Frequently Asked Questions

This list of Frequently Asked Questions (FAQ) will be updated as additional questions are raised or if there are changes resulting from recommendations by the Task Force.

Last update: April 21, 2020, 3:00 PM

Technology-General Questions

I have never taken/instructed an online class, what do I need to know?
A list of resources is included below. Support is available via the IT team for those who need it, there will also be trainings offered for faculty and students. Please check email for communications from Department Chairs.  Please also take a moment to read this information about Online Etiquette and Video Conferencing Guidelines

How do I access "Teams"? 
If you have a school issued laptop, teams should already be installed on your computer but you can also install teams on your personal computer or your smartphone. Download the app directly from here: https://teams.microsoft.com/downloads

Who do I contact if I have a technology question?
If it is a non-urgent question, please email support@williamjames.edu.

For urgent support needs, please call the help desk at 617-327-6777 ext 1600. Due to anticipated call volume, we ask that you please limit calls to only questions that are time sensitive.

Can I take my workstation monitor/docking station/keyboard/mouse home with me? 
Yes. IT recommends you preform a quick cleaning before you take it, please see quick cleaning guide here: https://msppsupport.zendesk.com/hc/en-us/articles/360040587912

Technology-Zoom Questions

Do I need a Zoom account to join a Zoom meeting? 
No, you don't need a zoom account to join a zoom meeting.  Only the person who is scheduling and setting a Zoom meeting is required to have a Zoom meeting account. The person scheduling the meeting will provide you with meeting login information. 

I want to use the Zoom breakout room feature but it doesn't seem to work - what do I do? 
Zoom Breakout room is a standard feature for all Pro account users (all faculty), but the ability to assign participant to each breakout room is not enabled by default.  Please contact support@williamjames.edu if you need this feature enabled.

Are there Zoom resources available for instructors using Zoom to teach classes?
Yes, Zoom provides this downloadable page with "Tips and Tricks for Teachers Educating on Zoom."

Is Zoom HIPAA Compliant?

The short answer is no.  However, OCR and HHS recently has suspended the HIPAA enforcement due to current needs.  Find out more here: https://www.hhs.gov/hipaa/for-professionals/special-topics/emergency-preparedness/notification-enforcement-discretion-telehealth/index.html

If you use Zoom to connect with a client, please don't  do the following:

  1. Send or receive any files via Zoom that contains PHI
  2. Post any PHI info via Zoom chat
  3. Recording any Zoom sessions that contained any PHI information

Notification of Enforcement Discretion for telehealth

Notification of Enforcement Discretion for telehealth remote communications during the COVID-19 nationwide public health emergency

www.hhs.gov

Related, please also see the FAQ on IRB and Face-to-Face Research 

Building and Campus

Is the building open? Can I use campus services?
Consistent with the Governor’s instructions, William James College will cease certain non-essential activities and on-campus building operations, including library access, until further notice. The building is not open to the public at this time.  

What cleaning protocol is in place?
In addition to the regular cleaning schedule, the WJC Facilities Team is cleaning all surfaces in the building with a disinfecting solution per CDC guidelines at a minimum of every two hours. Additional deep cleanings have also been scheduled.

Field Sites

I’m working at a Field Site, what do I need to know?
Students are asked to follow all Field Site policies. We are in communication with site supervisors have informed them that we have amended our malpractice policy to allow our trainees to deliver telehealth services, with supervisor training and supervision, as long as the following provisions are met: HIPAA compliant platform; supervision the same number of hours/week by a qualified supervisor; same documentation of services; qualifying supervisory backup in real time; attention to licensure of supervisor to only provide telehealth clinical services to clients in states where the supervisor is licensed.

Many of our field sites are relying on us to deliver critical behavioral health care during an emergency. As such, we continue to be guided by the leadership at Field Sites regarding students’ presence at the site. If you feel ill; are symptomatic in any way; have been asked to self-quarantine by a medical professional; have reason to suspect that you may have been exposed; or if you are living with someone who is immunocompromised or may be put at risk, please be in touch with your Field Site supervisor to communicate this. Please also see Centers for Disease Control and Prevention guidelines.

Please see President Nicholas Covino's Field Education Update, dated March 20, 9 PM. 

If there are changes to my hours at my Field Site, what should I do?
Please communicate any interruptions in training to the field education department of your academic program. We understand that some students might end up with fewer hours of clinical service than planned; we will work with you to problem-solve these situations individually.

Faculty and Staff Attendance and HR Information

Do faculty and staff have to report to campus for work?

No, William James College faculty and staff members, except for designated staff members, should plan to work and teach remotely. 

Your work hours in remote locations will remain the same as your typical work hours  (i.e., if your regular schedule is from 8AM to 4 PM, please continue to obeserve those hours). Work-from-home resources and guidelines are available on the IT website. Please use resources such as Teams and Zoom to conduct meetings, and please be in frequent contact with your supervisor.

Can I use vacation, sick time, personal days or work from home days?
Existing employee policies for vacation, personal days, and sick time remain in effect. Please see the employee handbook.

What is WJC's Telecommuting Policy for Staff?
A temporary "remote work policy" is in effect. Please see President Covino's March 16, 1 PM update on the main page for the complete announcement. 

If I need help finding childcare, are there resources available?
Yes, please review this brochure to learn more about WJC's Employee Assistance Program (EAP)

Remote Work

Are faculty and staff members able to work remotely during the COVID-19 outbreak?
Yes, William James College faculty and staff members, except for designated staff members, are encouraged to work and teach remotely. Please observe your regular work hours in remote locations  (i.e., if your regular schedule is from 8AM to 4 PM, please continue to obeserve those hours), schedule meetings via Zoom or other tools, and check in with your team or supervisor regularly.

Where can I find WJC information about remote work?
Work-from-home resources and guidelines are available on the IT website. 

How can I check my office voicemail from home? Is there a way to forward calls?
Please see "How to forward your desk phone to an external number" on the IT website. Some of this configuration must be done on-campus, for assistance please email support@williamjames.edu.

Online Classes - Information For Students

Will classes be online for the Summer sessions?
Yes, the decision has been made to hold classes online for the Summer 2020 sessions. 

When will my class take place?
Most classes will continue to be held in a synchronous fashion (meaning, classes occurred in “real time,” live with an instructor, during their regularly scheduled timeslots). An alternate approach, that involves offering lectures and coursework that is still bound by a schedule but allows for a different pacing known as asynchronous delivery may now also be used.  Recognizing the complexity of current times, temporary adjustments were made to some policies around delivery practices, with the following changes effective March 30, 2020: 

  • Introduction to Clinical Practice and all Clinical Seminars will remain synchronous to comply with group supervision requirements from licensing and accrediting bodies. 
  • Faculty who are available to continue providing synchronous lectures will do so, and students are encouraged to join live.
    • The lectures will also be recorded, so students who are unable to join live can access them later. 
    • Faculty are responsible for recording each Zoom meeting and making it available to students. Students who have questions can send them to the instructor. 
  • Faculty who are unable to deliver a course live will post the video lecture before the scheduled class time and will provide a discussion board. 

How do I access my classes?
You will receive instructions from faculty on how to access the Zoom Meeting Room where each class will be held. It is important that you do not log in more than 5 minutes before the class begins, or you may be inadvertently interrupting another class or a meeting. Please test your connection ahead of time by going here: https://www.zoom.us/test.

How often will classes take place?
Classes offered in are offered as scheduled, for the full duration of the class (e.g., if the class goes from 1 pm to 2:50 pm, the class will run online during that time). Please take note of the first question in this section regarding synchronous and asynchronous delivery. 

Will attendance be taken?
Yes, attendance will be taken. 

What if I need to miss class?
In the event of an absence, students must notify  their instructor and their advisor. Students should be in contact with professors to make alternate arrangements if they are acutely ill, have been asked to self-quarantine by a medical professional, or suspect that they may have been exposed to the virus. No doctor's note is required. For prolonged illness, please see policies on leave of absence. 

Are there any participation considerations I need to keep in mind?
When participating in classes online, you are in a virtual classroom and you are expected to show up dressed properly and ready to participate in the class. If you are using the computer audio, please use airpods, headsets, etc. that have a microphone, and remember to mute yourself if you are not talking.

How can I meet with faculty members if I'm not traveling to campus?
Meetings may be held via Zoom. Please test your connection ahead of time by going here: https://www.zoom.us/test.

What do I do if I have trouble connecting to my class?
If you have trouble connecting to your class, or if you will be absent, you must notify your instructor and your advisor. We are not filing CANs for attendance, but we will be keeping track of difficulties in order to provide support as needed.

Have performance expectations changed?
Since academic credit will be awarded, performance expectations remain the same, the Student Handbook is still binding, and CANs for issues other than attendance will be filed if necessary.

Where can I learn more about privacy and online learning?
The U.S. Department of Education established the Privacy Technical Assistance Center (PTAC) as a “one-stop” resource for education stakeholders to learn about data privacy, confidentiality, and security practices related to student-level longitudinal data systems and other uses of student data.  Please see: Protecting Student Privacy While Using Online Educational Services: Model Terms of Service

Library

Is the library open?
The building will be closed until further notice. The Library is available via online access only. Please see: Remote and Free Resources

What online resources are available?
The library's electronic resources remain available to all students, faculty and staff. Anyone having trouble accessing electronic resources should reach out to support@williamjames.edu for help. 

If I need help with Library Research and Reference Services, who can I contact?
Library staff are available via email, telephone, and Zoom to provide research and reference support during all normal business hours. Please email library@williamjames.edu or call 617-564-9405 for help.

 

Grades, Licensing and Academic Policies

How does the school closure impact licensing requirements?
Please reach out to your advisor or department faculty with specific questions. Here are some additional resources and information (this list will be updated as more information becomes available). 

Clincial Psychology Students, here is a website that tracks psychology licensure waivers: https://cdn.ymaws.com/www.asppb.net/resource/resmgr/members/temporary_interjuisdictional.pdf

School Psychology Students, on March 17 the NASP Program Accreditation Board and National School Psychology Certification Board announced that they have agreed to waive the 1,200 hour requirement for all programs and graduate students on internship during this period, requiring a minimum of 800 hours in direct, field-based supervised experiences with a minimum of 400 hours in a school setting, instead. While MA DESE ultimately controls school psychology licensure, but this is a supportive step. 

This information will be updated. 

Are there any changes to the grading policy?

Yes, in light of the COVID-19 public health emergency the decision has been made to move to a Credit/No Credit system for all classes in all departments for the Spring 2020 semester. The intent of the change is to ease some academic burden during a period of significant societal disruption. All classes for the Spring 2020 term will be graded as Credit or No Credit. End of term performance of above 80 points will constitute a passing grade. For APA accredited programs, as is customary and still required by APA, students must pass all Discipline Specific Knowledge (DSK) and Profession Wide competencies (PWC) assigned to each required class as represented on the syllabi at the Minimum Level of Achievement (MLA).   

DP II and IV task expectations are reduced for the Spring 2020 semester only. For Doctoral Project II and IV, the current rubric will continue such that students are expected to have “completed at least 80% of the contract requirements” to receive a passing grade. Please see the academic policy announcement from March 20, noon, posted to the main COVID-19 Update page

The  Credit/No Credit system will remain in place for the Summer 2020 Sessions 1 and 2.  However, recognizing some prefer to have a grade option, the following will apply for Summer: 

  • Students who wish to receive a traditional letter grade (as outlined in our student handbooks) may do so by opting in by the June 5th, 2020 deadline.
  • If a student does not make the formal request by that date, they will receive a grade of Credit or No Credit by default.
  • Students can make this determination for each course, opting for letter grades in some and Credit/No credit in others.
  • Once selected, however, the option cannot be reversed regardless of the circumstances.
  • If one were to take ill, a grade of incomplete would be given and when the work was completed the grading system already selected would still apply.

Please also see the "Academic Policy Update" posted to the main COVID19 Information Page on March 20. 

IRB and Face-to-Face Research Interviews

I am  currently conducting research that makes use of face-to-face interviews and I'm considering using Zoom, FaceTime or a similar platform to conduct the interviews. What do I need  to know?

In the current health climate, face-to-face interviews may not be practical or possible. If you are still actively recruiting and interviewing research participants, you may wish to consider alternative modes for conducting your interviews.

In an email to the community, William James College IRB chair Dr. Edward De Vos said: "From an IRB perspective, in addition to mitigating the risk associated with in-person contact, I’m most concerned about the researcher being able to observe/control the environment where the interview is being conducted. If the topics are sensitive, we need to pay attention about how best to maintain the confidentiality of the interview.  This should include communication that describes the most suitable setting for conducting an online interview." 

He provided the following information: 

  • Choose a private place where you are not likely to be interrupted, observed, or overheard.  When beginning the interview, please make sure to go through an appropriate checklist with the participant to make sure the setting and conditions are appropriate.
  • IRB is creating an expedited amendment procedure to deal specifically with this issue.  If these considerations apply to your current research, please send an email to edward_devos@williamjames.edu, and please copy the IRB mailbox, irb@williamjames.edu.  In your letter requesting an amendment please include the following:
    1. Your name
    2. Your Chair’s name
    3. Your IRB protocol #
    4. The title of your project
    5. The number of face-to-face interviews you have already completed
    6. The total number of interviews you intend to complete
    7. The deadline (if any) for completing your interviews
    8. What teleresearch platform you are considering (e.g., Zoom, FaceTime, telephone) to conduct your interviews moving forward
    9. How do you intend to maintain the confidentiality of these interviews?
    10. Please submit an edited version of your informed consent that reflects these proposed changes and protections.
  • Depending on the number of projects involved, the IRB will try to review these expedited amendment requests within 3 business days.

 

College Updates and Communications

How can I make sure I have up-to-date information regarding College announcements?

Please visit www.williamjames.edu/covid19 for regular updates.

Please also make sure your contact information is up to date in the WJC Notification system: https://msppsupport.zendesk.com/hc/en-us/articles/211585966-Signing-up-for-Campus-Alerts

If my friends, relatives or significant other have questions, where should they go for information?

We ask students to remind their friends, relatives and significant others that FERPA regulations prohibit us from talking to them about students. Please direct them to our College website for updated information: https://www.williamjames.edu/about/welcome/COVID-19.cfm

Please also see the William James College Resource Hub for information about topics of public interest. 

I am a  WJC student, faculty member, or staff member. I have a comment, or I’d like to talk about something I’ve read or heard, but I’m not sure it belongs in this FAQ. Who can I speak to?
Dean of Students Josh Cooper is available to speak with students and employees (faculty and staff). Please contact him at Josh_Cooper@williamjames.edu

Telemental Health

What is Telehealth?
Telemental health, sometimes also referred to as Telemedicine, Telementalhealth, Telebehavioral health, Telehealth or E-Health, is counseling or client services provided over the phone or Internet.

Where can I find more information?
Visit the William James College Resource Hub for information and a helpful primer created by WJC Faculty Member, Dr. Bruce Ecker. 

Do you have a question? Please submit it here.