team name: research and funded projects (external … guidelines.pdf · team name: research and...

COE Re-Entry Team Planning Document 1

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Team Name: RESEARCH and FUNDED PROJECTS (external funding primarily)

Clarification of terminology:

• We define funded as all ‘externally funded projects’ (NSF, DOE, foundations, etc.) whether research or programmatic in nature.

• We define research as all research projects, whether funded or unfunded, being conducted by faculty, staff, or students.

• We define field work as any scenario in which our researchers are at an agency/organization or school site.

• We define labs as any project designated shared work space in which research activities are taking place per funded projects and in which staff, researchers, and students work on said project. This does not include offices.

Goals and Tasks COE Goals and Tasks guidance augments the UArizona RII Research Restart Plan/Guidelines: https://research.arizona.edu/covid19/research-restart

• Note: Human Subjects (IRB) materials/forms found on this page.

Important Links: • Disinfecting: https://www.cdc.gov/coronavirus/2019-ncov/community/reopen-guidance.html • Face Coverings: https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-

face-coverings.html • Physical Distancing protocols: https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-

sick/social-distancing.html • UArizona Return to Campus guidance: https://hr.arizona.edu/content/return-campus-

employees • Assumption of Risk and Release agreement: https://risk.arizona.edu/assumption-risk-and-

release-agreements

COE PI Forms: • COE Research Restart Plan (form) - outlining their safety plan (copy shared with COE Research

Office). • COE Research Restart Agreement - Each member of the team must file with PI. • Checklist practice form – found at: https://research.arizona.edu/covid19/research-restart • Out of State/overnight Travel form (still being designed): • Template for Cooperative Agreement with external partner (still being designed):

Recommendations for Graduate Students:

• Review the guidelines with your faculty advisor. • Work with your faculty advisor in order to fill out the Checklist. • Forms:

o Credit-Bearing Experiential Learning Activities form (ie. Research Internships): (still being designed)

o UA Assumption of Risk and Release Agreement form: (please email Zach Sbragia to get a template)

https://research.arizona.edu/covid19/research-restart

https://www.cdc.gov/coronavirus/2019-ncov/community/reopen-guidance.html

https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html

https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html

https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/social-distancing.html

https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/social-distancing.html

https://hr.arizona.edu/content/return-campus-employees

https://hr.arizona.edu/content/return-campus-employees

https://risk.arizona.edu/assumption-risk-and-release-agreements

https://risk.arizona.edu/assumption-risk-and-release-agreements



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INSTRUCTIONS: Go to the relevant sections that are applicable to your situation. Review this before filling out UArizona checklist or your COE Research Restart Plan.

1-TEST

2-TRACE

3-TREAT

4-OFFER FLEXIBLE PARTICIPATION

Goal 4.1: Adopt a Flexible Participation Plan. Task Description Name 1 Fill out re-entry checklist for all research or funded projects. ‘Research/Project’ Re-Entry Checklist 2 Identify if your research/project is fully digital. Digitally conducted ‘research/project’

context 3 For graduate students, schedule a review with your faculty advisor to

go over these research restart protocols. Graduate Student and Research

4 Identify if your research/project takes place in a research lab. Research labs contexts 5 Identify if your research/project takes place at a field site (ex:

classrooms, public rooms, agencies) Field work contexts

6 Identify your field site (partner organization/agency) COVID-19 protocols.

Partner agency COVID-19 protocols

7 Determine if your IRB protocol needs to be reviewed, adapted, updated.

IRB protocols

5-MINIMIZE CONTACT AND REDUCE OVERCROWDING

GOAL 5.1: Reduce instances of close physical contact among students, faculty, staff, and participants in research labs and field work spaces.

Task Description Name 1 Ensure sufficient physical distancing within the research lab Research Lab protocols 2 Ensure safe physical distancing within field environments such as K12

classrooms, clinics, public spaces. Fieldwork protocols

3 Transportation to and from field site. Field Site Transportation protocols GOAL 5.2: Create process for reporting non-compliance incidents.

Task Description Name 1 Ensure students, faculty, staff, and partners have means to report

incidents of non-compliance activity. Research Lab non-compliance reporting

6-MINIMIZE TRANSMISSION

GOAL 6.1: Reduce the probability of transmission of SARS-CoV-2 during research activities. Task Description Name 1 Clean and disinfect labs and field work sites daily or as visited Cleaning and disinfection protocols 2 All research team members will take training on safety best practices

and effective use of PPE for research and funded projects. Re-entry ‘research’ training protocol

3 Research and funded project team use personal protective equipment (PPE) and abide by personal safety best practices.

PPE usage protocols


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4-OFFER FLEXIBLE PARTICIPATON GOAL 4.1: Adopt a “Flexible Participation Plan” for lab and field work spaces that allows researchers, faculty, staff, UArizona students, and participants to participate in accordance with their health needs or adapt to digital approach/methodology. Task 1: Fill out re-entry checklist for all research or funded projects.

Task Name ‘Research/Project’ Re-Entry Checklist

Description: Phase 1: Situation unknown and changing – essential research only Phase 2: Essential research only – waivers issued for loss of catastrophic data research; all digital research possible Phase 3: Deadline-driven research activities opened. Partner agencies begin to open. Field research: expand approvals depending on what current restrictions are in the counties where field research is to be conducted. Definition of “essential” relaxed to include time-sensitive research including research with grant-funded deadlines and longer-term projects with short term deadlines and milestones, and some face-to-face research. Phase 4: Must maintain distancing, not exceed the max occupancy per building and require the use of symptom query and Bluetooth contact tracing apps. Field Research - expand on a case-by-case basis (depending on local conditions/restrictions at field sites, travel restrictions, ability to travel safely, and ability to physically distance at field sites). Plans for sudden return to Phase 1, 2, or 3 are in place Phase 5: Access to offices allowed generally, with attention to cleaning and distancing. Access to libraries, collections, studio spaces, performance spaces, and labs with distancing and the disinfection of materials. 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 physically distance at field sites) Little restrictions. Distance protocols loosened. Phase 6: pre-COVID-19 scenario- no restrictions. Normal.

Responsible Person / Unit:

Researchers; research dean; program coordinators

Logistics: Researchers will fill out check list and make sure they can address checklist items in order to enter fieldwork/lab spaces. Check list will be approved by Research Dean. Upon approval, it will be submitted to RII for record keeping and formal acceptance to begin fieldwork/lab activities. RII Checklist found at: https://research.arizona.edu/covid19/research-restart

To prepare for filling out checklist: please use word version as a practice. In addition, before the Research Dean can approve the digital checklist for lab or field research activity: -Each PI must fill out the COE Research Restart Plan (form) outlining their safety plan. -Each member of the team must file a COE Research Restart Agreement form after reading the COE Research Restart Plan.



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Dependencies / Partnerships:

RII, IRB

Schedule / Duration:

June 1: Researcher/funded projects check list will be available. Opening labs must comply by safety check list protocols. June 12: Researchers needing to file for summer field work will be able to begin filling out check list. June 12: Research Dean will begin approval process as referred by post-award team. July 1: Fall 2020 field work requesters should start working on getting materials together to be in compliance. July TBD: Begin offering review sessions (via zoom) for faculty, graduate students., & staff. July TBD: Researchers needing to file for Fall 2020 field work can begin to fill out check list. July TBD: Begin recording walk through videos & and have FAQ webpage providing guidance for completing the check list.

Financial Considerations:

Cleaning supplies for labs and cars

Risk / Uncertainty:

Need to balance researcher’s need to be in public, clinical, or classroom spaces and self-assessment of risk for themselves, their staff and students, and their participants.

Task 2: Identify if your research/project is fully digital.

Task name Digitally conducted ‘research/project’ context

Description: Determine technology needs for faculty, staff, UArizona students and participants.

Responsible Person/Unit:

PI, project coordinator; COE tech office for tech check out; Research Dean

Logistics: Determine current state of technology for all users. Supply computers and other needed technology for any project member needing assistance.


COE tech office; IRB office; COE IRB liaison


June 1: Researcher/funded projects check list will be available. If all work is remote, you are exempt from needing to fill out checklist.


Hardware costs: computers, microphones Software costs: (examples Nvivo, SPSS) . Labor: cost of COE tech office labor for installing the microphones and software

Risk / Uncertainty:

Participants may have issues with bandwidth and technology quality.

Task 3: For graduate students, schedule a review with your faculty advisor to go over these research restart protocols.

Task name Graduate Student and Research

Description: Faculty advisor schedules meeting with graduate student to assist them in thinking through filling out the checklist. If project is fully online, graduate student can follow Digitally conducted ‘research/project’ context guidance. 1-Need to make sure that if going digital/remote is possible, that that avenue be fully explored and research adapted to this approach. 2-Need to make sure graduate students in high risk categories have remote project options.


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3-Need to make sure graduate students that do not feel safe have remote project options. 4-Need to make sure graduate students are not feeling pressure to do this in order to get their degrees and therefore explore other approaches. 5-If going into field contexts, please follow Field work contexts guidance and MINIMIZE CONTACT AND REDUCE OVERCROWDING and MINIMIZETRANSMISSION sections of this guidance.


Faculty advisor; graduate student

Logistics: Meet with faculty advisor to go through checklist items before filing. See other categories specific to research scenario for guidance. Students will have access to a Credit-Bearing Experiential Learning Activities form (ie. Research Internships) or to the UA Assumption of Risk and Release Agreement form to review, be informed of risks, and submit - in order to conduct their work. This process will allow students to consider an alternative plan, if the risks are too high.


Faculty Advisors


June 1: Researcher/funded projects check list will be available. If all work is remote, you are exempt from needing to fill out checklist. July TBD: Researchers needing to file for July/August field work will fill out checklist first. If IRB needs to be adapted for all digital work, checklist will re-direct to IRB office.


See other categories specific to research scenario.

Risk / Uncertainty:

See other categories specific to research scenario.

Task 4: Identify if your research/project takes place in a research lab.

Task name Research labs contexts

Description: Determine protocols and guidance for working in your research lab.


PI; project coordinator; Research Dean

Logistics: 1: Set up lab schedules/shifts for who has access and when. Determine lab protocols for safety (physical distancing, PPE, sanitaizing, etc). 2: Set up individual clipboards (visible on wall) that each member can check in/out to keep track of who was in when. 3: Post safety protocols visibly inside lab. 4: Post occupancy information on outer side of door.


COE building manager; IRB office; COE IRB liaison; SWERT team


June 1: Researcher/funded projects check list will be available. July TBD: Researchers needing to file for July/August field work will fill out checklist first. If IRB needs to be adapted for all digital work, checklist will re-direct to IRB office.


Clipboards for check in/check out - per person that has access to lab.


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Risk / Uncertainty:

Scheduling overlap and overcrowding in lab. Research team in close physical contact or in close contact with shared technology and other office tools. Sanitation between shifts.

Task 5: Identify if your research/project takes place at a field site (ex: classrooms, public rooms, agencies)

Task name Field work contexts

Description: Determine protocols and guidance for working in the field or field spaces. -Paperwork to gain access to the classroom/space during COVID-19 scenario. -Determine what materials you will need to be hosted by the partner organization/agency (PPE, cleaning materials, designated spot to work from – taped off?) Phase 3: Field research- expand approvals depending on what current restrictions are in the counties where field research is to be conducted. Phase 4: Field Research - expand on a case-by-case basis (depending on local conditions/restrictions at field sites, travel restrictions, ability to travel safely, and ability to physically distance at field sites). Phase 5: 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 physically distance at field sites)



Logistics: Determine partner institution guidelines for being on their premises and in their spaces. Confirm you are invited to be on their premises.


Partner organization; IRB office; COE IRB liaison


June 1: Researcher/funded projects check list will be available. July TBD: Researchers needing to file for July/August field work will fill out checklist first. If IRB needs to be adapted for all digital work, checklist will re-direct to IRB office.


Tape, PPE, sanitizing materials. Technology if needed.

Risk / Uncertainty:

Participants and researcher in close physical contact.

Task 6: Identify your field site (partner organization/agency) COVID-19 protocols.

Task name Partner agency COVID-19 protocols

Description: Collect field site protocols and guidance to share with research team. -Determine what needs to be filed to access field site. -Determine non-negotiables for UArizona -Determine non-negotiables for partner organization/agency. -Identify how to find middle shared ground. -Identify designated areas (taped or plexiglass shield) Phase 3: Some partner agencies open. Phase 4: Schools re-open. More partner agencies open. Phase 5: Most agencies open


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PI; project coordinator

Logistics: -Work with field site agency/organization administrator to determine access to field site. -File necessary paperwork to be on field site.


Partner organization; IRB office; COE IRB liaison


June 1: Researcher/funded projects check list will be available. July 1: Researchers needing to file for summer field work will fill out checklist first. If IRB needs to be adapted for all digital work, checklist will re-direct to IRB office.


Plexiglass shields & and/or tape. Technology/software (zoom, tools for distanced data collection, etc.)

Risk / Uncertainty:

Participants and researcher in close physical contact. Conflict between agency and UArizona non-negotiables, more restricted access to participants (class/group sizes)

Task 7: Determine if your IRB protocol needs to be reviewed, adapted, updated.

Task name IRB protocols

Description: If changes to your methodology are made, you will need to file an amendment with IRB.


PI; project coordinator; College of Education IRB liaise

Logistics: -Work with College of Education IRB liaise (Anna Bounds)


Partner organization; IRB office; COE digital support


June 1: Researcher/funded projects check list will be available. -If IRB needs to be adapted for all digital work, checklist will re-direct to IRB office. -IRB changes must be submitted in order to finish filling out checklist.


Technology support

Risk / Uncertainty:

IRB not filed and we are not in compliance per research with human subjects.

5-MINIMIZE CONTACT AND REDUCE OVERCROWDING

GOAL 5.1: Reduce instances of close physical contact among students, faculty, staff, and participants in research labs and field work spaces Task 1: Ensure sufficient physical distancing within the research lab

Task name Research Lab protocols

Description: Determine the number of team members in a research lab at a given time. Seating can be reconfigured to identify designated individual spaces to ensure more appropriate distancing.



Logistics: 1-To determine the number of people who can fit within a given research while maintaining physical distancing, we follow SWERT protocols (“Physical Distancing is the Best Preventative Measure”) while adjusting the amount square footage per person. The square footage of the


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room is divided by the square footage each person needs. We estimate the square footage of each person at 144 ft2. 2-Updated room capacities should be posted outside the lab. 3-Once room capacity is set, each room should be configured in a manner that preserves the 6 ft of separation between individuals. Configurations will be devised in accordance with SWERT C.I. 4-Tape off areas that are off-limits. Or tape-in designated desk/chair spaces.


Facilities Management, COE building manager


June 1: Researcher/funded projects check list will be available. July TBD: Researchers needing to file for July/August field work will fill out checklist first. In order to fill out checklist, PI must provide lab safety protocols following RII recommendations.


Supplies for taping off unused areas (or designated areas). Signage for entering room. Labor for executing the room reconfigurations. PPE issued to each occupant and to be worn when more than one person is in the lab.

- Daily cleaning of ‘lab’ spaces. (new staff hires needed?) Risk / Uncertainty:

Room capacities may need to be further adjusted for rooms with immovable seating where the total room square footage does not accurately reflect the square footage available for seating and work spaces. Enhancing accessibility for individuals with disabilities

Task 2: Ensure safe physical distancing within field environments such as K12 classrooms, clinics, public spaces.

Task name Fieldwork protocols

Description: Determine the what you need to be wearing while in a field setting, where you will be located at your research site, and how you will protect yourself and participants you come in close contact with.


PI; project coordinator; partner whose space you are in

Logistics: 1-Determine what are your entry and exit safety practices when conducting fieldwork in other locations? 2-Ensure you have sufficient PPE supplies as dictated by partner site. 3-Come prepared with PPE supplies 4-Designated location at field site that you will occupy & clean and disinfect upon arrival and departure. 5-Follow host location physical distancing protocols.

- Need to determine if protocol is safe enough - Need to work with host on protocols in which UArizona individuals feel safe - Students will have access to a Credit-Bearing Experiential Learning Activities form

(ie. Research Internships) or to the UA Assumption of Risk and Release Agreement form to review, be informed of risks, and submit - in order to conduct their work. This process will allow students to consider an alternative plan, if the risks are too high.

- 6-Establish work shifts if necessary.


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7-Determine what you will do when exiting a field site and entering your own vehicle/home/office/lab (such as wearing a covering (lab coat) that you can remove upon exiting the field location). 8-Consider PPE guidance includes what/how/when to remove and reuse or dispose of it and the potential other sanitizing measures that should take place.


Partner institution (COVID-19 protocols).; RII




PPE supplies. Lab coats. Bags for placing used materials when leaving field site and entering car.

Risk / Uncertainty:

In classroom spaces or working with youth that cannot follow recommended 6 ft physical distance. Conflict between agency and UArizona procedure

Task 3: Transportation to and from field site.

Task name Field Site Transportation protocols

Description: Arrange to drive individually to field sites. Phase 4: Travel restrictions, ability to travel safely Phase 5: Travel restrictions, ability to travel safely


PI; project coordinator

Logistics: 1-Determine if more than one person needs to travel to the field site the same day and time. 2-Arrange for separate transport vehicles 3- If a researcher does not have transport vehicle, use an ipad or ipad bot for that second researcher to be at site. 4- If needing to transport participants, determine how they will get to site. If cannot avoid being in same vehicle, consider re-designing your activity. 5- Consider PPE guidance includes what/how/when to remove and reuse or dispose of it and the potential other sanitizing measures that should take place.


Awardee institution (COVID-19 protocols), RII (protocols); Michael Griffith for tech/software tutorials.




Higher cost of transportation if need to drive several vehicles, or rent vehicles. Design tech trainings.

Risk / Uncertainty:

If attendance at site is dependent on ipad bot, typical trouble shooting may occur.

GOAL 5.2: Create process for reporting non-compliance incidents.


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Task 1: Ensure students, faculty, staff, and partners have means to report incidents of non-compliance activity.

Task name Research Lab non-compliance reporting

Description: Create a means for anonymous reporting of non-compliance behavior in research or funded project settings.


Research Dean

Logistics: 1-Set up anonymous web form for reporting (with option to share contact info). Includes observed incident, location, day, time. 2-Research office will send ‘friendly’ reminder email of protocols and training video links to PI. PI will be advised on how to address and determine what direction to take. Options: Perhaps a protocol review training for all team members or the individual (in question) goes through training again. 3-If necessary, meeting with PI will be held to generate ways to help address meeting compliance. 4-Generate communication approaches to help move towards compliance.


RII


As needed


Risk / Uncertainty:

Ensure everyone is not targeted or made to feel targeted as we all evolve per this scenario. Reduce stigma of “reporting” to have this viewed as positive, caring, and responsible

6-MINIMIZE TRANSMISSION GOAL 6.1: Reduce the probability of transmission of SARS-CoV-2 during research activities. Task 1: Clean and disinfect labs and field work sites daily or as visited.

Task Name Cleaning and disinfection protocols

Description: Ensure that each lab/work space is cleaned and disinfected each day or as needed per change in occupancy.


Custodial staff; researcher/staff/UA student; participant partner organization?

Logistics: Custodial staff will clean and disinfect each lab daily. Disinfecting protocols will align with those recommended by SWERT C. I. Individuals will clean shared spaces before and after use.


Custodial staff at UArizona labs and at field sites, SWERT team


Daily end of day cleaning at both UArizona and indoor field sites. As researcher team member enters a location/lab, the first person to enter will wipe down/clean work area. This will continue until local, state, and/or national health agencies deem it safe to end daily disinfecting.


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Cleaning supplies; cost of extra custodial labor to clean and disinfect all classrooms daily. Disinfectant for field sites (must travel with researcher).

Risk / Uncertainty:

We will want to pay special attention to any labs/field sites that have housed individuals with confirmed cases of COVID. At the UArizona, it will be important to ensure that the custodial staff doing the disinfecting have appropriate safety equipment. At field sites, it is important that we know how often those spaces are cleaned and they have appropriate safety equipment.

Task 2: All research team members will take training on safety best practices and effective use of PPE for research and funded projects.

Task Name Re-entry ‘research’ training protocol

Description: Provide easy access to training videos via college website


PI; Research Dean

Logistics: 1-Post UArizona training videos. 2-Record additional videos relevant to College of Education scenarios. 3-All research/project team members must take trainings. 4-As new team member enters project, they must take training. 5-PI will keep record of completed trainings


RII to provide initial training videos


Before entering lab or field site, training protocol opportunity must be in place


Filming of Education specific video trainings. Time commitment of video and website crew.

Risk / Uncertainty:

Task 3: Research and funded project team use personal protective equipment (PPE) and abide by personal safety best practices.

Task Name PPE usage protocols

Description: Ensure the best possible safety for team members by reducing the transmission of SARS-CoV-2. To do this, we suggest that research members must wear facemasks while indoors or less than 6 ft apart, that team members disinfect their own seat and desk upon entering a lab or field site, and that they abide by personal safety best practices as outlined in SWERT C.I.


Custodial staff; researcher/staff/UA student; participant partner organization

Logistics: 1-The University of Arizona provides each student, staff, faculty with 2 U of A branded facemasks. 2-Research Team members are to wear facemasks in shared spaces and when space does not allow for appropriate physical distancing, unless unable due to health reasons.


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3-Research team members are to wear facemasks while in field sites with other individuals, unless unable due to health reasons. 4-Team members may determine to utilize face shields or full body shields for field work. 5-Team members may select to wear gloves while at field sites. 6-Personal Safety best practices such as avoiding coming into lab or field site if symptomatic, disinfecting work spaces, proper hand hygiene, avoiding congregating unnecessarily are practiced. 7-Consider PPE guidance to include what/how/when to remove and reuse or dispose of it and the potential other sanitizing measures that should take place.


PI (to provide guidelines about best practices); Custodial staff at UArizona labs and at field sites (refill sanitizers and wipes), SWERT


Research team member should use a new face mask each day when in shared spaces.


Project may opt to provide additional facemasks if changing frequency is necessary. Purchase of screens, shields, lab coats, gloves, bags for placing used materials when leaving field site and entering car.

Risk / Uncertainty:

team name: research and funded projects (external … guidelines.pdf · team name: research and...

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