Updated: August 20, 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.
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 the safe conduct of the research.
1. The researcher reviews the instructions from the Office of Research, Innovation, and Impact (RII) (https://research.arizona.edu/covid19/research-restart) and from SBS (https://sbs.arizona.edu/rsearch-support/covidrestart). The researcher should review the required documents (SBS supplementary form, safety protocol document, and RII checklist) in advance. If you wish, you can also consult with the SoA Director of Research (DR), Timothy J. Finan (firstname.lastname@example.org) about your plans. This is optional
2. The researcher writes and submits the following required documents:
- RII Checklist (Qualtrics)
Submit it online (https://research.arizona.edu/covid19/research-restart). Place the DR's email address (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.
- 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.
3. 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 4.
- The DR instructs the researcher to revise the documents and resubmit them to the DR. Repeat Step 2.
- The DR denies the application.
4. 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.
5. 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. The ADR will forward the decision to RII. The researcher will receive the official approval from RII.
The revision and resubmission of an RII checklist is 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, along with the SBS form and the safety protocol document, before you submit it online.
Sample safety protocols
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 (email@example.com).
- 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 (firstname.lastname@example.org) 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.
This video shows what custodial staff will clean and not clean in labs: http://player.vimeo.com/video/432250659/?autoplay=1.
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 (email@example.com) 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.
- The university has released a new coronavirus travel authorization policy: https://policy.fso.arizona.edu/fsm/1400/1418.
- These approvals are in addition to the usual travel authorization process, and must precede and be attached to travel authorizations.
- To be approved, travel must be deemed essential under at least one of the following criteria should travel be cancelled or delayed:
a. Loss of grant or contract funding, failure to meet required deadlines/deliverables, and/or loss of ability to gather time-sensitive, seasonal data.
b. Significant damage to relationship with institutional partner/community agency
c. Significant delay or negative impact on career progression for assistant professors/early career researcher
d. Significant delay in academic progress, degree completion, or graduation
e. Significance for research and understanding and mitigating the public health, economic, and social consequences of the coronavirus pandemic
- No travel will be approved for conferences, meetings, or professional development, unless a sponsor requires it.
- In-state travel does not require a coronavirus travel approval (other approvals may still be required, e.g., RII checklist for research, IRB, etc.). Note that travel to Native Nations does require approval even if the Nation's territories are within the State of Arizona, as these are sovereign nations that set their own policies regarding travel, quarantine, stay-at-home orders, etc.
- 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
- You need to submit a Travel Authorization form after your research restart application is approved: https://eforms.fso.arizona.edu/createPdf/5/. The travel authorization form is now routed through the Adobe Sign system. Follow these steps:
1. After filling out the form, click the Adobe Sign icon at the bottom of the form
2. You are taken to the sign-in page. Sign in.
3. Choose "Company or school account." Log in with your UA Net ID.
4. You are taken to the Travel Authorization page:
--Auth Dept Approver: put: firstname.lastname@example.org
--Fund Approver: put Nick's email address: email@example.com
--Travel Advance Payee: your email address (if you are requesting an advance)
--Message: State that your research restart and travel application has been approved
--File: travel authorization: put the PDF of your research/travel approval (email you received from RII or the Provost's office)
The university has approved a new COVID-19-related IRB guidance. Please see the instructions on the RII site and follow them (https://research.arizona.edu/covid19/research-restart#collapse-252).
Credit-bearing experiential learning (Internship)
See the university's guidance on credit-bearing experiential learning: https://registrar.arizona.edu/sites/registrar.arizona.edu/files/forms/1.%20Experiential%20Learning_COVID%20Guidance_6.21.pdf
- On-campus research-based experiential learning: It can only be conducted in work units that have approved research operations. If it has not been approved, the PI/instructor needs to apply for research restart following the regular procedure.
- Off-campus and practical on-campus experiential learning: This is not governed by RII protocols. Contact the SoA DGS or DUS for information.
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. You still need to follow the general SoA/SBS procedure described above.
If you are in the foreign country where you would like to restart your research and are not registered in the Travel Registry, you need to register post-hoc with the UA Global Travel Registry. Follow these instructions.
Here are additional instructions for such applications.
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.
August 20, 2020
- Tim Finan is the new SoA Director of Research.
August 5, 2020
- The University Established a COVID-related travel authorization policy (see the section on travel).
- You can submit the RII cheklish, SBS supplementary form, and additional documents at the same time.
- No need to fill out the SoA Research Restart Qualtrics survey any more (you still need to fill out the RII checklist in Qualtrics).
- Links to sample protocols have been added.
- Links to an FM cleaning video has been added.
- A section on credit-bearing experiential learning (internship) has been added.
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