Academic Guidance/Planning Directives
The following provides guidance to Academic Units
in the preparation of H1N1 Preparedness Plans. It has been approved
by the Academic subcommittee in consultation with the VP
Memorial University is anticipating that the university
community will be affected by the H1N1 pandemic this fall and
The university’s Academic Subcommittee on Emergency
Preparedness has been working on an institution-wide plan to
address the anticipated absentee rate of 15-35% for students,
faculty and staff. Absenteeism is expected due to illness, concerns
regarding personal safety, caring for sick family members and/or
lack of availability to child care due to closure of schools and
In preparation for the development of unit level plans, the
emergency preparedness subcommittee has drafted H1N1 Planning
Objectives and Assumptions. Academic units in the university have
been asked to develop unit-level plans to address these planning
The goals of planning are: (a) to ensure the
safest possible environment for students, faculty, and staff; (b)
to minimize disruptions to teaching, research and business
activities; and (c) to return to a state of normalcy as quickly as
These plans will be based on the principles adopted by all
Deans and Directors on Sept. 09, 2009 in that it reflects:
- Fairness to students
- Academic integrity
- Open and timely communication.
These plans should address levels of intervention which may be
required in response: Level I (mild, <15% absenteeism), pandemic
level II (moderate, 15-35% absenteeism), and pandemic level III
(severe, >35% absenteeism).
The goal of the university is to remain open across all three
levels of the pandemic.
The university will need to focus on the following
Objective #1: Ensure the safest possible
environment for students, faculty, and staff.
A) Educate students, faculty, and staff concerning signs and
symptoms of H1N1 and preventive measures (Level
1. Signs detailing appropriate procedures to minimize the
spread of the H1N1 virus are to be posted that promote the Public
Health "3 C Campaign"—
- Clean – wash hands thoroughly.
- Cover – cover your coughs and sneezes.
- Contain – stay at home.
2.) Signs detailing H1N1 symptoms are to be posted:
- Abrupt onset (within a few hours)
- Fever ( greater than 37.8)
- Body Aches
- Nasal congestion
- Sore Throat
B) The university will promote a vaccination program for students,
faculty and staff against H1N1 and seasonal flu (Level
As information becomes available faculty, staff and students
will be updated regarding vaccination for H1N1 and seasonal flu.
Immunization programs will be coordinated through Public Health.
The University will work collaboratively with Public Health to
facilitate an immunization program.
Objective #2: Minimize disruptions to teaching,
research, and business activities.
A) In the event of faculty absences or a large number of
student absences, consideration may be given to electronic
delivery, recommended readings, etc.
Note the following university regulation (5.6.3, page 63 of the
2009/10 University Calendar) which permits a change in evaluation
method subsequent to issuing the course outline during the first
week of classes. Faculty must seek approval from the "head of the
B) The Senate Committee on Undergraduate Studies will make
recommendations on flexibility regarding course evaluation
C) Communications (Levels I, II and III):
1. To ensure speedy access to information concerning health
bulletins, students, faculty, and staff will be instructed to
consult Memorial's H1N1 website (www.mun.ca/h1n1
) and their @mun.ca
2. Faculty will continue to report class cancellations and
these will be posted on the University website by Marketing and
Communications as per normal procedures. IF course cancellations
are related to H1N1, the university would encourage faculty to
notify faculty administration.
3. A staff member who is absent due to H1N1 will be required to
notify their immediate supervisor and complete forms as per
the requirements of Human Resources.
4. All students will be advised the means of communication
regarding H1N1 by posting and sending the following message:
The University is monitoring the potential and actual
impacts of the H1N1 situation on our community. For H1N1
information, visit http://www.mun.ca/h1n1/. Also, remember that the University
will communicate with you through this website and directly with
you at your @mun.ca account.
D) Student absences: For the fall semester, students are
not required to produce a medical note for H1N1 illness in
accordance with a ruling by the Senate Committee on Undergraduate
Studies (SCUGS) on Sept. 10, 2009.
Students will be able to self-report absences using the Banner
system. They will be required to indicate if the absence is due to
personal H1N1 illness or the absence is due to the need to care for
someone with H1N1.
Students are required to self-report at the beginning of the
illness. It is anticipated illness will last approximately seven
days. Multiple reportings will be monitored.
E) Research and Graduate Studies
Individual Faculty members are responsible for developing
plans to manage research programs during an H1N1 pandemic. This
will include plans to meet contractual obligations and
deliverables, and continued protection of specialized equipment and
living things, if one is to be absent due to H1N1.
Special requests for support must be communicated to and
Graduate supervisors need to exhibit flexibility with respect to
graduate students meeting course or other requirements in the event
they become ill with H1N1 (e.g. rescheduling comprehensive
examinations, deferring examinations, etc.).
F) Academic Service
In the event deadlines relating to P & T Committee matters
cannot be met because of H1N1 illness of its members, the Director
must be advised as early as possible in order to seek a variance so
that a faculty member’s review and progress is not adversely