Coronavirus Disease 2019 (COVID-19) FAQs

The information below is a collection of Frequently Asked Questions (FAQ) related to COVID-19 and the services provided through the community colleges and related grant programs.  The purpose of the FAQs is to answer pertinent questions to assist colleges and grant programs to continue their instructional programs and services.   If you have additional questions, please feel free to submit them using the link below.   For NON-COVID-19 related questions, please work with your appropriate contact at the ICCB. 

This page will be continuously updated.

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Click on a section title below to jump to that section’s FAQs.

General Information

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Q:  How is Illinois handling the Coronavirus Disease 2019 (COVID-19)?

For more information on the Coronavirus Disease 2019, go  to:  coronavirus.illinois.gov.  Also see the Illinois Department of Public Health website at:  http://dph.illinois.gov/.

 

Q: Does the Governor intend to issue an Executive order to close community colleges and universities at any point?

As ICCB currently understands it, there are no plans to issue specific closure guidance aimed at higher education, based upon the actions that colleges and universities have taken thus far.  Institutions of Higher Education are expected to adhere to the Governor’s Executive Orders to ensure the protection, safety, and well-being of students, faculty and staff.

 

Q: Is there a possibility that K-12 schools will close completely this year?

Executive Order 2020-05 requires all public and non-public schools to close beginning on Tuesday, March 17, 2020 through Monday, March 30, 2020. Executive Order 2020-18, extended the Governor’s Disaster Proclamation and extended Executive Order 2020-05 through the period of the Disaster Proclamation, which is currently scheduled to expire on April 30, 2020.  Beginning March 31, 2020, the K-12 system entered “Remote Learning Days.”  For more information, visits www.isbe.net.

 

Q: Are ICCB Board Meetings impacted by the COVID 19 pandemic?

The ICCB has rescheduled its March 20, 2020 Board meeting to April 10, 2020 at 12 noon, in a remote format. Please refer to the Board’s website for the agenda and instructions for public accesses.  At this time, the Board anticipates resuming in-person meetings at its regularly scheduled June 5, 2020 meeting.

 

Q: What flexibility do colleges have as it relates to the Higher Learning Commission?

See HLC’s website:    https://www.hlcommission.org/General/coronavirus-updates.html

 

Q: Should community colleges be moving toward essential personnel on campus only?

See:  https://www.iccb.org/iccb/coronavirus-guidance-resources/ for the latest guidance.

 

Q: Has ICCB extended the deadline for submission of community college Recognition documents?

Colleges who currently have documents due and are not able to meet the current date for submission may request an extension. Please email Marcus Brown, Senior Director for Academic Affairs and Student Services at Marcus.Brown@Illinois.gov for extension requests.

 

Q: How do the community colleges plan to conduct graduation ceremonies?

Many of the community colleges are cancelling or postponing graduation ceremonies in accordance with guidelines from the CDC to limit gatherings during this coronavirus pandemic.  Colleges are exploring other opportunities to honor and recognize the accomplishments of their graduates including virtual graduation ceremonies. Students are encouraged to check with their individual community college for additional details.

 

Budget, Capital, and Finance

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Q: Will our state payments be delayed due to the COVID-19 pandemic?

Illinois Comptroller Susana Mendoza issued the following statement on April 2, 2020 advising that significant payment delays to be expected in the coming weeks and months: https://illinoiscomptroller.gov/about/susana-a-mendoza/statement-from-comptroller-susana-a-mendoza/

 

Q:  Will community colleges be reimbursed for the costs incurred or revenues loss as a result of the COVID 19 pandemic? 

There are no guarantees that any funds will be reimbursed.  The Governor’s Office of Management and Budgeting is collecting information about costs and revenue loss incurred by community colleges throughout the state.  ICCB has provided a reporting template to the chief financial officers at each college.  It is a priority of the Governor’s Office and ICCB to minimize harm to colleges throughout this emergency, insofar as that is possible.  Any funds pursued locally through FEMA are the responsibility of the local college.

 

Q: Have state funded Capital Development Board (CDB) projects been halted during the Covid-19 crisis?

The CDB has suspended most construction activities, with some exceptions. If you have a project that has already begun, CDB guidance is forthcoming.

 

Q: Can design work continue for my state funded Capital Development Board project?

Design work not performed at a state facility may still continue if it does not jeopardize the health and safety of the design professionals.

 

Q: Is construction work considered an essential business during the stay at home order?

Yes, construction is exempted from the stay at home order, but it is up to the contractor and the community college to decide if they will stop a project in progress or continue to work. This applies to local and state funded projects, that have not been halted by CDB.

 

Q: The Illinois Community College Act, 110/ILCS 05/3-27.1, requires that bids and RFPs be opened in a public bid opening. Executive Order 2020-15 suspends the provisions of the Illinois School Code 105 ILSCS 5/10-20.21, prohibiting bids for construction purposes from being communicated, accepted, or opened electronically and providing that any bids received by a K-12 school district for construction purposes may be communicated, accepted or opened electronically. Does the Executive Order 2020-15 apply to Illinois Community Colleges as well, and allow for virtual bid openings?

The Illinois Public Community College Act, 110 ILCS 05/3-27.1, specifically prohibits bids for construction purposes from being communicated, accepted, or opened electronically. The Executive Order applies only to K-12 schools. There have been no executive orders issued to allow for community college districts to accept or open bids for construction purposes electronically.

Data and Accountability

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Q: Has the IPEDS Spring Collection scheduled changed?

Yes, The IPEDS Spring Collection is now scheduled to close on Wednesday, April 22, 2020, for institutions (originally scheduled to close on April 8, 2020 but extended two weeks by federal officials due to COVID-19 pandemic). The extension was communicated to each college IPEDS keyholder staff member by ICCB staff on March 13, 2020. Similar correspondence was provided by federal officials directly to college IPEDS keyholder staff as well. The IPEDS Spring Collection includes four surveys: Human Resources, Fall Enrollment, Finance, and Academic Libraries. As usual, ICCB Research and Policy Studies staff will contact colleges with reminders as the IPEDS Spring Collection lock date nears. Any IPEDS questions can be sent to ICCB IPEDS Coordinator Michelle Dufour at michelle.dufour@illinois.gov.

 

Q: For ICCB required data reporting, what is the guidance for colleges who might be altering their term-end dates for Spring or term-beginning dates for Summer? Specifically, how does it affect the SU/SR submission but also ICCB student-level reporting (N1, A1, ID, AC, A2, etc.)?

Upcoming ICCB Course Enrollment (SU, SR) submission data for eligible funding should be submitted in the same manner as in the past even if colleges are considering an extension of the spring term and/or adjusting the upcoming summer term (beginning and/or end date). Report SU/SR Items 9 (Course Section Beginning Date) and 10 (Course Section Ending Date) to accurately reflect spring and/or summer course adjustments. All existing courses intended to be offered during the spring and/or summer terms within the ICCB Course Master File are in good shape and will not result in any SU/SR course data validation issues. Still, to avoid any parameter issues with dates as part of the SU/SR error check process, please carefully consider when a course is withdrawn as part of the Course Master file modifications process. A course that is being withdrawn must not be withdrawn prior to the end of the term in which the course (within the SU/SR submission) is offered or prior to the calculated midterm date. Upon submissions of the upcoming SU/SR spring term submission (due 07/01/2020) and SU/SR summer term submission (due 08/31/2020) please carefully review the automated SU/SR Instructional Credit Hour Claim Report to ensure accuracy.

For ICCB student-level reporting (N1, A1, ID, AC, A2, etc.), there are currently no adjustments and colleges should report in the same manner as in the past. Still, ICCB Research and Policy Studies staff will be closely monitoring federal guidance and will apprise colleges if modifications need to occur to submissions.

Any ICCB Course Master File questions can be sent to Tricia Broughton at tricia.broughton@illinois.gov . Questions related to the SU/SR submission can be sent to Kris Pickford at kris.pickford@illinois.gov while questions pertaining to the ICCB student-level submissions can be sent to Jay Brooks at jay.brooks@illinois.gov .

 

Dual Credit

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Q: May students’ dual credit programs continue during the mandatory school closure?

See Joint ICCB, IBHE, and ISBE Guidance issued here:   https://www.iccb.org/iccb/wp-content/uploads/2020/03/Joint_Dual_Credit_Guidance_During_Suspension_of_In-Person_Instruction_-IBHE_ICCB_ISBE-032720.pdf

 

Q: What is the difference between an ‘Act of God Day’ and ‘Remote Learning Day?’

In Illinois public schools, Act of God Days were used From March 17, 2020 – March 30, 2020. During that date range, any grades earned via dual credit should not be counted towards the student’s overall grade and must not negatively impact a student’s academic standing.

Remote Learning Days began on March 31, 2020.  At this time, dual credit coursework should again commence, with appropriate accommodations made for those students who cannot access the internet.

Beginning on March 31, 2020 assignments and tests may be recorded upon completion and with the grade earned by the student.

 

Q:  What is meant by grading policies that do “no harm to students” in the context of Dual Credit?

ICCB and IBHE encourage all dual credit providers to use the policy of “no harm to students.”   Assuming a student continues with a dual credit course, then the student will receive the grade that he/she earns.  However, in partnership with the K-12 partners, the student should be afforded opportunities to forego the credit, to take advantage of pass-fail options, or to receive an incomplete, when circumstances warrant it, among other creative options that are developed collaboratively with your K-12 partners, similar to what is happening across college campuses with “regular” students.  If ever there were a time for these additional considerations, that time is now.

The choice comes down to:  Does a student still want the grade the student earned or does the student want to opt for a pass-fail, voided registration, incomplete, or some other creative solution (e.g. end of term boot camp for labs)?  These decisions should be made with the student with the utmost of guidance from the high school and the institution of higher education. 

To help facilitate this, institutions should provide an updated grade well before your institution’s extended drop date, so students might best understand how a course withdrawal would impact them or allow time for consideration of any other policies to enable completion of the course.  The consequences for failing to finish an incomplete should be explained to the student.  Even though an incomplete might seem like an appropriate option, if the student does not complete the course in the agreed upon timeframe, the grade normally reverts to a failing grade or the grade the student would have earned at the time of the incomplete, should that be appropriate.

 

Q:  What if the high school intends to issue a letter grade, but the student opts for a Pass – Fail for the College / University Grade.  Is that acceptable?

There are no prohibitions against this practice.

 

General Grant Information

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Q: Can grantees donate personal protective equipment (PPE) or other needed supplies purchased with federal funding made available by the U.S. Department of Education to address the COVID-19 pandemic?

Yes, for details regarding procedures and documentation of donated or loaned supplies, please read the full federal guidance here: https://www.iccb.org/iccb/wp-content/uploads/2020/04/Guidance_on_Donation_or_Loan_of_PPE-041420.pdf.

 

Q:  Have grant deadlines been extended?

See: Financial/ Expenditure and Performance Reporting Extensions for ICCB Grantees due to COVID19 Pandemic

Q: What kind of signatures are you accepting as we work from home?

The ICCB will accept both Electronic and Images of signatures

 

Adult Education

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Q:  How long are adult education programs closed during the COVID-19 pandemic?
The original Adult Education program closure will end on March 30, 2020. On March 31, 2020, instruction may resume in an online, distance education and/or remote learning delivery method while continuing to observe the Illinois stay at home order.

 

Q:  What DAISI code should we use to code instruction during this time?

ICCB realizes that many of our programs have already begun the process or are well underway in moving instruction to an online format, but we also recognize that some will need additional time and assistance. Given this information, all programs should continue to use the GE code through April 7, 2020 to allow time for all programs to make this transition.

 

Q:  When should AE programs move to a(n) online, distance education or remote learning format?

After April 7, 2020, it is expected that all programs will move back to the previous attendance process and that everyone is using an online delivery process for classes, as applicable, while continuing to observe the Illinois stay at home order.  Programs may begin to make that transition as early as March 31, provided they adhere to the requirement to use the GE code for attendance through April 7, 2020.

 

Q:  Can we continue to pay instructors and staff during this time?

Yes, all programs are authorized to continue to pay instructors and staff until notified differently.

 

Q: What about the ICCB Adult Education staff access?

The ICCB Staff will be working remotely during this time but will be accessible to all adult education programs by email.

 

Q: Should our Adult Education office be physically closed during the time Adult Education is closed?

Yes, consistent with the Executive Order 2020-18. All adult education programs are to be closed beginning March 17th through April 7, 2020 and transitioning to online instruction.  Consistent with Executive Order 2020-18, your institution or organization may require that essential personnel report to work over this period of time. That is an individual institution or organization’s decision.

 

Q: If our faculty is being asked to convert face-to-face classes into online or other alternative forms of class delivery but ICCB says classes are suspended from March 17 through April 7, 2020 who should we follow? If we follow the ICCB rule, then will our adjunct faculty still get paid?

The ICCB is authorizing Adult Education Providers to continue to compensate staff and instructors during this time, utilizing your current grant funds. Your institution or organization may require that essential or task performing critical functioning staff stay connected with the organization over this period of time. That is an individual institution or organization’s decision. The responsibilities or activities of staff or instructors, during this time, is also at the discretion at the institution/organization.

 

Q: Does this closure impact the Secretary of State Literacy programs?

Information about programs outside of the ICCB funded adult education and literacy programs, should be directed to the appropriate funding agency. Please contact the Secretary of State Literacy Office for more information.

 

Q: Does this closure mean adult education staff members should not report to work?

Your institution or organization may require that essential or task performing critical functioning staff stay connected with the organization over this period of time. That is an individual institution or organization’s decision.

 

Q: How should programs record attendance in DAISI?

During this closure, programs will be required to use the Given Emergency Code, GE, to record attendance between March 17 and April 30. The DAISI support team can provide guidance on how to use these codes of needed.  Email daisisupport@cait.org.

 

Q: If our college remains closed and we miss post-testing, how should we handle this?

You should post-test as soon as your program reopens. We will provide more guidance as the ICCB receives additional guidance from the Department of Education.

 

Q: Is it possible to do cross campus collaboration for our ICAPS students so that they do not get behind in their coursework?  

The ICCB encourages collaboration among Adult Education and CTE programs. Adult education students enrolled in ICAPS programs may continue with their CTE  college course while the Adult Education portion is closed.  ICAPS support classes can be moved to a distance learning format.

 

Q: Can Grant Funds be used to pay staff during the closure?

The ICCB is authorizing Adult Education Providers to continue to compensate staff and instructors during this time, utilizing your current grant funds. This includes all staff paid out of the ICCB AEL funds, paying both full and part-time staff members.
Questions about budgets can be directed to Jane Black at Jane.Black@illinois.gov

 

Q: Will there be a competitive process next year, given the disruption from the COVID-19 pandemic?

There will not be a competitive process for fiscal year 2021.

 

Q: Will there be an extension on compliance reports due during this shut-down?

See: Financial/ Expenditure and Performance Reporting Extensions for ICCB Grantees due to COVID19 Pandemic

 

Q: Our college is moving to fully on-line courses.  Can we pay for those courses out of curriculum development?

Yes.

 

Q: How do we report attendance for on-line adult education classes?

New courses do not have to be developed for your current face-to-face courses as they are transitioned to an online format. More information is forthcoming.

 

Q: Can we use curriculum other than ICCB sanctioned software to develop on-line courses? 

Yes, there are options for ABE and ESL Courses. During this time, we will be flexible and we will provide you with additional guidance on capturing of hours as well as attendance for reporting.  Options include but are not limited to the following:

Using web conferencing software and modifying traditional methods of instruction such as sending instructional packets home for students are also options.

 

Q: How do we ensure the rigor of on-line courses? Our faculty have a wide variety of technology proficiencies.

The ICCB staff is working with the Professional Development Network to offer webinars to answer questions and to discuss how this can be delivered to ensure the rigor is maintained as well as the course are aligned to Illinois Adult Education Content  and Technology Standards

 

Q: Will registration fees for the Adult Education administrators’ meeting be refunded, and will we need to cancel our hotel reservations?

The Adult Education Administrators’ meeting is cancelled and fees will be refunded to attendees.  Attendees should contact the hotel directly to cancel the reservation.

 

Career and Technical Education (Perkins V)

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Q: Will the Perkins Local Application due date be extended?

Yes, the Perkins Grant Application Package due date has been extended until Monday, June 1, 2020. Please refer to the Grant Guidelines for all grant submission instructions.

 

Q: With the disruption caused by the COVID 19 pandemic, what are the expectations for conducting and completing the Comprehensive Local Needs Assessment (CLNA)?

Since many community colleges had events and meetings planned for this spring that were cancelled due to the COVID-19 pandemic, colleges should submit a CLNA that is as complete as possible. However, the colleges will be given time over the next year to conduct CLNA activities, engage partners, and analyze data to update their existing CLNA and Local Application Narrative, as appropriate.  More information is available at:  https://www.iccb.org/cte/clna/

 

Q: With the disruption caused by the COVID 19 pandemic, will the FY2021 Perkins Allocations release date be impacted?

The FY2021 Perkins Allocations are on schedule to be released by the end of April 2020.

 

Q: With the disruption caused by the COVID 19 pandemic, will the Local Application Release date be impacted? When will the Work Plan template be released?

The Local Application and the Annual Work Plan are available on the ICCB CTE website here:

https://www.iccb.org/cte/perkins/perkins-guidelines/

 

Q: Can staff be paid out of the Perkins V grant during campus closure due to COVID-19?

Yes, Grantees are permitted to continue to charge salaries and benefits to currently active awards. While campus access may be significantly limited, instruction in an alternative, remote, or online learning continues.

 

Q: We are moving online, but how do we handle CTE courses?

See:  https://www.iccb.org/iccb/coronavirus-guidance-resources/ for the latest guidance.

 

Q: Will there be any changes in the requirement that CTE program advisory committees meet twice per year?

ICCB advises that advisory committee meetings be postponed until social distancing is no longer necessary or that they be rescheduled in a virtual format. The expediency of when advisory committees meet will depend on the needs of the individual program. Advisory committees for CTE programs are required to meet annually.

 

Innovative Bridge and Transition (IBT) Grants

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Q: Can staff be paid out of the IBT grant during closure due to COVID-19?

The ICCB is authorizing those IBT staff to continue to compensate staff and instructors during this time, utilizing your current grant funds. Your institution may require that essential or task performing critical functioning staff to stay connected with the college over this period of time. That is an individual institution’s decision.

 

Q: Can we continue to do online instruction following the closure?

Yes, the ICCB encourages all IBT grantees to continue to provide online, distance education or remote learning opportunities for the individuals you are serving during this time.

 

Q: Will the grant deadlines be extended?

See: Financial/ Expenditure and Performance Reporting Extensions for ICCB Grantees due to COVID19 Pandemic.

 

Q: Students who have successfully completed Bridge courses (such as CNA and Manufacturing) before moving onto industry-recognized certificate programs are faced with the reality of not being able to successfully complete course objectives in their tuition based classes due to the transition to online learning. Some students have only a smartphone to use, others without home internet, etc. While some institutions are allowing students to drop college courses with a full refund and no penalty on a student record, what might this mean for the grant? Is there a chance that students could be afforded an opportunity to “redo” the certificate course at a later date (probably next fiscal year) in the regular face-to-face platform using these grant funds?

Work with your college personnel to determine what options are available to students to encourage completion. During this time, we know that colleges have allowed flexibility in continuing or completion of instruction by specified times.

 

Workforce Equity Grant

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Q: Can grantees pay student stipends under the Workforce Equity Initiative (WEI) given that these students are not working, but have committed to program?

The ICCB authorizes Grantees to continue to pay stipends to students under the WEI grant.  The college must have proposed this stipend under their initial grant proposal.  The ICCB will review this policy and will issue additional guidance as needed.

 

Online & Remote Learning

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Q: How are community colleges modifying the current spring semester?

All 48 community colleges have implemented alternative, remote, or online learning through the duration of the Gubernatorial Disaster Proclamation, which expires April 30, 2020, based upon Executive Order 2020-18. Check the individual college websites for additional details.

 

Q: Can community colleges shift face-to-face courses into online courses if essential learning outcomes are satisfactorily met?

The ICCB does not approve modality of instruction.  That is a local decision.  See:  https://www.iccb.org/iccb/coronavirus-guidance-resources/ for the latest guidance.

 

Q: Are community colleges planning to continue virtual learning for summer courses?

Check the individual college website for additional details.

 

Q: How should community colleges accommodate students with disabilities as they move to online instruction?

The U.S. Department of Education’s Office of Civil Rights hosted a webinar and put out a fact sheet that basically advises that services, instruction, and support have to be accessible, and the webinar gives resources and other information

This may assist with accessible instruction from Mapping Access:

 

Open Meetings Act

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Q: Have any Open Meetings Act (OMA) requirements been relaxed?

Executive Order 2020-07 modified some provisions of the Open Meeting Act during the Gubernatorial Disaster Proclamation, to wit:

Section 6. During the duration of the Gubernatorial Disaster Proclamation, the provisions of the Open Meetings Act, 5 ILCS 120, requiring or relating to in-person attendance by members of a public body are suspended. Specifically, (1) the requirement in 5 ILCS 120/2.01 that “members of a public body must be physically present” is suspended; and (2) the conditions in 5 ILCS 120/7 limiting when remote participation is permitted are suspended. Public bodies are encouraged to postpone consideration of public business where possible. When a meeting is necessary, public bodies are encouraged to provide video, audio, and/or telephonic access to meetings to ensure members of the public may monitor the meeting, and to update their websites and social media feeds to keep the public fully apprised of any modifications to their meeting schedules or the format of their meetings due to COVID-19, as well their activities relating to COVID-19.

Executive Order 2020-18 extended Executive Order 2020-07.

 

Q:  Do meetings subject to the Open Meetings Act still have to provide an opportunity for public participation?

Yes.  This requirement was not modified.

 

Program Review

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Q: Will the ICCB be granting an extension to program reviews due September 1, 2020?

Yes. The ICCB will be extending the due date for program review submission until September 30, 2020. This extension will allow faculty and staff who regularly conduct their program review activities in the Spring to revisit and finalize their program review submissions in the Fall 2020 semester once back on campus.

 

Student Financial Aid

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Q: Are students receiving refunds for coursework due to program transition issues?

Contact your local community college for information about refunds due to transition issues related to the COVID-19 pandemic.

 

 

Transitional Instruction

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Veterans Affairs

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For detailed information on Veterans Affairs see:  Federal VA COVID-19 Guidance FAQ