Research Ramp-Up Toolkit

The following process is designed to help you plan and prepare for applying for a ramp up of your critical research to phase I in a timely, safe, and sustainable manner, when the web portal becomes available.

Planning process for faculty PI

  1. Please visit the Ramp-Up Guidance for safety guidelines you need for planning
  2. Draft a ramp-up plan using this Word template 
  3. Make a list of your lab/research personnel using this Excel template for later entry into the web portal.
  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 online COVID awareness & precaution training module- coming soon available on 5/28
  7. Submit your plan and personnel list web portal- coming soon
  8. Printable signage -coming soon. Print and get ready to place them visibly in your laboratory at prominent places
  9. Develop a daily work attendance log for all lab members
  10. Order PPE or other supply needs (Procurement forthcoming)

Plan Submission - coming soon!


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?

We will be in touch with faculty about making updates to plans at different stages in the ramp-up process.

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

EHS is currently coordinating plans to house 1G containers of ethanol based hand sanitizer (pump bottles) and can distribute to research department managers (would prefer to avoid lab by lab distribution, if possible) and also deliver disposable surgical masks to research departments. 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 guidance to be provided 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. 

Use of Face Coverings to Prevent the Spread of COVID

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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 Contact your supervisor or UVA Environmental Health and Safety ( with questions. See additional face covering information here