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COVID-19 Academic Notification Process

WVU’s Incident Command Center (ICC) is managing contact tracing efforts in conjunction with the CARE Team and the Office of the Provost. When the University has identified or received notice of a student or instructor testing positive for COVID-19, a series of contact tracing efforts will begin. The CARE Team will handle reaching out to other students who need to be quarantined, including roommates, classmates, resident assistants, etc. The Office of the Provost will handle the academic contacts, reaching out to the student’s on-campus instructors.

Below are the steps outlining the academic notification processes for both students and instructors in the case of an identified COVID-related event. A “COVID-related event” is either a positive test or potential exposure to COVID-19. Specific details about the individual’s status will not be shared with instructors or supervisors.

Academic Notification Process for Students

For Students Assessed by WVU Student Health

  1. The ICC will notify the Provost’s Office that a student has tested positive or is considered a potential exposure for COVID-19.
  2. The Provost’s Office will contact the student’s on-campus instructors to let them know there is a "COVID-related event” for the student. 
  3. The student is responsible for contacting their instructor(s) to tell them they are unable to attend class and to work with their instructor(s) to develop a plan to receive the necessary course content, activities and assessments to complete the course learning outcomes, as per the COVID-19 syllabus statement.
    • Both the revised University attendance policy and the new emergency leave policy give students the ability to work with instructors on how to best complete the course requirements and demonstrate the necessary learning that was missed. If students are under quarantine because of potential contact but are not ill, they are expected to contact their instructor(s) for direction on how to keep up with the content and required work in the course. They should not go to class.
    • If a student needs assistance reaching instructors or completing classwork, they should reach out to the department chair and then college or school dean, if needed.
  4. The student will present their instructors with documentation demonstrating their clearance to return to class.
    • Once the student’s isolation or quarantine period is complete, they will receive a letter in their MIX email account to document their clearance to return to class. If a student has questions about this process, they should reach out to the CARE team at CARETeam@mail.wvu.edu.
    • If the student does not present the documentation for clearance without prompting, the instructor may ask the student to present the document. If the student cannot produce the documentation, the instructor may ask the student to leave the class.

For Students Not Assessed by WVU Student Health

Some instructors may experience situations in which a student informs them that they have been told to isolate or quarantine before the instructor has received official notification from the Provost’s Office. Typically, this happens when a student has been assessed by a provider other than WVU Student Health or if a student knows they have been in contact with a positive case.

When students are assessed by outside providers, that information is reported to the Monongalia County Health Department and then is forwarded to the WVU Incident Command Center. Because there is potential for delay in the reporting to WVU, instructors should assume the validity of a student claiming to have been told to isolate or quarantine by an outside provider.

Once the Incident Command Center has been notified of the student’s COVID-related event, the Provost’s Office will begin instructor notification and contact tracing efforts. Until then, the instructor should work with the student to develop a plan to receive the necessary course content, activities, and assessments to complete the course learning outcomes, as per the COVID-19 syllabus statement.


Academic Notification Process for Instructors

  1. The ICC will notify the Provost’s Office that an instructor has tested positive or is considered a potential exposure for COVID-19.
  2. The Provost’s Office will notify the dean/department chair to let them know there is a "COVID-related event” for the instructor.  
  3. The department chair or academic leader will notify the students of their instructor’s absence and next steps.
  4. The Provost’s Office will notify the department chair or academic leader when it is safe for the instructor to return to the classroom.