Research Ramp-Up Toolkit

Health App

New Health Attesting App- Available August 10, 2020

Beginning Monday, August 10, HOOS Health Check will help members of the UVA community remain aware of their health and any possible COVID-symptoms before they come to Grounds. This new tool will replace daily health attestations that UVA Health team members, researchers, and other groups on Grounds have used this summer. Students, faculty, staff, and UVA Health team members will complete a daily health check each day that they are coming to Grounds through the free HOOS Health Check app or the HOOS Health Check website. More details are available in FAQs on the Return to Grounds and Students on Grounds websites. 

The current health attesting email system will stop some time in the next few days. Please switch to the new app on Monday, August 10th.

Ramp-Up numbers

Last updated: July 31, 2020

The following process is designed to help you plan and prepare for applying for a ramp up of your critical research in a timely, safe, and sustainable manner. 

See also FAQ's below.

Planning process for faculty PI

  1. Please visit the Ramp-Up Guidance for safety guidelines you need for planning
  2. “Phases” vary by area. For example the Commonwealth of Virginia is currently in Phase III. Research at UVA is in Phase I, while SBS IRB, as of July 1, 2020 Off-grounds research with human subjects requiring face-to-face contact is in Phase 2. It is important to look at the correct area to see what Phase it is currently in.
  3. Make a list of your lab/research personnel using this Excel template for later entry into the web portal. Each person needs to be added individually by computing ID
  4. Make a Lab Schedule using this Excel template
  5. Create a lab safety plan for COVID using this template (You will need to upload this as part of the ramp-up plan)
  6. Have all personnel complete the online training module: workday modules Return to Work on Grounds Training Module and if they are managers they also need to do: Return to Work on Grounds - Guide for Managers
  7. Submit your plan and personnel list in the web portal: SEE BELOW
  8. Need signage?  Visit FM webpage
  9. Develop a daily work attendance log for all lab members
  10. Order PPE or other supply needs see Procurement COVID Supplies Guide

Still have questions? email us AskResearch@virginia.edu 

Plan Submission

Please Note this is a brand new application, here are some notes / helpful hints to make your submission easier:

  • Due to firewall issues, the submission application will NOT allow you access if you are connected to the VPN High Security Network. You will need to disconnect from the VPN client or use the UVA Anywhere access.
  • We are having some issues with various browsers- strongly recommend you use Chrome or Edge We are working on correcting the problems with Safari and Firefox.
  • Some Health System faculty report if you are using a Health System computer, which apparently has a double layer of firewall protection due to using patient sensitive data and HIPA compliance. You may need to use a different device or disconnect from the firewall.
  • After you submit the plan, you need to wait until it is either approved or declined to change it.
  • FAQ: Who is my supervisor for this purpose: The owner of the space - center faculty if they reside in center space- not academic supervisor.
  • Space on Grounds needs to be entered with the official name of your building. If you are in leased space indicate "non-UVA space" and then use the boxes to explain where the space is located (e.g. One Morton Drive, Blandy Farms, etc).
  • SBS IRB & Field Research: The application as written may not fit your circumstances.  The application seeks to gain information for allowing all types of research to occur on-grounds or at UVA leased/occupied spaces.  If you are applying to secure approval for conducting face-to-face interactions off-grounds please provide the following information in your application:
    • For the sections on Exclusive Space, Shared Space, Core Resources, please click “save” without entering any information.
    • Under the section titled Non-Grounds Spaces, please enter the country, state, city and a description of the research location for each site you will be visiting.
    • Under the section Physical Work Arrangements, please provide information concerning local COVID-19 prevalence, conditions, restrictions, policies, or laws that are currently in place.  Also describe each research location and physical-environment conditions to the best of your ability. Include a description of how the researcher intends to meet local policies, laws, restrictions and general best practices as related to COVID-19.

Access online system HERE

If you have questions or problems, please email askResearch@virginia.edu

Plan Approvals

To approve a plan - go HERE

This link is for supervisor or school dean approval. If you want to see the status of your submission, go back into the submission system and you can see the status of your plan.

We are working on the email notification system, you will need to log into the system to check the status of your submission or see plans waiting for your approval.  On a first submission notifications are sent, but not on renewal/resubmits.

FAQ

I am a graduate student and I started working in the laboratory in June as part of research ramp up and I am already on Grounds. Should I now self-quarantine for 14 days AND get tested?

Assuming you self-attest health daily, sign in and sign out of the lab/research space for which you are authorized to be in, have taken the COVID-19 safety training, follow handwashing and lab space cleaning protocols, and wear face covering all the time in the lab. Should I now self-quarantine for 14 days AND get tested?

Follow the guidance for “If a student is unable to self-quarantine…” in the guidance from the Provost which states: “If a student is unable to self-quarantine, it is essential that the student minimize contact with others during this 14-day period. Specifically, the student should not attend any large social events or interact with more than a few people (three to five) at a time. Students should be vigilant in physical distancing (maintaining at least a six foot distance between the student and others), using a face covering, washing hands frequently, refraining from touching their face (especially eyes, nose, and mouth) without washing hands first.”

On testing, the answer is YES even if you are already on Grounds. The Protocol states: Mandatory Testing. All undergraduate and graduate students who plan to be on Grounds this Fall will be required to submit a negative COVID-19 viral PCR test result to the University prior to their return. Students who do not comply with this requirement will not be able to return to Grounds.” Since you are already on Grounds, working, and asymptomatic, follow the instructions for getting tested when you receive the notification.

The protocol instruction states, “In the coming weeks, students will be notified of test availability and will be directed to an online portal that will provide instructions for ordering kits and returning them after use.” You may continue to work as long are you are asymptomatic and follow research ramp up guidelines while you comply with mandatory testing.

How do I update my ramp up plan?

Just go back to the submission webpage, click on the plan, walk through steps adjusting information as needed. The last step before you submit, “Request Notes” has a drop down and text box where you can indicate your changes. This will help the reviewer know what changed without re-reading entire application.

Request Notes

I am already registered and receiving daily health attestation notices as part of research ramp up. Do I need to do anything when the new HOOS Health Check app comes out that is intended for all students, faculty, and staff?

Daily Health Check. All students, faculty, and staff planning to be on Grounds will complete a daily check on symptoms related to COVID-19 through the HOOS® Health Check app or by email. The HOOS® Health Check app is designed to make individuals aware of their symptoms, to encourage personal responsibility, and, if the individual exhibits symptoms, to provide resources and next steps for testing. Instructions for downloading HOOS® Health Check will be provided in mid-August.”

-YES. We are not able to automatically enroll the researchers or health system members currently receiving the health attestation email into the new system. When you receive the notification on the app’s availability, researchers will need to sign up individually.

I have already taken the EHS COVID-19 safety training before returning to the lab during research ramp up. Do I need to take the training that is offered through Human Resources?

“All those returning to Grounds, including all students and employees, will complete a training module that provides key information about what is necessary to mitigate the risk of spreading COVID-19. At the conclusion of this training, all students and employees will be required to acknowledge the risks presented by the virus and agree to abide by these important safety protocols.”

-YES. New return to Grounds training is available through HR. When available ALL employees need to take this new training. This includes the research community members that completed the required EHS training developed as part of the research ramp up process. The new training is similar, but must be completed. Future research ramp up plans will need to only take the new HR training for qualifying to return to the lab or research space.

Ramp Up Plan FAQs

What if I need to change information on my submitted plan?

It needs to be back to you (if you submitted for approval, they need to approve/decline it back to you for you to make changes). Go back into the system, click on your plan. Click the "start over" at the top. It should keep your previous information, but tells the system to reset. update needed fields, hitting save on each page. If you hit submit before page is fully loaded, you get an error. click on the right menu where the pencil is to continue. submit plan at end and it should go to approver.

What if I can't submit my plan right away?

We will continue accepting submissions and review them as they are received. 

Do I need to submit a plan to continue my work remotely?

No. We only need plans from PIs who are actively seeking permission to ramp up their research that can only take place on Grounds.

Do School of Medicine faculty have to submit plans?

Yes – if the lab is in a University of Virginia space. 

Do faculty who do human subjects research need to submit plans?

Yes, anyone requesting to return to Grounds needs to submit a plan.

Should PhD students conducting on-Grounds research fill out ramp-up plans?

No. Only faculty PIs should submit ramp-up plans and include graduate students in their plan.

What will the process for plan revisions look like?

Once your plan has been approved or declined you can edit any field. Please start at the beginning of the pllan, make any edits, saving each page. Please add comments in box before submitting so your supervisor will know what you changed without reviewing entire plan. (eg. updated schedule, added personnel Cheryl Wagner cdr9c)

What supplies will be provided centrally and what do I need to order?

Researchers order PPE or other supply needs through Procurement COVID Supplies Guide.

We envision Emergency Management's team handling distribution to non-research departments.

We are awaiting news from procurement regarding disinfectant wipes - the most difficult supply at this time. 

  • As indicated by VPR, researchers who return to Grounds are expected wear face coverings at all times when inside buildings. 
  • Personnel may use personnel face coverings as indicated by CDC recommendations, or may use disposable surgical masks. Additional UVA guidance can be found here
  • Disposable masks are available through the Office of Environmental Health and Safety (EHS) or UVA Emergency Management (UVAEM). 
  • UVAEM anticipates that centrally procured cloth face coverings will be available to each member of the UVA research community by June 8, and information will be forthcoming.
  • Handwashing is critical. Most laboratories are equipped with sinks for hand washing, but ethanol based hand sanitizer that contains at least 60% ethanol may be used if sinks are unavailable. 
  • UVA Custodial Services will be installing additional hand sanitizer dispensing stations within research buildings prior to June 1. 
  • UVA has centrally procured a number of 1G hand sanitizer dispensing stations to aid the research community in adhering to hand hygiene measures.
  • Schools will coordinate distribution for 1Gal hand sanitizer stations, EHS and FM will handle the distribution.

All other COVID-19 safety supplies to be ordered locally. 

What To Do If You Develop Signs Or Symptoms Of COVID-19

June 3, 2020

Symptoms of COVID-19 include:

  • Fever of 100.0¡ F or higher
  • New, different, or worsening cough from baseline (but not an isolated cough at baseline with no other symptoms)
  • New or worsening shortness of breath from baseline
  • Diarrhea as the start of symptoms in conjunction with at least one other systemic or respiratory symptom, including:
    • Sinusitis, pharyngitis
    • Myalgias, fatigue, loss of appetite
  • Anosmia (loss of sense of smell) with at least one other systemic or respiratory symptom, including:
    • Sinusitis, pharyngitis
    • Myalgias, fatigue, loss of appetite

If you develop one or more of these symptoms, call Employee Health at 434-924-2013, Monday – Friday between 8 am – 4:30 pm.  Employee Health will conduct triage and screening and, if indicated, facilitate COVID-19 testing.

If you are an unpaid student, call Student Health at 434-924-5362.

If you feel you are dangerously ill and need immediate medical attention, you should seek medical care from your PCP, a prompt care clinic such as Med Express, or go to the Emergency Department.

What To Do If You Are Exposed To Someone Who Is Known Positive For COVID-19

June 3, 2020

If you have contact with a confirmed COVID-19 positive person (i.e. the source) as part of work or student activities at UVA, you must satisfy the following criteria to be considered at medium or high risk for COVID-19: 

  • Contact must have lasted for a specific amount of time
    • 3 minutes or more in Health System settings
    • 15 minutes or more in other settings (as recently updated by the CDC)
  • Contact must have been within 6 feet
  • Contact must have been without adequate protection. If the source is masked, then your risk is low. If the source is without a mask, then your risk may be medium or high depending on whether you have or do not have a mask on, respectively.

While low risk contacts do not require further evaluation, medium or high risk contacts require further investigation. If you are a UVA employee or paid student, call UVA Infection Prevention and Control by dialing 434-924-0000 and ask the operator to page 1883. If you are an unpaid UVA student, call Student Health at 434-924-5362.

If you have contact with a confirmed COVID-19 positive person (i.e. the source) outside of your UVA work or student activities on Grounds, the criteria for exposure will be determined by the Health Department (434-972-6219).

If you have a low likelihood exposure, you do not need to call anyone, but you should monitor yourself for signs and symptoms of COVID-19, including fever > 100.0¡ F, cough, or shortness of breath.  For more information, please visit:  https://www.cdc.gov/coronavirus/2019-ncov/symptoms-testing/symptoms.html

What To Do As A Supervisor/Manager If You Have An Employee Or Student Confirmed

Please check https://hr.virginia.edu/covid-19/return-grounds for the most up to date information.

When reporting a positive case of COVID-19 in a department or business unit, managers are asked to notify UVA Emergency Management at uvaem@virginia.edu. Do not provide the individual’s name or other identifying information. Managers should also reach out to their HR Business Partners for further guidance. Emergency Management will notify Facilities Management, who will arrange for cleaning and disinfecting of the workspace, following CDC guidelines.

If you have an employee or student who has been confirmed positive for COVID-19, there is the possibility that they may have exposed others at UVA.  A person confirmed positive for COVID-19 can be contagious 2 days before they develop symptoms of the disease.

Here are the steps you should take:

  1. To the extent possible, document the dates and time in which the employee or student was in your department, your research facilities, or your classes.
  2. To the extent possible, document all other employees and students who were also in your department, research facilities, or classes at the same times.
  3. Contact Infection Prevention and Control by calling 434-924-0000 and asking the operator to page 1883.
  4. The Infection Preventionist will work with you and with Employee Health to conduct contract tracing and assess others who may have been exposed.  If needed, the Health Department may also be brought in for assistance.

If is critical to protect the privacy of the employee or student who has COVID-19 and to minimize the hysteria that may develop if information is shared.  Information should be shared only on a need to know basis, as directed by Infection Prevention and Control, Employee Health, and/or the Health Department

Where will I park when I return to work?

Parking restrictions have been lifted throughout Central, West, and North Grounds (but have not  been lifted at the Hospital). 

UTS is running one route supporting Hospital commuters. P&T operational status can be checked anytime here: https://parking.virginia.edu/operations.

Charlottesville Area Transit (CAT) is operating at a "lifeline" status. with reduced service. Fortunately, that means the Trolley, Route 7 and Route 5 are running (Trolley and 7 serve UVA directly from downtown and 29N, Route 5 services Commonwealth Drive gets as close as Barracks Road). Effective 6/1, the time between buses is 20-30 minutes on those routes.

JAUNT is running their commuter CONNECT routes from Crozet, Buckingham, Forest Lakes, and Lovingston.

Both CAT and JAUNT are fare free right now. Both services are requiring face coverings and have reduced seating capacity.

Can plastic face shields that cover the entire face, including the sides, be used in place of a face covering/mask?

NoAt this time, studies have not demonstrated that face shields are a suitable substitute for masks. CDC does not recommend face shields to prevent COVID transmission. Note: for certain BSL2 procedures, disposable surgical masks are advisable over cloth face coverings due to risk of contamination. Some examples are posted on EHS CV19 mask comparison page: http://ehs.virginia.edu/urgentnotice.html

 

As an Area Monitor, What Are My Responsibilities

Area Monitors are responsible for the following:

  • Primary point of contact
    • This means a boots on the ground person that if we have a problem or question, we can contact that person to go look at something or ask a question, etc.
  • General reporting of issues
    • This means someone who will be in the area, if they have concerns or items arise that need attention, they can report it. Does NOT mean responsible to specifically go looking for or auditing labs for violations.
  • Public areas reporting
    • This means if they have a public space such as bathrooms, coffee area, etc. They should report issues of concern.

Basically, we are hoping you will be a boots on the grounds person. If we have problem or concern in your area we would reach out and ask you to go look at something or perhaps provide us some information.  Ideally, also help remind folks in your areas to follow the required safety guidelines (e.g. reminder need to wear your face covering) or if you see a problem in your area report it so we can follow up.

UVA Policy on Use of Face Coverings to Prevent the Spread of COVID

UVA has a policy requiring the use of face coverings on Grounds see Face Masks, Physical Distancing, Social Gatherings, and Enforcementpolicy SEC-045.

Download as a PDF


The most important way to protect yourself and others from COVID-19 is by staying home as much as possible and staying at least six feet apart from others when in a community setting. The CDC and VDH recommend wearing a face covering over your mouth and nose when it may be difficult to distance, as it is possible to spread COVID-19 to others even if you do not feel sick. To reduce spread of COVID-19, the UVA Research Community is expected to wear face coverings when inside UVA buildings.


Many members of the University community have already purchased or made their own personal face coverings, and you are encouraged to provide your own face covering wherever possible. The University is working to obtain cloth face coverings for personnel who need them, and a limited supply of disposable face coverings is currently available. Research department managers can request disposable face coverings through UVA Environmental Health & Safety. Non-research departments should contact UVA Emergency Management to request disposable face coverings.

There are instances where it is not required or may not be appropriate to wear a face covering:

  • When a person is in a personal office (a single room with a closable door) and others are not present and coworkers do not regularly visit
  • Individuals who have been advised by a medical professional not to wear a face covering due to trouble breathing, being incapacitated, or otherwise unable to remove a face covering without assistance. In such instances, contact your HR manager to arrange for accommodation.
  • Instances where wearing a face covering creates a safety hazard at work under established health and safety guidelines. For example, performing procedures where a surgical mask is required as PPE to protect the individual from exposure to potentially harmful materials, a cloth face covering should not be worn; instead, use a disposable surgical mask. Similarly, consideration should be given to the appropriateness of cloth face coverings in environments where flame resistant materials are employed for safety.
  • While eating or drinking

For clarity, wearing a face covering is only one tool for reducing the spread of COVID-19, and doing so is not a substitute for physical distancing of at least six feet, and frequent hand washing.


For additional information on wearing a face covering, donning, doffing, storage, laundering, and disposal, refer to CDC.gov. Contact your supervisor or UVA Environmental Health and Safety (ehs.virginia.edu) with questions. See additional face covering information here

How will laboratory areas be disinfected should there be COVID diagnosis of research personnel?

Due to the unique hazards and specialized equipment in research spaces, laboratory personnel are responsible for cleaning and disinfection of laboratory areas. Alternatively, Service Master Restore of Charlottesville (434-293-3366 or 434-422-6401) is available to provide professional laboratory cleaning and disinfection services. 

Departments should contact the vendor directly to coordinate services and provide a departmental issued purchase order.

EHS has published guidance for laboratories who wish to perform the disinfection themselves.

See something? Say something!

If you would like to report a concern, please follow this link to the COVID Compliance Reporting.