Coronavirus and Our Campus

Current Status

Saint Mary's College continues to monitor the coronavirus pandemic and provide updates as it relates to our community. Our business and academic services remain in operation, along with administrative offices and campus safety. The majority of college employees, including approved student workers, are following state and county guidelines and are teleworking.

A Stand Against Racism

We join with the Asian and Asian-American communities to denounce the current rise in overt anti-Asian racism that has occurred across the country. Since the rise of COVID-19 in the United States, reports of xenophobic and racist incidents have increased towards the Asian community. During these times we are called to respond with compassion and use our voices to support our brothers and sisters. As members of the Saint Mary's College community, we oppose all racist acts and stand in solidarity especially with our Asian and Asian-American students, colleagues, families, and friends.


Important Updates for our Campus Community

May 22, 2020
Our Fall Semester

In keeping with our intent to bring students back for the fall semester, our leadership team and COVID Task Force have developed a plan to begin in-person classes on August 10. Because many students attend classes across our tri-campus community, aligning our academic calendar with Notre Dame and Holy Cross is imperative. Therefore, we have decided to begin in-person classes on Monday, August 10, forego fall break, and complete the semester before Thanksgiving Break. We are deeply committed to ensuring the well-being of our campus community, and we will require that additional protective measures be put into place on campus to enhance the safety of all campus constituencies, and especially vulnerable populations.

Please understand, this plan may change. It depends on the status of the pandemic in our region, as well as on access to enough testing and diagnostics to meet our needs, among other complex factors. We look forward to working as a tri-college community to address these challenges. 

May 19, 2020
Academic Continuation Update

Our Academic Continuation Task Force has been considering multiple potential scenarios regarding the fall semester. It remains our intention to bring students back to the Saint Mary’s campus for the fall session. You may have seen that the University of Notre Dame recently announced its plan to begin on-campus classes on August 10. Please know that this is one of the scenarios we are considering.

President Elect Katie Conboy will work with the College's leadership team and the Academic Continuation Task Force to finalize our plans to ensure that our students can return safely and receive a full and rewarding campus experience. Maintaining the safety and well-being of our campus community is always our top priority, and as such, we will adjust all plans based on the current status of the health crisis. 

May 6, 2020
Coronavirus Relief Fund Offered to Saint Mary’s Students

Federal funds have been awarded to colleges to assist students through the Higher Education Emergency Relief Fund, as part of the CARES Act. In addition, Saint Mary’s has received donations from generous families of current Belles, faculty, staff, and other friends of the College who wish to assist students directly. We have created the Coronavirus Relief Fund to provide emergency grants to students who have incurred expenses related to the disruption of campus operations due to coronavirus. If you are a current student, and have incurred unexpected expenses due to the disruption of Saint Mary’s operations, your expenses might be eligible and we encourage you to apply. Expenses not related to the disruption of campus operations will not be eligible. All current students at Saint Mary’s are able to apply for a grant. A grant is money that does not need to be repaid. Once you receive a grant from the Coronavirus Relief Fund, you can use the funds as you wish.

Interested students can find the short application form here. The deadline to apply for these funds is June 30, 2020. However, funding is limited and there is no guarantee funds will be available later in the summer, so we encourage you to apply early. To learn more about this program, please read the Coronavirus Relief Fund FAQs below. If you have additional questions, email Mona Bowe, vice president of enrollment management, and chair of the Coronavirus Relief Fund Task Force.

+Coronavirus Relief Fund FAQs

How is the Saint Mary’s College Coronavirus Relief Fund funded?  The Coronavirus Relief Fund is comprised of two different types of funds. Some funds come from the Federal Coronavirus Aid, Relief and Economic Security (CARES) Act, through the Higher Education Emergency Relief Fund (HEERF). Some funds come from donations by current students, their parents, alumnae, and friends of the College who want to assist other Saint Mary’s students in need. Regardless of the funding source, these grants will be awarded directly to the student. 

How do I apply for Coronavirus Relief Fund grants? Interested students can find the short application form here

Can every student apply for a grant from this program? All current students at Saint Mary’s are able to apply for a grant. If approved, some expenses will be covered by federal funds from the HEERF and some will be covered by Saint Mary’s funds. 

But I heard I should not even bother applying if I do not qualify to file the FAFSA? You might have heard only students who are eligible for Title IV federal funds, which are determined by completion of the FAFSA, are eligible for HEERF grants. That is the case for federal funds. But since Saint Mary’s also has other sources of funding, every student enrolled full time for the spring semester at Saint Mary’s will be considered.

What is a grant, and do I need to pay it back? A grant is money that does not need to be repaid. Once you receive a grant from the Coronavirus Relief Fund, you can use the funds as you wish.

Are these funds taxable? According to this IRS website, no, emergency financial aid grants under the CARES Act for expenses related to the disruption of campus operations on account of the COVID-19 pandemic, are qualified disaster relief payments under section 139 of the Internal Revenue Code.  This grant is not includible in your gross income.

Will these grants be applied to my account at Saint Mary’s? No. Once your application has been approved and an amount has been determined, you will receive either a direct deposit (if your bank information is on record), or a check will be mailed to your home address on record.

After I submit my application, how will I know if my application was approved?  You will receive an email from the chair of the awarding committee informing you of the result of your application.

How quickly will I know if I got a grant? It is our goal to get these grants in students’ hands as soon as possible. Because this is a brand-new program, at an unprecedented time, we do not know how many applications we will receive. As long as the volume remains manageable, we expect to communicate in a week via email if your grant application was approved, and the grant will be issued shortly after that. 

How will I receive these funds? In order to issue these funds to you as fast as possible, we will credit them to your student account and immediately issue a “refund”. If you have a balance in your account (in other words, you owe money to the college on your student account), these funds will not be used to decrease that balance. If the college has direct deposit information for you on record, the grant will be sent electronically to the bank on record. If you do not, we will cut a check and send it the following Friday by postal mail. If you do not want to wait for a check and your direct deposit account is not on record, we recommend accessing your TouchNet account and adding direct deposit information before you apply for the grant. 

How do I set up Direct Deposit bank account information in TouchNet? Direct deposit is usually set up as a way to receive refunds from Saint Mary’s. We will use the same mechanism for your Coronavirus Relief Fund grant, if we have your bank information in TouchNet. Otherwise, we will send a check to your home address. Mailing a check will add up to two weeks to the process. Setting up direct deposit through TouchNet is easy. You will need both your bank account number and bank routing number to complete the process.

To access access TouchNet:  

  • Login to the my.saintmarys.edu portal with your Saint Mary’s email and password
  • Click on Student Academics on the left side of the page
  • Click on the "Pay Your Bill" link. This will automatically log you in to TouchNet
  • If you have trouble remembering your login information for the Saint Mary's Portal, please contact ResNet support at resnet@saintmarys.edu

To set up direct deposit bank account in TouchNet:

  • ​Only the student can set up direct deposit
  • Login to TouchNet
  • Click on “Electronic Refunds” under “My Profile Set Up” on the right side of the page
  • Click the green “Set Up Account” button
  • Enter your banking information: your bank routing number and the specific account number
  • We recommend that you triple-check the routing and account numbers before you complete the process

How soon do you expect to start awarding these grants? We will open the  application process before the federal funds have been received by the College. Once the funds are available, we will start awarding the grants. 

Are all expenses I incurred in the last few weeks eligible for a grant? These grants are available to “provide emergency grants to students who have incurred expenses related to the disruption of campus operations due to coronavirus”, according to the CARES Act. If you have incurred unexpected expenses due to the disruption of Saint Mary’s operations, your expenses might be eligible. Expenses not related to the disruption of campus operations will not be eligible.

Are there any expenses that are eligible, in general? A few categories could be eligible, for example those listed below. Depending on your circumstances, others could be eligible as long as they were the result of disruption of campus operations due to coronavirus. 

  • Technology and educational expenses (computers, internet access, additional class materials)
  • Rent or food costs for residential or off campus students
  • Unexpected travel, including non-reimbursed costs from returning from study abroad
  • Pack and/or store dorm belongings (if there is a cost, and you cannot return to campus)
  • Shipping of belongings
  • Medical costs related to the virus 
  • Loss of student wages 
  • Cost associated with conference registration for seniors, if conference has been rescheduled

Do I need to submit documentation of my expenses? We are trying to make this process as streamlined and quick as possible, so we are not requesting documentation to be submitted at the time of application. We do reserve the right, however, to request documentation later if needed. If you have documentation and want to submit it, it might make your application stronger and could save time at the end.

Will all applicants receive some funds? Applicants will receive grants as long as there are funds available. However, because funding is limited, and not all expenses will be eligible, it is possible that an applicant will not receive funding. We encourage applicants to submit their application as soon as possible, before June 30, 2020.

If my application is approved, will I receive a grant for the full amount noted on my application? In order to help as many Saint Mary’s students as possible through these emergency grants, we will limit the amount of the grant to a maximum of $1,000 per student. The committee awarding these grants will also consider other factors, such as additional information you have shared with us and information from your FAFSA (if available). For some categories, for example travel, we will consider other factors such as distance from home. 

I did not see a category for my parent(s) losing a job. Could that be considered? We understand that many of our families are likely to be affected by the unemployment caused by the pandemic. While these funds were created to provide emergency grants to students, financial family situation changes can be considered for the academic year 20-21 financial aid award. Please contact the Office of Financial Aid at 574-284-4557 or 866-502-7788, or via email at finaid@saintmarys.edu to learn about the special circumstances appeal form. We will begin considering appeals in late May, but you can learn more about the process and the application here

Do I need to report to the College how I spent these funds? The current guidance from the federal government does not require students’ reports, so the College will also not require them. 

I do not need to apply for these funds, but would instead like to donate to help other Saint Mary’s students in need. How do I do that? We appreciate your generosity, and we thank you in advance. To make a donation, please follow this link, and choose the “Student Emergency Fund” button. Please know that 100 percent of your gift will directly benefit those students whose financial status is adversely affected by the COVID-19 pandemic.

 

April 17, 2020
Cost of Living Grants

Last week, Interim President Nekvasil shared that the Board of Trustees approved funding for room and board adjustments for our students in response to the COVID-19 pandemic. * In reviewing the best mechanism to deliver these funds to students, it was determined that cost adjustments could impact students’ eligibility to receive institutional scholarship monies. If the funds, however, are delivered in the form of a grant, students would receive the monetary benefit and their financial aid packages would not change. 

Accordingly, Saint Mary’s is issuing Cost of Living Grants to students who were paying room and board (full meal plan) to the College for spring term and are now supporting themselves elsewhere. The amount each student receives is equal to 40% of her room and/or full meal plan costs for the semester. Our intention is for these funds to provide some relief for the financial challenges induced by students’ sudden return home — including expenses related to travel, food, and housing. Please note the following:

  • The College will begin processing grants on Wednesday, April 22, and will be completed for all eligible students by the end of the month.
  • Grants will be awarded to all students who were paying room and board (i.e., full meal plan) to the College for spring term and are now facing additional living expenses. If you lived on campus or studied abroad and/or maintained a full dining plan, you will receive a grant.
  • Grants will be posted to students’ accounts. Surplus balances will be sent by direct deposit if your bank account information is on file in TouchNet or by check to your permanent address. If a check will be issued to you, please ensure that your permanent home address is up to date in PRISM.

To expedite your award, we encourage all eligible students to ensure they have set up direct deposit through TouchNet. This is the fastest and most secure way to receive your grant. Students without an established direct deposit method in TouchNet by Tuesday, April 21, at 11 p.m. will be sent checks to their permanent home address

 To set up or update your direct deposit, please follow the steps below:

  • Log into your TouchNet Account
  • Click on the tab on the right side of the page that says “Electronic Refunds”
  • Click on the green “Set Up Account” button
  • Enter the appropriate information
  • Click the green “Continue” button at the bottom of the page

Many families have reached out to ask whether they could instead gift their student’s grant to Belles in need. Therefore, the College has created the Coronavirus Relief Fund. This fund will provide grants and scholarships for students who have incurred additional and unexpected expenses due to the pandemic, but who do not have the financial means to meet them. If you are interested in donating your grant back to the College as a tax-deductible gift, please contact Addie Cashore at acashore@saintmarys.edu before Friday, May 1, at 5 p.m.

The following Frequently Asked Questions are available for you. If you have additional questions, please email studentaccounts@saintmarys.edu.

+FAQs for Cost of Living Grants

What if I only have a meal plan but did not live on campus? All students with a full meal plan will receive a grant in the amount of 40% of the price they originally paid for the plan, regardless of how many meals they have used. Even so, Munch Money may continue to be used at eligible restaurants. Because Belle’s Blue plans are not full meal plans and Munch Money remains active, Belle’s Blue plans will not be considered.

Will I have to pay these funds back? The Cost of Living Grant is an award to students from Saint Mary’s College. Because it is not a loan, it does not need to be repaid. 

What if I owe the College, will I still receive the grant? The grant will be delivered by way of your student account, as the established way for the College to exchange and track funds to and from students. Any unpaid balance due to the College will offset the grant amount. Surplus balances created by the issuance of the grant will be issued via direct deposit or mailed check. Some students may qualify to receive full grant receipt regardless of an outstanding account balance in accordance with federal guidelines. These students will still be responsible for reconciling their remaining balance in accordance with their payment plan.

How do I know if I qualify for full grant receipt regardless of account balance? Some students may qualify to receive the full grant amount regardless of outstanding account balance in accordance with federal guidelines. This exception is granted to students based on financial need, as determined using federal guidelines for Pell grant eligibility. If you were eligible for a Pell grant for the spring term, you will receive the full grant irrespective of outstanding balance due to the College. You are still responsible for reconciling your account balance.

I would like to donate my refund to the Coronavirus Relief Fund, how do I do so? Please contact Adeline Cashore, director of donor relations, at acashore@saintmarys.edu to make the arrangements. 

How much will I receive in my room and board grant? The specific amount is based on each student's room and board selection. Therefore, the amount will vary based on the type of room and type of meal plan the students selected at the beginning of the semester. 

Is any tuition being refunded? No, classes are continuing online therefore students continue to make progress toward their degree requirements. 

April 22, 2020
Sisters of the Holy Cross

Several sisters and employees at Saint Mary’s Convent have tested positive for COVID-19. Interim President Nancy Nekvasil is in regular conversation with Sister Veronique Weidower, CSC, President, Congregation of the Sisters of the Holy Cross. We know the sisters are receiving excellent care from the clinical staff at the motherhouse, and the employees are recovering through the care of their own medical professionals. Our sisters have been inundated with love, prayers and concern for their wellbeing. As you can imagine, they aren’t used to being on the receiving end of this concern, and wish more than anything they were not the subject of such worry. Sister Veronique has assured President Nekvasil that their care is top-notch; they are supporting each other and are deeply grateful for your kindnesses. They, along with the Sisters of the Holy Cross employees, continue to follow all protocols established by health officials and will do so for the foreseeable future. This means that we will not enter the Convent, and their employees will maintain a safe distance from any employee of the College. We will continue to be in touch with the motherhouse and will keep our community updated as new information is available. 

April 9, 2020
Nancy P. Nekvasil, PhD: "Belles, Let's Keep Doing Our Part"

Interim President Nancy P. Nekvasil sends a message of encouragement and gratitude to the students of Saint Mary's.

Watch Video

Our Campus

The CDC has urged everyone to continue social distancing and all students are off campus. Our business and academic services remain in operation, along with administrative offices and campus safety. The majority of college employees, including approved student workers, are following state and county guidelines and are teleworking.

+FAQs for Semester Completion

Are we coming back for face-to-face classes on April 13? Online instruction will continue through the end of the semester. Face-to-face instruction will not resume for the spring semester. 

Why was this decision made? The College’s leadership has been carefully monitoring the progress of the pandemic. On March 19, 2020, St. Joseph County declared an official local emergency, allowing only essential travel. Although every consideration was made to resume face-to-face instruction in April, it was determined that for the health and well being of our students and our community, our best course of action is to complete the spring semester online.

How will my grades be affected by this change? Your online classes will be graded as communicated in your course syllabus. However, we have made an important change regarding the pass/fail option. Normally, we would only allow a course to be counted as pass/fail if the student declared the desire for such in the first 10 days of the semester and courses taken pass/fail could only count toward elective credits. However, given the unplanned changes in course delivery, we are extending the opportunity to declare a course for pass/fail grading to April 30 to allow courses graded pass/fail to count toward Sophia requirements. 

For those unfamiliar with pass/fail grading, if you earn a passing grade (i.e., A-D) it will be recorded on your transcript as a pass and not factor into your GPA. If you earn a failing grade, it will be recorded as an F on your transcript and will be included in the calculation of your GPA.

Here are the guidelines for pass/fail for the Spring 2020 semester:

  • You may declare a course pass/fail until Thursday April 30 (this is the last day of classes and the same day as the last date to withdraw from a course)
  • Please fill out this google form to make your request: Spring 2020 Pass/Fail request form
  • You do not need to inform anyone else of your decision, including the faculty member
  • Courses graded pass/fail can be counted toward Sophia and general electives only
  • As is usual, courses graded as pass/fail will not fulfill requirements for majors or minors (including supporting courses required in your major/minor); thus, you should not take a course in your major or minor as a pass/fail course
  • You may take more than the typically allowed two courses pass/fail per semester; any courses taken this semester as pass/fail will not count toward the total maximum of six courses allowed toward your degree
  • A decision to take a course pass/fail may not be reversed at a later date
  • A course taken pass/fail does not apply to the 12 graded hours required for calculation of honors 

If you have any questions about this policy or have particular questions about how this decision might affect you, please contact the advising office at advising@saintmarys.edu

Will Commencement be cancelled or postponed? Degrees for Saint Mary's College Class of 2020 will be conferred remotely on Saturday, May 16. Graduating seniors will be invited back to campus to celebrate Commencement as a community at a future date. 

Are the Residence Halls closed? Saint Mary’s College residence halls are closed. Further information regarding retrieval of your items will be forthcoming. The students who have been personally authorized by the Vice President of Student Affairs  to remain have been moved off campus. 

When may I come to campus to retrieve my belongings? DO NOT RETURN TO CAMPUS UNTIL OUR MOVE-OUT PLAN IS RELEASED. In order to continue to provide as safe an environment as possible for our college community, we will adhere to current CDC recommendations. In addition, St. Joseph County, where Saint Mary’s is located, is currently under a travel advisory. This advisory could restrict the ability of students to come to campus immediately. In the next few weeks we will release a detailed, orderly move-out plan. When coming to retrieve your belongings, YOU WILL NOT BE PERMITTED TO STAY OVERNIGHT.

If I am currently on campus, do I need to move out? Saint Mary’s College residence halls are closed.  The students who have been personally authorized by the Vice President of Student Affairs to remain have been moved off campus.

Will I get a refund for the unused portion of my room and/or board? Saint Mary’s is issuing Cost of Living Grants to students who were paying room and board (full meal plan) to the College for spring term and are now supporting themselves elsewhere. The amount each student receives is equal to 40% of her room and/or full meal plan costs for the semester. The College will begin processing grants on Wednesday, April 22, and will be completed for all eligible students by the end of the month. Students should have all received an email from Dana Strait, vice president for strategy and finance, with full details. See Frequently Asked Questions on Cost of LIving Grants. 

Commencement

Degrees for Saint Mary's College Class of 2020 will be conferred remotely on Saturday, May 16. Graduating seniors will be invited back to campus to celebrate Commencement as a community at a future date. 

Personal Belongings

While we determine the move-out process, be assured that all student rooms will remain locked and secure through the duration of our campus restriction. 

Instruction and Classes

Saint Mary’s is extending its online instruction through the end of the semester. Please see the FAQs for Semester Completion on changes to the grading system. Pre-registration for fall 2020 classes will begin April 14 and continue through August 30. Undergraduate student registration information can be found by clicking here.  Graduate student registration information can be found by clicking here.

Campus Status

Saint Mary’s College business and academic services remain in operation. Administrative offices remain operational, as well as campus safety. The majority of college employees, including approved student workers, are following state and county travel restrictions and are teleworking.

On-Campus Services

1st Source Bank: Campus location closed.
Angela Health and Wellness Facility: Athletic facility is closed. 
Health and Counseling Center: Students should call the Health and Counseling office at 574-284-4805 to arrange telephone triage or Google Meet options. 
Dining Services: Closed.
Cushwa-Leighton Library: The Cushwa-Leighton Library will offer most of its services online-only. Please see Help Page to get library information resources (articles, ebooks, etc.), and to contact us. Please contact library staff from the Help Page if you need to make an appointment to access the library for any reason.
Trumper Computer Center: Open to only those students permitted to live on campus.
Convenience Store in the Grill (Student Center): Closed.
Post Office: Hours are currently unchanged.
Bookstore: Online orders only. Free shipping with no minimum purchase: www.shaheenbookstore.com 
ECDC: Is closed. Families will be notiifed when this status changes.
Church of Our Lady of Loretto: All Masses are suspended. See the frequently asked questions in College Operations below to read the directive from Bishop Kevin Rhoades. 

Study Abroad Students

Study abroad programs for the spring, summer and fall of 2020 have been cancelled. All students involved in spring 2020 have been strongly encouraged to return to the United States from their locations in AustraliaAustriaFranceIrelandItaly, and Spain.

Travel

For the time being, we are suspending all non-essential faculty and staff domestic travel and suspending all international travel. 

Events

The College has taken proactive steps to try to minimize the risks for our community. The CDC advised against taking part in, or hosting, gatherings of 50 people or more until mid-May. With this in mind, all College events have been suspended during this timeframe. Please check our webpage for further updates.

 

+FAQs Regarding Academics and College Operations

Why the change in policy? Saint Mary’s College leadership has been monitoring the rapid changes regarding the spread of coronavirus locally, across the country, and the world. Eliminating unnecessary contact between students is an appropriate strategy to follow. It is our responsibility to help slow the spread of the virus, both at Saint Mary’s and in our greater community. 

Who is allowed to continue living in the residence halls? Saint Mary’s College residence halls are closed.  The students who have been personally authorized to remain by the Vice President of Student Affairs have been moved off campus. 

What if I need to get something from my room? While we determine the move-out process, be assured that all student rooms will remain locked and secure through the duration of our campus restriction. 

What if I have a compelling need/reason to be on campus? Contact the Vice President for Student Affairs at studentaffairs@saintmarys.edu. Cases need to be approved by Interim Vice-President for Student Affairs Linda Timm. 

Will students who are allowed to remain be tested for coronavirus? Only students who exhibit symptoms of the virus may be tested. Our Health and Counseling Center is in direct contact with the St Joseph County Health Department regarding testing and reporting.  

Will face-to-face classes resume on April 14? No. The College has extended online learning through the end of the semester. 

Is the College still open? Saint Mary’s College business and academic services remain in operation. Administrative offices remain operational, as well as campus safety. The majority of college employees, including approved student workers, are following state and county travel restrictions and are teleworking.   

Will I receive reimbursement for Room and Board? Saint Mary College is issuing Cost of Living Grants to students who were paying room and board (full meal plan) to the College for spring term and are now supporting themselves elsewhere. The amount each student receives is equal to 40% of her room and/or full meal plan costs for the semester. The College will begin processing grants on Wednesday, April 22, and will be completed for all eligible students by the end of the month. Students should have all received an email from Dana Strait, vice president for strategy and finance, with full details. See Frequently Asked Questions on Cost of LIving Grants. 

Will all classes be available online? Students should check their email for instructions and further directions from the faculty.

Will students be able to complete courses such as labs, student teaching, clinicals, etc? Specific questions regarding academic programs or classes should be directed to the department chairs and/or faculty. 

Will the spring semester be extended to account for the extra week of spring break? No. Saint Mary’s College students will be able to complete the semester's class work on schedule.

Will students be able to register for the fall semester? Pre-registration for fall 2020 classes will begin April 14 and continue through August 30. Undergraduate student registration information can be found by clicking here.  Graduate student registration information can be found by clicking here.

Will students be able to go through the room selection process? Room selection will proceed as planned. Please watch your email for instructions on the room selection process.

Is the Early Childhood Learning Center (ECDC) open? ECDC is closed. Families will be notified when this status changes. Contact ECDC directly with questions.

Are Masses still offered at Church of Our Lady of Loretto? In accordance with the directive issued by Bishop Kevin C. Rhoades and to promote the health and well-being of our community, we must suspend the celebration of Masses in the Church of Our Lady of Loretto beginning March 18. This will remain in effect until further notice. The Bishop’s full letter can be accessed here.

+FAQs for the Business Office

Student Accounts

Is the office open for in-person visits? The office is closed for in-person visits to support our staff to work remotely. All staff will be teleworking and available by phone and email during regular business hours.

How can I contact Student Accounts? The Student Accounts Office will be maintaining regular business hours: 8 a.m.—5 p.m., M-F. The Student Accounts Manager can be reached via email: studentaccounts@saintmarys.edu or phone: (574) 284-4730.

Will I receive reimbursement for Room and Board? Saint Mary College is issuing Cost of Living Grants to students who were paying room and board (full meal plan) to the College for spring term and are now supporting themselves elsewhere. The amount each student receives is equal to 40% of her room and/or full meal plan costs for the semester. The College will begin processing grants on Wednesday, April 22, and will be completed for all eligible students by the end of the month. Students should have all received an email from Dana Strait, vice president for strategy and finance, with full details. See Frequently Asked Questions on Cost of LIving Grants. 

Will 1st Source bank be open on campus? 1st Source Bank is currently closed on campus.

Since my student is not on campus, do I still need to pay my bill? While Saint Mary’s College has suspended all in-person classes through the end of the semester, we do not have answers yet on how bill adjustments will be handled. Please continue with regular payment to avoid late fees associated with missed or late payments, according to the College’s standard payment policy.

How do I make a payment on my student account? There are two ways to pay your bill, as follows:

1. Pay online using Touchnet. This can be done using ACH or by credit card.

2. Pay by mail with check, certified check, or money order, mailed to:

Saint Mary’s College
P.O. Box 180
South Bend, IN 46624 

Accounts Payable

Is the office open for in person visits? The office is closed for in-person visits to support our staff to work remotely. All staff will be teleworking and available by phone and email during regular business hours.

How can I contact Accounts Payable? Accounts payable will be maintaining regular business hours: 8 a.m.—5 p.m., M-F. They can be reached via email at acctspayable@saintmarys.edu or by phone at (574) 284-4729.

How do I submit invoices for payment? Please email invoices to acctspayable@saintmarys.edu. Please indicate on the invoice or in the email that the invoice is approved, who it is approved by, and where it should be coded. Please ensure that all approvers are cc:ed on the email.

Payroll and Time Submission for Non-Exempt Employees

Is the office open for in person visits? The office is closed for in-person visits, although staff are on-site at Saint Mary’s College. Thank you for supporting the social distancing of our staff, out of consideration for their continued health and safety. 

How can I contact the Payroll Office? The Payroll office will be available from 1—5 p.m., Monday through Friday. They can be reached via email at payroll@saintmarys.edu or by phone at (574) 284-4733.

How do I submit my time worked if I am working remotely? Supervisors must ensure that hourly (i.e., non-exempt) teleworking employees track hours worked, including overtime. Hours worked and benefit time being utilized (vacation, sick, personal, FMLA, etc.)  must be reported on the Telework Timesheet available on the HR Staff Portal, by the employee each pay period. Timesheets need to be approved and submitted by the designated pay period due date.  Timesheets should be sent via email to your supervisor, with a carbon copy to the Division Vice President for approval. Supervisors will forward all approved Telework Timesheets via email to payroll@saintmarys.edu.

Requests to work overtime, schedule vacation, use sick leave, or personal/vacation leaves are subject to the approval of the supervisor and should be reported using the standard method (i.e., PRISM, accessed via my.saintmarys.edu).

The staff member remains obligated to comply with all pertinent College rules, policies and practices, and instructions that would apply if the staff member were working at their regular location at the College.

How do I submit my time worked if I am still on campus?  Employees must complete the Telework Timesheet available on the HR Staff Portal each pay period. Timesheets need to be approved and submitted by the designated pay period due date. Timesheets should be sent via email to your supervisor, with a carbon copy to the Division Vice President for approval. Supervisors will forward all approved Telework Timesheets via email to payroll@saintmarys.edu.

Requests to work overtime, schedule vacation, use sick leave, or leaves are subject to the approval of the supervisor and should be reported using the standard method (i.e., PRISM, accessed via my.saintmarys.edu)

How do I submit my time worked if I am still on campus and I do not have access to a computer? To accommodate a move to telework and allow for effective payroll adaptation to this new working condition, we request that all non-exempt hourly employees, other than by exception, please submit the Telework Timesheet, available on the HR Staff Portal. Paper timecards can be provided by request from your supervisor. Supervisors must request a paper timecard via email to payroll@saintmarys.edu.  If you have received an exception for paper timecard submission, please complete and submit the timecard as usual. There will be a box provided outside of the payroll office to return completed, signed, and approved timecards.

Requests to work overtime, schedule vacation, use sick leave, or leaves are subject to the approval of the supervisor and should be reported using the standard method (i.e., PRISM, accessed via my.saintmarys.edu).

Student Payroll

Is the office open for in person visits? The office is closed for in-person visits, although staff are on-site at Saint Mary’s College. Thank you for supporting the social distancing of our staff, out of consideration for their continued health and safety. 

How can I contact the Payroll Office? The Payroll office will be available from 1—5 p.m., Monday through Friday. They can be reached via email at payroll@saintmarys.edu or by phone at (574) 284-4733.

How do my students track and submit their time for approval? Student Employees should continue to record and submit their time online via the Online Time Entry system. In order to enter their time online while away from campus, students must download and connect to Saint Mary’s VPN. Instructions for setting up the VPN on personal computers are available on the Saint Mary’s Portal.

Security Department

On Campus Emergencies: dial 911
Non-emergency Calls: dial (574) 284-5000

Non-emergency Calls for Notre Dame's Campus: dial (574) 631-5555