By the decision of the Rector the University of Economics in Katowice ceased to provide the education services in early March, few days later Poland announced epidemic state and all HEIs stopped any kind of operation on their campuses. Therefore a decision was made to launch all the Bachelor, Master and Doctoral degree programs in an online format. In order to facilitate this challenging transition that was supposed to happen in such a short spam of time the UE Katowice adopted a step-by-step strategy. Such an approach resulted from the fact that in Poland it was possible to take preparatory actions even before the first cases of illness appeared and lockdown-type control measures we taken. Moreover, the University was able to draw a lesson from the actions taken by the universities, which were located in countries where the pandemic was already developing.
The step-by-step strategy included the following actions:
a) Crisis Committee was appointed, which, apart from managing the university during the pandemic, is in charge of communication with the whole academic community and constantly providing information on current recommendations and restrictions.
b) at the end of February, before the first case of SARS-CoV-2 coronavirus was detected in Poland, a total ban on leaving and arriving from the countries with the highest incidence of the disease was introduced until further notice,
c) at the same time, the frequency of cleaning of lavatories, including refilling of personal hygiene equipment, has been increased. Special antibacterial fluids have been introduced in dispensers in toilets and reception areas, additional disinfection of door handles, handrails and handrails, etc.
d) Rector's order was introduced to move to switch to the remote mode of teaching, i.e. conducting classes and office hours for students using new technologies in 4 stages:
I) In the first stage a platform was made available for teachers and students to conduct courses and office hours remotely. At this stage, all teachers were asked to provide teaching materials to the students on an ongoing basis, while at the same time preparing instructional videos, training videos and additional instructions for lecturers to prepare them for the next stage of their transition to remote education,
II) The second stage consisted in the implementation of online courses (lectures, classes, laboratories and others) with the active participation of the academic teacher for the whole groups of students,
III) The third stage involved the preparation of detailed rules for conducting semester credits and exams using online solutions.
IV) The fourth stage assumed the introduction and implementation of the Bachelor and Master thesis defense with the use of online tools.
The entire academic community was informed about each stage of the implementation of new solutions through direct messages to e-mails and announcements placed on a dedicated website of the University and social media. The messages were sent sufficiently in advance so that everyone could test the tools, as well as prepare for new forms of education and testing of learning outcomes.
d) Dedicated telephone numbers and e-mail addresses as well as a special section on the webe site were launched for all members of the academic community, where everyone can make suggestions to improve the transition to online learning.
(e) In view of the epidemic risk and the related financial problems that make it difficult for many students to pay their tuition fees on time, it was decided to postpone the payment of tuition fees for studies and a special fund was set up to help students who find themselves in financial difficulties,
f) In connection with the introduction of the partial lock-down limiting personal contacts, the assistance of university psychologists was offered to the entire academic community both in Polish and English.
g) Due to the implementation of courses and consultations? at the University in a remote form, the rights and duties of students and academic teachers in an epidemic situation have been adjusted to the realities and requirements of the virtual world in which the University currently operates.
Apart from recommended by the University solutions based on applications belonging to the Google G-Suite (e.g. Classroom, Meet, Chat, Forms), the teacher may also use other tools for distance learning (e.g. Microsoft Office 365, Cisco Webex) supported where needed with communication platforms (such as WhatsApp, YouTube, Facebook). Shortly on the University website there will be space provided to share good practices among teachers and students aiming at exchanging knowledge and experience within best solutions for distance learning. Moreover, academics who are less digitized than others were advice to consult more advanced colleagues.
The step-by-step approach allowed both students and academic teachers to get accustomed to the new tools and methods of teaching/learning with less stress and resistance, which is typical for anyone facing change and stepping out of the comfort zone.
In the future the University plans to use the experience and introduced solutions to:
a) Modernize the education process at all levels and fields of study,
(b) Widen the use of e-learning education,
(c) Widen the use of e-learning in internationalization of education, including participation of visiting professors etc.
d) Improve the functioning of university's administrative work, eliminate unnecessary processes and document circulation, etc.
This unprecedented situation is not easy but UE Katowice stays positive and appreciates the initiatives the lockdown inspires like the song the University Choir recorded with their original lyrics encouraging everyone “to stay home and become heroes saving the world”.
Message from Vice-Rector for Education and Internationalization