COVID Ramp Up2

Important Guidance and Forms

Goal: To keep everyone safe while increasing research activity in a phased approach as safety becomes easier to maintain.

This document refers to research conducted in research spaces, including the physical campus and campus owned/leased spaces, field stations and nature reserves, or with direct contact with individuals (human subjects) anywhere. The document does not cover research that can be done entirely remotely. On-campus research includes physical presence in campus libraries, archives and museums to access any university material that cannot be accessed remotely, as well as performance work (arts) or other studio access that must be done on campus.

Principle No. 1: Follow the cognizant local, state and national public health authority directives to shelter at home and implement social distancing.

Principle No. 2: Protect the health and safety of the research workforce, emotional as well as physical. Protect the health and safety of our clinical patients and human research subjects.

Principle No. 3: Protect the careers of early stage researchers.

Principle No. 4: Undergraduates are students first, researchers second.

Principle No. 5: Implement a fair and transparent process for granting access.

Principle No. 6: Ensure as rapid a research restart as the public health conditions permit.

Principle No. 7: Participate in finding cures and preventions for COVID-19, while increasing safe access to participants for research studies and clinical trials.

Phases and Permitted Research Activities

The six-stage phasing description and tabular representation an adaptation of the University of Washington’s research restitution plan, taking into account Gov. Cooper’s three-phase plan for re-opening North Carolina. The phased description was developed by the University of California’s vice chancellor for research and has been shared widely with the APLU Committee on Research. Lower phases are more restrictive, higher phases less so.

Public health directives and the current state of the health care and COVID-19 public health response systems determine the timing as to when any given institution in its local context is permitted to move up or down between phases. Before allowing greater access to labs, libraries and research collections, a plan and rigorous enforcement of social distancing directives is necessary. Elements of such a plan may include (this list is intended to be illustrative, not exhaustive): scheduled/work-shift access; required facial coverings; 6-foot distancing; depending on size of research space and nature of activity therein, density limits such as one researcher per 100 square feet is justified and approved; temperature checks at start and end of work shift; disinfecting work surfaces after use; and so on.

Phase	External Conditions	Summary and Metrics	Criteria
1	Situation unknown and changing. Characterized by COVID-19 hospitalizations leading to ICU occupancy on the rise, limited testing and PPE shortages.	Only research deemed critical is allowed. Researchers must be designated as critical or essential to be on site. On-site research activity estimated at 5-10% of normal operations.	Research facilities and field stations are closed, except where personnel are required to protect life safety and critical research infrastructure and capability (maintaining cell lines, animal health, instrumentation, etc.). Minimum staffing. Authorization for one-time access to faculty offices to pick up books and materials, shut down instrumentation, etc. Delegated to deans.
2	Characterized by COVID-19 hospitalizations and COVID-19 related ICU occupancy on the rise, limited testing and PPE shortages. Initial stay home/stay healthy directive in place.	On-campus access allowed to maintain research capability or prevent catastrophic disruption. COVID-19 related research encouraged. Researchers must be designated as critical or essential to be on site. On-site research activity transitions to an estimated 15-35% of normal operations.	Research access limited to social-distanced essential personnel only for priority research activities, including: Life safety and critical research (as stated above). “Critical research," where a delay would have significant financial impacts or catastrophically disrupt the project or protocol (including avoiding necessary euthanasia of research animal or loss of animal colony). Finish up critical projects - no “new” projects can be initiated. COVID-19 related rapid response activities (e.g. testing, ventilators, etc.). Prioritize core facilities to support COVID-19 research. Field Research: Prioritize seasonal data collection or experiments close to completion who pause or deferral would lead to “catastrophic loss” of research results or delayed graduation. Student participation must be approved and cannot be mandatory. Human Subjects Research** In-person studies categorized as low risk studies with approved Safety Plan and Risk Assessment. In-person studies categorized as medium and higher risk by OSHA guidelines limited to studies of COVID-19 and clinical trials/research required for health and well-being of the participants.
	Preparations for next phase		Necessary core facilities are staffed and operational. Labs can purchase necessary supplies. Social distancing, temperature monitoring, facial coverings, cleaning measures understood and in place (e.g. face coverings for all on-campus personnel required).
3	Characterized by local COVID-19 hospitalizations flattening and then dropping, COVID-19 related ICU occupancy decreasing, COVID-19 testing capacity increasing, clinical treatment protocols for COVID-19 improving, and a PPE shortage still existing. Public health authorities and governor relax restrictions on essential workers. Local schools still closed/teaching remotely for rest of academic year.	Definition of “critical” relaxed to include time-sensitive research. Explore options for humanities and social sciences. All research that can be done remotely should continue to be done remotely. On-site research activity transitions to an estimated 35-50% of normal operations. Plans for sudden return to Phase 1 in place.	Deadline-driven research activities: Seasonal data collection such as field and agricultural work, experiments close to completion, or deadline driven, whose pause or deferral would lead to catastrophic delay or loss of research results. Animal experiments where a delay would result in euthanasia or loss of a colony. Prioritize access for graduate students and postdocs close to completing their degree/term of appointment. Prioritize research for completion of grants with end dates within three months (around July 31, 2020,where funding agency has not granted leniency). Core Facilities: Restart facilities based on enough "customer" demand (approved projects) where work cannot be done remotely. Humanities and Social Sciences: Utilize existing library services that promote social distancing (eg. paging services, where faculty can order books and other materials to pick up from campus location). Prioritize researchers with deadlines (tenure, book contracts, etc.) for access to general, special, and microfilm collections on a limited basis. Some monitored access to offices for those at critical career points (tenure, promotion). Field Research: Expand approvals depending on what current restrictions are in the states and counties where field research is to be conducted. Human Subjects Research In-person studies categorized as medium and high risk studies with approved Safety Plan and Risk Assessment. Very high risk studies limited to studies of COVID-19 and clinical trials/research required for health and well-being of the participants
	Preparations for next phase		Core campus functions are staffed and operational to handle increased load (DCM, EH&S, Clinical Trials Office (CTO)). More core facilities are staffed and operational. Labs are able to purchase necessary supplies. Social distancing, face mask and cleaning measures are understood and in place.
4	Characterized by local COVID-19 hospitalizations and COVID-19 related ICU occupancy contuinuing to decrease, COVID-19 testing capacity near maximum of needed capacity, and PPE more widely available. Further relaxation of restrictions; standards for return to normal.	Gradually expand the number of people on campus while maintaining social distancing. Critical new on-campus research allowed, but labs/groups only allowed to operate at 50-70% total personnel capacity, with social distancing. All research activities that can be done remotely should continue to be done remotely, including all seminars, group meetings, etc. On-site research activity transitions to an estimated 50-70% of normal operations.	Field Research: Expand on case-by-case basis (depending on local conditions/restrictions at field sites, travel restrictions, ability to travel safely and ability to social distance at field sites). Humanities and Social Sciences: Allow use of libraries to limited numbers of researchers using hygiene and social distancing protocols. Access to offices can be allowed with social distancing practices in place. Human Subjects Research Expanded in-person studies categorized as medium and high risk by OSHA guidelines. Very high risk studies limited to those related to COVID-19 and clinical trials/research required for health and well-being of the participants.
5	Characterized by low number of new COVID-19 cases, COVID-19 testing is at maximum needed capacity, and PPE availability normal. Further relaxation of restrictions; standards for activity based on ability to social distance. Childcare options are available to parents.	Continued expansion of research on campus while maintaining social distancing. Critical new on-campus research allowed, but labs/groups only allowed to operate at 70-90% total personnel capacity, with social distancing and face coverings. All research-related activities that can be done remotely should continue to be done remotely, including all seminars, group meetings, etc. On site research activity estimated at 70-85% of normal operations.	Field Research: Further expand on case-by-case basis (depending on local conditions/restrictions at field sites, travel restrictions, ability to travel safely and ability to social distance at field sites). Human Subjects Research Expanded in-person studies based on approved Safety Plan and Risk Assessment.
6	Vaccine widely available and used in combination with widespread testing and identification of new COVID-19 cases, with quarantining. No or minimal state restrictions.	All types of on site research are allowed. On site research activity normal at 85-100% of normal operations.	Restart normal research operations, including field research and human subjects research.

**These include research that will help deal with the pandemic; has the potential to lead to therapies for COVID-19; and will help the nation recover after the pandemic cases. Must file a social distancing plan.

Considerations

Department chairs or college administration should inform Facilities Services in advance of increasing operations to ensure HVAC systems are adjusted for increased occupancy and staffing is adequate.
Facilities will sanitize public areas, including restrooms, lobbies and other common areas, stairs, elevators, and kitchenettes. Offices and labs may receive lower attention and frequency. It would be expected occupants would sanitize their labs, offices and conference rooms.
Trash removal, vacuuming and mopping might be less frequent.
Laboratory staff are responsible for disinfecting lab surfaces and equipment, particularly high touch areas, utilizing guidance provided by the Centers for Disease Control.
COVID-19 protective actions must be included in laboratory safety plans, including:
- Monitoring for COVID-19 symptoms (temperature, cough and congestion). Refer individuals with symptoms to Prospective Health;
- Physical distancing (no less than 6-foot distancing, one researcher per 100 square foot space);
- PPE consideration;
- Hygiene-washing hands;
- Disinfecting of frequently touched surfaces;
- Modified procedures that insure at least one other person in the lab; and
- More frequent laundering.
Develop a checklist for restarting laboratory-based research. Plans should be flexible enough to enable the swift ramp down of research to an earlier phase in response to increasing incidence of COVID-19 in the community or reinstatement of stay at home orders.
- Plans must comply with physical distancing requirements and should provide for the lowest density of people reasonable to carry out research. Gatherings, including group meetings, and even one-to-one discussions, should continue to occur virtually.
- Work schedules may need to be staggered to maintain low personnel density.
Research teams utilizing shared space must coordinate their plans.
Any personnel returning from out of state must follow current guidance on 14-day self-quarantine prior to reporting to campus. These individuals should work from their place of quarantine to the greatest extent possible if they are asymptomatic.
Do not restart research that requires PPE without first ensuring/acquiring an adequate supply of PPE. Start ordering PPE now, if necessary, to have on hand for restart if current stock on hand is insufficient.
Non-critical research that generates large volumes of hazardous waste and/or involves chemical, biological, radiation or other hazardous materials should not restart until Phase 4 at the earliest.
Carrying out research should be limited to employees and registered students. Volunteers should not be allowed to conduct research until Phase 6 is reached.
All restart planning must consider the needs of employees/students with current disability accommodations or those who will require new accommodations
Each PI must think carefully about which lab members will be allowed to return to work initially:
- Trainees (Ph.D. students and postdocs) should be given top priority due to the need to complete their research projects in a timely fashion.
- Priority should be given to lab staff who volunteer willingly to return to the lab.
- Consider the well-being of young trainees and staff who live alone in small apartments and might benefit greatly from the ability to come in to work.
- Consider the urgency of the work. Students or postdocs should be given high priority if they need to complete experiments to meet a thesis deadline, a paper submission or a grant submission.
- Consider occasional replacement of personnel in the schedule with new people, to allow as many lab staff as possible to enjoy some progress in their projects.
- Undergraduate volunteers will not be allowed in our laboratories for the duration of the pandemic.