Arts & Humanities Division



Harvard Faculty of Arts and Sciences and School of Engineering and Applied Sciences, Staged Campus Re-Entry PlanVersion 8.0: May 12, 2020Executive SummaryThis document sets out the process for phased resumption of on-campus scholarship for SEAS and FAS, after the suspension of activities in March 2020 following the SARS-CoV-2 outbreak. Our approach is to establish basic principles and objectives that will guide the formulation of plans for low-density return to campus scholarship. We will:Require the use of facial coverings on campus and the use of Harvard-issued surgical masks inside buildings. Coordinate building occupancy schedules to spread out occupancy over the course of the day. Perform decontamination of shared surfaces. Establish mandatory training requirements for campus.Require daily attestation of lack of symptoms for building entry. Establish limitations on locations and occupancy for eating. Require minimal (i) contact with shared surfaces, and (ii) occupancy of elevators and restrooms.Minimize the use of public transit, to the maximum extent possible.Minimize the interactions between people on campus, to reduce the spread of instances of infection. Expect that individuals who can successfully work remotely should continue to do so. Establish COVID safety officers for each building, and oversight groups at the divisional level.With the current limitations in testing and contact tracing, we intend to establish on-campus contact groups in advance of return to campus. Faculty will fill out a questionnaire that will be then be sent to departments/areas for coordination and scheduling management. Access to shared facilities (e.g., libraries, collections, core technical facilities) will be limited in order to control density and contacts. Action items for faculty:Faculty should assess their need to return to campus in the context of the ongoing need for social distancing. Those individuals or groups that require access to campus laboratories, offices or teaching spaces should go through the appropriate checklist. See Appendix 3 for laboratories, and Appendix 4 for offices. Access to offices within libraries is not expected during this low-density phase. Become familiar with scheduling options to keep campus density below 25% of our prior workday normal. See Appendix 9 for ways to improve isolation of one research group shift from another. For laboratory or research group access, fill out the questionnaire in Appendix 5A, and deliver to department/area chair. For individual personal office access, fill out the questionnaire in Appendix 5B, and deliver to department/area chair. Work with colleagues from the same floor(s) and building(s) to produce coordinated staggered schedules that minimize on-campus density at any given time.Use scheduling tools to coordinate access to core facilities (e.g., libraries, museums, machine shops). Recognize that we must minimize interactions with the core facility staff. These facilities will not operate as workplaces, and access requests will be evaluated by facility directors.Carry out online safety training and certification. Adopt and demonstrate new social norms and expectations, including physical distancing, use of face coverings, and public safety hygiene habits. Introduction This document is not intended to be prescriptive. It is meant to establish clear and consistent guiding principles for the conduct of scholarship and research in the era of COVID-19, to define operational protocols and precautions that minimize risk of viral transmission on campus, and to provide examples of how the physical and temporal space of laboratories and workspaces might be organized to enact these protocols in accord with these principles. This report is based on Harvard’s Research Laboratory Re-entry Plan, and the ideas and content presented here are adapted directly from that document. It draws upon the collective wisdom of experts in epidemiology, virology, public health, and emergency preparedness, as well as highly experienced research investigators and research administrators, heads of hospitals and research institutions, and research building operations and facilities managers.The protocols and recommendations provided in this document have been informed by and are consistent with the experience of Harvard hospital and healthcare workers and of essential research personnel who have continued to carry on COVID-related research programs while other laboratories ramped down. It is notable that adherence to the practices of social distancing, universal masking, and attentive avoidance and disinfection of surfaces has been highly successful in suppressing workplace transmission in these settings, despite the fact that they almost certainly represent higher risk environments due to the close proximity of COVID-19 patients. Thus, it is reasonable to expect that the rigorous adoption of these same precautions, which are already familiar to most research staff and have been demonstrated as effective in related research settings, will likewise prove effective in preventing workplace transmission and safeguarding the health of personnel returning to FAS/SEAS.Core principles for on-campus work at Harvard At this time, use of on-campus space should be limited to those activities that cannot successfully be done remotely.Individuals should access only those areas of campus buildings that are necessary to do their work. On-campus work should be organized/prioritized to (i) limit personnel density, and (ii) simplify personal interaction networks while maintaining safety.On-campus personnel should adopt ‘universal precautions’ designed to mitigate the risk of viral transmission, including frequent handwashing, physical distancing, wearing of masks, avoidance of contact with high-touch surfaces, and attention to surface and equipment disinfection protocols.Harvard-issued surgical masks are mandatory in all campus buildings during these initial phases of campus ramp-up. This policy could change as circumstances evolve. Explicit training on implementing these practices should be provided, and demonstration of proficiency required prior to lab re-entry.With the spread of the COVID-19 pandemic, many communities and institutions took steps to reduce the spread of infection by promoting social distancing and aggressively limiting the number and size of gatherings. Harvard’s strong early action to implement restricted research access for campus buildings has, we hope, both contributed to the greater good and helped protect members of our community from contracting COVID-19. We now need to plan for the staged resumption of scholarship and research on campus. This document provides a road map for achieving that goal.We present guidance for faculty, Principal Investigators (PI’s) of research groups, and managers to help them develop workplace-specific plans based on the needs of the program, the nature of the work, and the layout of facilities. This guidance will be continuously reviewed and may be revised as new information and, hopefully, as effective COVID-19 treatment and prevention options emerge. Individuals not part of a group research team or management structure will develop a plan with their primary department chair or building manager. The measures for ramp-up of scholarship and research activities outlined in this document aim to protect (i) individuals (e.g., students, postdocs, faculty, staff) working in FAS and SEAS, and (ii) individuals authorized to be on campus to support this community (e.g., staff, vendors, shipping/delivery personnel). We expect all individuals working on campus to adopt ‘universal precautions’ designed to mitigate the risk of viral transmission, and we expect all groups and departments to take steps to reduce the density of occupancy of campus buildings and rooms (to the greatest extent possible while maintaining personal safety) and to limit person-to-person contact within our facilities. The development of this plan is based on the following guiding principles:Our highest priority is to support community health and well-being.We will sustain the excellence of Harvard in both learning and research and will continue to hold ourselves to high standards. We will adopt an evidence-based risk management approach to the COVID-19 challenge, and our decisions will be guided by public officials and health experts. We will transparently communicate our policies and decision-making processes, and any evolution in these, acknowledging that we are facing considerable uncertainty. The resumption of on-campus scholarship and research will occur in phases, with timing based on governmental policies, the state of the disease, the healthcare system and society at large. All groups and departments will need to develop and implement an orchestrated and flexible plan for phased re-entry and prepare for (i) the possible short-notice quarantine of an individual or teams of individuals within a group and (ii) the possible short-notice shutdown of an entire workspace or building. These guidelines have been developed by the Harvard University Laboratory Reopening Committee in coordination and consultation with Harvard schools and affiliated hospitals, and are adapted here for FAS and SEAS. This document aims to assist departments, PI’s, staff managers and facilities managers with the development and implementation of plans for FAS and SEAS, and to ensure consistency across our community. The various appendices contain information and examples that might be useful for the development of specific plans. Societal Context and Risk ManagementHarvard is embedded in the greater Boston metropolitan area, and we are intimately linked to this region. We anticipate that once governmental restrictions are lifted, instances of infection will arise within the Harvard community. This plan is designed to (i) keep the SARS-CoV-2 infection risk to individuals who conduct and support research operations and scholarship at a comparable level to (or below) what they encounter in typical life off-campus, and (ii) minimize the spread of any SARS-CoV-2 infection occurring within the Harvard community. The prerequisites for a resumption of research on campus include:The local healthcare system has the capacity to handle both COVID-19 cases and the other healthcare needs of the community. We presume this assessment will be conducted by government officials.Guidance from the Commonwealth of Massachusetts is permissive for phased re-entry. We presume this assessment will be conducted by government officials.Adequate surgical masks and personal protective equipment (PPE) are accessible and available without compromising their availability to health care workers. This assessment will be conducted by Harvard’s Environmental Health and Safety (EH&S) offices.Parts of the University are currently operating as an essential business, under the restricted access protocols shown in Appendix 1. However, because of the need for de-densification, some proposed activities are not currently being pursued or are being conducted remotely. Individual ResponsibilitiesAccess to campus is a privilege, and both individuals who wish to return and individuals who have been on campus during the ramp down must: Acknowledge that coming to campus may increase one’s exposure to SARS-CoV-2 and may result in one contracting COVID-plete COVID-19 training relevant for one’s access. Opt-in to a disclosure policy that complies with Harvard policies regarding reporting and contact-tracing of individuals with any COVID-19 symptoms or test-confirmed diagnosis.Agree to comply with the safety measures defined in the approved plan specific to their research or scholarship group, and with School policies on face coverings and protocols. Agree that each and every access of buildings represents an attestation – that you declare yourself symptom-free, consent to the opt-in health policy, and agree to comply with all safety measures on and between campuses, both inside and outside buildings.Staged Ramp-UpCurrently, the university is operating under “Restricted Access” criteria, a state in which the overwhelming majority of the research and scholarship is conducted remotely. There are very limited approvals in place for essential personnel to manage critical research and COVID-19 related activities. This plan proposes the establishment of a staged return process, with the next stage being defined as “Low Density (Phases 0-2).” Entry into this stage will include a phased approach:Phase-0: Planning and training. Develop, review and approve PI/laboratory/workgroup specific plans for return to on-campus research. Restricted lab member access to identify supply requirements (and orders that need to be placed) for laboratory restart. Train everyone prior to entry onto campus, including those who have been on campus during the Restricted access stage. Phase-1: Re-entry of key personnel required to restart research projects (Expect to be ~one week, with start date TBD). Include (i) scholars and researchers (e.g., those needed to restart critical equipment, setup experiments, prepare core facilities, sustain tissue or cell cultures, sustain breeding animal colonies), arrange lab spaces in accordance with approves plans and COVID-19 related guidelines and (ii) key support personnel required to restart critical infrastructure and core facilities. Phase-2: Research and Support. Include (i) personnel whose work is ready to start (based on the work completed in Phase-1) and (ii) corresponding support personnel required to be on campus to support research personnel in Phase-2. The target number of people in our labs, offices, and buildings is ~25% of what was typical of our workplace before the shutdown. Subsequent phases of ramp up will be developed and managed based on the trajectory of the pandemic, university and government guidance, and emerging information and experience gained in the Low Density phases. A road map for such subsequent phases will be presented at a later date. Appendix 1 presents an example of phased implementation stages. A researcher-driven approach, with oversight The principal investigator (PI) of a research program, director of a center, or the manager of a workgroup are the most knowledgeable about the details of workflow, layout, personnel, shared instrumentation, and program priorities. These individuals, in consultation with their research groups and departmental administrators, are in the best position to craft a group-specific implementation plan for the different stages of resumption. In turn, departments are in the best position to assess these proposed plans, and to iterate with departmental PI’s to achieve a shared implementation approach. School-level approval of departmental plans will ensure commonality of principles in implementing approaches across the enterprise and coordinating between multiple departments using the same building. No new work can begin until a lab or group’s plan receives School-level approval. Culture of safetyTo safely and successfully re-open scholarship and research, we must consciously cultivate a culture of safety. In occupational health and safety guidance, there are several key elements to building a workplace culture of safety that we incorporate in this effort: (i) communication, (ii) involvement of employees, (iii) training, (iv) leadership by example, and (v) a positive reporting process.With these principles in mind, researchers should consider the optimization of their phased re-opening a collective effort guided by the PI, who bears ultimate responsibility for compliance. COVID-19 safety is in a sense a new type of biosafety consideration for workplace safety, with some similarities to biosafety and radiation safety. For COVID-19 safety, however, we do not have years of experience to draw from and instead must establish new, common-sense guidelines to begin re-entry back to the workplace.Groups will formulate their draft plans in different ways. In some cases, this will be the work of a few individuals and in some cases, many. However, after the plan is developed, every member of the group should review this plan, and raise and discuss concerns. The plan should be revised as necessary in light of this discussion, recognizing that in some cases there may not be feasible ways to address every concern and that some decisions will need to be made against a backdrop of considerable uncertainty. Early investment by PI’s and workplace managers in engaging their entire community is critical to defining best solutions, ensuring equity, promoting compliance and mitigating risk. All members of the group should review these plans prior to submission for approval, and review any updated plans prior to entry into the buildings.FAS and SEAS Approval ProcessThis will be an iterative process, and we expect for policies and schedules to both change over time. Those who can continue to successfully work remotely are expected to do so. Principal investigators of research groups or individual faculty who require on-campus access should submit the appropriate request form (see Appendices 5A and 5B) to their department/area chair. The initial round of applications for the FAS science division and SEAS are due Friday May 15. The Arts and Humanities and Social Sciences divisions’ deadline is Friday May 22. Departments will review and coordinate these access requests to ensure conformity, equity, and consistency. We encourage the use of shared online tools to coordinate occupancy scheduling.Departments will submit proposed occupancy schedules to FAS divisions or SEAS dean’s office by 5 pm on Tuesday May 19 (FAS science and SEAS) or Tuesday May 26 (A&H and SS). The proposed schedule should aggregate occupancy by floor for each building, over a duration sufficient to cycle through a full rotation for all workgroups. Returning to campus requiresDivisional or (for SEAS) decanal approval of applications and scheduleCompletion of online trainingAdoption of daily symptom monitoring and reporting tool.Rationale for specific guidelinesThe goal of this plan is to minimize risk of SARS-CoV-2 transmission within our university’s workforce while allowing access to campus buildings for people who must be on campus to accomplish their work. To do this, we must limit physical contact and proximity among people. FAS and SEAS will achieve this in three ways: Limiting total person density within buildings (where we expect that the target density will be established by both Harvard and the state and local governments based on local conditions),Establishing space usage guidelines that minimize the time and maximize the separation for interactions between people (see Appendix 6), and Constraining social networks and potential transmission networks by having individuals work in shifts or in pods (see Appendices 9 and 10). The specifics of this plan are informed by the current Massachusetts definition of the type of contact that creates high risk of SARS-CoV-2 transmission and would trigger a quarantine recommendation, recognizing that testing of asymptomatic contacts is not yet available. According to current state guidelines, a high-risk contact is someone who has been in contact with a COVID-19 case for greater than 15 minutes at a distance of 6 ft or less. After this type of contact, an individual would be asked to self-quarantine for 14 days. We recognize the current uncertainty inherent in this definition and seek to achieve a higher standard of workplace safety than simply the elimination of high-risk contact according to this definition. To do this, we will employ the following additional five layers of protection:Mandatory self-evaluation for COVID-19 symptoms and attestation as symptom-free for entry, Mandatory use of protective face coverings while on campus and in buildings, Enhanced density and distance requirements,Constraint of social contacts through shift work, Enhanced facilities maintenance and custodial support. These additional layers of protection are designed to maximize safety and to establish a workplace environment in which the state mandated quarantine standards can and will be implemented if any COVID-19 cases emerge in our workforce, while still allowing most individuals working in the same area to continue their work. We plan to assess the efficacy of the described policy by monitoring case clusters among individuals who share proximate spaces but do not meet the definition of a close contact. Emergence of a group or floor cluster may trigger a broader requirement for quarantine than that mandated by the state and initiate re-evaluation of the group’s workplace distancing plan.As we gain experience or as the SARS-CoV-2 testing landscape evolves, we may find that some of these restrictions can be relaxed, or, that they need to be tightened. Self-evaluation for COVID-19 symptoms Individuals will follow the symptom screening protocol defined by Harvard University Health Services (HUHS).Any individual who uses their ID card to enter a building is making an attestation that they are free of COVID-19 symptoms. FAS and SEAS are adopting an affirmative daily declaration that will be submitted electronically. Any individual who has had a COVID-19 diagnosis will follow HUHS guidelines for return-to-work. Protective face coveringsSurgical face masks, provided by Harvard, will be worn at all times while in campus buildings except when eating or drinking. Face coverings will also be worn outdoors on campus. Mask usage (donning, doffing and storage) will follow EH&S protocols to be covered in a required training module.Any exceptions to the described mask usage policy require approval at the FAS or SEAS decanal level.Density and distance guidelines (see Appendix 6)Density targets will conform to state and university guidelines.Work that can successfully be done remotely should continue to be done remotely.The overall goal is to minimize the mutual exposure between pairs of people. Workstations will be distanced from one another. CDC recommendations are that individuals maintain a minimal separation distance of 6 ft, but work groups should try to achieve a separation distance of 9 ft or greater where feasible. Whenever possible, personnel should be assigned a particular workstation. For shared workstations, only one person at a time should work at a given workstation, with disinfection of equipment and surfaces performed between users.The position of equipment and a given lab’s or office’s workflow will dictate the final plan. If significant deviations from the recommended distance requirements are proposed, they should be called out for discussion during review. Group plans should identify desk seating for individuals that is distanced by a minimal separation of 6 feet, and ideally 9 feet or greater.In general, time in a workspace should be dedicated to experimental, computational and/or office work that cannot be done remotely. Other activities like analyzing data, reading, writing and meeting with group members should continue to be done via remote interfaces. Use of shared offices is discouraged and efforts should be made to maximize a floor’s office space capacity (admin offices and faculty not in use) to provide well distanced, pre-defined places to sit during experimental downtimes.Group plans should identify places for individuals to eat and drink that minimize shared occupancy. If eating in a shared space is unavoidable, one should avoid spending long in the room and seats should be separated by a minimal distance of 6 feet, and ideally 9 feet or greater.Constraint of social contacts through shift work (see Appendix 9)For almost all laboratories and work groups, shift work will be an important component of Low Density phased re-entry planning, independent of distancing. A relatively fixed shift schedule limits the size of any given person’s potential interactions over time and serves as a buffering function that distance alone does not accomplish. A fixed shift schedule – at least in the earliest phase of reopening – functionally limits the number of people in the lab or workspace who would potentially be at risk for infection as well as the number who may need to be quarantined should a lab or workplace cluster emerge. If a shift schedule is not fixed, then there is high likelihood that everyone in a lab or workspace would interact at some point over a given infectious period and if a cluster emerges, the whole group would be at risk for infection and may need to be quarantined. Where multiple labs or groups share space, it is important to get a consensus across all users on the appropriate model.Shift schedules should be developed that are consistent with the following guiding principles:Everyone doing scholarship or laboratory research or required support work is equally entitled to the opportunity to carry on their work in the lab or workspace.Any issues related to an individual’s return to work should be discussed on a case-by-case basis with the PI, in consultation with department administrators and Harvard University Health Services. Everyone who is coming into labs or workplaces should be familiar with the plans, safety procedures, and guidelines and should know who to contact if there are concerns.In Appendix 9, we illustrate three different shift models. A research group’s plan will depend on their work (e.g., need to access animals, experimental duration) and staff preference. It is important to note at the outset that inevitably people will have experiments that extend past the boundaries of their shifts. However, shifts should be considered largely fixed until such time as we better understand workplace transmission risk. Thus, for some labs, this will necessarily change how projects are structured. Shifting may necessitate more team science, and if prolonged could durably alter how we conduct research. The mechanism by which shifts are assigned are not defined but considerations should include lab members’ transportation options and childcare responsibilities and the ability of operations in a given site to support the designated shift hours. At the current time, campus buildings will be open for Low Density shift work by researchers seven days a week, with hours designated at the School level. Field Work PI’s whose research programs require off-campus field work should confer with their department chairs to establish a set of protocols and safeguards to achieve the goals outlined here in an off-campus setting. In particular PI’s will need to demonstrate that they have generated a plan for handling travel, lodging, meals, and face coverings so as to minimize transmission. Travel must comply with Harvard travel restrictions and policies. The PI must produce a plan for the isolation of individuals, and access to appropriate health care. Human Subjects ResearchResearch that involves human subjects merits careful attention. See Appendix 8 (under development).Enhanced facilities maintenance We will optimize operational protocols to minimize SARS-CoV-2 transmission risk, including:An entry/exit and common space management planProtocols and training for outside vendors, contractors and visitors Protocols and training for daily cleaning and disinfecting of laboratory and office spaces by researchersEnhanced cleaning and disinfection protocols for common spaces including bathroomsSpecific bathroom, elevator and kitchen protocols to minimize shared occupancy and increase opportunities for surface decontaminationOptimization of HVAC performance to maximize air exchange and enhancement of filtration where feasibleAdditional modifications to physical environment to minimize contact with shared surfaces ComplianceIt is expected that every member of the Harvard community will comply with the safety principles described above. However, building deep familiarity with safety protocols will take time and mistakes will happen. Building a culture of safety requires a nonpunitive system for reporting and addressing concerns. PI’s (and managers) are ultimately accountable for the safe conduct of work within their laboratories (and workspaces).Every lab will identify a COVID-19 safety officer, who may be the existing lab safety officer. This individual will serve as a reference for lab members and as a point of contact for the School.FAS and SEAS will establish a COVID-19 oversight structure. This structure will review changes in individual laboratory plans and institutional guidance, monitor compliance, and collect and provide information relevant to any changes in policies or procedures to COVID-19 safety officers and PIs.Lab COVID-19 safety officers will meet regularly together with the COVID-19 oversight team to discuss best practices, identify deficiencies, and communicate relevant information back to lab members.Deficiencies may also be brought directly to the attention of the PI, department or area chair, and departmental administrator.The COVID-19 oversight team will work with the appropriate department or area chair to establish appropriate corrective action in case of infractions. First responses may include education, retraining, or reconsideration/modification of the lab re-entry plan. Repeated infractions may result in revocation of an individual’s or a lab’s ability to work on campus.Health servicesIndividuals working on campus must comply with the program overseen by HUHS services, which will direct individuals to testing and retraining when appropriate and monitor School-wide data for possible clusters of infection in campus buildings. Any instances of symptoms, exposure, or a positive test will be disclosed to HUHS. Individuals will comply with isolation and quarantine policies established by the University or their respective School. These guidelines are subject to change pending development in availability of viral and serological testing and/or changes in state guidelines.AppendicesAppendix 1Density StagesAppendix 2References and Helpful ResourcesAppendix 3Principal Investigator Laboratory Re-entry ListAppendix 4Principal Investigator Office Re-entry ListAppendix 5AFAS/ SEAS PI Research Group Re-Occupancy Planning FormAppendix 5BIndividual Office Re-Occupancy Planning FormAppendix 6Minimization of Inhalation ExposureAppendix 7Strategies for minimizing person-to-person contact within a laboratoryAppendix 8Human subjects policies (in development)Appendix 9Three shift options to sustain social separationAppendix 10Limiting the Consequence of an Infection by Managing Disconnected SubgroupsAPPENDIX 1: Density StagesTable 1 below provides possible variable-density research re-occupancy implementation options. Restricted accessSTATUS REDLow densitySTATUS YELLOWTransition to unrestricted density STATUS GREEN (subject to change based on new knowledge)Primary work siteRemote, with rare exceptions for designated essential personnel Minimal on-campus presence for research operations (remote when possible)Remote or on-campusAdditional precautions, as necessary, for those at higher riskAccess to campusEssential personnel onlyReduced work presence - limited and coordinated, e.g. several teams on different shifts, with specifics dictated by research needs, consistent with principlesNormal work scheduleShared small officesNoNoYesManaged density of lab spacesN/AManaged through approved work plan Modified to reasonably achieve social distancingMeeting density requirementsN/AMeetings done remotelyModified to reasonably achieve social distancingUse of public transitAbsolute minimumMinimal, with commuting facilitated by HarvardOff-peak encouragedHygiene - surgical masks RequiredRequired except when eating with appropriate distancing, or occupying non-shared office.To be determinedHygiene – shared surfacesN/ANo shared uncleaned surfaces (e.g., desks, keyboards, phones, cabinet handles, doorknobs, tools)No shared kitchen or coffee areas Single occupancy of shared eating areas, wait between use, clean and disinfect table before and after useShared work and eating surfaces are wiped down by the user before and after each useShared work and eating surfaces are sanitized at high rates by the cleaning staffHealth monitoringN/ADaily declaration of lack of symptoms. prior to entering buildings Viral testing (once Harvard has viral testing available)Daily declaration of lack of symptoms, prior to entering buildings Viral testing (once Harvard has viral testing available)Building accessSwipe-card access Swipe-card accessSwipe-card accessContact tracing Building access logsBuilding access logsOther technology as availableBuilding access logsOther technology as availableAPPENDIX 2: References and Helpful ResourcesThe following websites were consulted in drafting the Plan and are provided here as reference material OSHA Guidance on Preparing Workplaces for COVID-19: (PDF) (PDF)OSHA COVID-19 Website: Interim Laboratory Biosafety Guidelines for Handling and Processing Specimens Associated with Coronavirus Disease 2019 (COVID-19): SARS-CoV-2/COVID-19 TOOLBOX: Laboratory biosafety guidance related to coronavirus disease 2019 (COVID-19): (covid-19)CDC Guidance for Schools, Workplaces & Community Locations: List N: Disinfectants for Use Against SARS-CoV-2: Biosafety in Microbiological and Biomedical Laboratories (BMBL): (PDF)Use of Hydrogen Peroxide Vapor Generators for Decontamination: (i) , (ii) criteria for health care workers: 3: Principal Investigator Laboratory Re-entry ListThe processComplete any required EH&S training and consent modules.Designate lab COVID-19 officer.Develop lab staffing and usage plans per guidance below. Review plans with lab and revise as necessary based on feedback.Submit for review by department and Dean’s office.Share requirement that all lab members complete required EH&S training prior to reentry.Laboratory layout and configurationReview the layout of benches, workstations, and devices within the laboratory. Take full advantage of all real estate within the laboratory.Designate specific workstations on lab benches, with maximum physical separation, at least 6 feet apart, and ideally 9 feet or greater, minimizing the need for individuals to pass frequently by one another. In most lab spaces, this will limit occupancy to 1 person/bay.When possible, relocate shared instruments to minimize “embedding” in bays and increase personnel separation.Identify and define usage plans and scheduling procedures for common lab spaces such as tissue culture and microscopy rooms.With your COVID-19 Safety Officer, identify and designate any available common and office space for eating such that individuals can eat while distanced.With your COVID-19 Safety Officer, post signage to designate a safe occupancy numbers for each area.Staffing planDetermine on-site personnel, factoring in considerations such as: individual career needs and timelinesability to perform work remotelyability to commute to campus safelyability to obtain childcarepersonal health concerns (e.g., underlying health conditions, risk to household members)grant funding regulationscoordination with neighboring labs on open floors as neededcapacity of core facilities to support projected researchEstablish a shift plan that distributes available lab workspaces across personnel.Ensure that trainees have equitable access.Provide justification where equitable access is not ensured.Define shift plan and other relevant arrangements for laboratory usage.Consider a booking system for the use of common equipment. Office spacesReview desk assignments.Define desk usage that allows at least 6 feet, and ideally 9 feet, distancing.Post occupancy limits for shared office spaces.Administrative supportAlert administrators to evolving group needs and expectations. Consider and/or set up online calendar and work scheduling tools.Operational ProceduresRegularly disinfect high touch surfaces, e.g. door handles, washbasin handles, drawer handles, or common equipment such as workstations before and after use.Restrict visitors to only essential visitors such as contractors and vendors.Appendix 4: Office Re-entry ListThe processComplete any required EH&S training and consent modules.Develop office usage plans per guidance below. Submit for review and coordination by departmentSchedulingDetermine scheduling priorities and times, factoring in considerations such as: individual career needs and timelinesability to perform work remotelyability to commute to campus safelyability to obtain childcarepersonal health concerns (e.g., underlying health conditions, risk to household members)grant funding regulationscoordination with neighboring labs on open floors as neededcapacity of facilities to support projected researchEstablish a shift plan that distributes available workspaces across personnel.Ensure that trainees and students have equitable access.Define shift plan and other relevant arrangements for access and scheduling.Office spacesReview desk assignments.Define desk usage that allows at least 6 feet, and ideally 9 feet, distancing.Post occupancy limits for shared office spaces.Administrative supportAlert administrators to evolving group needs and expectations. Consider and/or set up online calendar and work scheduling tools.Operational ProceduresRegularly disinfect high touch surfaces, e.g. door handles, washbasin handles, file cabinet handles, drawer handles, or common equipment such as workstations before and after use.Restrict visitors to only essential visitors such as contractors and vendors.Appendix 5A: (available online here.)FAS/ SEAS PI Lab Re-Occupancy Planning FormFaculty/PI InformationName (Last, First)HUIDDepartment(s)Email AddressCell Phone No.Laboratory InformationBuilding(s)Room Numbers (incl bldg. prefix e.g. NW415)BRI Pods/Rm NumbersStage II (Yellow): Returning Lab PersonnelIdentify key personnel needed to restart research projects taking into account their career needs. Those that can continue to work remotely should do so.Name (Last, First)HUIDPosition/Appt TypeEmail AddressCell Phone No.Ex: Harvard, John12345678G4 Studentjohnharvard@harvard.edu123-456-7890Ex: Harvard, Jane23456789RAII/Staffjaneharvard@harvard.edu234-567-8910Lab Staff #1 Details Name (Last, First)Type of Commute (walk, bike, drive, etc.)Office Rm No. & Type (private or shared)Justification for Stage II (Yellow) Return -Include (1) why this work must be done in-person and (2) why this specific person must perform it.*Cut and paste this table as many times as needed for each person.Lab Safety OfficerEach lab must have a designated lab safety officer that will attend regular lab safety meeting and act as a liaison between the local safety committee and the laboratory. Name (Last, First)EmailLab ScheduleSchedules should be designed to minimize contact overlap while ensuring lab safety. Avoid peak travel times. PI’s may want to consider implementing split team scheduling arrangements (e.g. Teams A/B, or Pods A/B/C) for alternate-day(s) or half-day shifts. Detail the lab’s schedule below.Name (Last, First)Proposed Work/Access TimesBuildings & RoomsCommentsEx: Harvard, JohnMon - Wed0700 – 1200NWL 452Ex: Harvard, JaneThurs – Sat1500 - 2000NWL 452Ex: Pod 1April 1-5 full dayNWL 453Ex: Pod 2April 6-10 full dayNWL 453Shared SpacesList shared spaces used by your research group. Shared spaces include, but are not limited to, procedure rooms, local shared equipment rooms, tissue culture rooms, microscopy suites, environmental rooms, autoclave and glass washing facilities, etc. Core facilities should NOT be included.Shared SpaceLocationMax. OccupancyCommentsEx: Cold RoomBL 20121Shared with Smith and Jones LabShared Research Space ScheduleBRI Procedure Rooms, equipment rooms, tissue culture rooms, microscopy suites, environmental rooms, autoclave and glass washing facilities, etc. need to be coordinated with all users – those within your research group as well as those outside your lab.Name (Last, First)Proposed TimesShared ResourceCommentsEx: Harvard, JohnM, W, F 8 am – 10 amTC RM 425Smith Lab also usesOffice Use ScheduleName (Last, First)Proposed TimesBldgs & RmOffice Shared WithEx: Harvard, JohnM, W, F 8 am – 1pmNWL 415Jane HarvardAncillary Space Considerations & ScheduleName (Last, First)Assigned ElevatorAssigned RestroomEating Area & TimeEx: Harvard, JohnEast Wing2nd floor eastLab tea room @ 10amCore FacilitiesCoreService(s) NeededFrequency NeededFee-for-Service OK?*Ex: HCBIELYRA7 imaging3X per weekYes*Some services that were traditionally self-service may only be available on a fee-for-service basis whereby core staff will perform the service.Laboratory Layout and ConfigurationPlease review your laboratory layout using the Center Stone layouts provided by the Science/SEAS Dean’s Office. Please confirm the following changes to laboratory layout and what configuration considerations will be made when the laboratory reopens.Each individual will have a specific designated workstation for their shift(s).Each workstation is appropriately spaced to ensure recommended social distancing.Considerations for back-to-back benches have been made. A zig-zag, alternating pattern may beneeded to create staggered spaces that ensure 360-degree social distancing.Shared instruments have been relocated as needed to ensure proper social distancing.Markers placed on the floor to identify appropriate separations (see guidance doc) when queuing for use of:SinksShared equipmentFume hoodsChemical dispensersHazardous waste accumulation areas, etc.“Keep-out” areas and areas of limited occupancy have been identified and signage will be posted.Designated foot traffic lanes and one-way passages between benches have been planned if needed.Chairs at unused workstations removed or labeled to prevent use that may impair social distancing.Group Isolation Contingency PlanIn the event a group member tests position for COVID-19, PIs should plan for a zero-notice requirement for self-isolation of group members. The isolation period is expected to be 14 days. If the lab is divided into teams, an unexposed team could continue work. If the research group is not divided into teams, it may be appropriate to hold one research member “in reserve,” working remotely, who can be tasked with implementing a safe shutdown plan. Please describe your laboratory’s isolation plan and safe shutdown plan.Form Completed By:PI Signature (if form was completed by a delegate)For Admin UseDept Chair(s) Approval:SEAS/Divisional Dean ApprovalAppendix 5B: Individual Office Re-Occupancy Planning FormFaculty/PI InformationName (Last, First)HUIDDepartment(s)Email AddressCell Phone No.Office InformationBuilding(s)Room Numbers (incl bldg. prefix e.g. NW415)BRI Pods/Rm NumbersProposed Office ScheduleSchedules should be designed to minimize contact overlap with nearby offices. Avoid peak travel times. Name (Last, First)Proposed Work/Access TimesBuildings & RoomsCommentsEx: Harvard, JohnMon - Wed0700 – 1200Lyman 335Ex: Harvard, JohnThurs – Sat1500 - 2000Lyman 335Shared Departmental/Unit SpacesList shared space access needs. Shared spaces include, but are not limited to, Departmentally managed libraries and collections. Access to main libraries and collections (Widner, museums, etc.) will be managed separately. Shared SpaceLocationMax. OccupancyCommentsMath LibraryScience Center1Need access to journalsForm Completed By:PI Signature (if form was completed by a delegate)For Admin UseDept Chair(s) Approval:SEAS/Divisional Dean ApprovalAPPENDIX 6: Minimization of Inhalation ExposureOne potential infection pathway is through the inhalation of infected droplets and aerosols. These can be emitted not only via coughing and sneezing but also in normal speech and respiration. The mandatory use of surgical masks suppresses this mechanism by (i) reducing both the amount and velocity of emitted droplets, and (ii) filtering the inhaled air. If we assume the density of droplets and aerosols around a person scales as 1/r2, then the cumulative exposure to infection from Person 1 to Person 2 scales as ?????(T12(t)/rt2)dt, where ?? and ?? are their infectious exhalation and inhalation efficiencies, respectively, T12 is the transport efficiency from Person 1 to Person 2, and r(t) is the separation between them. The management of airborne contagion involves minimizing ??????? and T12, and increasing the separation. While the details of gravitational, convective, and diffusive particle transport that determine T12 are complicated and highly situation-dependent, we present in Figure 1 a guide to managing the combination of physical separation and duration of interaction, under the assumption that both individuals are wearing surgical masks. Interactions are cumulative. Briefly walking past each other can be managed, and transmission is reduced if both people hold their breath while doing so. Arranging workflow within a laboratory to avoid the red-shaded region in Figure 1 is highly advisable. The use of face masks does reduce the likelihood of COVID-19 infection (Liang et al, Efficacy of face mask in preventing respiratory virus transmission: a systematic review and meta-analysis, 10.1101/2020.04.03.20051649; Leung et al, Respiratory virus shedding in exhaled breath and efficacy of face masks, Nature Medicine, 10.1038/s41591-020-0843-2). This motivates the requirement of all researchers wearing surgical masks, except in single occupancy offices. There are indications (Lu et al. COVID-19 outbreak associated with air conditioning in restaurant, Guangzhou, China, 2020. Emerg Infect Dis. 2020;?10.3201/eid2607.200764) that the airflow from an HVAC system can affect T12, and thereby influence transmission. Locating people so their separation vector is perpendicular to the dominant airflow direction is preferable to having their separation vector along the airflow direction.The settling of small particulates from the atmosphere onto surfaces depends on their size and on the turbulence in the room (Baron, P; Generation and Behavior of Airborne Particles (Aerosols), , Downloaded April 25, 2020). The half-life in a non-ventilated room with turbulent air typically follows a power law, with a representative value of ??= 12 hours * (D/1 micron) ?1.78. Exhaled small droplets and aerosols can remain in the room air for hours. These particles do eventually settle onto surfaces and the evidence to date indicates that some surfaces can remain infectious for days. Cleaning (with soap and water) then disinfecting (with a bleach-water solution or a >60% ethyl alcohol solution, or other approved disinfectant) are successful at surface decontamination. See these CDC guidelines for details: settling of droplets and aerosols motivates our policy of cleaning and then disinfecting work surfaces upon entry to the laboratory, to minimize contact-based transmission. We stress that wearing gloves does not reduce the surface-hand-face transmission mechanism. Regular cleaning and disinfecting of instruments, keyboards, cabinet handles, doorknobs and other shared surfaces will reduce the likelihood of person-surface-person transmission and this is therefore another element of our standard procedures. Aerosols suspended in the room air are typically exhausted by the HVAC system, with a certain number of air changes per hour (ACH). If the characteristic time for a full air exchange is t, the density of a non-replenished suspended aerosol over time scales as e-tτ. For a typical value of ACH=6, t=10 minutes and so after an hour the aerosol fraction remaining is 2E-3, and after two hours the fraction remaining is a few parts per million. Local filtration of the air near workspaces, using portable air cleansing units with HEPA filters, could be a useful augmentation to the laboratory workspace. The optimal airflow pattern for a local filtration unit is presently unclear (side-in, top-out or horizontal side-in, side-out are two alternatives, for example). An air purifier blowing horizontally towards a worker might clean the air they breathe, but if it drives their exhalations towards a coworker, we have not improved the situation. For this reason it seems that in most circumstances top-emitting air purifiers would be preferable. Figure 1. Time-separation guidelines for individuals working with surgical masks. The goal is to minimize integrated “exposure” which depends on both separation and duration. The graph assumes a droplet density that falls off as 1/r2, and that once separation reaches 3 meters the room air mixing and HVAC filtering dominate T12. PI’s are advised to arrange laboratory workflow to avoid interactions that fall in the red shaded region. The normalization of 2 m at 10 minutes is taken from CDC guidance (, April 25, 2020). APPENDIX 7Strategies for minimizing person-to-person contact within a laboratorySome suggested strategies for organizing laboratory space and workflow to promote and facilitate physical distancing are shown in Figure 1. Each lab will need to determine the optimal strategy for their own group.lefttop00Labels for out-of-bound bench area and chairlefttop00Floor labels where users should worklefttop00Floor labels for chairs / standing work lefttop00Floor label indicating a constricted space that others should not enter if someone is insidelefttop00Floor labels for waiting when another user is at the shelf Floor labels to indicate separate work areaslefttopFigure 1. Examples of marking out work areas and workflow.Appendix 8. Human subjects policies (in development)APPENDIX 9Three shift options to sustain social separationThree options with suggested variations are given here, but other scheduling options may be preferable for a specific lab group. It is recognized that these options may not be practical for all groups, such assmaller laboratory groups with limited numberslong-duration experiments requiring one person to spend extended time in conducting the experimentsPI’s, in coordination with their department chair, should tailor scheduling to meet the needs of the research effort and the health of those working in the lab. Option 1. Alternating shifts over a fixed time periodTIME PERIODPOD 1POD 21212121212The time period is divided into two shifts. The research group is divided into two teams. Every lab member is assigned to a shift. Individuals can only come into the lab during their shift. The longer the shift, the more isolated one team is from the other. Disinfection of surfaces between shifts decreases the likelihood of infection from the previous shift. An interval of two hours between shifts allows for multiple air exchanges. Short back-to-back shifts are not optimal.Option 1 Shift model A – Divide the dayThe day is divided into two shifts. Every lab member is assigned to an AM or PM shift. Individuals can only come in during their shift. Two 4-hour shifts may not be realistic for many labs. Wet-lab research groups could establish two shifts (e.g., Team A, Team B), with time windows that allow closer to ~8 hours per shift (6 AM – 1:30 PM with the lab wiping down surfaces on exit; 3:30 PM – 11:00 PM with the lab wiping down surfaces on exit). Advantages are that this is intuitive and allows work continuity.?TOption 1 Shift model B-Divide the weekThe week is divided into two shifts.??The easiest division to imagine is MWF/ TThSSn but that exposes lab workers to fomites from the previous shift every working day. A schedule like (M-W and Th-Sn) minimizes that, and thus is an improvement.??Shift model B allows longer workdays for experiments that are not easily accomplished in 4-6 hour blocks.??There is less daily concern about (and friction over) overlap.??However, some people would always be working on the weekends.Option 2. 15-day work schedule (5 days on / 10 days off) DayPod 1Pod 2Pod 3123456789101112131415A 15-day period is divided into three blocks called pods. Lab personnel (or physically proximate groups) are divided into these pods. People physically work with people only in their pod, and do not physically associate with members in other pods. Note that non-lab persons who associate with members of two or more pods break this isolation. Pod A works the first 5 days and then takes 10 days off. Pod B works the next set of 5 days and then takes 10 days off. Pod C then works for the next 5 days and then takes 10 days off. That ends a 15-day period. Dephasing from the work week (15-day instead of 14-day cycle) means that no individual would be scheduled to continually work weekends (Sat/Sun).This strategy is designed to more strictly isolate work units and to limit asymptomatic transmission chains between groups. The lab is in use every day, so fomites are an issue for each group. If a pod has an asymptomatic transmitter who transmits to people within the pod, those individuals should become symptomatic during the 10-day off period, triggering screening of the entire pod before the pod returns for their next on block. Using this strategy, a whole lab would not go out of commission at the same time. Disadvantages are that the schedule is not intuitive, people could be asked to work long days on their “on” blocks and that lab members would presumably need to share tasks to perform studies that extend beyond the four-day window.Option 2 - Shift model C-Somewhat longer blocks?A two-week period could be divided into three blocks. Lab personnel (or physically proximate groups) are divided into these pods. Pod A works the first 5 days and then takes 10 days off. Pod B works the next set of 5 days and then takes 10 days off. Pod C works for the next 5 days and then takes 10 days off. That ends a 15-day period. This strategy is designed to even more strictly isolate work units and to limit asymptomatic transmission chains between groups.Option 3. 14-day work schedule for two groups (4 days on, 10 days off)DayPod 1Pod 2No use1234567891011121314Time is measured in 14-day groupings. Each group is in the lab 4 days of a 14-day period. This 72-hour period between groups allows the air and most surfaces to be safer for the subsequent group.Every lab member is assigned to Pod 1 or Pod 2. Individuals can only come into the lab with their pod. This option uses the lab for less days (8 out of 14), but gives aerosols and fomites 72 hours to become less infectious between groups. If a member of Pod 1 associates with a non-lab person and then that person associates with a member of Pod 2, then the isolation is broken.This approach presumes the risk of infection during the 10 day off-period is low. Appendix 10Limiting the Consequence of an Infection by Managing Disconnected SubgroupsHarvard’s scholarly community is linked through a complex network of interactions. As we re-enter the campus, we should strive to minimize the spread of any infection. The spread can be suppressed both (i) by minimizing the interactions between distinct subgroups and (ii) by minimizing the use of shared surfaces. This concept is illustrated in Figure 1, where an “interaction matrix” is used to show the level of interaction between people, both directly from others and indirectly from shared surfaces and air.The goal here is to have any on-campus work down with as few people as possible, and have those people sharing as little air and as few surfaces as possible. Figure 1 shows two lab groups who have coordinated their plans and are successfully minimizing sharing between restrooms and breakrooms.INDIVIDUALSAIR AND SURFACESABCDESW Break roomSW Rest roomNE Rest roomGroup #2 Lab instrumentsHVAC?CORE FACILITY used by both SW LAB GROUP #1ABNE LAB GROUP #2CDEFigure 1. Interaction matrix. Individuals are notionally represented by the letters A-E, and the elements of the matrix indicate the level of interaction between them. We should strive to limit the connections between the two subgroups (persons A-B in Lab Group #1 and persons C-E in Lab Group #2). Shared surfaces and shared air present a challenge, and are represented by the laboratory instruments, break rooms, restrooms, core facilities and the building’s HVAC air handling system. This group-clustering approach will reduce exposure of others to infected and exposed individuals. ................
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