SUBJECT:

UCSD COVID-19 Research Guidance (Reducing On-site Activity)

Reducing community spread of COVID-19 is a responsibility that all
members of the University community face. In keeping with that
responsibility, ALL on-site research will be modified to be in
compliance with University of California San Diego policies on safety
and social distancing during the COVID-19 emergency. This is NOT a
complete shut-down of research activity, but a requirement that every
effort be made to transition the work of research staff off-site
minimizing on-site efforts to only critical activities. Our goal is to
reduce the density of people in research laboratories, on campus, and in
the community in general. Social distancing must continue to at least
meet the levels recommended by the CDC
(https://www.cdc.gov/coronavirus/2019-ncov/index.html) and the CA
Department of Public Health
(https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/Immunization/ncov2019.aspx).

When possible, studies should be modified to enable virtual assessments
and distance monitoring using video communication (Zoom

https://blink.ucsd.edu/technology/file-sharing/zoom/index.html or other
technologies), electronic data capture, or telephone. In order to
maintain continuity of research during this time, research personnel
working remotely must work at a private off-campus location with secure
internet services.

Note that federal agencies are making every effort to respond flexibly
to the challenges created by this emergency. The most recent information
and guidance from federal agencies and other funders is available at
https://blink.ucsd.edu/sponsor/ocga/.

We recognize that some research requires staff on-site, even during this
emergency. To guide our identification of that research requiring
sustained on-site activity during the COVID-19 emergency period, we have
identified two key principles:

1. SAFETY: To the extent possible, all research activity that is
critical to the safety and well-being of the human participants or
animal subjects shall continue during the crisis.
2. ETHICS: On-site research staff reductions must not produce or
increase the risk of ethical violations during the COVID-19 emergency
period.

CRITERIA FOR EXCEPTION TO ON-SITE STAFF REDUCTIONS:
1. Safety or well-being of the human participant (e.g., clinical
trial with therapeutic intent where withdrawal of therapy would
adversely affect the participant or invalidate subsequent data analysis)
or animal subject would be jeopardized with suspension.
2. Study is near completion, and unable to be completed with
reductions in staff (e.g., finishing research project requires very
limited time prior to on-site staffing reduction).
3. Reduction of on-site staff would seriously jeopardize the
scientific value of the entire project (e.g., loss of subjects in
longitudinal study, missing measurement of rare events, or long-term
studies that cannot be suspended without restarting the study).
4. Reduction of on-site staff would pose an ethical violation of
research standards.
5. On-site staff are required for collection or maintenance of
critical materials that cannot be replaced (e.g., cell lines and
valuable biosamples such as surgical specimens) or research equipment or
resources.

EFFECTIVE IMMEDIATELY all research programs or teams must develop a
safety plan to substantially reduce on-site staff and minimize exposure
of COVID-19 for those few staff remaining on campus.

*****ALL ON-SITE STAFF REDUCTION PLANS FOR RESEARCH PROGRAMS MUST BE COMPLETED, SUBMITTED, REVIEWED, APPROVED AND FULLY IMPLEMENTED AS DESCRIBED BELOW BY 5:00PM WEDNESDAY MARCH 18, 2020.*****

PROCESS:
Each Unit (Researcher, research team or center) running a project,
program of research or core research facility will be required to:

1. Conduct the decision-making process to reduce on-site staff and
maintain critical research functions
(https://blink.ucsd.edu/research/covid-19-forms.html).
2. Complete the critical items form for questions relevant to
their type of research or setting
(https://blink.ucsd.edu/research/covid-19-forms.html).
3. Faculty requesting to maintain on-site research staff should
develop a plan that:
          a. Minimizes the number of personnel who will work on-site (e.g.,
          1-2 core staff or <15% of staff normally in a given space);
          b. Minimizes the person-to-person contact for personnel working
          on-site, (e.g., through social distancing or flexible/staggered work
          schedules)
          c. Has been discussed with lab members to assure feasibility and
          rapid enactment;
          d. Ensures that shared and open research space must collectively
          adhere to the UC San Diego sanitation and social distancing policies;
          e. Incorporates where possible a “buddy-system” whereby essential
          research personnel working on-site during evening hours are accompanied
          by another essential personnel, while maintaining social distancing
          principles;
          f. For animal research, identifies a single person to carry on
          research activities in each room, in consultation with ACP;
          g. Includes a process to rapidly modify plans if campus
         requirements or personnel availability change.
4. Download forms available at
(https://blink.ucsd.edu/research/covid-19-forms.html) and submit
completed forms to their Chair and Dean (Division Leader and Department
Chair in Health Sciences, Division Chair and Director in SIO). Faculty
appointed in more than one department should submit the completed forms
to all chairs of their departments and cognizant deans to which they are
appointed for review. Plans will be made available on-line to ensure
that notification of any modifications will be available in real time.

Faculty and centers whose research space is outside their department
must also submit the electronic form to the Dean in charge the space in
which their study/ program resides. Researchers in ORUs submit to the
ORU Director and the cognizant VC.

Exception determinations will be made by Chairs or division leaders in
consultation with Deans and (as needed) the Animal Care Program (ACP),
Human Research Protections Program (HRPP), Environmental Health & Safety
(EH&S), and other subject matter experts. Senior administrators may
choose to rely on an advisory group of senior faculty when making and
documenting approval of exception decisions. An independent advisory
group to the VCR will be available should this process not result in
consensus.

We appreciate that the effort to reduce on-site research activity is
significant, challenging, and unsettling as is the COVID-19 emergency.
The entire Research Affairs and EH&S teams are ready to offer assistance
in meeting these requirements and timelines.

Sandra A. Brown, PhD Vice Chancellor for Research