Coronavirus Updates - All events on Post are cancelled, and Post is closed to the general public until further notice. More

For Cadets

Information current as of May 13, 2020

Academics

  • All classes will move to online instruction beginning March 25, 2020, and will continue through the end of the semester.
  • Certain courses are not conducive to an online medium of instruction. Instructors for these courses will contact cadets on an individual basis to provide instruction details.
  • Modifications to requirements for Satisfactory Academic Progress are possible, but not guaranteed at the federal level. If they are implemented, they may help mitigate any effects from courses that, due to circumstances, result in an incomplete.
  • Cadets must virtually attend all classes. For those class sessions that are taught synchronously (live), attendance is mandatory. For those class sessions taught asynchronously, cadets are expected to review the material in the timeframe allotted by the instructor.
  • Cadets participating in online instruction who will be visible to others through virtual means will adhere to summer school dress and appearance standards.
  • Cadets who are currently utilizing academic accommodations may contact the Office of Disability Services at 540-464-7667 to discuss any necessary adjustments that may be required.
  • VMI academic support centers – the VMI LibraryMath Resource CenterMiller Academic CenterWriting Center, and Career Services – will be available virtually to cadets.
  • The same academic integrity rules and expectations will apply to the online learning environment. The VMI Honor Code is in effect.

Final exams for the Spring 2020 semester are scheduled for 6 – 11 May. In keeping with VMI’s tradition of academic excellence, these final exams will be graded and counted toward a cadet’s semester grade in accordance with the course syllabus. May 2020 degree candidate grades are due 0900 on 12 May.

For those scheduled to graduate in May, degree certification will be conducted by the Academic Board and the Registrar’s office on the regular schedule. Diplomas will be mailed to the home address of record around mid-May. Transcripts will be updated at that time for cadets and graduates to use for employment and other purposes.

Despite the best efforts of our program directors, the continuing spread of the coronavirus, coupled with state and federal constraints and restraints necessitates the cancellation of all summer study abroad programs. To provide an alternative for those cadets needing or desiring the credit hours associated with their study abroad program, program directors have agreed to provide the following related courses as part of VMI’s summer session course offerings. These courses will be available based on cadet interest and undersubscribed courses (<7) will be cancelled. NOTE: These courses are available to all VMI cadets, not just those whose study abroad programs were cancelled.

  • French Language & Culture in Paris – Summer Session II
    • FR-316: Topics in French: French Grammar in Context - Pre-requisite: FR-202.
    • FR-335: Intermediate French Conversation: French Culture through Film - Co-requisite summer session II: FR-316. Pre-requisite: One 300-level French course or instructor permission.
    • Not available
  • Spanish Language & Culture in Quito, Ecuador – Summer Session I
    • SP 303W: Spanish Composition and Conversation - Prerequisite(s): SP 202 Writing Intensive (W).
    • SP 314: Latin American Cultures and Civilizations - Prerequisite(s): one 300-level Spanish course.
    • Reminder: Summer Session I is an online format
  • CIS in South Korea – Summer Session I
    • CIS 310: Computational Thinking and Programming - Note: Not intended for CIS majors or minors.
    • CIS 402: Digital Forensics - Prerequisite(s): CIS 303 with a minimum grade of C
    • Reminder: Summer Session I is an online format
  • Engineering in Berlin – Summer Session II
    • ME 302: Dynamics - Prerequisite(s): ME 201.
    • ME 350X: History of Technology - Civilizations & Cultures (X) that would replace the German Engineering X course that cannot be taught on Post.
    • Not available
  • Biosecurity Lessons from Famine & Plague in Ireland – Summer Session II
    • BI-245X: Epidemics & Society - Prerequisite(s): No prerequisites. Civilizations and Cultures (X).
    • Available in an online format.

Project Global Officer (PGO) Update:

On Wednesday, 25 March 2020, the Defense Language and National Security Education Office (DLNSEO) suspended all overseas language programs for summer 2020. DLNSEO also requested all PGO institutions to consider a domestic program in place of their overseas program. VMI will be offering PGO online based on current scholarship winner level of interest.

Summer Session I (previously announced), Summer Session II, Project GO, and the Summer Undergraduate Research Institute will be provided in an online learning environment.

Summer Transition Program (STP) and the College Orientation Workshop (COW) are canceled.

  • Class of 2021+3 matriculants will be eligible for and are encouraged to enroll in Summer Session II classes. (Instruction on the VMI Honor Code, which applies to all virtual classes, will be provided.)

Transfer Course Grading for matriculants and (possibly) cadets on suspension

  1. Virginia Community College System (VCCS) Spring 2020
    1. Grading: P+ (for an A/B/C), P (for a D), F
    2. Policy: Accept all Spring ’20 P+ grades for course credit but not for grade in GPA
  2. Virginia Dual Enrollment Spring ‘20
    1. Instructors submit letter grades to HS
    2. HS submit P+/P/F to colleges
    3. Policy: Accept for course credit (but not grade in GPA) all P+ course grades from Spring ’20 only
  3. AP/IB modified tests with traditional grading/scoring
    1. Policy: Accept all AP/IB scores per current VMI Policy

 

Summer School 2020

  1. No guidance yet on whether colleges/universities using Pass/Fail (P/F) in Spring 2020 will continue this grading scale in the summer
  2. Acceptance of online course for transfer credit: Summer 2020 only
    1. Decision (as current policy) is up to appropriate DH
    2. DH will evaluate course for acceptance/rejection as usual
    3. DH’s can be more accommodating on accepting distance learning courses than usual, due to present circumstances
    4. Unlike the VCCS use of P+/P/F grading, for many colleges a grade of “P” can equate to an A, B, C, or D
    5. VMI does not accept for transfer credit a grade of D. Earned grade must be C or better
    6. Policy: Given that Summer Session 1 is online and possibly also Summer Session 2
      1. accept all accredited schools online courses for transfer, subject to criteria 2a, 2b, and 2c
      2. for courses that are graded P/F, the cadet must be able to supply official documentation from the college that the grade of P equated to an A, B, or C, otherwise the course will not be accepted
      3. Pass/Fail grades are not included in GPA (VMI policy)
      4. Post-matriculation, letter grades from transfer courses are not included in the GPA calculation (VMI policy)

Update - May 21, 2020:

The Coronavirus Aid, Relief, and Economic Security (CARES) Act is federal legislation that provides support to individuals and organizations facing unexpected expenses due to the COVID-19 pandemic. A Higher Education Emergency Relief Fund (HEERF) is included in this act, with more than $14 billion in emergency funding going to colleges and universities. A portion of this funding must go directly to students to provide reimbursement related to campus closures and distance learning.

Learn more about funding and disbursement, along with an application, from the Office of Financial Aid.


Update - April 24, 2020:

The Institute continues to process the remaining refunds related to the cessation of on-Post classes and anticipates completion of refund processing by May 8, 2020. 

As communicated previously, each cadet account was credited $2,231 reflecting a pro-rated portion of the Room, Board, Laundry, and Haircut fees.  The cash refund calculations (amount returned to cadets) for cadets who received Institute financial aid (scholarships, grants, fee waivers) will be adjusted accordingly.  The portion of the credit that relates to costs paid by Institute financial aid will be returned to the aid source - primarily the VMI Alumni Agencies.  Please be aware that the financial aid adjustments will cause many cadets' refunds to be less than the full amount of the credit applied to their account, and in the case of cadets whose costs were fully paid by Institute financial aid, they will not receive a cash refund. 

Thank you for your continued patience and understanding.


Statement on Refunds

Given the necessity of moving to a remote learning environment, VMI will provide credits for certain fees. Please be assured that significant time and effort has been invested in reviewing the various funds associated with a cadet education to determine the appropriate refunds balanced against the expended and ongoing costs of the Institute.

Keep in mind as you evaluate your refund that all sources of aid to include Federal Financial Aid programs, private aid provided by the VMI Foundation, private loans and other funding sources were carefully considered. Each cadet has a unique financial profile and therefore each reimbursement will be unique.

The Institute’s intent is to do what is right and fair recognizing the requirement to continue to provide for the many fixed costs associated with various activities.  Additionally, it is important to understand that all refunds are based upon the remaining 45% of the semester not completed in residence on the Post. All credit provided will be processed on the current semester and a refund issued accordingly.  Balances will not be carried forward to future Summer School Sessions or Semesters.

Accordingly, the following decisions have been made regarding refunds:

Tuition: The academic program will continue in a distance learning format and cadets completing their coursework will earn academic credit. Therefore, tuition will not be refunded and will continue to be charged at published rates to provide for the ongoing costs of the academic program and the additional costs associated with transitioning to a remote learning environment.


Fees: Fees cover charges associated with specific functions. This includes room, board, athletic, medical, facilities/activities, laundry, haircuts and uniforms/unique military activities (UMA).

Room, Board, Laundry, Haircuts:

VMI will issue a credit to each cadet for room, board, laundry, and haircuts associated with the 45 percent of the semester not completed on Post. In calculating the cadet refund, the Institute chose not to apply accepted overhead rates or to withhold any amounts expended upfront in preparation for the school year. The credit amounts to $2,231 for every cadet. Reimbursements to individual cadets will vary depending upon the sources used to fund their education.

Initially, this credit will be applied against any outstanding balance on the account. Institute financial aid and state financial aid will be returned on a proportional basis to the source of the aid. Federal grants and loans, private loans, and 529 payments will be refunded proportionally to cadets directly and not to the source of aid. For cadets using Veteran’s Administration (VA) benefits, VMI will work with the VA to ensure that benefits are calculated in accordance with VA policies.

Cadets on ROTC Scholarships will not see a proportional reduction of the ROTC Scholarship because VMI’s Spring 2020 credit is for costs associated with Room, Board, and Quartermaster Charges, and not charges covered by the ROTC Scholarship.

Athletic, Medical, Facilities/Activities, Uniforms/UMA:

The fees paid into the above funds support overhead costs (utilities, maintenance) and capital debt payments.  Significant expenses associated with these funds were expended upfront to prepare for the school year or comprise ongoing costs. These costs cannot be recouped or deferred. Therefore, no portion of these fees will be refunded.


Timeline: While VMI understands the need for timely reimbursement, the calculation of refunds and posting to individual cadet accounts can be a complex process depending upon the various scholarships and aid utilized by each cadet.  The Institute will perform this action as quickly as possible and currently anticipates up to sixty days as time necessary to calculate and process approximately 1,600 individual refunds.  Thank you in advance for your patience, support and understanding.


Audit: The process of refunds, calculations utilized, and decisions to ensure fairness to both VMI and each cadet will be evaluated independently by the Auditor of Public Accounts.


Mailing Address Update: In preparation for potential refunds, it is imperative that every cadet  verify their current mailing address in Post View.  Cadets should update their address if necessary by sending revisions from a VMI email account to the Registrar’s Office at registrar@vmi.edu.  Please make any necessary changes as soon as possible.


Questions: With telework policies in place, please direct questions to Student Accounting at cadetaccounting@vmi.edu.  Questions will be directed to appropriate staff for response.

On April 29, 2020, Governor Ralph Northam announced that Virginia has secured relief options for more than 200,000 Virginians with privately held student loans. The payment relief is the result of a new initiative by Virginia and several other states to work with the major private student loan servicers to expand on protections for federal student loan borrowers through the Coronavirus Aid, Relief, and Economic Security (CARES) Act.

Details and contact information for the U.S. Department of Education’s Office of Federal Student Aid and Virginia’s Student Loan Advocate can be found in the full news release.

Due to COVID-19, the Center for Cadet Counseling staff are working remotely and continue to provide telebehavioral health services for cadets. Telebehavioral health is currently being offered as an option while VMI is in a state of suspended on-Post academic instruction.

  • For those cadets who are seeking assistance and are new to our center, we are offering phone and/or telebehavioral health consultations. Consultations would include a brief assessment of your needs / why you are seeking assistance, a review of how you are coping with your current situation, and an exploration of resources you may access or need.
  • Cadets requesting non-urgent assistance may call the office at 540-464-7667 – Monday to Friday during business hours (0800 – 1630) and will be able to leave a voice mail. Calls will be returned by a staff member within 24-hours.
  • If you, or someone you care about, are feeling overwhelmed with emotions like sadness, depression, or anxiety, or feel like you want to harm yourself or others call:
    • In a life-threatening emergencyDial 911 or go to the nearest emergency department

  Crisis Hotlines

24-hour support for anyone who needs to talk to someone

  • Suicide Prevention Lifeline: (800) 273-8255
  • Crisis Text Line: 741-741
  • Substance Abuse and Mental Health Services Administration’s (SAMHSA’s) Disaster Distress Helpline: 1-800-985-5990 or text TalkWithUs to 66746
  • Cadets may continue to send emails to their counselor and counselors will respond within 24 hours. Email communication is not for crisis or emergency situations.

Helpful Resources:

Centers for Disease Control and Prevention: Manage Anxiety and Stress

Centers for Disease Control and Prevention: Taking care of your Emotional Health

National Alliance on Mental Illness

A message from VMI Career Services:

It may feel strange job/internship searching in “coronavirus economy”. For the graduating class the uncertainties are endless as we don’t know when life will return to normal. Most companies are not interested in face-to-face interviews at this time and may slow down the hiring process.

Don’t have an internship for the summer? Is your employer delaying your hire or rescinding the job offer due to the uncertainties in the economy? Office of Career Services is here to assist. 

Here are some ideas to make the rest of your Spring semester and summer count:

  • Ask if there are any special projects. If you had your internship offer rescinded, some companies may still need summer help. Ask if there is a special project you could work on over the summer. Now that VMI is online, you no longer have to wait until summer to start.
  • Career prep. This is the perfect time to prepare for your job search. Update your resume. Have a practice mock interview. Clean up your social media. Update your LinkedIn. Contact the Office of Career Services for support.
  • Online Networking. Take this time to expand your network. Join the "VMI Office of Career Services" LinkedIn group to connect with alums and other cadets, or have us reach out to the Alumni Association to put you in touch with a possible mentor.
  • Perform community service. Are there any safe volunteer projects that you can do? Donating food to your local food bank, making face masks, or volunteering for the Smithsonian Digital Volunteer program are three options. 
  • Virtual informational interviews. These are a great way to learn about your profession of choice. Reach out to an alumnus on LinkedIn in your career field to see if they can meet with you virtually. We can also reach out to the alumni association to put you touch with a mentor. Bonus points: ask as an interview and publish the conversation on LinkedIn or your blog. 
  • Start a business. Have a side-hustle that you have been thinking about? Put together a business plan to get started.
  • Take a summer class. GPA need a boost for grad school applications? Want to build your portfolio? Summer is a great time to expand your knowledge. If you do not plan to take a class through VMI, platforms like Udemy or Coursera offer online learning with many course options available.
  • Get a part-time job. 
  • Virtual Internships. Few companies are reformatting their internships to be virtual. Check Handshake for new opportunities available every day. 
  • Finally...Keep applying! You never know where your next connection and an opportunity may come from. 

Stay safe, and together we can kick-start your career! 


Schedule Updates

  • Summer Session I (previously announced), Summer Session II, Project GO, and the Summer Undergraduate Research Institute will be provided in an online learning environment.
  • Summer Transition Program (STP) and the College Orientation Workshop (COW) are canceled.
    • Class of 2021+3 matriculants will be eligible for and are encouraged to enroll in Summer Session II classes. (Instruction on the VMI Honor Code, which applies to all virtual classes, will be provided.)
  • Based on the State Department’s Level 4 travel advisory and recommendations of public health experts, VMI will not commence any study abroad program prior to 15 June 2020.  This includes Project Global Officer.  Our Program Directors are working diligently with host country providers to determine the possibility of rescheduling their study abroad programs for later in the summer (after 15 June). 
  • We are studying an “earlier return” of Cadre on 2 August to insure the train-up and preparation for Matriculation, due to the loss of this 2nd Semester, the Retreat, and that transition and planning period. In several weeks, the Commandant will select and announce the Sergeants and Corporals for the next year, and working with the Class Leadership, designate the cadets comprising the Cadre for the 2020-21 Academic Year.   Assumption of Command ceremony is being studied.  Fourth Class leadership (Class Officers) will be voted on upon return of the entire Class on 23 August 2020.
  • The New Cadet Oath Ceremony is currently scheduled for 6 September 2020.

  • Institute Awards Convocation (14 May) has been cancelled. Cadet awards will be announced and mailed to cadets during the summer furlough period.
  • Joint Commissioning Ceremony scheduled for 15 May in Cameron Hall has been cancelled. See below for further details.
  • The Class of 2020 will be invited back to Post as the centerpiece of our December graduation ceremony on 19 December 2020 (tentative) in Cameron Hall. This ceremony will be given all the pomp and circumstance, speakers, awards, and publicity associated with our May ceremony. Our cadets deserve to be recognized as do the family and friends who have supported them through the years, and we will make it a splendid celebration. Understanding that some graduating 1st Class cadets will not be able to join us in December due to military and job obligations, graduates of the Class of 2020 will also be most welcome to participate in the May 2021 commencement exercise. We will work with the armed services and employers to encourage their attendance at this December 2020 graduation ceremony. VMI will mail diplomas upon final grades and graduate certification.

The Joint Commissioning Ceremony scheduled for 15 May in Cameron Hall has been cancelled.  

The Army and Naval ROTC detachments are planning for virtual commissioning ceremonies to be held on 15 May for all those completing their degrees this semester. Details will be forthcoming from the respective detachments on time, technology, and how to participate virtually. This will allow our future officers to commission, on time, in the presence of family and friends at dispersed locations. By keeping to our original 15 May schedule, the officers will then be available to move to their assigned destinations in accordance with their respective active-duty or reserve component orders. When those who have commissioned return to Post to collect their personal belongings, we will support photo opportunities in their service uniforms as desired.

Air Force commissioning will be conducted on an individual basis and coordinated through the VMI’s Air Force ROTC staff.

The current events are also affecting many of the ROTC summer training and camps scheduled to start shortly after the end of the semester. Currently, planning is underway at U.S. Army Cadet Command for a modified Advanced Camp at Fort Knox as well as evaluating what summer training opportunities will need to be cancelled.  Training dates that begin in May have been cancelled, but training later in the summer is still under consideration and pending forthcoming decisions.  Any specific questions should be directed to the Army ROTC department.

Air Force ROTC is still conducting Field training at Maxwell AFB.  Due to the COVID-19 outbreak, there will be only 5 training classes instead of 6 and will run June to August instead of May to August.

Naval ROTC Phase 0 cruises have been cancelled and will be redistributed to Phase 1-3. Decisions regarding other summer training programs and schools will be made beginning early next month.

After our new officers begin their military journeys, as mentioned previously, we hope that most can make it back to take part in the VMI Commencement Ceremony in December, and, if unable to return, to cross the stage at the May 2021 graduation ceremony.

NCAA spring sports including lacrosse, outdoor track and field, water polo, and baseball are currently suspended and their status for the remainder of the academic year is under review. 

 Below are noted the tentative report dates for fall sports:

  • Women’s Soccer – 3 August 2020
  • Football – 6 August 2020
  • Men’s Soccer – 11 August 2020
  • Cross Country – 17 August 2020

As distance learning continues throughout the summer, cadet-athletes will continue virtual coaching with their respective teams and are encouraged to enroll in summer session classes as appropriate.


Post Access

  • All VMI facilities (on Post and off Post) are closed to the public. No visitors, family members, guests, or cadets who are not authorized to reside in barracks during this period of online instruction will be permitted on Post or in the Stonewall Jackson House, New Market Battlefield, barracks, or Lejeune Hall.
  • Those unaffiliated with the Institute may drive through Post or walk on designated outside walkways maintaining social distance. Unaffiliated individuals are requested not to loiter or congregate on Post.
  • Preston Library will be closed to the public as well as VMI employees who are not members of the library staff. All electronic resources will continue to be available. Employees who wish to access print materials (with the exception of interlibrary loan print materials, which are not available) will need to request and checkout books from Preston Library via a form. Directions/guidance is given here: https://libguides.vmi.edu/distancelearning under the tab “Faculty: Request Library Book Checkout.”
  • All Post buildings will be locked until further notice. Employees may use their VMI IDs to access their offices. Availability of spaces in many Post buildings will be reduced to accommodate for available staffing and to reduce maintenance.

Starting 0900hrs on Monday, 18 May through Thursday, 11 June forty (40) cadets per day will be authorized to return to barracks to remove all of their personal belongings.  This will allow additional cadets who may have military obligations, work requirements or any other potentially mitigating circumstances to return to VMI and clear their personal belongings from their room.  Cadets wishing to return to post must email CPT Bachman bachmancj@vmi.edu and state their desired return date and time to clear.  Twenty (20) cadets will be allowed to return between 0900hrs and 1200hrs, and twenty (20) more may return between 1200hrs and 1500hrs each day throughout the entire week, Monday through Sunday.  Each cadet will have approximately two hours to clear barracks.  CPT Bachman will confirm the return time via email and will send out specific, detailed clearing instructions 48 hours prior to the clearance time and date. 
 
Cadets are NOT to return to VMI without having received a scheduled confirmation.  Cadets who have any COVID-19 symptoms or believe that they have been in contact with someone with COVID-19 symptoms, are NOT permitted to request return at this time.  All cadets must report to the VMI Infirmary for a medical assessment screening upon arrival to post and prior to any clearing.  Any cadet wishing to visit an NCAA locker room, academic building or other area besides barracks must coordinate that visit with the appropriate VMI official (coach, professor, etc.) and CPT Bachman. A copy of CPT Bachman’s clearance confirmation email must be provided to the Institute official coordinating the cadet’s visit to an NCAA locker room, academic building, or other area outside of barracks.  
 
All cadets are HIGHLY encouraged to return to VMI to clear their personal items out of barracks.  Any cadet who absolutely cannot return to barracks is highly encouraged to have a roommate or other cadet clear for them.  VMI does not have the ability to store personal items over the summer due to the requirements that exist in working on and preparing barracks for the fall semester.  Cadets who are unable to return to VMI to clear barracks and are unable to identify someone else who can clear their belongings on their behalf must notify CPT Bachman no later than 1600hrs on 22 May via the Request to Have Another Individual Clear Personal Belongings Form

  • During the period of online instruction, the VMI Infirmary will continue to provide limited services to cadets.
    • Hours of operation are 7 a.m. – 7 p.m., Monday through Friday.
    • To speak with a provider during business hours, call 540-464-7218.
    • For less urgent questions, email infirmary@vmi.edu.
    • For illnesses or urgent matters after hours, call 540-460-5202 to speak with Dr. Copeland.
    • No overnight care will be provided in the infirmary.
  • Cadets residing in barracks should call the nurse before coming to the infirmary. The nurse will provide instructions based on the situation.
  • Cadets who left a medication or allergy serum at the infirmary and need it mailed are asked to call 540-464-7218 to make arrangements.

  • Cadets who are approved to reside in barracks will be in uniform (OCP / gym dyke) outside of barracks, and be subject to daily accountability and cleanliness / hygiene standards.
  • To comply with social distancing recommendations and to help control the spread of illness, cadets who are approved to stay on Post will be required to reside in barracks with regulated and limited opportunities to travel off-Post.


Information for Cadets regarding Mail and/or Packages:

Cadets who have mail and / or packages awaiting them in the VMI Mail Room may request these items to be forwarded on to their current location. To do so, cadets should contact the VMI Mail Room directly at (540) 464-7745 or the Mail Room Supervisor, Mr. Hudson, via e-mail (hudsonjw@vmi.edu). Requests to forward mail and packages must come from cadets. Requests from parents cannot be fulfilled.

Cadets must provide the following information when requesting items to be forwarded on:

  • Cadet Name
  • Description of item (Amazon package, letter, etc.)
  • VMI Box Number
  • Complete forwarding address (name, address, state and zip code)

Packages will be forwarded via the United States Postal Service or UPS. All shipping costs will be charged to the cadet’s Student Account.