Dear W&M Colleagues, 

I write my second quarterly newsletter to share ongoing updates from University Operations. Spring has arrived, with warmer temperatures. We are all spending more time outside on W&M’s remarkable campus, which has me reflecting about the Year of the Environment and our commitments in work. As good stewards of William & Mary, it is our responsibility to conserve and strengthen our land, work and people. These two themes – conservation and resilience – guide our mission of operational excellence.

What are conservation and resilience in practice? In the case of the historic Wren Building, they mean taking care of a building that has taken good care of us. The iconic Wren, built even before Williamsburg was founded, symbolizes W&M’s preeminence as a place of universal learning. It’s especially meaningful to see renovations begin in earnest this month, knowing that the project is anticipated to complete in time for the Semiquincentennial. 

Until then, you will have a front-row seat to the world of historic renovation, with plans even to craft new brick mortar on site. You can learn more about the project and track rolling updates on the dedicated project page, as well the University Architect’s page. Of course, the Wren Building will remain in working order throughout the renovation and is available for major milestones and photo opportunities, as is tradition. I anticipate dodging students in their caps and gowns as they take selfies, ring the bell, and celebrate Commencement.

Ahead in this letter, you’ll see more ways in which the work of University Operations is prioritizing solutions that are sustainable and grounded in our existing strengths. We are enhancing our Historic Campus with more accessible pathways and living spaces, improving work safety by advancing something as simple as a new purchasing process, and introducing new technologies with care and intention. 

In closing, the work of University Operations is often to find an elegant balance between conserving our past and building for the century ahead. Jacqueline Kennedy Onassis, recognized as the First Lady of Historical Preservation for her efforts to save iconic buildings in Washington, D.C., captured this spirit when she supported restoring Grand Central Station in New York: “If they are not inspired by the past of our city, where will they find the strength to fight for her future?”

Yours in William & Mary success, 

Mike Todd
Executive Vice President for Finance & Administration

Student Housing
Fall 2025 will showcase stunning new or renovated living spaces for students. Cedar Hall (formerly known as Jamestown East), Old Dominion, and West Woods 1 together will offer 1,300 new or renovated beds to our residence halls. This growth, 730 additional beds, will help W&M respond to the increased number of students wanting to live on campus, a trend we’ve seen since the COVID-19 pandemic. The needs of students have remained central to this ambitious project that offers beautiful, innovative spaces that will allow them to thrive in community with one another. 

Pedestrian Safety
The pedestrian bridge connecting West Woods with Sadler Center and the Student Life Neighborhood is underway. When finished, the bridge offers students a safe and direct route to the heart of campus. The project is one of many that are improving pedestrian safety in and around campus; the new crosswalk on Jamestown Road is another example. 

Academic & Administrative Buildings
We expect to see ISC4 construction completed in the fall (accounting for adjustments made to accommodate the School of Computing, Data Sciences, and Physics), though departments are not anticipated to move in before early 2026. Renovation of the Botetourt Theatre in Swem Library begins in May and continues through October, improving accessibility, increasing seating, and modernizing technology.

New Safety Shoe Online Ordering Platform
In December, Environmental Health & Safety (EH&S), supported by Facilities Management and Supply Chain Services, launched a new safety-shoe online ordering platform that removed employees’ burden of paying out-of-pocket while offering a wider range of design choices. As of March, more than 75% of eligible employees have used the new platform, an impressive adoption rate that affirms that employees will eagerly adopt safety equipment when it’s made readily available. In another win, participating departments gained greater control over their budgets and their ability to track savings. All told, the new program highlights how EH&S every day offers exceptional value to the university and its employees.

W&M IT is in the process of testing AI chatbots aimed at revolutionizing the university’s customer service and search. These sophisticated chatbots are designed to handle a range of inquiries with precision and efficiency. W&M IT will pilot some of these AI chatbots ahead of the summer.

Workday Sprint-to-Success weeks
IT teams collaborated with Workday implementation partner Huron Consulting on intensive working sessions, known as “Sprint-to-Success weeks.” The sessions focused on End-to-End testing, resolving Risks, Assumptions, Issues and Dependencies (RAID) items, and cross-functional decisions.

Web & Digital Accessibility Working Group
A campus-wide team, led by Carla Costello in Compliance & Equity and Chief Information Officer Ed Aractingi, is working to make the university's web and digital tools more accessible and to meet new federal accessibility guidelines. The Department of Justice has set specific standards for making state and local government services accessible through web and mobile applications under the Americans with Disabilities Act. Faculty and staff may begin supporting this initiative now by learning how to create accessible course materials in Blackboard Ally. Visit the Strive for 85 homepage, focused on accessible teaching and learning tools, for guidance.

Temporary Hiring Slowdown

The responsibility of good stewardship extends to all students, faculty, and staff who find their home at William & Mary. As announced earlier, the university has slowed the pace of hiring through June 1 to conserve resources, support current commitments to our people, and prepare William & Mary for the future. The temporary action gives Cabinet leaders time to assess potential impacts of an evolving national landscape and prioritize confidently. 

The university is in a solid financial position, and just as importantly, our community finds strength in our values-based mission of teaching, research, and learning. I appreciate very much the patience and flexibility shown since the announcement; please continue to reach out to my office. We are here to listen and to work together to find creative solutions.

Financial Operations & Budget Office
The search for a new Chief Financial Officer is nearing its conclusion, with plans to announce the leader position before the next Board of Visitors meeting. While Financial Operations is busy in Workday testing scenarios, the Budget Office is developing the FY26 budget, which will be presented to the Board of Visitors later this month. 

Among several efforts to improve workflows, the Budget Office has enhanced its ability to forecast long-term fiscal sustainability and support strategic decision-making. This strategy was put to the test during a recent comprehensive review of all current and upcoming capital projects, when the team assessed funding allocations, project timelines, and cost projections. This process helps ensure projects are aligned with William & Mary’s institutional and financial priorities.

A new process to be aware of in the coming months relates to off-cycle budget requests. When finalized and launched, this campus-wide initiative will collect and obtain approvals for off-cycle budget requests in a more consistent and transparent manner.

Annual Performance Review

The University is in the midst of the annual performance review, an important component of the performance management process that helps drive employee success. Employees completed their self-assessments before April 4. An overview of the full process is available online. Next steps:

Operational & Professional Staff
Supervisors review, comment and note overall ranking of employee’s self-assessment by May 5. 

Classified Staff
Supervisors review, comment and note overall ranking of employee’s self-assessment by May 2. Indirect managers will complete their portion of the assessment between April 28 and May 5. Supervisors and employees will meet to discuss the review between May 5 and May 8. Employees will sign the final performance review by May 9.

The annual Employee Resources Expo is an opportunity for employees to meet with local businesses, campus departments and benefits vendor representatives. Save the date for 10 a.m. to 2 p.m. on Wednesday, April 29, in the Sadler Center.

Employee Leadership Development and Training Sessions
University Human Resources has launched a series of leadership development and training sessions for employees this semester. UHR designed these sessions to provide valuable skills and knowledge to help employees grow personally and professionally. Please check the W&M Digest for information on upcoming sessions and how to register.