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COVID-19 Guidance for the Research Community

Ensuring Safe Conduct On-Site

Regardless of the type of research/scholarship performed, the following guidelines must be followed at all times. 

OHR’s Workplace Guidance for COVID-19 website provides information on leave policies, support for faculty and staff with underlying medical conditions or who have household members with underlying health conditions,handwashing, and respiratory etiquette.

University Health & Safety’s (UHS) COVID-19 Workplace Safety Training and Resources provides information for units that are preparing to return to work.

 

If you believe you may have or been exposed to COVID-19

Contact your primary health care provider immediately for guidance. As with any illness, stay home and report your absence using the standard process for your unit. Follow these steps: What to do if an Employee is Sick or Has Been Exposed to COVID-19.

The University has leave policies that encourage faculty and staff to stay at home when they are sick, when household members are sick, or when they are required by a healthcare provider to isolate or quarantine themselves or a member of their household. New policies specific to COVID-19 include:

For additional guidance, refer to the Office of Human Resources COVID-19 website Sunrise website and follow the section "Workplace Related Information".

 

Employee Self-Screening

  • Take your temperature before you leave for work and when you return home from work. Log those results and report any fever (100.4 F for many people) to your supervisor.
  • Report any known or probable exposure to COVID-19 positive or probable individuals to your supervisor. This includes family members and others inside your in-person social network.
  • Report any and all of the following symptoms to your supervisor: cough, shortness of breath or difficulty breathing, chills, muscle pain, sore throat, loss of taste or smell.
  • If the employee indicates any of these conditions, the supervisor must require that the employee stay home, and the employee should seek guidance from their healthcare provider. Given similarities of symptoms to seasonal allergies and some other conditions, affirmed healthcare provider diagnoses or rule-out may override the stay-at-home requirement. 
     

Conduct In the Workplace

  • Staff members must be at least six feet away from each other.
  • Effective July 1 and continuing until rescinded, all University students, faculty, staff, and visitors (including contractors, service providers, vendors, and suppliers) are required to use a face covering at all times when in any enclosed or indoor space on University campuses and properties. To learn more about this requirement and exceptions, review President Gabel's June 29 message.
  • In-person meetings are discouraged. If a meeting must be in-person to accomplish the purpose of the meeting, it must be in a large room with attendees at least six feet away from each other and wearing cloth masks at all times.
  • Break rooms, lunchrooms, and gathering areas are closed for gathering. They may still be utilized for food preparation (one at a time, or multiple people if minimum 6-foot social distancing can be maintained). This does not include large residence hall dining areas where social distancing is practiced.
  • Visitors who are not directly related to the individual’s or unit’s work are not allowed in the work areas.
  • Sick or symptomatic employees must stay home.
     

Continue Good Health Habits

  • Vigorously wash hands with soap and water for at least 20 seconds. Use hand sanitizer when soap washing is not possible.
  • Cover your cough or sneeze with your elbow sleeve or other cloth. Wash hands immediately.
  • Routinely clean all high-touch areas in your home and workplace.
  • Do not touch your eyes, nose, or mouth with unwashed hands.
  • Routinely sanitize phones, iPads, common printers, computers and all other such high-touch devices. 
  • Routinely sanitize desktops and all other high-touch surfaces.
     

Employee Privacy (for Managers/Supervisors)

Consistent with our longstanding compliance with HIPAA and patient privacy in the health sciences, the University protects the privacy of faculty and staff health status and health information. Managers and supervisors are reminded that they have an obligation to protect the privacy of employee health information
 

Travel

Travel restrictions and self-quarantine rules continue to apply and are posted on the on the U Travel website: Employee Travel Costs and COVID-19.

 

Resuming Research in Shared Spaces

Managing Workspaces and Facilities

  • Managers should consider implementing a staggered work schedule that minimizes the number of people who are in the lab or other shared research areas at the same time. 
    • Work shifts, including work during non-regular business hours, should be considered. The work schedule must be posted inside the shared research space in an easily accessible place. 
    • Allow for at least 15-minute buffers between shifts to avoid contact of individuals during transition. Minimize rotating individuals among shifts to reduce the number of unique contacts.
  • Departmentally-owned spaces, such as labs, will continue to be primarily serviced by the lab occupants, as they had been doing prior to the COVID-19 outbreak. MDH guidelines should inform cleaning frequencies.
  • For shared departmental equipment, individual users will be responsible to clean these surfaces prior to individual use. 
  • Units can order the necessary cleaning supplies or PPE from U Market Services or they may call their campus facilities contact for assistance.
     

Safe Lab Practices Signage

Post the following signage prior to employees return to work:

More posters and required lab signage can be found at University Health & Safety’s COVID-19 Workplace Safety Training and Resources.
 

How Research Teams Practice Safety in the Workplace

Social distancing is a required practice across University campuses and facilities. These guidelines apply to research work spaces:

  • Avoid gathering in groups and in confined areas, including elevators.
  • Avoid using anyone else’s personal protective equipment, phones, computer equipment, desks, cubicles, workstations, offices, or other personal work tools and equipment. In situations where work tools must be shared, employees should take precautions to sanitize them between each use.
  • In areas where hoteling workspace is in use, disinfectants will be made available by the individual unit. Employees are expected to wipe down workspace prior to using it and dispose of the wipe in the trash.
  • When indoors, wear cloth masks at all times unless it is an approved exception under University guidance.
  • In partnership with FM designated facility managers, research team leaders will ensure that common spaces such as break rooms and conference rooms have furniture rearranged or restacked to promote social distancing. 
  • Break rooms and lunchrooms will be limited to food preparation only. When possible, employees are encouraged to bring meals that do not require refrigeration or heating.
  • Minimize use of door handles and buttons as possible. If safe, keep doors open. 
  • Use elbows or objects unlikely to touch your face to press common-space buttons and the like.

Training should be done as safely as possible, ideally online or socially distanced if within a lab or facility. If researchers and trainees determine they must stand or sit closer than the recommended 6-foot/2-meter distance for initial training purposes, they should limit how much time is spent in that proximity and consider additional protective gear. Training plans should be included in requests for permission to work onsite.
  

Facilities Management Enhanced Housekeeping

For the health and safety of University members returning to campus, Facilities Management (FM) will provide enhanced cleaning of spaces. This is in addition to the standard services outlined in the FM Maroon Standard. FM staff will also follow CDC, Minnesota Department of Health, and University Health and Safety guidelines for practicing physical distancing and other personal protective behaviors. 

Enhanced housekeeping measures:

  • All custodial staff and their supervisors have been provided refresher training on proper cleaning techniques, as well as background information on COVID-19.
  • All cleaning products meet U.S. Environmental Protection Agency (EPA) requirements.
  • If there is a confirmed positive case reported to the University, the Department of Environmental Health and Safety will coordinate cleaning and disinfecting of that work space.
  • Facilities management teams will clean public spaces such as building lobbies, restrooms, door handles, handrails, and elevator buttons at least once daily, and more frequently if deemed necessary. 

 

Human Participant Research

University of Minnesota is strictly limiting in-person research with human participants to avoid the spread of COVID-19. Researchers are strongly encouraged to conduct human participant research online as much as possible. 

Please see the full explanation of how to conduct research with human participants during COVID-19 with IRB’s Five Tier System and the Human Research: Latest IRB Guidance and FAQ (COVID-19) (updated June 15, 2020). A summary of this guidance follows below.
 

Before Conducting In-Person Research

Effective July 16, 2020, University researchers who are allowed to conduct in-person human research studies must provide the COVID-19 and Research Participation Information Sheet to each participant at least 24 hours in advance of a scheduled face-to-face research visit.

Translations of the information sheet are available in Chinese and Spanish. More translations will be made available as soon as possible. 

Instructions for sharing COVID-19 and Research Participation Information Sheet

  1. The information sheet can be provided to participants in paper form by mail,  sent via encrypted email, or unencrypted email if a participant has given written authorization (see Policy: E-mail and Protected Health Information). If unable to provide the information sheet by mail or e-mail, PIs must e-mail Associate Vice President Michael Oakes with a request for an exception. The information sheet only has to be provided once to a participant that will have multiple in-person visits for a particular research study.
  2. Prior to the visit, the research team must confirm that each participant has received the information/information sheet prior to the participant coming to the visit. 
  3. When a face-to-face research interaction will occur in conjunction with a clinical care visit that the participant has scheduled, the 24-hour requirement does not apply. In these cases, the researcher should share the information sheet at the time of the face to face interaction and document this in the study record.
  4. The study team must document in the study record, as a note to file, that the participant has received the information sheet. An example of a note to file is: The research participant received the information on the Research Participant Information Sheet about the risks of participating in a research study during the COVID-19 pandemic. Receipt was confirmed by study personnel prior to the visit.
  5. In rare cases, waivers of the “at least 24-hours in advance” requirement may be granted. PIs should consult with Associate Vice President Michael Oakes directly if the study team believes a waiver is necessary based on the specific circumstances of the study.
     

Five Tier System

The Institutional Research Board (IRB) has implemented a five tier system for all research involving human participants conducted by University employees or students, regardless of whether the research was reviewed by the University of Minnesota IRB, or by an external IRB, or deemed exempt or “not human subjects research.”

  • Tier 1 – COVID-19 Treatment Protocols
  • Tier 2 – High Direct Benefit to Research Participants
  • Tier 3 – Moderate Direct Benefit to Research Participants
  • Tier 4 – Low Direct Benefit to Research Participants
  • Tier 5 – Research Determined by the IRB to be Exempt or Activities that May Have Been Deemed Not Human Subjects Research 

As part of meeting the IRB tier requirements, all biomedical COVID-19 applications to the IRB require MHealth/Medical School permission before IRB review. IRB applications with a direct intervention COVID-19 protocol or a COVID-19 protocol that involves MHealth Fairview or Medical School resources must also include a letter of support from MHealth Fairview/Medical School. 

See the Clinical Trials Research document, including implementation requirements associated with this policy which may be updated frequently. 

 

Animal Research

If you are a researcher who works with animals, please read this information regarding modified Research Animal Resources (RAR) and IACUC practices. For more information about this guidance, see RAR’s COVID-19 Animal Ordering & Care web page and the IACUC section of the Research Resources & Communications: COVID-19 Pandemic page.
 

RAR Reduced Staff Levels

Since the beginning of Minnesota’s Stay at Home orders, RAR has maintained reduced staff levels (status yellow level) as part of its Epidemic/Pandemic Plan to care for and maintain research animals and to keep its essential personnel safe.
 

Safety in the Vivariums & Animal Research Spaces

  • RAR has posted signs on each animal holding and procedure room that lists the maximum number of people who can work within and still maintain social distancing safety practices. 
  • Online calendars are used to reserve up to two hours of time in animal research spaces per day. These calendars, along with additional policies, are shared with returning researchers by the RAR area supervisor of the building where their animals are housed after the researcher has provided documentation to the area supervisor indicating that they are approved by their college to resume research on campus.
  • Masks are required in the vivarium.
  • RAR will attempt to supply some non-clinical grade PPE to researchers housing animals in RAR facilities. However, RAR cannot guarantee any supplies of PPE until their supply chain is restored. RAR will communicate when certain PPE can once again be supplied to researchers.
     

Animal Ordering

  • RAR is only accepting animal orders with a new modified order form.
  • Submit the modified order form by email and include an official letter or system approval email for research recommencement. No web portal or phone orders will be accepted. 
  • Orders are filled on a first-come first-served basis.
  • Animal orders that were in the animal ordering system at the time the University shut down may be canceled with no order charge assessed. If these animals are still needed, the order should be resubmitted using the new modified animal ordering process. 
  • RAR animal ordering personnel will contact those investigators with exception orders directly.
     

Animal Transfers

  • Animal transfers for housing locations, protocol changes, etc. will be processed in the normal course of business and rely on a completed animal transfer request form
  • This process may be delayed at any stage due to reduced RAR staff levels.
     

Transgenic Breeding Service

To help researchers prevent the loss of unique, non-commercially available transgenic mouse and rat strains, RAR will soon offer limited, temporary breeding colony management services for these lines, including pairing, weaning, identification, and genotyping (through Transnetyx). More information about this will be posted on RAR’s COVID-19 Animal Ordering & Care page. 
 

IACUC Guidance

  • IACUC approval is still required to begin any animal research. The committee continues to review protocols and hold meetings. 
  • For studies that are directly related to COVID-19, the IACUC is providing expedited reviews. 
  • IACUC approval does not supersede requirements of the University or federal or local agencies and those requirements must be followed before initiating any research.
  • Under a federal waiver, the IACUC is currently not conducting any inspections, with the understanding that these inspections will be carried out as soon as it is safe to do so.

 

Managing Sponsored Projects

SPA Staffing Impacts

All SPA functions continue to be conducted via remote work at this time. Contact your SPA Grant Administrator for questions about your research funding.
 

Proposal Due Dates

Many sponsors are offering opportunities for delayed proposal due dates; consult your funding agency’s guidance on this topic. 
 

COVID-19 Proposals

If the purpose of a proposal or supplement submission is for COVID-19-related work or the reason the proposal is being submitted is because of COVID-19, Investigators should start their proposal titles “COVID-19: [rest of title].” 

Doing this allows the University to track its COVID-19-related work and the pandemic’s impact on the University’s operations.
 

Summer Appointments

See SPA Summer Salary Appointment guidance on this topic.
 

Charging PPE to Sponsored Projects

See Charging PPE to Sponsored Projects guidance.
 

New Awards

SPA continues to accept incoming awards. If a delayed start date would be helpful because work cannot start on the project at this time, or if project deliverable timelines cannot be met as originally forecast, please contact your SPA Grant Administrator. A request to the agency for an adjustment may be needed. 

For new awards, salaries for “idle time” should not be charged; defer hiring or placing project staff on the award until work can be performed (remotely or on-campus).
 

COVID-19 Related Project Extensions, Supplements, and Scope of Work Changes

Investigators (particularly those returning to campus) may now be in a position to assess with a reasonable degree of accuracy the impact of COVID-19 on their sponsored project(s). In these instances, investigators should confer with their program officer if they believe that additional time or funding is needed to complete their original statement of work, or if they believe that a reduction in scope or change in scope will be needed. After exploring available options with their program officer, the investigator should complete the following required paperwork: 

  • No change or impact cannot yet be assessed: no action needed at this time; stay vigilant.
  • No cost time extension, and/or supplement, and/or reduction or change in scope is needed: for time, use your agency’s standard process; an initial time extension up to one year with no change in scope can be approved by SPA for many standard federal research projects; all other requests need agency approval with SPA countersignature on the request.
  • For awards with progress reports due during the pandemic: include a statement that describes the impact (if any) of the pandemic on the grant progress. 

Investigators and departments must ensure that institutional records are consistent with any requests for supplements. For example, if an investigator is requesting additional funding because some project staff needed to be paid for “idle time” because they were unable to work on the project, institutional records must show that salary recorded using the institutional codes for COVID-19 related idle time.  

Contact your SPA Grant Administrator for questions.

 

Request Research Resumption

Once you have reviewed all the information on this page that relates to your research and understand your college or unit's specific sunrise plan, you may request a resumption of your research activities.
 

Obtaining College/Unit Approval

University colleges and campuses have created their own plans for their researchers’ return to campus. Please contact your unit and college leadership to access their specific sunrise plan for research and to obtain their approval for on-site work. (To find your college approver, contact your CRAD representative--if it is not them, they can direct you appropriately.)

These college plans have been informed by the Staged Resumption of Selected Research Operations, a report created by a working group of research associate deans appointed by OVPR, although its recommendations are advisory in nature, and not necessarily exactly aligned with the current Sunrise stage.
 

Ensuring Consent

The primary researcher is required to ensure consent from employees and students returning to work in university research space prior to submitting the Return to On-Site Work Authorization Form. Students, faculty and staff who have concerns about their own or other’s safety and well-being regarding the implementation of our reopening plan should report observations and concerns to their supervisor or unit HR Lead. 
 

Request for Return to On-Site Work Authorization Form

The final step to obtain approval to work on-site is to submit a Request for Return to On-Site Work Authorization Form. The form’s routing process will manage approvals by your unit head and Dean/Associate Vice Chancellor for Research/Associate Dean for Research or similarly designated officials. Once the approval process is complete, you will receive an email confirmation.

If the reason for the request to return to work on campus is disability or medical related, the employee will need to include an updated disability accommodation letter from the University’s Disability Resource Center.
 

Training New Researchers

Training for new researchers should be done as safely as possible, ideally online or socially distanced if within a lab or facility. If researchers and trainees determine they must stand or sit closer than the recommended 6-foot/2-meter distance for initial training purposes, they should limit how much time is spent in that proximity. If possible, additional protective gear should be worn. Researchers should include plans for training new researchers in the trainee's request for on-site work.
  

Undergraduates Applying to Return to Research Facilities

Undergraduate researchers are allowed to voluntarily return to labs and other facilities subject to the same safety practices  required of all researchers. Undergraduate researchers should follow this procedure:

  • The student researcher reviews the sunrise plans for the given research group(s), department(s), building(s), and college(s), as appropriate.
  • The student and supervising faculty or staff agree to arrangements to safely accommodate the student’s return to on-site research.
  • The student’s supervising faculty or staff provides a letter of support for the student to return to research that includes an explicit plan for supervision and mentorship.
  • The student completes the Request for Return to On-Site Work Authorization, agreeing to comply with on-site safety practices, attesting to the voluntary nature of their return, and attaches the aforementioned letter from supervising faculty or staff.
  • The Request for Return is reviewed in the usual way by the department head and the research associate dean (or other appropriate first and second approvers for the unit), and permission is either granted or denied.