) or pass/fail (P/F) option before May 20, can I change my mind and go back to the letter grades?

From Jan. 11 to May 20, 2021, continuing students will elect to change letter grades from three total courses one time each from the fall 2020 and spring 2021 semesters combined. Once the election to change is made, the student cannot go back and make additional changes. Fall 2020 graduating students have between Jan. 11 and Jan. 15 to make an election to change letter grades for three total classes from the fall 2020 semester.

What if I forget that I opted into CR/NC for one class in fall and try to do three classes in spring 2021? Will the system catch that so I remember that I only have two courses left?

Yes, the system will prevent you from electing more than three total courses from the combined semesters of fall 2020 and spring 2021. Please note that you cannot make changes after the election is made. There is no appeal process.

If I decide to drop a course instead of choosing the credit/no credit (CR/NC) or pass/fail (P/F), do I still need to complete the form?

Please follow fall 2020 withdraw instructions here. Spring 2021 withdraw instructions will be posted on the same page at the appropriate time and the FAQ will be updated.

I have a scholarship, and it is renewable. How will opting to take a course CR/NC (or P/F) impact my scholarship for next year or future years?

Most renewable scholarships have a minimum cumulative GPA requirement coupled with an earned hour requirement. Your cumulative GPA will be based on all graded hours, and your earned hour requirement will be based on all hours in which credit was earned. For example, if you elect to change a letter grade to CR/NC and you earned a “CR,” that course would not factor into your cumulative GPA but it would count toward the earned hour requirement.

If your scholarship has a “term GPA requirement,” the same principle applies. Your term GPA will be based on all graded hours, and your earned hour requirement will be based on all hours in which credit was earned. If your scholarship has a term GPA requirement and you are planning to elect to change all three fall 2020 courses from a letter grade to CR/NC, your eligibility will be based on your cumulative GPA.

Please email the Office of Financial Aid if you have any questions.

I am currently on academic probation this fall 2020, and I am thinking about electing to change three of my classes from letter grades to the credit/no credit (CR/NC) or pass/fail (P/F) option. Will it change my academic standing?

Academic standing rules have been temporarily changed to ensure that a student’s academic standing remains the same as a previous term. No enrollment impacts will occur from fall 2020.

I know I want to elect one class as (CR/NC or P/F) now, but I am not sure about others. Can I go in and make an election on this class and then, return to elect additional classes later?

From Jan. 11 to May 20, 2021, continuing students will elect to change letter grades from three total courses one time each from the fall 2020 and spring 2021 semesters combined. Once the election to change is made, the student cannot go back and make additional changes. Fall 2020 graduating students have from Jan. 11 and Jan. 15 to make an election to change letter grades from three total classes from the fall 2020 semester.

I made a mistake by selecting the credit/no credit (CR/NC) or pass/fail (P/F) option because I need to stay with the letter grades for some or all of my courses. Can I appeal and reverse the option back to letter grades?

No. Appeals will not be allowed. Grades will be known prior to the election to change.

How will my employers or other entities know about the change in election of CR/NC or P/F option (temporary exceptions to existing policies) at UT Dallas this semester?

A transcript note will be placed on all enrolled students for fall 2020 and spring 2021 that will point reviewers to the credit/no credit (CR/NC) or pass/fail (P/F) grade change election option.

I am an international student; will this impact my immigration status?

If you elect to withdraw from one or more courses and are enrolled less than full time without ISSO approval, you will not be able to maintain your immigration status and your lawful status will be terminated. This consequence will occur regardless of when you withdraw from the course. Please speak with an ISSO advisor before making this choice so that you understand the immigration implications. Electing P/F or CR/NC will not impact your immigration status so long as you continue to be in good academic standing.

Beginning Jan. 11, can I elect one course as credit/no credit (CR/NC) or pass/fail (P/F), then go back and choose another two courses later, as long as I do it by the deadline?

Yes. You can make your election of CR/NC or P/F all at once or through separate transactions. Please remember that you are only able to do it for up to three courses from fall 2020 and spring 2021, and once the election change is made for a course, you cannot go back and make additional changes for that course.

 

Credit/No Credit (Undergraduate Students)
Changes available beginning Jan. 11.

Can you clarify what the letter grades are for undergraduate students?

Yes, the undergraduate catalog has a chart listing the grades (Undergraduate Grading Scale). If you elect to choose the CR/NC option, then grades of C or above can be converted to CR. If you earned a C- or below, it may not be the right option because these letter grades will be considered as a NC, meaning you did not receive credit for the course.

How do I know if the CR/NC is the right option for me?

Students should review their letter grade and cumulative GPA using their unofficial transcript. Only grades of C or better are counted as credit. If you earned a C- or below, it may not be the right option because these grades are not eligible for credit. You will need to consider this option carefully; continuing students have until May 20 to do so. Please take your time.

Since I am graduating in December 2020, is it possible for me to elect into CR/NC grades for my classes?

Yes, fall 2020 graduating students will be given one election to change three letter grades to CR/NC for fall 2020 from Jan. 11-15, 2021.

Can I request CR/NC for all my classes, or does it only apply to specific courses?

From Jan. 11 to May 20, 2021, continuing students will be given one election to change up to three letter grades from both fall 2020 and spring 2021 semesters. Once the election to change is made, the student cannot go back and make additional changes.

Fall 2020 graduating students have from Jan. 11 to Jan. 15 to make an election to change letter grades from three total classes from the fall 2020 semester.

Is there an hour limit?

There is no limit on the number of credit hours, but you may only elect to change letter grades from 3 total courses one time each from the fall 2020 and spring 2021 semesters combined. Specifically, from Jan. 11 to May 20, 2021, continuing students will elect to change letter grades from three total courses one time each from the fall 2020 and spring 2021 semesters combined. Once the election to change is made, the student cannot go back and make additional changes.

Fall 2020 graduating students have from Jan. 11-15 to make an election to change letter grades from three total classes from the fall 2020 semester.

Will courses taken as CR/NC still count toward my degree?

All courses in which a student receives a grade of credit (CR) may be used to satisfy undergraduate degree requirements. Courses for which NC is earned will not count toward your degree plan or to prerequisites.

How will the CR/NC option affect my GPA?

Courses taken on a credit/no credit basis will not be used in the calculation of a student’s GPA.

What does “for students graduating, the CR/NC limit is suspended” mean?

Prior to the suspension for fall 2020 and spring 2021, the CR/NC limit for undergraduate students had been limited to 12 hours or 20% of UT Dallas upper-division coursework, whichever is smaller. This limit will not be in effect for students who elect to change their grade to CR/NC.

Will choosing CR/NC impact my applications for graduate or professional schools?

It is possible there may be long-term implications. Students should consult their pre-professional advisors for additional information before making their choice.

If I earn credit, will that mean I meet the minimum grade required for pre-requisites?

Yes, your CR grade will be counted toward the minimum grade for pre-requisites.

How will CR/NC impact my hours earned?

Courses for which you receive CR will count toward your degree plan. Courses for which NC is earned will not count toward your degree plan.

Do grades earned in the Comets to the Core assessment classes — UNIV 1010 and UNIV 2020 — count toward the three-course limit for CR/NC grading?

No. Students who are not satisfied with the letter grade they earned on this project can change their grade to CR/NC on the transcript instead. Students with NC or failing letter grades in fall 2020 or spring 2021 for these courses will still be allowed to graduate.

I am repeating a course this semester to improve my grade from my first attempt. Can I choose CR/NC to improve my grade?

A grade of credit, CR, does not carry any grade points, but the removal of the prior grade (first repeat attempt) most likely will improve your GPA.

I am having a hard time deciding if I should withdraw or elect CR/NC? What should I do?

This depends on the outcome you are seeking. A withdrawal will require you to take the course again for degree requirements since the degree requirement is not fulfilled with a satisfactory grade. If you would like to receive credit for the course and are receiving a C (2.000) or better in the class, you may want to elect to change your grade to CR/NC. Please speak with your professor regarding your grade in the class. International students whose withdrawal leaves them enrolled less than full time will not be able to maintain their immigration status. Talk to the ISSO before making your decision.

I have decided to opt for the CR/NC option. Will this impact my application to medical school or law school?

Both medical schools and law schools are aware of this change made by many institutions of higher education due to the COVID-19 pandemic. Please consult the Health Professions Advising Center at prehealth@utdallas.edu or the Pre-Law Advising Center at barbara.kirby@utdallas.edu for more information.

How will the CR/NC option affect eligibility for Collegium V and Major Honors?

Students should select courses for the credit/no credit option carefully as it may affect eligibility for honors. Students need to maintain a 3.500 GPA, earn at least 45 UT Dallas graded semester credit hours and at least 24 credit hours within the Honors Program to be eligible to graduate with Latin and/or Collegium V Honors. All students must have completed a minimum of 30 graded semester credit hours to qualify for Major Honors.

How does CR/NC impact the requirement of 45 graded semester credit hours for Latin Honors?

The Dean of Undergraduate Education will make an exception to the minimum of 45 graded semester credit hours for Latin Honors for students who elect the CR/NC for their fall 2020 classes and will be graduating in fall 2020. The same exception will remain in place for graduating spring 2021 students.

I am repeating a course for the second time to improve my grade and GPA. I think the CR/NC grade will replace the first letter grade if I pass it. Will my transcript show one grade, the CR grade, by removing the first grade and improve my GPA?

Yes, the CR/NC grade will replace the prior grade. Both grades are present on the official transcript. The first grade is notated as being repeated and removed from GPA computation. A grade of credit, CR, does not carry any grade points, but the removal of the prior grade most likely will improve your GPA.

I am repeating a course for the third time to improve my grade and GPA. I think the third CR/NC grade will replace the second letter grade if I pass it. Will my transcript show one grade, the CR grade, by removing the second grade earned and improve my GPA?

No, because you repeated the course for the third time, both the second grade and the third grade will be listed on the transcript. The third grade, either a CR or NC, will not be included in your cumulative GPA and will not improve your GPA because the second letter grade will still be factored into your cumulative GPA.

Can I repeat the course for the fourth time in future terms?

No, undergraduate students are limited to three repeat attempts for any course.

How will electing CR/NC impact qualification for Dean’s List?

A decision regarding the fall 2020 Dean’s List has not been made. This page will be updated to reflect the decision as soon as possible.

I believe I made the dean’s list for fall 2020. When will it be applied to my transcript? Added 1/25

Dean’s list determinations will be made for fall 2020 after March 15 and will be notated on the transcript at that time.

Pass/Fail (Graduate Students)
Changes available beginning Jan. 11.

Can you clarify what the letter grades are for graduate students?

Yes, the Graduate Catalog has a chart listing the grades – see Graduate Grades and Grade Point Average. If you elect to choose the P/F option, all grades above C are considered as a pass. If you earned a grade below C, this will be considered failing.

How do I know if the P/F is the right option for me?

Students should review their letter grade and cumulative GPA using their unofficial transcript. Only grades of C or above are counted as pass. If you earned a grade below C, these letter grades are not considered as a pass. You will need to consider this option carefully. A grade of F is calculated into your GPA. Certain graduate courses will not be elegibile to be taken P/F. Please review the list here.

Since I am graduating in December 2020, is it possible for me to elect into P/F grades for my classes?

Yes, fall 2020 graduating students will be given an election to change three letter grades to P/F for Fall 2020 from Jan. 11-15, 2021. Once the election to change is made, the student cannot go back and make additional changes.

Is there an hour limit?

There is no limit on the number of credit hours, but you may only elect to change letter grades from three total courses one time each from the fall 2020 and spring 2021 semesters combined. Specifically, beginning from Jan. 15 to May 20, 2021, continuing students will elect to change letter grades from three total courses one time each from the fall 2020 and spring 2021 semesters combined. Once the election to change is made, the student cannot go back and make additional changes.

Fall 2020 graduating students have from Jan. 11 to Jan. 15 to make an election to change letter grades from three total classes from the fall 2020 semester.

Will courses taken as P/F still count toward my degree?

All courses in which a student receives a grade of Pass (P) may be used to satisfy graduate degree requirements. Courses for which F is earned will not count toward your degree plan. Certain graduate courses will not be eligible to be taken P/F. Please review the list here.

How will the P/F option affect my GPA?

A grade of P does not produce grade points. You still earn credit for a course with a grade of P, but there is no effect on your GPA. On the other hand, a grade of F is a failing grade and does affect your GPA.

Can TA/RAs keep their positions if they choose to switch to the P/F option?

Yes, as long the TA/RAs keep their full load and keep the overall GPA requirement of 3.0 or better. The P/F switch will not change the GPA unless one gets an F, or if they are placed on probation which will affect their status.

I am an undergraduate student taking graduate courses in fast track. Can I take the P/F option?

Yes, you can elect P/F for the graduate courses only, but you also need to understand that a grade of F counts toward your GPA.

Is the 20% restriction limit for the P/F option for any master’s degree still in effect?

No, the 20% restriction limit is suspended for fall 2020 and spring 2021. If you elect to take P/F for your graduate courses in fall 2020 or spring 2021, they will not count toward the 20% limit.

Can I choose the P/F option for any graduate course in which I am enrolled?

Some graduate programs require students to get a grade higher than a C in certain courses. These courses may not be eligible to be taken as P/F. Please consult the list of classes that may not be elected to change for P/F.

According to the graduate catalog, I am required to get a grade higher than a C in specific courses in my program. Can I elect P/F for these courses?

Please consult the list of classes that may not be elected to change for P/F.

I am repeating a graduate course for the second time to improve my grade and GPA. Will the P/F grade replace the first earned grade?

When a graduate course is repeated, both grades will be listed on the transcript, and the higher of the two grades will be used to compute the cumulative GPA. A grade of pass, P, does not carry any grade points, but may benefit your GPA if you failed your first attempt of the course.

I am an international student; will this impact my immigration status?

Electing P/F or CR/NC will not impact your immigration status so long as you continue to be in good academic standing.

I graduated with my undergraduate degree in fall 2020. I am a fast track student and continuing at UTD with graduate school in spring 2021. Can I change three courses for fall 2020 on my undergraduate transcript and then, still be able to choose three classes in spring 2021 on my graduate transcript?

No. Students are able to select a total of three courses from both fall 2020 and spring 2021 combined.

Financial Aid
Students with specific scholarship questions should direct their questions to the specific scholarship office.

I am a financial aid, scholarship, and/or VA Benefit recipient. Am I allowed to take a course CR/NC (or P/F)? Will I still be considered full-time?

Students in receipt of financial aid, scholarship, and/or VA Benefits are not prohibited from electing to change a letter grade to CR/NC or P/F. Opting to take a course CR/NC or P/F does not change your enrollment status for a term as long as you receive credit for the course (i.e. “C” or above for a CR/NC or P/F course). Please contact the Office of Financial Aid for more information regarding potential impacts of receiving an NC (or F) grade in a course or courses.

I am a financial aid recipient. How does opting to take a course CR/NC or P/F impact my future aid eligibility?

Students in receipt of financial aid must meet the Financial Aid Standards of Academic Progress (SAP) as outlined here. Please note:

  • All classes taken CR/NC or P/F count as attempted hours and apply toward the financial aid maximum timeframe, regardless of the final grade received.
  • Courses in which an NC or F are received count as attempted but not completed hours, which negatively impacts a student’s completion rate. Courses in which CR or P are received count as both attempted and completed courses, which positively impacts a student’s completion rate.
  • Courses in which an F is received negatively impact a student’s cumulative GPA. Courses in which a CR, NC, or P are received do not impact the cumulative GPA (unless replacing a prior letter grade).
  • For programs which require an earned hour requirement (e.g. TEXAS Grant or scholarships), only courses in which a CR or P is earned will count toward the earned hour requirement.
  • Students who do not earn credit in at least one course for a term may be subject to the federal aid withdrawal policy outlined here.

Please contact the Office of Financial Aid for questions regarding potential impacts of opting to take a course or course CR/NC or P/F.

I currently have a renewable scholarship. How will my CR/NC (or P/F) elections impact my eligibility for the next academic year (2021-2022)?

Most renewable scholarships have a minimum cumulative GPA requirement coupled with an earned hour requirement. Your cumulative GPA will be based on all graded hours, and your earned hours will be based on all hours in which credit was earned. For example, if you took a course CR/NC and you earned a CR, that course would not factor into your cumulative GPA, but it would count toward the earned hour requirement. CR/NC (or P/F) elections made for fall 2020 and/or spring 2021 by May 20, 2021 will be processed before the spring 2021 end-of-year scholarship review.

How will opting to take a class CR/NC or P/F retroactively in fall 2020 impact my financial aid?

The fall 2020 Financial Aid Satisfactory Academic Progress (SAP) evaluation will run before the CR/NC or P/F election window opens on Jan. 11, 2021. If you fail to meet Satisfactory Academic Progress (SAP) criteria at the completion of fall 2020, you will receive a Satisfactory Academic Progress (SAP) email notice from financial-aid@utdallas.edu.

If you opt to take a fall 2020 course CR/NC or P/F once this option is available Jan. 11, 2021, you may email the Office of Financial Aid at famail@utdallas.edu (or via reply to the SAP email notice) to request a fall 2020 revaluation through May 8, 2021. In order to complete this reevaluation, your fall 2020 CR/NC or P/F election(s) must have been completed. Please note: This option is only for students who failed to meet SAP standards at the completion of fall 2020. All students’ fall 2020 and spring 2021 CR/NC or P/F elections will be calculated cumulatively into SAP once the spring 2021 Satisfactory Academic Progress (SAP) evaluation is run in late May 2021.

How will opting to take a class CR/NC or P/F retroactively in fall 2020 impact my scholarship?

If you were not meeting your scholarship renewal criteria at the point of the fall 2020 end-of-term review, and have since made fall 2020 CR/NC (or P/F) elections, you may email the Office of Financial Aid at famail@utdallas.edu to request a scholarship reevaluation once your fall 2020 CR/NC or P/F election has been completed. Please note: This option is only for students who failed to meet their scholarship standards at the completion of fall 2020. All students’ CR/NC or P/F selections will be calculated cumulatively into the end-of-year scholarship review.

Spring 2021

Masks/Face Coverings

Will masks or face coverings be required on campus?

Masks or face coverings must be worn by all on campus when in the presence of others and in public settings where other social distancing measures are difficult to maintain (e.g., common work spaces, meeting rooms).

Will masks or face coverings be provided to all students, staff and faculty?

UT Dallas will provide disposable masks or cloth face coverings to all staff and faculty asked to return to work in campus facilities.

How will use of masks and face coverings be enforced?

All employees working at UT Dallas facilities are expected to comply fully with the protocols and guidelines outlined. Failure to do so may result in further action in accordance with the appropriate disciplinary policy.

What should I do if I’m unable to wear a face covering?

Students who are unable to wear a face covering in accordance with the policy should contact the Dean of Students office (DOS) at DOS@utdallas.edu. The DOS will provide guidance regarding the process for submitting an exception request, and will review submissions to make a determination on a case-by-case basis. Documentation from the treating physician will be required for medical exceptions.

Classes

How many students will be permitted in a classroom or lab at once?

Seating capacity for classrooms and common areas will vary based on conformance with social distancing guidelines.

How will classroom social distancing be enforced?

Students will only occupy classroom seats that conform with social distancing guidelines. Other seats will be removed from the classroom or will have markings that clearly indicate they are not to be used.

What does hybrid learning mean? Will students rotate between being in the classroom and attending class online? Or will certain classes be offered online and certain classes offered in person?

Hybrid courses involve a mix of in-person (face-to-face) and online instruction, either synchronous or asynchronous. This option could include face-to-face instruction that divides course rosters into student groups with separate groups attending in person in a rotation pattern, e.g., day by day or week by week. Some courses will be offered in person, and some will be offered online. Faculty members who teach in person also will be prepared to deliver course material asynchronously, so each student will be able to choose how they engage with the course.

What percentage of classes will be offered online?

The percentage of fully online courses is not yet known. All classes will have an asynchronous learning option.

Common Areas/Services

Will dining areas, residence halls, library, recreation areas, etc. be sanitized regularly?

Yes.

Will services such as advising and counseling continue to be offered online for those attending class remotely and/or wanting to limit exposure?

Yes.

Events/Activities

Will there be spectators at sporting events?

It is unknown whether spectators will be permitted at sporting events. We will follow guidance from local, state and federal agencies to ensure compliance with social distancing protocols.

Health/Safety

What health monitoring practices will be in place for students and/or employees?

Employees who have been instructed to return to their workplace will be asked to conduct symptom monitoring and complete a screening questionnaire before reporting to work each day. They must be free of any symptoms potentially related to COVID-19 to be eligible to report to work. Those affiliated with the University should stay home if they are sick.

What is the University’s plan for faculty, staff or student cases of COVID-19?

Any member of the University community suspected of being infected with the virus that causes COVID-19 will be asked to self-isolate in their home or in on-campus housing until they receive a definitive diagnosis through testing or are asymptomatic for a period recommended by the Centers for Disease Control and Prevention (CDC). Individuals who test positive should isolate themselves according to CDC guidelines and follow the instructions of their primary health care provider.

What is the procedure for a positive case of COVID-19 in on-campus housing?

If a resident is suspected of being infected with the virus that causes COVID-19 they will be asked to self-isolate, if possible, in their home or in designated on-campus housing until they receive a definitive diagnosis through testing or are asymptomatic for a period recommended by the Centers for Disease Control and Prevention (CDC). Individuals who test positive should isolate themselves according to CDC guidelines and follow the instructions of their primary health care provider.

What is the cleaning procedure for a positive case of COVID-19?

Custodial crews will disinfect any areas occupied by an individual with a positive case of COVID-19.

Travelers Arriving from Other Countries for the Spring 2021 Semester

Do international students, or domestic students who have traveled abroad, have to quarantine before coming to campus this spring?

University Housing will follow CDC guidelines on quarantine protocols. Current guidelines do not require quarantine upon return to the United States. However, this guidance could change, and students returning from abroad should be prepared to quarantine for up to a 14-day period prior to moving to campus. If a quarantine period is required in the future, students also will be asked to provide University Housing with an official document, such as a boarding pass or flight itinerary, that includes their date of arrival into the United States. This document must be provided before students are allowed to move into their housing assignment. We also may ask students to provide the location that they chose to complete the self-quarantine requirement.

Asynchronous Access for Spring 2021

What does asynchronous mean? Updated 1/22

Asynchronous means you are participating in the course not at the same time as the instruction of the course. You have the option of telling your spring 2021 instructor(s) that you would like asynchronous access to your course(s) due to circumstances beyond your control related to COVID-19. The asynchronous option exists for the instruction modes of Traditional, Blended/Hybrid, Flexible and Remote.

For example, you are registered in a course meeting in the traditional mode at 9 a.m. on Monday, Wednesday and Friday. If you choose asynchronous access, you would complete the course remotely at a different time than the scheduled class.

Why would I choose asynchronous access? Updated 1/22

Even though an asynchronous option is available for all classes, it is intended to be used as a last resort, not a scheduling convenience. To support academic success, the University recommends synchronous learning whenever possible. The asynchronous option was designed to accommodate illness and other pandemic-related emergencies, not as an equitable alternative to synchronous class schedules.

You may choose asynchronous access for several reasons. Below are examples.

  • You have COVID-19 and are unable to attend synchronous online activities;
  • You are taking care of a member of your household who contracted COVID-19 or are acting in a role that will not allow you to attend synchronously;
  • You attended in-person class and did not feel comfortable continuing in-person class;
  • You have been exposed to a potential carrier of COVID-19 and you need to isolate, but you will return to in-person classes after the appropriate quarantine period; and/or
  • You are sick. You do not know why, but you think it is best to stop attending in-person classes until you feel better.

If I choose asynchronous access, is it self-paced, on my own time and pace?

Asynchronous access does not mean that you can complete the course and course requirements at your own pace or discretion. Asynchronous access means flexibility is given to you completing the course at a distance. You will have the same opportunities for learning and meet the same course standards as the other students.

You will need to meet the requirements and standards set forth by the instructor. You also will need to follow along at the pace of the class even though you are not meeting at the time of the class.

How do I choose the asynchronous access?

If you plan to participate via asynchronous access, you will need to notify your professor once the spring 2021 semester begins on Tuesday, Jan. 19, or at any point during the semester, as soon as you know you will be accessing the class asynchronously.

I’m on a F-1 student visa. How will choosing asynchronous access affect me?

UT Dallas recommends that students on the F-1 visa review the immigration enrollment requirements for guidance.

Campus Operations

How do I reach the Office of Admission and Enrollment?

While campus may be closed, admission staff are ready to help.

Undergraduate applicants can visit the Undergraduate Admissions FAQ webpage or email admission@utdallas.edu.

Graduate applicants can visit the Graduate Admissions COVID-19 webpage or contact the academic department directly.

What areas of campus are closed?

The Activity Center and Rec Center West are open to students only. Hours of operation and activities allowed can be found on their website. Students may schedule an appointment to work out by visiting the University Recreation website.

The Student Union, Student Services Building, and Student Services Addition are open Monday-Friday from 7 a.m.-8 p.m., Saturday from 9 a.m.-3 p.m., and closed on Sunday. Limited common areas are open in all three buildings. Activities such as pool, table tennis, and gaming are currently unavailable, and may be available at a later date. For more information on services please visit the Student Union website.

For details on dining operations on campus please visit the UTD Dining Services website.

Why should I consider wearing a cloth face covering while on campus?

To minimize the spread of COVID-19, students, faculty and staff should follow the guidelines established by the Centers for Disease Control and Prevention (CDC) and detailed on the CDC’s cloth face coverings webpage Opens in a new tab.. In light of new data about how COVID-19 spreads, along with evidence of widespread COVID-19 illness in communities across the country, CDC recommends that people wear a cloth face covering to cover their nose and mouth in the community setting. This is to protect people around you if you are infected but do not have symptoms. CDC recommends wearing cloth face coverings in public settings where other social distancing measures are difficult to maintain.

Can face shields be substituted for cloth face coverings?

Masks or cloth face coverings must be worn by members of the campus community when in the presence of others and in public settings where other social distancing measures are difficult to maintain (e.g., common work spaces, meeting rooms). It is not known if face shields provide any benefit as source control to protect others from the spray of respiratory particles. The Centers for Disease Control and Prevention Opens in a new tab. does not recommend use of face shields for normal everyday activities or as a substitute for cloth face coverings. Appropriate use of masks or face coverings is critical in minimizing risks to others near you. You could spread the virus that causes COVID-19 to others even if you do not feel ill. A mask or cloth face covering is not a substitute for social distancing.

Do I still need to stay at least 6 feet away from people on campus if I’m wearing a cloth face covering?

Yes. Wearing cloth face coverings is an additional public health measure that our UT Dallas community members can take to reduce the spread of COVID-19. The CDC still recommends that you avoid gatherings, stay at least 6 feet away from other people (social distancing), and adhere to frequent hand cleaning and other everyday preventive actions. A cloth face covering is not intended to protect the wearer, but it may prevent the spread of the virus from the wearer to others. This would be especially important if someone is infected but does not have symptoms.

What about campus transportation?

Campus shuttle bus service is available, but all riders age 2 and older will need to wear an appropriate face covering. Beginning Monday, April 20, the Comet Cruiser, DART Bus Route 883, will run a modified route and schedule. Visit the Comet Cruiser bus service page for more information about the changes. Comet Cabs, including accessible cart service, will not be operating during this time.

What should I do if I’m unable to wear a face covering?

Employees who are unable to wear a face covering in accordance with the policy should contact the C19 Coordinator in Human Resources (HR) at C19resource@utdallas.edu. HR will provide guidance regarding the process for submitting an exception request, and will review submissions to make a determination on a case-by-case basis. Documentation from the treating physician will be required for medical exceptions.

Students who are unable to wear a face covering in accordance with the policy should contact the Dean of Students office (DOS) at DOS@utdallas.edu. The DOS will provide guidance regarding the process for submitting an exception request, and will review submissions to make a determination on a case-by-case basis. Documentation from the treating physician will be required for medical exceptions.

Are the University Bookstore and Tech Store open?

Yes, the bookstore is open 9 a.m. to 7 p.m. Monday through Friday, 10 a.m. to 5 p.m. Saturday and noon to 5 p.m. Sunday. For the latest information, go to the bookstore website.

Masks are required to shop and pickup orders. Shoppers must maintain social distance of at least 6 feet from others.

The UTD Tech Store is open for in-store purchases and repairs. The store also offers curbside service for repairs and purchases. The store is open 9 a.m. to 5 p.m. August 10-14. Beginning August 17, the store will be open 9 a.m. to 6 p.m. Monday through Friday. Go to the Tech Store’s website to shop for computers by major, get technical support and view information on financing and discounts.

How do I order textbooks?

You can order them online and pick them up at the UTD Bookstore.

  1. Visit the bookstore website.
  2. Enter your Student ID.
  3. The books you need for your classes will be shown for purchase or to rent.
  4. Get the books shipped to you or pick them up at the UTD Bookstore.

Is the library open?

The library is closed, but online resources including the library’s chat service are available through the library website.

In an effort to maintain health and safety guidelines provided by the CDC, the McDermott Library has created McDermott Curbside. This service allows staff, faculty and students access to our materials while also maintaining social distancing to keep everyone safe. If you have questions or need assistance with the curbside service, please email circ@utdallas.edu.

Is the UT Dallas Police Department still operating on campus?

Yes. In an emergency, call 911. For nonemergency situations, patrol and dispatch can be reached at 972-883-2222. They will perform building entry assists for those who are authorized.

How is the University handling mail services?

Until further notice, please observe the following for continuity of the Mail Services and Central Receiving Department:

  • Minimum staff will be available in the warehouse to accept packages and mail deliveries.
  • All incoming mail will be sorted by department and stacked inside the warehouse.
  • Key department staff can pick up mail and parcels at the warehouse (must show Comet Card).

Mail Service and Central Receiving is located in the Service Building (SB 1.2). For all other mail and receiving concerns, please contact Central Receiving directly at mail@utdallas.edu or 972-883-2779.

What steps are being taken to clean and disinfect the campus?

Facilities Management staff members are conducting thorough deep cleanings throughout all open areas of campus, paying special attention to high-traffic areas such as the McDermott Library, classrooms, restrooms, hallways, as well as Dining Hall West and the Food Court/Comet Café areas in the Student Union. Cleaning efforts include disinfecting and sanitizing all open surface tables and countertops, doorknobs, push plates and other high-touch objects, as well as using electrostatic cleaners that provide aerosol sanitation.

Are campus events canceled?

Due to changes in campus operations, many events have been canceled or moved online. Please check for updates on the Comet Calendar and confirm event details with the sponsoring department.

What is the status of Comet Sports?

The American Southwest Conference has canceled all conference athletics competitions and championship events for the remainder of the 2019-20 academic year. Those include events for baseball, men’s and women’s golf, softball, men’s and women’s tennis.

Are University Recreation Facilities open?

The Activity Center is open for students, and Recreation Center West is open for students living on campus, both with reduced hours. Patrons will be required to make a reservation for a fitness workout through the IMLeagues mobile app. The SPN Wellness Center is closed this fall. Learn more on University Recreation’s COVID-19 webpage.

Is the University Career Center open?

The University Career Center’s office is closed, but virtual appointments and events can be found in Handshake, and all the office’s online resources are still available.

Students in the Naveen Jindal School of Management can access online career resources on the HireJSOM website.

What dining options are available on campus?

The following campus locations are open for service: Chick-Fil-A, The Pub, Papa John’s, The Market at DHW and Dining Hall West.

Dining Hall West hours of operation are:

  • Monday-Friday 8-10 a.m.; 11 a.m.-2:30 p.m.; 5-8 p.m.
  • Saturday-Sunday. 10:30 a.m.-2 p.m.; 5-7 p.m.

In addition, Starbucks, 7-Eleven and American Tap Room are open at Northside.

For dining hours and options, review the Updated Fall 2020 Dining Hours document (pdf).

New food and delivery options are available for the fall semester including the Boost mobile ordering app and a Taco Bell Cantina scheduled to open in September in Parking Structure 3.

Starship robot deliveries are also available on campus. The delivery app lets you order from select on-campus restaurants for delivery almost anywhere on campus including dorms.

For more information, go to the UT Dallas Dining Services website.

Students & Families

What should I do if I become sick?

The Student Health Center is closed. Students may call the afterhours nurse line, 972-883-2747, to speak to a registered nurse. If you think you’ve been exposed to the virus, please follow CDC guidelines Opens in a new tab..

If you have the UT Student Health Insurance Plan (UT SHIP), you have access to a nurse line and telehealth appointments. Specific information about UT SHIP can be found on the Blue Cross Blue Shield of Texas website.

Students who believe they have COVID-19 should notify the Dean of Students Office and their instructors. If you are living on campus, please notify a member of the University Housing staff immediately to work with you on the next steps.

If you have tested positive for COVID-19 or had close contact with someone who has tested positive, please fill out our COVID-19 self-report form.

What counseling resources are available?

UT Dallas is committed to its standing as a welcoming and diverse community. We encourage everyone to be mindful of the emotional and mental stress that can be caused by this evolving situation. Students may visit the Student Counseling Center website for information on how to access services. If you are experiencing a life-threatening emergency, please call 911. If you are in crisis and need to speak to a mental health professional, call UTD TALK (972)-883-8255. There are additional links on the Helpful Links section on the main COVID-19 page.

If I traveled to Dallas/Ft. Worth from overseas or another state during the winter break, do I have to self-quarantine before I return to campus for the spring 2021 semester? Added 12/16

While there currently is no self-quarantine requirement after overseas or domestic travel, students, staff, faculty, and guests returning from such trips are urged to be cautious and follow CDC guidelines Opens in a new tab.. If on your trip you were in contact with someone who has COVID-19 or is suspected of having COVID-19, please contact c19resource@utdallas.edu. In addition, as a result of the COVID-19 pandemic, foreign nationals should be aware that there could be restrictions regarding entrance to the United States. For more information, please review the CDC website Opens in a new tab..

Will I need to do Daily Health Checks once on-campus classes end? Added 11/13

The University expects students to remain vigilant once on-campus classes conclude on Nov 25. The University’s expectations and your responsibilities are listed on the Things to Know Before You Go website.

How can I get emergency financial assistance?

Emergency Aid is available to students through the UT Dallas Student Emergency Financial Assistance Program. UT Dallas has established a website with more detailed information about resources for students in need of assistance.

How can I get help with online classes?

Educational Technology Services offers resources for students including software and plug-ins used in online courses.

If you need assistance navigating the transition to online learning and the University resources that are available to support you, email the Graduation Help Desk.

Contact the OIT Help Desk to get answers to common issues, submit technology help requests and report outages.

What if I need a computer or webcam?

The Office of Information Technology has a limited number of computers and webcams that can be borrowed at no cost to currently enrolled students who need devices to complete coursework.

To check availability and complete a request form, go to the student computer checkout webpage.

Campus computer labs provide Windows and Mac computers loaded with academic and productivity software. Currently, only Founders Lab is open to students. Access to the computer lab is by appointment only. Please call 972-883-2393 to make an appointment.

How can I get help with Microsoft Teams?

Students can use the Microsoft Teams application for instant messaging, collaboration and communication. The Office of Information Technology (OIT) has information on how to install and use Microsoft Teams including how to access a lecture recording in Streams.

How do I download and run Honorlock?

Honorlock is an online remote proctoring tool that allows you to take your exam remotely. It does not require you to download any software and integrates seamlessly with Blackboard by means of a Chrome Extension that can be easily removed and added back later.

For more information, go to the UT Dallas Honorlock webpage.

How will classes be taught in spring 2021?

I need my 1098T form to complete my income tax return. How can I get it?

1098T forms are available on the Heartland website Opens in a new tab.. Students who are unable to obtain the form through Heartland are requested to email the Bursar Office at bursar@utdallas.edu. We will assist you in the process or create the form.

Is UT Dallas offering a deadline extension for students to elect Pass/Fail or Credit/No Credit grading for classes in the fall 2020 semester? Updated 12/3

In response to the impact that the COVID-19 crisis has had on its students, The University of Texas at Dallas will make temporary exceptions to grading policies which will apply only to the fall 2020 and spring 2021 semesters. Read more about Credit/No Credit or Pass/Fail grading

Faculty & Staff

As a supervisor, what do I do if one of my employees becomes sick with or is exposed to COVID-19?

Please refer to the Supervisor Guide for COVID-19 Scenarios.

What should I do if I become sick?

Faculty and staff experiencing symptoms of illness should stay home. If you are concerned about the availability of sick leave, consult with your supervisor, who may then reach out to the Office of Human Resources for guidance. If you think you have been exposed to COVID-19, please follow the steps outlined by the CDC Opens in a new tab.. Please also complete the Self-Reporting Form for an Individual Diagnosed/Exposed to COVID-19 Opens in a new tab..

What if I need to use sick leave due to COVID-19?

Beginning on April 1, 2020, UT Dallas will offer COVID-19 Emergency Paid Sick Leave (EPSL) and Emergency Family and Medical Leave (EFML) to all eligible UT Dallas employees pursuant to the Families First Coronavirus Response Act (FFCRA). The leave provided under the FFCRA does not modify an employee’s right to use sick or vacation time, as set forth in our current policies. Rather, these new provisions expand UTD’s employee benefits by requiring that UTD grant additional leave to certain employees due to COVID-19 through Dec. 31, 2020. Read more about EPSL and EFML on the Workplace Continuity page.

My child’s school is operating on an alternate day (or other hybrid-attendance) basis. The school is open each day, but students alternate between days attending school in person and days participating in remote learning. They are permitted to attend school only on their allotted in-person attendance days. May I take paid leave under the Families First Coronavirus Response Act in these circumstances?

Yes, you are eligible to take paid leave under the Families First Coronavirus Response Act (FFCRA) on days when your child is not permitted to attend school in person and must instead engage in remote learning, as long as you need the leave to actually care for your child during that time and only if no other suitable person is available to do so.

For purposes of the FFCRA and its implementing regulations, the school is effectively “closed” to your child on days that he or she cannot attend in person. You may take paid leave under the FFCRA on each of your child’s remote-learning days.

My child’s school is giving me a choice between having my child attend in person or participate in a remote learning program for the fall. I signed up for the remote learning alternative because, for example, I worry that my child might contract COVID-19 and bring it home to the family. Since my child will be at home, may I take paid leave under the Families First Coronavirus Response Act in these circumstances?

No, you are not eligible to take paid leave under the Families First Coronavirus Response Act (FFCRA) because your child’s school is not “closed” due to COVID-19 related reasons; it is open for your child to attend.

FFCRA leave is not available to take care of a child whose school is open for in-person attendance. If your child is home not because his or her school is closed, but because you have chosen for the child to remain home, you are not entitled to FFCRA paid leave. However, if, because of COVID-19, your child is under a quarantine order or has been advised by a health care provider to self-isolate or self-quarantine, you may be eligible to take paid leave to care for him or her.

If your child’s school is operating on an alternate day (or other hybrid-attendance) basis, you may be eligible to take paid leave under the FFCRA on each of your child’s remote-learning days because the school is effectively “closed” to your child on those days.

My child’s school is beginning the school year under a remote learning program out of concern for COVID-19, but has announced it will continue to evaluate local circumstances and make a decision about reopening for in-person attendance later in the school year. May I take paid leave under the Families First Coronavirus Response Act (FFCRA) in these circumstances?

Yes, you are eligible to take paid leave under the Families First Coronavirus Response Act (FFCRA) while your child’s school remains closed. If your child’s school reopens, the availability of paid leave under the FFCRA will depend on the particulars of the school’s operations.

Will UT SELECT and UT CONNECT provide coverage for COVID-19?

  • The UT SELECT, and UT CONNECT plan will not require prior authorization and will waive member copayments, coinsurance and deductibles associated with testing for COVID-19 when medically necessary and consistent with CDC guidance.
  • The UT SELECT and UT CONNECT plans will cover in-network medically necessary services at 100% for testing and treatment of COVID-19, including physician services, hospitalization, and emergency services. This means that members receiving medical care for COVID-19 from network providers and facilities should have no out-of-pocket costs. We hope all of you stay safe and healthy, but for our members and families who may need care during this unprecedented time, we hope this enhanced benefit offers some peace of mind. This significant change in medical coverage is a qualifying mid-year status change event that would allow an eligible individual to add the medical plan.
  • The UT SELECT and UT CONNECT telemedicine benefit is being extended and will remain in place while the federal public health emergency related to COVID-19 remains in effect. The telemedicine benefit, which includes an office visit copay, does not affect your $0 copay MDLIVE Virtual Visit benefit.
  • For specific questions about your UT SELECT coverage, members should call your Blue Cross and Blue Shield health advocate at 866-882-2034. For UT CONNECT, please contact the CONNECT customer service team at 888-399-8889.
  • Virtual doctor visits through MDLIVE Opens in a new tab. continue to be available with no out-of-pocket costs and can be used when appropriate.
  • Any person experiencing illness should contact their doctor or MDLIVE.
  • All other UT Benefits programs will continue to operate according to the plan specifications outlined on the benefits website Opens in a new tab.. This includes dental, vision, short-term disability, long-term disability and life insurance. For disability and life insurance purposes, COVID-19 will be considered just as any other illness.

For the latest updates, go to The University of Texas System Office of Employees Benefits COVID-19 webpage Opens in a new tab..

Are counseling services available?

Benefits-eligible employees have access to Deer Oaks EAP Services Opens in a new tab., an employee assistance program provider. The EAP benefit covers up to seven confidential, short-term counseling sessions per person, per issue, per year. Call 888-993-7650 for more information or a referral.

What technical resources are available for faculty and staff?

The Office of Information Technology has a Remote Work Resource Page with information on preparing to work remotely, and the Office of Information Security offers tips for working remotely.

For faculty, a web conference tool called Blackboard Collaborate is available on eLearning. For tutorials, visit this playlist Opens in a new tab.. If you need assistance, email elearning@utdallas.edu.

OIT also will provide online training for Microsoft Teams and Office 365. Register for trainings to stay up-to-date and connected.

How can I find tips on moving my classes online including keeping online sessions secure?

Educational Technology Services has put together a Rapid Remote Teaching Resources page to assist faculty in transitioning from face-to-face to the online teaching environment. This page includes links to training, best practices and resources to help you collaborate online efficiently and securely.

How can I reach the Office of Development and Alumni Relations?

If you need to deliver a check to the Office of Development and Alumni Relations, a member of the team will be in the office on Tuesdays from 9 a.m. to noon to accept donations. Call 972-883-3958, and someone will assist you.

If you need to reach a member of the team, you may contact them directly or leave a message at 972-883-2295. Messages will be checked and responded to regularly.

Can I still submit purchases?

EProcurement continues to be active and running. Please submit all purchases via eProcurement/Jaggaer on Galaxy where possible and send any purchasing questions to purchasing@utdallas.edu.

If you have a purchase related to COVID-19, please note COVID-19 in the Business Justification/Internal Notes on the requisition and check the new COVID-19 box on the requisition. For assistance, email purchasing@utdallas.edu.

What professional development resources are available?

The Office of Human Resources has compiled a list of free professional development resources that may be helpful for those who are working remotely. They can be found on the Workplace Continuity page.

Where can I find out about the impact on University research and labs?

Go to the Research Continuity page for more information on research, campus and environmental safety plus a list of frequently asked questions.


Research

Current Research Operations

Will I continue to have access to my research building?

  • Access to research buildings across campus is restricted to personnel elected by their Principal Investigator (PI) to return to campus for research activities during the limited-scale return to research.
  • Access to research buildings across campus is restricted to personnel elected by their Principal Investigator (PI) to return to campus for research activities during the limited-scale return to research.
  • There is no requirement that research personnel return to campus unless it is necessary to do so for data collection purposes. Any activity that can be performed remotely (e.g., data analyses, group meetings, manuscript preparation, etc.) should continue to be performed remotely. PIs and supervisors should be setting the expectation that all personnel work remotely, unless there is a critical task that must be performed in the lab or from the office. Please refer to the main COVID-19 page for more information.

Where can I find agency specific information and guidance regarding COVID-19?

What if I or any of the members in my research group are unable to come to campus due to reasons related to COVID-19?

  • There is no requirement that research personnel return to campus. Any activity that can be performed remotely (e.g., data analyses, group meetings, manuscript preparation, etc.) should continue to be performed remotely. Anyone experiencing symptoms of illness should stay home.
  • Prior to coming to campus, individuals must self-screen for any new or worsening signs or symptoms of possible COVID-19 infection, and must include new signs or symptoms among their household members. All research personnel will be required to complete a daily health screening received via email.

How can I support my graduate students and postdocs to continue their research? Can I still pay them on my project?

  • Principal Investigators and research managers should work with each of their students and postdoctoral trainees to develop a personalized plan that allows each person to conduct research remotely to the fullest extent possible, e.g., performing data analysis, literature review, modeling and computation, writing manuscripts and applications, and planning. If the individual is working remotely and still contributing to a sponsored project the expense may still be charged to the sponsored project.
  • It is expected that anyone returning to campus for research will practice social distancing, utilize face masks in public areas of buildings, and practice good hygiene.

What guidance should I provide to the international postdocs, graduate students and researchers in my research group?

  • Due to the changing nature of U.S. immigration policy, the rapidly evolving COVID-19 outbreak and its impacts on global travel, the Office of International Risk and Safety does not recommend international travel. Please visit its website for any updated information.
  • Any students returning from international travel need to contact the Dean of Students office prior to returning to campus. A 14-day self-quarantine period will be necessary.

Can I ask for a no-cost extension from my sponsor?

  • Researchers should document the actual impact of COVID-19 on the progress of their grants to provide substantiation for any future no-cost extension request. It is not known if agencies will consider longer-than-normal no-cost extensions or multiple no-cost extensions in this situation, but no-cost extensions covered under expanded authorities will still be available for federal awards.

Can I bring visitors to UT Dallas research groups and facilities?

  • No. Please continue to hold all of your meetings and consultations online.

What guidelines apply to visiting scholars and visiting student researchers?

  • Note that UT Dallas visiting scholars and researchers on campus must follow all the University’s COVID-19 guidance, including regarding working remotely.

What about research involving human subjects?

The Office of Research is extending the suspension of all in-person human subjects research activities until further notice. All human subjects activities that can take place via virtual platforms (Microsoft Teams, online surveys, etc.) should be conducted virtually to avoid in-person contact.

We recognize there are projects that provide a direct benefit to the participant. We will review requests to continue in-person procedures on a case-by-case basis. To make an exception request, please complete the Conducting Beneficial Human Subject In-Person Procedures Request Form. Researchers may contact irb@utdallas.edu for more information.

All IRB protocols will be reviewed on an individual basis to evaluate risk to participants and to the UTD research community.

Are there special considerations for filing an invention disclosure or a request to send or receive tangible materials for my research?

  • The Office of Technology Commercialization (OTC) is fully operational and is working remotely. Complete the Technology Disclosure Form and submit it to otc@utdallas.edu.
  • Material transfer agreements for tangible materials to be sent to and from campus will continue to be negotiated and signed. It is unclear if service delivery disruptions will occur or if special measures will be taken by shipping and receiving units to manage or inspect the contents of shipments.

What guidelines do I or any members of my research group have to follow before engaging in COVID-19 research?

  • All principal investigators must register their protocols with the Institutional Biosafety and Chemical Safety Committee (IBCC) prior to performing any coronavirus research or work on campus (including to help state and federal agencies to screen patient samples). This includes requesting or accepting COVID-19 samples (patient or otherwise).

How can I help ensure my lab is clean and safe when conducting research?

Visit the Disinfecting Labs page of the Office of Research website for information on social distancing protocols, enhanced cleaning procedures and detailed instructions for cleaning surfaces in labs and offices to help prevent the spread of novel coronavirus.

Planning for Research Continuity

What time frame should I plan for, and what assumptions should I make?

  • To the greatest extent possible, research personnel should continue to work from home; in particular, all vulnerable individuals are encouraged to continue to work from home. Research personnel should be aware that depending on the situation, such as an outbreak of COVID-19 or Stay Home executive orders, research may have to be ramped down again within a short amount of time.
  • During the limited on-site research phase, laboratory building access should be dedicated toward data collection, whereas data analyses, group meetings, manuscript preparation, etc. should continue to be performed remotely.

Can I access my on-campus space to perform required, periodic maintenance of specialized laboratory equipment or support functions?

  • All research activities, including accessing on-campus space to perform periodic maintenance, are included in the limited on-site research phase of operations. Please visit the Returning to Campus Research Activities page.

How will the University decide when to move to the next phase of research activities?

  • UT Dallas will continue to work with state and local health officials to carefully monitor the situation.

What steps should Principal Investigators (PI), research managers, and laboratory Responsible Parties (RP’s) take to create a plan for research continuity?

  • Each PI, research manager, and RP is accountable for developing and documenting their own laboratory-specific Continuity Plan, and ensuring that plan is communicated to lab members. These individual plans supplement broader continuity planning efforts undertaken by departments within the University, and the UTD Office of Emergency Management and Continuity Planning (OEMCP).
  • The Office of Research and OEMCP provide the following resources to assist laboratory personnel in developing their plans:

Who can help me with planning?

  • Research, Campus, and Environmental Safety (safety@utdallas.edu) can help with continuity plan development and guidance, including:
    • Risk assessment to identify those activities that may pose a hazard when unattended.
    • Safeguards to implement if high risk work will continue.
    • Handling and disposal of laboratory waste.
    • Questions relating to PPE, disinfection, and cleaning.

I rely on a core facility. What continuity plans are in place for core facilities?

  • Research Core Facilities (RCF) has developed continuity plans for the facilities, however, specifics for accessibility may differ. Contact RCF director Jimmy Gowrisanker or individual core managers about their plans and how to maintain your access.

What about accessing restricted or secure data from off campus?

  • These will need to be addressed on a case-by-case basis dependent on usage or contractual obligations. If you are unsure, please email datamanagement@utdallas.edu with your project ID and your intended use case for more information.

What if the “worst case” occurs and I am unable to maintain my laboratory operations?

  • Preparation now will help mitigate the impact if it becomes necessary to close out all of your laboratory operations. Please consider the prerequisites for this and their impacts. Guidance for safe laboratory close-out can be found here.

What must research laboratories do to prepare for the care of research animals in case of disruption?

  • Laboratories should be prepared to ramp down, curtail, or postpone animal research experiments if and when the need arises. For ongoing experiments, please limit or discontinue removing animals from Lab Animal Resource Center (LARC)-managed facilities. The LARC will continue daily animal care in the vivarium and satellite housing rooms (including regular cage cleaning, feed and water assurance, and health checks). If you have animals in these areas, LARC staff will continue to care for them.

How will animal care proceed if access is limited?

  • The Lab Animal Resource Center (LARC) expects to continue to provide regular care to LARC-maintained animals. The LARC has developed plans to respond to a variety of curtailment or reduced staffing scenarios, and will communicate directly with relevant PIs if campus circumstances change. Please discuss plans with LARC leadership if you have questions.