Check here for updates regarding how COVID-19 is affecting sponsored programs at UWM. If you have any information to share, please e-mail us at email@example.com.
Current Campus Reopening Status: Stage 2
- July 1: UWM Guidelines for Field Research During the COVID-19 Pandemic (PDF) (Updated from June 8)
- June 17: Reopening Research at UWM (updated from June 11)
- May 1: Office of Research Town Hall Meeting Video
- April 14: UWM Research Lab Shutdown FAQs
- March 31: SARS-CoV-2 (COVID-19) Laboratory Biosafety Guidelines for Research at UWM (PDF)
- March 31: UWM Institutional Biosafety Committee COVID-19 Guidance
- March 23: UWM Laboratory Shutdown Procedure & Form (PDF)
- March 18: UWM Research Laboratories and Facilities and the COVID-19 Pandemic Guidance for working and meeting remotely and developing contingency plans for research and laboratory operations (PDF).
UW System: Travel Reimbursement Due to COVID-19 (Issued March 11)
With Chancellor Mone’s recent guidance regarding travel, the following clarifies UW System policies and procedures regarding cancelled airline tickets and reimbursement due to COVID-19.
- UW System will not be returning any expense reports that have change fees tickets due to Coronavirus.
- Tickets cancelled due to Coronavirus are a reimbursable expense.
- Airline Tickets can be cancelled in Concur or by contacting an agent. Typically, tickets stay clarity regarding cancelled airline tickets and reimbursement due to the Coronavirus in the ticket holder’s Concur profile for up to a year. However, due to the upcoming change in travel agencies in July, we are working with our new agency on how travelers can access unused tickets after July 1. Best practice right now is to screenshot and save record of your unused ticket for verification purposes going forward.
- If a basic economy ticket was booked, no ticket value can be saved and the entire value of the ticket is lost. While cancelled tickets reimbursable if cancelled due to Coronavirus – no unused tickets will be in the traveler’s profile for future use.
- Review hotel cancellation policies and cancel any hotel reservations ASAP.
- Questions regarding travel reimbursement due to COVID-19 should be directed Alyssa Totoraitis, Regional Travel Manager, at firstname.lastname@example.org or 414-882-0995.
Frequently Asked Questions
Research Management and Development Related to COVID-19
I would like to conduct research relating to COVID-19. What should I do?
Check federal agencies for funding opportunities related to COVID-19. Then start the conversation with your dean’s office administrators to ensure you are considering various aspects of this type of research.
My research involves emerging pathogens, plasma, viruses, etc. relating to COVID-19. What should I do?
Contact the UWM Biological Safety Program if your work involves biological samples that may contain the virus (email@example.com, 414-588-4261) Contact the IRB if you want to do research with human subjects or biological samples that come from human subjects (firstname.lastname@example.org, 414-229-7455). Contact the UWM Animal Care Program if you work involves animals models (email@example.com, 414-229-6016).
What should I consider when assessing how COVID-19 might affect my research?
Now is a good time to consider how an outbreak of COVID-19 in Wisconsin might affect your research. Here is a list of questions to get you started.
Here are a few simple scenarios in order to consider these impacts:
- What would the impact be to your research and sponsored programs if you had to self-quarantine for two weeks?
- What would the impact be to your research and sponsored programs if more than one of your research staff had to self-quarantine for two weeks?
- What would the impact be to your research and sponsored programs if UWM advised all faculty and staff to work remotely?
Here are additional questions to help you assess how an outbreak may affect your research:
- Are there any studies involving participants, animals, ingredients, or experiments that would be adversely affected? If so, what plans should be put in place to allow for them to continue or allow for them to be stopped and later resumed in the least impactful way?
- What standing purchase orders or human resource issues might be impacted?
- Would data collection/analysis/storage be impacted and what costs would be associated with these impacts?
- What regulatory approvals will expire soon and might be impacted if they are not renewed? Can they be renewed early?
- Are there any collaborators that would need to be notified?
- What sponsor reports or deadlines are due during the next several months? Might you need to request a no-cost extension?
- What notice might you need to give sponsors or regulators if the research is going to be paused or significantly delayed beyond a couple of weeks?
Additional considerations for human subjects research:
- Is the location of the study remaining open and available for participants to be present? Has the location implemented any procedures to slow the spread of the coronavirus that will affect participation in your study or the ability of your study to proceed?
- Does your protocol require in-person participation or treatment? Can it be modified for remote participation?
- Does your protocol require in-person monitoring? Can it be modified for remote monitoring?
- Should your participants be screened for coronavirus as part of your inclusion/exclusion criteria?
- Would your data or results be affected if your participants had to self-quarantine or if they contracted coronavirus?
Additional considerations for environmental health and safety:
- Do you have a limited number of critical lab staff with unique knowledge? Are there others in your lab who can be cross-trained?
- Does your lab operate machines that use active cooling through liquid gasses, dry boxes, or inert boxes using gas blankets? What would happen if materials like liquid gasses, CO2, nitrogen, or dry ice become unavailable?
- How frequently are you saving or freezing samples of your cell cultures?
- Do you have long-term experiments that might benefit from more frequent preservation?
- Do you have the requisite local knowledge to do controlled shutdowns of complex machines or devices without on-site help from the company?
- Have you shared with the UWM Safety and Assurances Department the locations and amounts of materials that are air, water, or otherwise unstable for observation in case of lab closure?
Allowability of Costs Related to COVID-19
Am I allowed to pay staff who may be quarantined on sponsored funding?
Federal agencies are working internally on a number of proposal and award-related issues pertaining to COVID-19. We awaiting further communication from our partners about these issues and will provide guidance as further information becomes available. In the meantime, please continue to follow all relevant policies and procedures and apply those practices consistently. Currently, salary should be charged in a consistent manner. If an employee’s salary is charged to a sponsored program, then their time spent in quarantine can also be charged to the sponsored program.
Are travel costs, which have been canceled due to COVID-19, allowable on sponsored funding?
Federal agencies are working internally on a number of proposal and award-related issues pertaining to COVID-19. We are awaiting further communication from our partners about these issues and will provide guidance as further information becomes available. In the meantime, please continue to follow all relevant policies and procedures and apply those practices consistently. Currently, per UW travel guidelines, as long as the circumstances were outside of the traveler’s control, fees for changing/canceling flights are payable/reimbursable by the University (e.g. meeting dates changed). If the original expense was allocable to a sponsored project, the subsequent fees for changing/canceling travel would also be allocable to that project.