Updated: July 16, 2020
To restart your research outside your domicile, you need to follow these steps and secure approvals. Although the university provides a safety checklist, it delegates the approval process to each college (SBS) for most cases. The School of Anthropology (SoA) evaluates each application before the final approval by the SBS.
In addition to this process, you may need authorizations for travel and human subject research (IRB) if your research involves these activities. The university has approved a COVID-19-related IRB guidance, but it is still developing the out-of-state travel and IRB approval processes related to COVID-19. At this point, you can restart lab research that does not involve out-of-state travel and the IRB process. Those of you who are planning out-of-state fieldwork or human subject research can start preparing your applications.
July 16, 2020
- Use Oxivir for office and lab sanitization. Do not use bleach (see the section on sanitization procedures).
July 15, 2020
- IRB applications can now be processed (see the section on IRB).
July 13, 2020 (the previous version was sent on July 9, only to those who submitted the Qualtrics survey on research restart).
- The link to the Qualtrics survey on research restart is added. If you are planning to apply for research restart and have not completed this survey, you should take this survey first. https://uarizona.co1.qualtrics.com/jfe/form/SV_d5SeHtEVNRCFPVj
- AIHA guidance on rideshare is added. https://aiha-assets.sfo2.digitaloceanspaces.com/AIHA/resources/Returning-to-Work-Rideshare-Taxi-Limo-and-other-Passenger-Drivers-for-Hire_GuidanceDocument.pdf
- Instructions on daily wellness check and the requirement to wear a face covering
Who Should Submit the Research Restart Application?
In most cases, the faculty member, who is the PI of the research project, should submit the application on behalf of the entire research team. List research project members (UA faculty members, students, external collaborators) in Items 12 and 13 of the SBS supplementary form. If a student is leading an independent research project such as an independent dissertation, the student should be named as the PI/Project Leader, and the advisor contact information should be provided. Either the student or the advisor may submit the application, but in either case the student is expected to work with the advisor on completing the checklist, SBS supplementary form, and any additional written plans and protocols needed for safe conduct of the research.
1. If you plan to start research outside of your current domicile before August 17, you should complete the Qualtrics survey on research restart: https://uarizona.co1.qualtrics.com/jfe/form/SV_d5SeHtEVNRCFPVj
- If you have completed this survey previously, you do not have to resubmit it again.
- If you wish, you can also consult with the SoA Director of Research (DR), Takeshi Inomata (email@example.com) about your plans.
2. The researcher reviews the instructions by the Research Innovation & Impact (RII) (https://research.arizona.edu/covid19/research-restart) and by the SBS (https://sbs.arizona.edu/research-support/covidrestart). The researcher should review the required documents (SBS supplementary form, safety protocol document, and RII checklist) in advance.
3. The researcher writes and submits the following required documents:
- SBS supplementary form: Download it from https://sbs.arizona.edu/research-support/covidrestart. Name the document in the following format: LASTNAME_ SBSRRform_YYYYMMDD.doc. Email the completed SBS supplementary form to the SBS Associate Dean of Research (ADR) Jane Zavisca (firstname.lastname@example.org) and the DR (email@example.com).
- Safety protocol document: Write your safety protocol document regarding relevant issues, which may include physical distancing among participants, sanitization, the scheduling of participation and interaction, communication among participants, etc. (See the RII checklist). Place them in a single Word document or PDF and name it in the following format: LASTNAME_ PROTOCOL_YYYYMMDD.doc or LASTNAME_ PROTOCOL_YYYYMMDD.pdf. Email it to the ADR (firstname.lastname@example.org) and the DR (email@example.com).
- Facilities Management (FM) order form. If you are ordering PPE or cleaning supplies from the FM, fill the form except for the top part and email it to DR (firstname.lastname@example.org). See below about PPE and supplies. FM forms have to be processed by SoA Building Manager, Rayshma Pereira. DR will forward your FM form to Rayshma.
- Additional documents (if the DR requests them): The DR may request additional documents from the researcher, such as COVID-19 related sections of IRB protocol and permissions or agreements from partner entities.
4. The DR evaluates the application. The DR may consult with the SoA director if necessary. The DR notifies the researcher of the evaluation, which may be one of the following:
- The DR approves those documents. Go to Step 5.
- The DR instructs the researcher to revise the documents and resubmit them to the DR. Repeat Step 3.
- The DR denies the application.
5. After the SBS supplementary forms and the safety protocol document are approved by the DR, the researcher submits the RII checklist online (https://research.arizona.edu/covid19/research-restart). Place the DR’s email (email@example.com) in the “Department Head and/or Director Email” field of the RII checklist so that the DR receives it. Save the completed checklist as a PDF for your record.
- Note that the RII checklist is an online Qualtrics survey, which is cumbersome to revise once it is started. It is recommended to study its PDF or Word document version and prepare responses beforehand.
6. After the researcher submits the RII checklist, the DR gives an SoA-level approval of the application if the DR does not find any problem. The DR notifies the ADR and the SoA Director. The DR places all the approved documents in the SoA Box.
7. The ADR does the final review of the SBS and RII processes and notifies the researcher of the SBS-level decision with a copy to the SoA DR.
We decided to have the RII checklist submitted at the end after the DR has approved the SBS form and the safety protocol document. This is because the revision and resubmission of an RII checklist appear to be cumbersome. To avoid revisions and resubmissions of an RII checklist, please read its PDF or Word document version beforehand and make sure that your safety protocol contains sufficient information relevant to items in the RII checklist. If you wish, you can send a draft of the RII checklist in a Word document to the DR in Step 3 of the Approval Process, along with the SBS form and the safety protocol document.
Requirements of daily wellness check and notifying supervisors
As per University policy (https://hr.arizona.edu/content/covid-19-positive-case-notification-protocol), employees and DCCS are required to conduct daily wellness checks whenever they are going to work on campus (see https://www.cdc.gov/coronavirus/2019-ncov/symptoms-testing/symptoms.html; click on "Self-Checker"). Once they have spent time working on the UA campus, employees are also required to notify their supervisor immediately by phone or text if any of the following situations arise:
- Receipt of a positive test result for COVID-19.
- Onset of symptoms consistent with COVID-19.
- Close contact with another person that is confirmed positive for COVID-19, in or away from the workplace, per CDC definition of close contact.
- This policy applies to all employees who are working on campus. Here are your supervisors: Faculty Supervisor: Diane Austin; Admin Staff Supervisor: Rayshma Pereira; Business Center Supervisory: Nick Smith; Graduate Research Assistants, Research Staff, and Postdoc Supervisor: Your Faculty Principal Investigator (PI).
Personal protective equipment (PPE) and other supplies related to safety protocols
- Facilities Management (FM) order forms for supplies have to be processed by SoA Building Manager, Rayshma Pereira (firstname.lastname@example.org).
- Download the FM PPE Order Form
- The use of N95 masks is regulated by OSHA. If you think you need N95 masks, you should contact Research Laboratory & Safety Services (RLSS: https://rgw.arizona.edu/compliance/RLSS; main contact: Margrette (Maggie) Murphy (email@example.com) before your order them.
- In your safety protocol document, please list supplies necessary for your safety protocols (e.g., sanitizer, disinfectant, face-coverings, PPE, etc.), including estimated quantities and costs for a six-month period (or it can be a shorter or longer period depending on the nature of your research). You can order some supplies through the Facilities Management (FM). Please fill the attached FM order form except for the top part. The SoA Building Manager, Rayshma Pereira, will review safety protocols and inform the DR what supplies can be provided by the Facilities Management (FM), SBS, and the SoA.
- Please note that PPE issued by employers is regulated by the OSHA, and employees using PPE must be fitted, trained, and monitored by the Research Laboratory & Safety Services (RLSS: https://rgw.arizona.edu/compliance/RLSS). In common anthropological research situations, which may not present the high risk of infection, you may be able to use surgical masks or other face-coverings. Those face-coverings are not considered PPE and do not require the bureaucratic processes. Please note that CDC recommends using gloves during cleaning with disinfectants (https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/gloves.html), and thus most labs and offices will need gloves.
Face Covering Requirement
As per University policy (https://president.arizona.edu/news/2020/06/administrative-directive-use-face-coverings) everyone in the building must wear a face covering everywhere except when alone in your own office. This includes the halls, copy room, main office, bathrooms, and any other shared space. If you forget your face covering, you must return to your home or vehicle to get it.
RLSS and FM instruct us to use Oxivir for sanitization of offices and labs and not to use bleach. When mixed with acids, ammonia, etc., bleach produces toxic gases. You should never mix those chemicals. In addition, you may put FM custodial staff in danger if you use bleach on some surfaces and they are not informed of it. If everybody uses Oxivir consistently, that assures the safety of everybody.
For specific sanitizing procedures of your labs, you might check the following guidance:
- Labs involving biological samples:
- Labs involving animals:
- Labs involving computers and other electronic equipment
- OSHA general fact sheet on PPE
- Margrette (Maggie) Murphy (firstname.lastname@example.org) at the RLSS has offered to help individual research groups to develop safety procedures that meet their specific needs. She can discuss specific cases, such as archaeological artifacts and microscopes that cannot be sanitized with disinfectants.
- If your project involves travel, you will need additional travel authorization.
- The university seems to allow travel within Arizona, except for Native American reservations. Travel to Native American reservations will require specific authorization from the university. The university is currently developing an out-of-state travel approval process related to COVID-19. You can still apply to the SoA/SBS approval process before the travel process is established. You will receive a conditional approval at the SoA/SBS level pending travel authorization.
- Until the university’s out-of-state travel authorization is established, you will need approval as “essential research” as defined for Phase 2 (https://research.arizona.edu/covid19/research-restart) from the provost’s office to conduct research involving out-of-state travel. They are denying many of these requests, and you will need to present good justification. You still need to follow the SoA/SBS application process explained here. After approval from SoA and SBS, the ADR will forward the request to the provost office.
- For travel with vehicles, you may see the following guidance: https://aiha-assets.sfo2.digitaloceanspaces.com/AIHA/resources/Returning-to-Work-Rideshare-Taxi-Limo-and-other-Passenger-Drivers-for-Hire_GuidanceDocument.pdf
If your project involves human subject research, you will need additional IRB authorization. The university is currently developing an IRB approval process related to COVID-19 and is not allowing human subject research at this point. You can still apply to the SoA/SBS approval process before the IRB process is established. You will receive a conditional approval at the SoA/SBS level pending IRB authorization.
Those of you who reside in the area of your research
Some of you may be currently in the country or area where you plan to conduct research and thus do not require travel from Tucson. The university is trying to come up with a guideline for such cases. Below is a preliminary instruction for such applications. You still need to follow the general SoA/SBS procedure described above.
Answer the battery of questions on travel as follows:
- Travel (including local) to and/or residential stay at a research site other than a UArizona campus facility: YES
- Will travel to the research site require modes of transit that make physical distancing challenging: Answer with respect to any research-related travel that will need to take place from the current location (not regarding travel from Tucson to the current location, which has already been completed).
- Will travel require any researchers or participants to stay overnight away from the primary residence: Answer with respect to any research-related travel that will need to take place from the current location (i.e. treat the current location as the primary residence)
- Will researchers be traveling out of the state of Arizona and/or outside of the United States: YES (give location(s))
In the abstract section of the checklist, add a statement along the following lines:
- “The researcher(s) traveled on <<DATE>> from Tucson to <<LOCATION>>, where they are currently located.
- The original purpose of travel was as follows: (Briefly describe whether travel was for personal reasons, UA business purposes, or both)
- Travel was funded using <<NON-INSTITUTIONAL/INSTITUTIONAL funds. (If institutional/sponsored funds, briefly describe).
- The travel <<IS / IS NOT>> registered with the UA Global International travel registry."
SBS supplementary form:
- Q10 (on travel approval): Enter “No.”
- Q17: Project description. In addition to addressing the 4 items, add a brief narrative to explain the present travel circumstances — when and for what purpose the travel occurred, and what is the potential duration of stay. It may be difficult for many researchers to plan timeline for return given uncertainty about pandemic conditions, financial resources, immigration regulations. In this case, they could indicate the earliest date of potential return, if conditions allow.