STEP 1: Read the following SFA research ramp-up guidelines, policies, and procedures
Policies and Procedures for Resumption of On-Campus Research and Creative Activity after May 20The Office of the Vice President for Research (OVPR) is coordinating policies across all the schools to restart on-campus research activities after May 20. The OVPR phased plan can be found here. The period after May 20 is designated as Phase 2. Protecting the health and safety of all members of the UConn community, as well as their families and other off-campus contacts, and generally limiting the broader transmission of the Covid-19 virus, will remain the priorities at all times. To the extent that it does not undermine these priorities, low-density on-campus research activity, including limited use of single-occupancy offices/studios, and carefully managed small-scale multi-occupancy of spaces, may be allowed during Phase 2 where an essential need for such activity can be demonstrated. Working at home/telecommuting will nevertheless remain the default recommendation in most cases. This document sets out the procedures and safety practices that must be followed by those who need to conduct research-related work in School of Fine Arts facilities during Phase 2. While the document will be kept up to date as far as possible, it should be stressed that all policies here are subject to CDC, Federal, State, and University guidelines and mandates, and any changes that may be made to those after the date of this release or subsequent revisions.
For Those Using Only Single-Occupancy Spaces
- Wear face masks/cloth covering at all times in public spaces, e.g. corridors, school/department administrative offices, restrooms – any time except when alone in single-occupancy spaces.
- Limit all in-person interactions, in number and duration, and always at a distance of at least 6 feet; speak away from one another (i.e. not directly toward a person’s face) as much as possible.
- Wherever possible, no more than one person at a time should be in public restrooms; if someone is already there when you enter, leave and return later. Other smaller public spaces, e.g. departmental mail/copier rooms, should be approached in the same manner.
- Avoid more than one person on an elevator. No congregation in front of elevators; maintain social distancing while waiting.
- Wash hands frequently. When hand washing is not possible, use ethanol (>60%) hand sanitizer. Facilities Operations will provide where possible, especially in elevator areas, and common areas. You must hand wash just prior to entry into the lab or research space and just prior to exit.
- All touch points (any surfaces that you touch) should be wiped down thoroughly with approved cleaning materials before and after each use. This includes but is not limited to: computer keyboards, doorknobs, light and other switches, musical instruments, and other equipment (per departmental guidelines on cleaning materials that will not damage the instrument/equipment).
- Any concerns regarding possible protocol breaches, policy violations, or other safety matters, should be reported to either your first line manager or department head/director immediately. In terms of suspected illnesses, please follow the HR guidance on the covid-19 website, which states the following protocol: You should immediately notify your manager, director, or department head of your circumstances and be prepared to provide your manager with the date you first began to have symptoms of COVID-19, when you last were physically at work, and anyone at work with whom you had direct contact. Additionally, you may also contact the COVID Call Center at UConn Health at 860-679-3199. The Call Center staff will assist you with any other medical concerns and can supplement information provided by your primary care physician and any other member of the medical community who has provided you guidance.
- Everyone has a role to play to reduce the density, practice social distancing guidelines, clean their respective areas/equipment/instruments, and continue to check on the COVID-19 specific University/SFA communication sites for updates as we do expect guidance to evolve over time.
For Those Using Spaces That May Be Occupied Simultaneously or Consecutively by Multiple UsersAll procedures listed above for those using single-occupancy spaces should be followed. In addition:
- Simultaneous multiple occupancy of any space is allowed only where the size and configuration of the space allows for a minimum of 6 feet of separation between all occupants in all directions.
- Even with appropriate distancing, the time period spent with others in a multi-occupancy space should be kept as short as possible, and speaking should be kept to a minimum: even normal speaking drastically increases the potential for spreading the virus. Continue to rely on virtual meetings for any group discussions, even if you’re in the same building.
- Any strenuous activity that is likely to increase breathing rates and depth, including intense vocalization as involved in singing or dramatic declamation, or other activities likely to create airborne droplets (e.g. playing wind and brass instruments) must be avoided at all times.
- Windows should be kept open when possible (but closed when leaving the space); doors should be kept closed unless they open to an area outside the building and are not required to be kept shut by fire regulations or HVAC zoning.
- Those responsible for computer labs, workshops etc. will likely need to establish and monitor sign-up rosters to ensure that occupation density and duration are kept at safe levels.
STEP 2: Review Preparatory Steps and Complete Access Form
All faculty, staff and graduate students who need to request access to SFA facilities for research related purposes must first complete:
- The online form Request for access to SFA facilities for essential research/creative activity Summer 2020, which may be accessed here.
- The online module Returning to Research COVID-19 Safety Training, available here. (This takes about 15 minutes; you will receive a confirmation e-mail upon completion, and will be asked to provide a copy when submitting the SFA Request for access form.)
In addition, managers/directors of workshops, labs, etc. should:
STEP 3: Complete On-Premises Research Log
If approved for research access, individuals using SFA facilities must after each visit record the details in a copy of the On Premises Research Log, which is being used across the university in case a need arises to undertake COVID-19 contact tracing. The form may be downloaded here, and on the Friday of any week in which the individual has used SFA facilities a completed log for that week should be emailed to the SFA Dean’s Office email, firstname.lastname@example.org.
STEP 4: Read Safety Practices for Using SFA Facilities
All established CDC, Federal, and State guidelines and mandates should be followed at all times.Only those who actually need to be in the lab, studio, or research space for conducting research activities are allowed. Please keep in mind that these should be research activities that cannot be conducted remotely and that rely on SFA facilities and equipment to be undertaken successfully. Building access will be provided for individual(s) and for a specific period according to a timetable approved and prepared by the researcher via the SFA research access request form. Please refer to the policies and procedures in STEP I for further guidance.
STEP 5: Review Operational Guidance for Research Ramp-Up
BudgetRegular payroll, temporary staff searches and/or non-personnel expenditures that are entirely grant funded may proceed, however “100% Grant Funded” should be notated in the HR Page Up system as well as the - HuskyBuy Purchase Request form. Please reach out to your fiscal contact within the SFA Financial Services Office for further guidance.
PurchasingWhile most UConn employees are now working remotely, it is understood there may be a need for research supply-type purchases to be shipped to remote work locations. In some cases this is possible depending on the purchasing amount and method (HuskyBuy or Pro-Card). Please reach out to your fiscal contact within the SFA Financial Services Office for further guidance. Employee reimbursements should be used as a last resort where HuskyBuy or a Pro-Card cannot be used. If this method is used then the procedures under Pro-Card apply. Please reach out to the SFA Financial Services Office for further guidance.
Shipping and DeliveriesUConn faculty and staff are encouraged to refrain from ordering items if they do not plan on being present on campus to receive the item(s) from the intended carrier. The Central Warehouse can receive items for departments and hold for future delivery or pick-up as a last resort only. Delivery can be arranged for one day each week. Please call (860) 486-6297 to coordinate.
Facility Building Access
- Exterior Building Access Individuals with approved research plans will be provided with the necessary building access, according to the approved dates and schedule. Access will continue to be arranged through the SFA Dean’s Office. Interior Building Access Individuals with approved research plans will be provided with the necessary building access, according to the approved dates and schedule. Access will continue to be arranged through the SFA Dean’s Office. If a key is needed for doors with physical locks, faculty will need to make special arrangements with the Dean’s Office for assistance.