COVID-19: Guidance
for the UD Research Community

REDUCTION IN TIME EXCEPTIONS FOR EMPLOYEES
ON SPONSORED PROJECTS

October 26, 2020

Dear Colleagues,

The University has instituted an across the board reduction in time program, regardless of funding source, which includes employees paid on sponsored funds. The majority of sponsors are providing flexibility with respect to deadlines and deliverables. However, the University appreciates that in rare instances, a sponsor may impose strict terms and conditions without flexibility. In these cases, an award’s principal investigator may apply for an exception to the reduction in time program for all employees compensated by the project. If you need to apply for an exception, please submit an application by clicking the “Apply” button below.

Exceptions requests begin November 1 and can span until June 30, 2021 depending on the length of your award.

Questions may be sent to UD Research.

Sincerely,

Charles G. Riordan
Vice President for Research, Scholarship and Innovation

August 4, 2020

Dear Members of the UD Research Community,

The University of Delaware’s research operations have been steadily resuming over the past two months — thanks to the hard work and vigilance of so many of you.

The Research Office recently surveyed the 1,541 researchers who were approved to return to campus, partner facilities and field sites during Phases 0–2. We wanted their perspectives on the research environment. Forty-six percent responded, including faculty, staff, postdoctoral researchers, graduate and undergraduate students. Among the key findings:

• 99% agreed or strongly agreed that they understand the COVID-specific training, guidelines and protocols in place to safely conduct their work.
• 95% agreed or strongly agreed that adherence to safety guidelines and protocols at their facility/location is high.
• 95% agreed or strongly agreed that cleaning of restrooms and high-touch areas is adequate to ensure hygiene.
• 8 out of 10 agreed or strongly agreed that they feel comfortable with Phase 3 activation in their workspace.

Based on external conditions with regard to COVID-19 prevalence and the state of UD’s research environment, coupled with our researchers’ confidence and comfort level in moving forward, we are officially opening Phase 3 of our research operations, effective Monday, August 10. As Phase 3 proceeds, we expect two-thirds of UD’s research community — an estimated 3,000 faculty, staff and students — to be back working on campus, at partner facilities and field sites by September 1.

Under Phase 3:

• Research that can effectively be conducted remotely should continue remotely, including meetings, advising, etc.
• An indoor density of, at most, one person per 125 square feet will allow two-thirds of laboratory personnel to be at work simultaneously. More importantly than the square footage, it is critical that work density continues to allow individuals to stay at least 6 feet apart.
• Additional in-person clinical/human subjects research and extension/outreach activities are permitted.
• Common spaces may be used in a limited capacity. Specifically, at most, 10 individuals are permitted in a shared space provided that space can accommodate the total number of individuals separated by at least 6 feet. Common spaces cannot be used for eating/drinking at this time.
• The Provost’s Office will initiate a process to permit faculty access to their offices.

In Phase 3, the following faculty members are required to complete application forms to return to campus:

• If you are commencing research in a building that has not yet been brought back online, or if you are requesting access to conduct face-to-face human subjects research, please complete the PI Return to Campus form.
• If you have been approved for access in a prior phase and you are bringing additional coworkers back, please complete the PI Return to Campus form, adding the new coworkers.
• If you are seeking to host an outreach/community engagement/extension activity, please complete the Outreach and Community Engagement form.
• All others who have been approved for Phase(s) 0–2 may proceed with increasing their indoor density consistent with Phase 3 guidelines without submitting a new request.
• All application forms will be reviewed for approval by the PI’s department chair and dean, the provost and myself.

Please visit this webpage to access the online form, as well as links to the ramp-up checklist and the safety training required of each member of your team:

Research Reactivation Guidelines & Resources

Phase 3 researchers can expect these changes as their work on campus resumes:

• One-time COVID-19 specific training by all employees and students prior to returning to research
• A daily health questionnaire
• Cloth face masks as the norm
• Controlled access to buildings/facilities
• Limited access to common areas/shared spaces
• A density of no more than one researcher per 125 square feet, and maintaining physical distancing of at least 6 feet
• Increased cleaning of bathrooms and high-touch surfaces such as doorknobs, etc.

As we steadily reactivate research operations, I encourage you to share your thoughts and questions at UDresearch@udel.edu or at our next virtual town hall, Monday, August 17, 1-2 p.m. Town halls are being held every other Monday through August. Instances of non-compliance with COVID-19 protocols endanger our community and should be addressed immediately. Reports of non-compliance may be submitted anonymously to UD’s Compliance Hotline.

I want to thank all UD researchers, as well as our colleagues in Facilities – Maintenance and Operations, Custodial and University Services, and Environmental Health and Safety, for your dedication and collaboration. The health and safety of our community rests with each one of us. Let’s continue to look out for one another and stay strong!

Sincerely,
Charles G. Riordan
Vice President for Research, Scholarship and Innovation

June 23, 2020

Dear Members of the UD Research Community,

Earlier this month, the University of Delaware launched Phase 1 of our research reactivation on campus. The return of this initial group of more than 700 researchers to our labs and field sites has gone extremely well, with research teams embracing new health screening and safety protocols to keep our community safe. My thanks to these teams for their tremendous work and ongoing vigilance.

Based on the success of Phase 1, we are now opening the application process for Phase 2, which seeks to increase UD’s on-site research activity to 33% of the research workforce. With the launch of Phase 2, an estimated 1,500 personnel are expected to be back in labs and design studios and conducting fieldwork at any one time by the end of June.

We are engaged in a gradual research ramp-up, with health and safety our highest priority. Provided current trends continue, we aim to be at 90%-100% research capacity by the start of fall semester, which will begin September 1, as President Assanis recently announced. UD is carefully monitoring external and campus conditions, which will dictate the pace of the phased reactivation of campus research.

Principal investigators who believe they or their graduate students and postdocs qualify for Phase 2 may now submit their Request to Return to Campus forms. Forms will be reviewed for approval by the PI’s department chair and dean, the provost and myself. Please visit this webpage to access the online form, as well as links to the ramp-up checklist and the safety training required of each member of your team:

Research Reactivation Guidelines and Resources

In Phase 2:

• All field-based research can resume consistent with local guidance/conditions.
• Laboratory research will continue to ramp up — with an indoor density of one person per 250 square feet.
• Studio activities, such as visual and performing arts and design, will be permitted.
• Limited time-sensitive human subjects work may be possible depending on restrictions, with prioritization of:
  • Research with significant likelihood of providing direct therapeutic benefit to the study participants, which outweighs the risk of COVID-19 exposure
  • Studies for which in-person research interactions can occur, with no added risk, in the context of a clinical care visit
  • Research with minimal physical contact/proximity with study participants
• Instructional lab and studio spaces will be available to permit preparation and redesign of fall semester classes.
• Common/gathering areas, multiple cubicle spaces and shared offices will remain closed. Desk and group work will continue remotely.
• Research work that can effectively be performed remotely should continue to be conducted remotely.

Maintaining Health and Safety. Researchers in Phase 2 can expect these changes as work on campus resumes:

• A daily health questionnaire
• Cloth face masks as the norm
• Highly controlled access to buildings/facilities and the traffic flow within them
• Closure of common areas/shared spaces
• A density of no more than four researchers per 1,000 square feet, potentially necessitating shift work at some facilities
• Increased cleaning of bathrooms and high-touch surfaces such as doorknobs, etc.

As UD’s research engine continues to ramp up, I encourage you to share your thoughts and questions at UDresearch@udel.edu or at our next virtual town hall, held each Monday, 1-2 p.m.

Thank you for your commitment to the health and safety of our community, and to the pursuit of research. Your collaboration is greatly appreciated.

Sincerely,
Charles G. Riordan
Vice President for Research, Scholarship and Innovation

May 18, 2020

Dear Members of the UD Research Community,

This letter is directed to individuals who need physical access to UD or partner facilities and fieldwork sites to perform their scholarly research activities. Consistent with Gov. Carney’s orders, all other research work that can be performed remotely should continue remotely until further guidance is issued.

During the first half of June, the University of Delaware expects to begin reactivating campus research operations on a limited basis — with the safety and wellbeing of our community as our highest priority.

A plan for a safe, phased-in return to research on campus — including all UD owned and operated facilities, as well as any partner sites where our employees and students conduct their scholarly research — has been developed with input from a working group representing colleges, core facilities, graduate student government, student health services, communications, environmental health and safety, maintenance and operations, and custodial services. My thanks to this dedicated group and to the Campus Reopening and Fall Planning Task Force for their invaluable contributions.

Reactivating UD Research: Phase 1

Together, we have identified several phases for reactivating UD research operations, along with the external conditions driving them. Please see this webpage for a detailed overview, including required forms for administrative approval and mandatory safety training:

Research Reactivation Guidelines & Resources

Phase 1, which we are preparing to launch in June, will involve an estimated 10-15% of our research community. This phase allows for time-sensitive research, where further disruption would cause catastrophic data loss or delays, with examples being seasonal fieldwork and long-term longitudinal studies.

The following will have priority in Phase 1:

• Graduate students scheduled to graduate in August 2020, and postdoctoral researchers with appointments ending on/before August 31, 2020, who require on-site access
• Research of tenure-track (but not yet tenured) faculty
• Sponsored projects with fixed, time-sensitive deliverables or with no ability to charge salaries/stipends for no work
• Core facilities that serve the broader UD research community

Principal investigators who believe they (or their graduate students/postdocs) qualify for Phase 1 may submit their Request to Return to Campus forms starting May 18. Forms will be reviewed by the PI’s department chair and dean, the provost and myself.

There is no set timeline for opening additional phases. Decisions will be based on a variety of factors, including the status of the COVID-19 situation, state guidance and the success of previous phases. Additional communications will be issued in advance of each phase as it prepares to open.

Maintaining Health & Safety. The safety and wellness of our community is paramount. The resumption of research on campus is contingent on sufficient availability of testing, contact tracing and personal protective equipment (PPE) to ensure the safety of our students, faculty and staff. It also is contingent on the diligent practice of social distancing, face covering and hygiene protocols. To that end, researchers will be asked to complete additional safety training online before returning to campus.

Researchers also can expect these changes as work on campus gradually resumes:

• A daily health questionnaire and on-site temperature checks
• Cloth face masks as the norm
• Highly controlled access to buildings/facilities and the traffic flow within them
• Closure of common areas/shared spaces
• An initial density of no more than two researchers per 1,000 square feet, potentially necessitating shift work at some facilities
• Increased cleaning of bathrooms and high-touch surfaces such as doorknobs, etc.

As we prepare for next steps, I encourage you to share your thoughts and questions at UDresearch@udel.edu or at our next virtual town hall, on May 19, from 1-2 p.m.

We have a tremendous research community at UD that is growing even stronger in the face of COVID-19. Thanks very much for your ongoing commitment and collaboration.

Sincerely,
Charles G. Riordan
Vice President for Research, Scholarship and Innovation