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MBS Administrative Research Restart FAQ

MBS Research Restart Administrative FAQ

Building Access: Intersession 11/25/2020 - 1/18/2020

November 24, 2020, undergraduate in-person classes have concluded, CNS Academic buildings will revert to card access only through the celebrated entrances.  CNS academic buildings include PMA, GDC, GEA, PAI, BIO, WEL, NHB (first floor only) and SEA (1.400 entrance).  The one exception to this will be WEL.  Through the intersession, WEL will continue to have loading dock and several doors open for deliveries and building occupant access.

CNS research buildings (NMS, MBB, AHG, FNT, PAT) will continue to be card access only as they have been operating since mid-March.

1. How to I proceed with purchasing?
   • Please continue to email mbs_orders@austin.utexas.edu with your requests and Rose & Stacey will address.
2. What can I purchase?
   • At this time, there are no purchasing constraints from the University or sources of funds for items under $100,000.
   • For items over $100,000 will require the approval from the Senior Vice President and CFO.
3. Entertainment Expenses - Updated January 13, 2021
   • Any non essential expenses should be minimized or require the Dean's approval.
   • Please refer to https://afm.utexas.edu/hbp/part-9/1-1-entertainment-and-official-occasions-expenses for more information regarding entertainment expenses. 
4. What is the procedure to ship packages? - Updated November 20, 2020
   • Each lab can utilize the FedEx Pick-up Procedure - Call 1-800-463-3339 to schedule pick up time and location. Pick up time is a minimum three-hour window and needs to be scheduled no later than 12:30 p.m. Please enter the MBS FedEx account number via phone. Last, go through the prompts to change the pickup address to NHB 1.512 (STEM Stockroom). The labs need to fill out the label beforehand.
     • NHB STEM Stockroom address:
       • NHB 1.512
       • 100 East 24th Street
       • Austin, Texas 78712
   • FedEx and UPS also have drop boxes on campus that are available.
5. What is the procedure to receive packages? - Updated November 20, 2020
   • Information below applies to all buildings with the exception of WEL. WEL will continue to receive all forms of delivery service directly to building. All other packages will be routed to the NHB STEM Stockroom.  
   • NHB 1.512 STEM Stockroom hours of operation are 9 a.m. – 4:30 p.m., closed noon – 1 p.m. for lunch.
     • Access to NHB receiving area / STEM storeroom will be via loading dock entrance only.  
   • There is very limited room in NHB 1.512 to store packages, so please pick up your packages promptly. 
     • For those working evening cohorts, you can have someone else in the lab pick up your packages. Pick-up person will need to provide the name of the person on package along with their personal UT EID. 
   • Large equipment will be directly delivered to the building where it will be set-up. On these large equipment orders that need to direct ship to buildings, shipping instructions should include appropriate building manager's name / number  This information is posted on all of our receiving dock doors. Please notify appropriate building manager of pending delivery.
   • Hazardous packages will continue to go to NHB receiving area (all CNS buildings except WEL). 
     • NHB STEM Stockroom address:
       • NHB 1.512
       • 100 East 24th Street
       • Austin, Texas 78712
   • All routine non-hazardous packages (consumables, Amazon, UTMarket, and direct orders) will be delivered directly to laboratories/research spaces by Campus Distribution Services (CDS). 
     • If no one is at the lab to receive the package at the time of delivery, it will be left outside the lab door. The exception would be if the package is a cold pack. If no one is at the lab to receive the cold pack, it will be delievered to NHB and stored at an appropriate temperature. The lab will be notified that they have a package to pick-up. 
   • If folks in the labs or departments are ordering non-hazardous materials directly from a vendor using a ProCard, they need to use Campus Distribution Services as the delivery address. 
     • Address:
       • John Doe (Mail Code)
       • Campus Distribution Services
       • 2706 Montopolis Drive
       • Austin, TX 78741
6. How to I get PPE or order PPE?
   • Please verify via the VPR Research Starter Kit if you qualify for University purchased PPE. If not, then please proceed with ordering via a PO or ProCard.
7. What is the protocol to grant new staff or students Building Access? - Updated August 07, 2020
   • Please email Molecular Biosciences molecular_biosciences@austin.utexas.edu with your building and room request need, include the PI in your email request. MBS Administrative team will coordinate with the building managers. This includes the Bridgeway from MBB to NHB.
   • Please note the building will only be accessible to research staff during the hours of 6:00 a.m. to 10:00 p.m.
8. What are the requirements for outside vendors, technicians, or any non-UT employee when entering UT Buildings?
   • All building occupants, whether UT affiliated or not need to follow all UT COVID-19 protocols (face coverings, social distancing, frequent handwashing, disinfection of surfaces). 
   • If PI’s are scheduling technicians, please ensure the technician confirms with the PI that they are not running a fever or showing any symptoms of the disease before and when they come onto campus.  They also need to acknowledge that if they end up testing positive for COVID-19 they need to inform the PI of this.
9. How do I request keys or new keys?
   • Please email Molecular Biosciences molecular_biosciences@austin.utexas.edu with your building and room request need, include the PI in your email request. MBS Administrative team will complete the request form with signatures and return to the requestor. Once you receive the signed form, please take it with your UT EID to the Locks & Keys Building. Please check Locks & Key’s website for their operational hours
10.  What is the protocol for access to the NHB suite? - Updated August 07, 2020
    • All access to the NHB Administrative suite is being restricted for safety and density compliance  If there is an urgent request for letters within the suite please email Molecular Biosciences molecular_biosciences@austin.utexas.edu. 
11. Where is the mail and how to coordinate pick up? - Updated August 07, 2020
    • With limited delivery options on campus, all mail at this time is being delivered to the NHB Stem Stockroom. The MBS administrative team is collecting campus mail delivered to the NHB STEM Stockroom weekly in order to address urgent items such as invoices, pay slips, parking permits, etc.
    • If there is an urgent item coming in the mail, please send a mail redirection request to Molecular Biosciences molecular_biosciences@austin.utexas.edu.
    • For magazine subscriptions, please begin redirecting those to your personal address.
12. What do I do with my packing slip or receipts for payments?
    • Please take a picture or scan and email to mbspayments@austin.utexas.edu
13. When will the CORE Facilities in person training be available?
    • In person training has been suspended and will remain suspended during the Phase 3 restart. There is a possibility for training to commence in the next restart phase.
14. Travel Exceptions - Updated January 13, 2021
    • The University has prohibited sanctioned travel for business or study through May 31, 2021 for domestic travel and August 31, 2021 for international travel. Decisions about the travel policy after May 31, 2021 will be announced on or before March 12, 2021 for domestic travel. Decisions about the policy after August 31, 2021 will be announced on or before May 15, 2021 for international travel. Exceptions will be processed by Dean's or Vice President's for domestic travel and by Texas Global for international travel. Please refer to https://coronavirus.utexas.edu/travel-guidelines for further information.
15. Parking & Transportation – Updated August 10, 2020
    • For up to date information, please visit the Parking and Transportation website. 
    • Renewal of garage and surface parking permits for the academic year 20/21 are open until August 17th. A permit purchasing is always ongoing. 
    • Parking and Transportation is allowing A permit holders to park in some garages. A permit holders will have access to the following garages: Manor, San Antonio, San Jacinto, Speedway, Trinity, and 27th Street.
16. Custodial Services – Updated June 10, 2020
    • Custodial services are back to normal cleaning schedules, which means researchers will see them cleaning bathrooms, common areas, etc. during the day and will see them beginning their evening work shifts at their usual early evening times. It is not possible to achieve both enhanced cleaning and reduced custodial hours simultaneously.
    • The restart plan calls for researchers to vacate buildings from 10 p.m. – 6 a.m. daily to allow custodial services to work unfettered. Some researchers have misinterpreted this to mean that custodial services will only be working 10 p.m. – 6 a.m. daily, this is not the case. Having researchers vacate the buildings overnight enables custodial services to ensure that shared high-traffic spaces are thoroughly cleaned before people return to work again in the morning. Having researchers vacate the buildings overnight also ensures that 24/7 work schedules are not being forced upon trainees.
    • Custodial services will not be entering labs nightly to pick up trash. Please place your general trash into hallway for pick-up. Custodial will also, pick-up broken glass boxes placed in corridor. DO NOT place chemical waste, sharps containers or BIO waste boxes in the corridor. These need to be handled in accordance with current EHS policies and procedures.
17. ProCard Updates - Updated August 07, 2020 
    • The ProCard Roll out is on hold. Please contact Purchasing-ProCards@austin.utexas.edu if your card is expiring and you need a new one shipped to your personal address. 
    • Other ProCard updates can be found here: https://ProCard.financials.utexas.edu/caronavirus. 
18. Who or how should people report individuals who are not complying with UT’s COVID-19 Building protocol? - Updated August 07, 2020
    • People can report to the building manager. CNS Facility Services will notify the appropriate supervisor or PI.   **PLEASE NOTE** Building management staff do not have the authority to be enforcers. The department also does not encourage people to engage when face coverings are not in compliance. New enforcement and potential disciplinary action can be enforced for those who do not comply with building safety protocol. 

GENERAL BUILDING PROTOCOL

• Face Coverings / Masks will be required at all times in UT Buildings (exceptions include if sole occupant in private office or when eating / drinking).  Reminder signs will be posted at all building entrances.
• All restrooms will be considered single occupant.  Reminder signs are posted on restroom entrances.
• Practice social distancing when using elevators.  No more than two people per cab, standing at opposite corners.  Better yet, one person per cab or take stairs.
• Wash hands often.
• At this time there are limited areas where directional protocols have been put into place. Please be cognizant of your surroundings when moving through buildings, maintain social distance as best you can.  This may mean waiting for someone to pass.  Please be respectful of others.
• When you first get back to lab, please test eyewashes. Flush both the domestic and dI water by opening a couple of faucets and letting them run for 5 – 10 minutes. For labs with drains at their safety showers, pour some water down the drain in case trap is dry.
• Please make sure that labs have entrance/exit logs and that they are being used.
• Please keep track of most recent UT COVID-19 information via utexas.edu website.
• If you have any questions or recommendations regarding building operations, please contact your building manager.
• Your building manager will keep occupants posted as new guidelines / recommendations become available.
• A safety reminder poster with general information was delivered to each lab. Please ensure the poster is posted in a visible area in the lab.

What to do when somebody in your lab shows COVID-19 symptoms?

When someone is symptomatic:

• Read and follow CNS protocol
• Put a quarantine notice on the door of lab and notify others to not enter
• Individual needs to immediately call the following: University Health Services for students 512-475-6877; Personal Health Care Provider, UT Health Austin, or Blue Cross, Blue Shield at 888-315-9473 for staff
• Individuals need to notify Kimberly Craig RN in UT Occupational Health: kimberly.craig@austin.utexas.edu. 
• Call Environmental Health and Safety at 512-471-3511 and inform about quarantine
• Notify individuals on your lab sign-up sheet of lab closure and that they should self-monitor
• Please respect confidentiality of (possibly) infected individual to the greatest extent possible
• Notify Department Chair
• Department Chair should notify Dean's Office

When someone receives a positive test result:

• Read and follow CNS protocol
• Follow above steps
• Notify individuals on lab sign-in sheet that they should self-isolate for 14 days
• Notify Department Chair that suspected case is now confirmed
• Department Chairs should notify Dean's Office

COVID-19 Symptoms (appear 2-14 days after exposure):

• Fever
• Cough
• Difficulty Breathing

Self-Monitoring:

• Take temperature twice daily for two weeks
• Remain alert for cough or difficulty breathing
• If you develop symptoms, you should self-isolate immediately

Self-Isolating:

• Limit contact with others
• Call healthcare provider

Definitions of Primary and Secondary Contacts:

• A primary contact is a person with direct contact to a person who has tested positive. CDC recommends self-isolation.
• A secondary contact had contact with a primary person. CDC recommend self-monitoring.

What to do when an Employee (Faculty and Staff) shows symptoms of COVID-19?

• If you test positive for COVID-19 or have a presumed positive diagnosis, you must report your diagnosis to the HealthPoint Occupational Health Program (OHP) and to your direct supervisor. OHP values your privacy and is following privacy guidelines that allow the university to keep our workplace and your coworkers safe while still protecting individual privacy as much as possible.
  • healthpoint.ohp@austin.utexas.edu
  • 512-471-4647
  • hr.utexas.edu/ohp
• OHP will continue to monitor you daily using an online reporting tool and will provide you with guidance on your available leave options, including leave that may be available under the Families First Coronavirus Response Act (FFCRA).
• OHP will also identify any UT community members who may have come into close contact with you and will reach out to them directly with guidance on how to self-quarantine, self-isolate or self-monitor, as applicable.  

• Even if you test negative for COVID-19, you must report that you were tested to the HealthPoint Occupational Health Program
  • healthpoint.ohp@austin.utexas.edu
  • 512-471-4647
  • hr.utexas.edu/ohp 
• You should not return to on-campus work until 72 hours have passed without symptoms and at least 10 days have passed since the onset of symptoms.
• You should practice self-isolation during this time. Self-isolation means that people with symptoms of COVID-19, with or without a positive test, separate from others, stay home and away from others who share a residence to prevent the spread of the virus.

• If you are experiencing symptoms of COVID-19, you should report your symptoms to the HealthPoint Occupational Health Program regardless if you have been tested or not.
  • healthpoint.ohp@austin.utexas.edu
  •  512-471-4647
  • hr.utexas.edu/ohp

• UT Select insurance now covers the cost of medically necessary COVID-19 testing and treatment with in-network providers at 100% with no out-of-pocket costs. For more information, please visit the UT System Office of Employee Benefits COVID-19 webpage.
• New federal leave provisions are now available to employees impacted by COVID-19. 
• For more information, please visit​ the Families First Coronavirus Response Act (FFCRA) Paid Leave​ webpage.
• More information about benefits, paid leave, and timekeeping can be found on the Employee Leave section of the Human Resources COVID-19 website. 
• You can also contact your local Human Resources representative for help with understanding federal leave provisions.

Helpful Resources:

• Print-ready PDF (English and Spanish): What happens if I think I might have COVID-19?
• Print-ready PDF (English and Spanish): What should employees do if they get tested for or have symptoms of COVID-19?
• Print-ready PDF: Guide on Social Distancing, Monitoring, Quarantine, and Isolation. This guide is also available in Spanish.
• Remeber that the Employee Assistance Program provides resources and services to help you manage stress and uncertainty during this time. 

COVID-19 Information and Resources

Research Restart -CNS Research Restart Resources

University of Texas COVID-19 - The latest information on campus operations, social distancing and preventative measures 

VPR COVID-19 Research FAQ

Procard Guidance - The most current guidelines for use of procards from the Office of Procurement

CNS COVID-19 Resources - The College of Natural Sciences wiki contains resources to support staff and faculty as we navigate changes brought abotu by COVID-19.

Emergency Preparedness - Email emergencypreparedness@austin.utexas.edu to request gloves, hand sanitizer and disposable and cloth masks

CDC Guidelines 

faculty_decision-tree_COVID19_fall_20202.pdfFall 2020 Planning Website - Updates on steps taken to reopen UT for Fall 2020

COVID-19 Dashboard - Track case numbers during the Fall semester

Campus Announcements - All COVID-19 related communications are available here and you can also see information about significant clusters on this website

Some reminders: 

• If you have any COVID-19-related questions or concerns, you can call the recently expanded Behavior Concerns and COVID-19 Advice Line at 512-232-5050 or submit your COVID-19 questions online. 
• If you are learning online or in person this semester, you can check out the Longhorn Connection website, which provides a range of opportunities and activities. 
• Campus events will be generally limited to 10 participants. If you are planning to host or attend an on-campus event, please review the university's recently updated Meetings, Events, and Mass Gatherings checklist for guidance. 
• Employees who are working on campus can find needed information in the employee guidebook. 
• Wear your mask, wash your hands consistently, practice social distancing whenever possible, and embrace the tenets of the Commitment to Protect Texas Together. 
• The university has been carrying out proactive community COVID-19 tests in addition to the more than 1,300 tests previously administered throughout the summer. 
  • • When contacted for proactive community testing, you are stronly encouraged to participate. 
    • If you are experiencing symptoms, please remember to get tested through University Health Services or UT Health Austin. 

Zoom

ZOOM ITS Website

• Teach with Zoom
• Work with Zoom
• Start a Meeting
  
• Join a Meeting
• Zoom Training
  
• Zoom Support

TIDES Zoom + Remote Teaching Resources

Trainings

Below is a mix of University and third party online courses and trainings

• CBRS Online Short Courses - Courses on topics ranging from cromputational biology and research methodology represented in our core facilities
• Ask TaqMan- Thermo Fisher Scientific present "Ask TaqMan" - the YouTube video series dedicated to anything and everything real-time PCR
  
• 10X Genomics 
  
• Illlumina videos
  
• Illumina webinars
  
• NEB
• Khan Academy
  
• Code Academy
  
• HR Training: UT users have access to the LinkedIn Lynda Library, UT Learn, and HR Trainings 

Personal and Family Resources

• Priscila Pond Flawn Child and Family Laboratory - The Family Resources section offers guidance on coping with COVID-19, including talking with children about the coronavirus . The Learning at Home section is full of resources to help you keep children productively engaged while school is closed.
• UT HR Resources - Guide to Day to Day Living Under COVID-19