Research Continuity Frequently Asked Questions
This FAQ is intended to provide guidance consistent with the Research Continuity Plan (March 15, 2020) and the Executive Vice President for Research Letter on Research Ramp Down (March 17, 2020).
Defining Essential Activities
The letter limits campus research to essential activities. What are essential activities? Essential activities include the following:
• Activity that if discontinued would generate significant data and sample loss
• Activity that if discontinued would pose a safety hazard
• Activity that maintains critical equipment in facilities and laboratories
• Activity that maintains critical samples and animal populations
• COVID-19 related activity that has a timeline for deployment that could address the current crisis
• Activity that has US government-mandated security and access requirements, cannot be performed remotely, and whose activity is deemed critical by the US government
• Activities specifically requested by a US Government sponsor to continue during this time
• Clinical trial activity that if discontinued would negatively impact the patient's care
• Activity necessary for delivery of remote instruction
Activity related to critical infrastructure, facilities, samples and organisms should be ramped down to the extent possible (e.g. concluding current experiments, freezing intermediary samples, etc.)
Will I still have access to my building? Will I be locked out? There are no plans at this time to lock down. Most buildings have been placed into “night mode” where Buzzcard access is required and all authorized occupants still have access. Research faculty members and/or lab managers should report all essential personnel to the unit’s continuity plan manager to ensure that they retain the access level they need based on the essential activity criteria above.
Can graduate students be listed as essential personnel? Yes.
The Research Continuity Plan defined undergraduates as research personnel. Can they still have access? No. USG guidance published on March 16, 2020, states that undergraduates are not allowed to return to campus until further notice. For their safety and to maintain social distancing, those few undergraduates still on campus should not enter research buildings.
Can someone periodically enter a lab to perform critical periodic functions? Yes, if they are designated as essential personnel. Examples may include cell passaging, animal husbandry, maintenance of environments to sustain living organisms or chemical/physical processes (e.g. gas tank changes).
Can I come to campus to retrieve books, computers, or other essential materials to work remotely? Yes, but maintain social distance from peers and complete this task by Thursday, March 19, at 5 p.m. as specified in the letter from the EVPR.
Campus and Laboratory Health and Safety
How do I know if my lab or office has been fogged or otherwise disinfected? Labs are not being disinfected or fogged. Fogging is happening in public areas. Building services normally does not clean labs. Offices are being disinfected.
How should knowledge that someone in the lab has been diagnosed with COVID-19 impact my lab's operations? If Georgia Tech has a confirmed diagnosis, Hepaco, an experienced environmental and emergency response company, will disinfect the lab with input from the PI.
What happens to my physical lab if one of my personnel tests positive? Will it be closed? Will it be decontaminated? Who makes these decisions? Same as above. It will be closed for disinfection. EHS will communicate closely with the PI about the process.
How will bio-waste be disposed and picked up? Continue to use EHSA to enter your waste pick up requests. EHS will continue to pick up chemical, biological, radiological waste. We will take a little longer, 7-10 business days.
Working with Georgia Tech Infrastructure
Will the Office of Sponsored Programs (OSP) and Office of Industry Engagement (OIE) continue to support proposal submission and reporting? What about delays in meeting sponsor deadlines? OSP and OIE are maintaining operations remotely. Please expect greater delays than usual and provide Contracting Officers with advance notice of submission deadlines. OSP is also posting guidance as they receive it from federal research sponsors regarding funding and reporting requirements. Updates are posted on the OSP and OIE coronavirus pages.
Is the Physiological Research Lab still in operation? The facility is maintained and staffed to protect and house vertebrate animals. Additional guidance is emailed to all IACUC PIs and guidance is posted on the Office of Research Integrity coronavirus webpage.
Can I conduct human subject research? All human subject research that requires in-person activities should be temporarily halted until further notice, consistent with campus guidance on maintaining social distancing on campus. The Center for Advanced Brain Imaging (CABI) has halted all use of its facility until further notice.
My essential research requires the ability to receive shipments. Can I place orders and receive shipments? Orders can still be placed using existing online tools. Goods will continue to be delivered by vendors, barring any disruption from shipping carriers. Units with loading docks have been designating essential personnel to ensure receipt of deliveries. Most loading docks have reduced hours or days of operation, and some may close and divert shipments to another loading dock. Consult with the unit that manages the loading dock that you use. The Ford ES&T and EBB loading docks, which are subcontracted to VWR/Avantor for operation, will work with GT on determining appropriate staffing levels and will communicate with occupants of EBB and the Bio Quad buildings. Environmental Health and Safety is in regular communication with critical suppliers (e.g. AirGas) and will update the campus community.
Will power or utilities be shut down to my building? There are no known plans at this date to shut down power or utilities on campus.
Ongoing Conduct of Research Activities
Can my research group meet off campus? The principle of social distancing should apply to all research activities. Research groups should not have in-person meetings, regardless of the location, and should instead utilize teleconferencing resources such as BlueJeans, WebEx and Microsoft Teams.
Does the restriction to off-campus activity apply to all research personnel, or just graduate students? It applies to all personnel.
Can a supervisor force a research employee to have an in-person meeting? No. All employees and graduate students need to consider the health and well-being of themselves and their family first. Supervisors should only plan virtual meetings.
Thesis and Dissertation Proposals and Defenses should proceed as scheduled but use virtualization tools such as BlueJeans and WebEx.
If a GRA cannot continue their work remotely, can their appointment be terminated? All current appointments should remain through the end of the Spring 2020 semester. Additional guidance will be provided at a future date.