Updates regarding COVID-19

1) What should I do if I am an undergraduate TMM student (with campus course(s) or research activities) experiencing COVID-19 symptoms or have come into close contact with a confirmed or presumptive case of COVID-19?

• Immediately go home or stay home.
• Contact your local physician, Ontario Telehealth (or Quebec equivalent) or Complete Public Health Ontario’s self-assessment questionnaire.
• If instructed to do so self-isolate and get a COVID-19 test.  If you are showing symptoms of COVID-19 immediately get a COVID-19 test.  If you are asymptomatic (not showing symptoms) and has been in close contact with a confirmed COVID-19 case, get test no earlier then 5 days after initial close contact with a confirmed case.  For more information please read:  OPH
• Send email to safety@uottawa.ca to advise that you have been instructed to self-isolate. 
• Follow the reporting protocol of the research facility/institution you are working at.
• If mental health counselling required, contact SASS (couns@uottawa.ca)
• To report your sick leave and for academic accommodations send an email to klittlej@uottawa.ca for next steps.

Any worker who may have been exposed to, or who is exhibiting symptoms of COVID‐19 will not return to work until they have tested negative or have completed 14 days of self-isolation and no longer exhibit symptoms. 

2) What I should do if I am experiencing COVID-19 symptoms, or have come into contact with a confirmed or presumptive case of COVID-19?

A.1:  If you are an employee of uOttawa, including research staff paid from grants such as PDFs, Research Associates of Technician, you should:  

• Immediately go home or stay home 
• Notify your supervisor and the wellness office (hrhealth@uottawa.ca or santerh@uottawa.ca) by email. 
• Follow the Wellness office instructions, which may include testing at a local assessment centre and self-isolation. 
• If you have contacted the wellness officer’s afterhours and/or on weekends you should complete Public Health Ontario’s self-assessment questionnaire and follow its advice which may include testing at a local assessment centre and self-isolation.  
• Any worker who may have been exposed to, or who is exhibiting symptoms of COVID‐19 will not return to work until they have been cleared to do so by the appropriate medical authority. 

A.2  If you are a graduate or undergraduate student you should:

• Immediately go home or stay home.
• Complete Public Health Ontario’s self-assessment questionnaire and follow its advice which may include testing at a local assessment centre and self-isolation.  
• Contact your supervisor to inform them that the self-assessment has indicated you stay at home and/or self-isolate
• Contact your health-care provider for advice on your medical condition
• Contact Student Counselling Services (couns@uottawa.ca ) at SASS for advice on medical follow-ups or academic accommodations
• Any worker who may have been exposed to, or who is exhibiting symptoms of COVID‐19 will not return to work until they have been cleared to do so by the appropriate medical authority. 

 3) What should I do if I have a confirmed case of COVID-19? 

A.1: If you are an employee of uOttawa or research staff (paid from grants) such as PDFs, Research Associates or Technician, you should:  

• Seek appropriate medical care, follow public health directives and stay home. 
• Inform the Wellness Office (hrhealth@uottawa.ca or santerh@uottawa.ca) 
• Complete the University’s incident /accident form.

 A.2:  If you are a graduate or undergraduate student, you should:

• Seek appropriate medical care, follow public health directives and stay home. 
• Contact Student Counselling Services (couns@uottawa.ca ) at SASS for advice on medical follow-ups or academic accommodations
• Complete the University’s incident /accident form.

1) I am scheduled to come on-site over the weekend.  Is the reception desk open on weekends?

No.  On weekends you must use your own cloth masks or request one extra mask for weekend work when you enter RGN during the week.  Please plan ahead.

2) How can I enter RGN during the weekend?

You must enter RGN through the front door using your key card.  Please do not bring family or friends on-site and do not hold the door open for others. 

I need to relocate one or more pieces of existing equipment, who should I contact?

If your lab is relocating one or more pieces of existing electrical equipment, you must:

• Complete the Equipment Move Request Form
• Use one form per item
• Download a copy of electrical drawings and mark where you are intending on installing the equipment. Attach the file to the form before submitting

• Search by room number. Files nomenclature is ME-050-“floor level”-“room numbers”.
• If rooms are missing, please contact us at medfaci@uottawa.ca and we will add the missing rooms

1) I am a Faculty member who received approval for a portion of my staff to return to research as outlined in my Phase 1 R2R Plan and would like to onboard new staff as part of my Phase 2 Plan. I have sent additional information (R2R New Staff Form & Appendix 2 Checklist) to confirm the status of these staff- will you be sending confirmation and updated occupancy numbers based on this new information? 

Yes. Thank you for sending additional Phase 2 information. You will be sent an updated notice of decision based on this information in the coming days. Thank you for your patience as we work to compile this new information.

 2) I don’t run a wet-lab, however I will have people coming onsite to Roger Guindon Hall and/or Peter Morand intermittently. Do I need to fill the R2R New Staff Form and Appendix 2?  

If you or your staff need to visit the site, you must fill out the appropriate forms and seek approval from your Chair to perform research activities that cannot be performed remotely.  Please contact resmed@uottawa.ca for appropriate forms and guidance.

3) I have received new COVID-19 funding and need more than 66% of my staff on-site per day.  Can I have more than 66% of staff on-site during Phase 2?   

Any exception above phase 2 occupancy levels (66%) will require approval from the COVID-19 Alliance Review Committee.  Please contact resmed@uottawa.ca for more information.   

4) I have funding to hire new research staff.  When can I start hiring my staff and are they allowed to work on site? 

During Phase 2 (start date August 11, 2020) new staff, graduate students and PDFs  can be hired to join onsite laboratory activities. Please also note that new undergraduate students have been approved to resume onsite work starting September 9, 2020.  

5) I have a non-canonical layout in my lab and am having difficulty planning my physical lab space.  Who can I talk to you to help me? 

Please contact medfaci@uottawa.ca for assistance.  

6) I want to rearrange equipment in my lab to increase physical distancing.  Is this possible and do I need to get permission from medfaci@uottawa.ca? 

Yes, you do need to get permission from medfaci. Requests for new installations, modifications, approval / moves of electrical equipment and moves will require justification and will only be reviewed if critical to current activities. Your patience is appreciated. 

7) If I had approval for Phase 1 Return 2 Research plans, do I need to resubmit these as Phase 2 plans? 

No. Approved Phase 1 plans will remain in place. You only need to submit new information if you are making changes (e.g. hiring additional staff that were not approved for Phase 1) to your research plans as a result of new Phase 2 guidelines.   

8) Why has the derogation process been stopped? 

We have moved away from a derogation process to allow all research teams to return to research at 1/3 (Phase 1) and more recently, 2/3 (Phase 2) occupancy levels. This approach supports progressive return for the greatest number of research teams in an equitable manner and allows teams to prioritize their research projects.

9)  My lab is allowed a maximum of 6 staff on site per day, but I would like to run two half-day shifts of 6 per shift for a total of 12 staff on site every day? Is this allowed?

No. During Phase 2 staff on-site will continue to be monitored and you may not exceed the total maximum number of staff onsite per day (6 in this case). Even if a lab member comes in for only an hour that is counted towards a lab’s daily staffing limit.

10)  My lab has only 3 bays, but I am allowed 6 research staff on site each day?  What can I do?

If your lab cannot accommodate everyone physically within one shift, we recommend that you work with your team to establish shifts, where no more than 3 of your staff are on-site at a time. For example 3 staff from 7am – 2pm and 2 staff from 2 to 9pm. 

11)  I am a faculty member and I really want to use my office.  If I come to work, does this count towards my lab’s daily or weekly occupancy count?

Yes.  It remains the policy of uOttawa that any work that can be conducted remotely, must continue to be done off campus.  If you opt to use your office, this will count towards your lab occupancy levels.  

1) How will I know if and when I am to return to RGN or PMC to perform experiments? 

Your supervisor will establish a schedule for research staff and trainees to perform work at RGN and PMC. This will be completed following discussion with all members taking into consideration status of research projects, academic progress and ability to return.

2) Can I come back to campus voluntarily if I haven't been designated to return? 

No.  Phase 2 of Return to Research is based on a monitored total daily limit of 66% occupancy.  Each lab should establish its own schedule of the team members allowed on site each day.  If the number of lab staff on site exceeds either the daily or weekly limits, card key access to RGN or PMC can be revoked.  

Am I required to complete the COVID-19 training module?

Yes.  For the safety and wellbeing of all employees returning to campus, we require everyone to have completed the orientation before doing so. In addition, all essential staff who have been working on campus, must also complete the orientation.

1) Do I need to complete the Ontario COVID-19 self-assessment every day I plan to be on site? 

Yes, all learners, staff and faculty members going on campus, whether scheduled or on a day pass, are advised to complete the provincial health self-assessment prior to arriving on campus every day. If the survey indicates that you are displaying symptoms:

• Do not come to work.  
• Follow the Ontario COVID-19 self-assessment advice which may include testing at a local assessment centre and self-isolation.  
• Inform the Wellness Office (hrhealth@uottawa.ca or santerh@uottawa.ca) 

2)  How do I enter and exit RGN or PMC?

You must enter RGN or PMC through the front door. Starting Monday, August 17, 2020 the front door will be opened from 7:00am -4:00pm. Outside those hours you must enter through the front door using your key card.  Throughout the building there will be many designated exits, normally in staircases that are designated for going down.  

3) My keycard has expired.  How can I fix this to gain access to the building? 

Please contact medsafety@uottawa.ca.  

4) I don’t have a student or employee card, do I need this to return to work?   

If you do not have an employee card, we would recommend you carry a valid form of ID when onsite and obtain your uOttawa card as soon as it becomes an option. Please note that an access card will be required to enter Peter Morand and will be required to access Roger Guindon Hall between 4:00pm – 7:00am.

5) During Covid19 can I park for free at RGN? 

At this time, and until September 1, 2020, parking at RGN and PMC is free and open. 

6)  I want to go outside for lunch or a break.  Do I need to re-enter by the front door?

Yes you do. But please only take more facemasks it you absolutely need them.   

7) Are the front doors of RGN/PMC locked to prevent the public from entering? What about the links from the hospitals? 

RGN and PMC have been locked and can only be entered with card access by authorized persons. The hospital links remain open to ensure essential use and for transportation purposes. Additional signage has been installed to improve directions and communicate requirements.  

8) RGN is connected with TOH and CHEO - what precautions are in place to help prevent the spread of COVID-19? 

Healthcare providers and learners have a professional obligation to observe and practice public health guidelines. Leaners in clinical settings will not be providing care to COVID-19 patients. 

1) Do I have to wear a facemask?  

At this time, Ottawa Public Health has recommended the use of a non-medical or reusable mask for all. If you have a medical condition which prevents you from wearing a mask, a substitute PPE can be employed such as a face shield. 

2) Will the Faculty supply facemasks?  

Yes.  The Faculty of Medicine has acquired a supply of procedural facemasks and will be distributing facemasks at the front door reception desk. 

3)  Where can I get a facemask?

When you enter RGN through the main doors, there is a reception desk where disposable facemasks will be distributed.  The reception desk will be staffed on weekdays from 7:30am – 4:00 pm.

4)  Can I wear cloth facemasks?

Yes you can, but you must provide your own.  It is recommended that you launder your mask daily.

5) I am scheduled to come on-site for 1 hour over the weekend.  Is the reception desk open on weekends?

No.  On weekends you must use your own cloth masks or request one extra mask for weekend work when you enter RGN during the week.  Please plan ahead.

1) What general safety measures will be in place? 

Resources for individuals returning to campus have been developed, including an online COVID19 orientation training module and description of other health and safety and sanitary precautions that have been implemented on campus such as new signage.

2) Will there be cleaning supplies available for surfaces? 

Yes, extra cleaning supplies have been stocked and are available.  

3) Who do I contact if there are no cleaning supplies available? 

Contact Medfaci@uottawa.ca for cleaning, supplies or repairs. 

4) Is it safe to use the washrooms? Are there any precautions I should take? 

You are asked to observe the guidelines and maintain physical distance and hygienic measures, such as proper hand-washing, cough/sneeze in elbow etc. 

5) Am I expected to disinfect my own work space or anything I have touched around the buildings? 

For your own safety and peace of mind, you may wish to do so. Additional cleaning supplies and hand sanitizer have been made available throughout the campus. 

6) Is it safe to consume the water at RGN and PMC? I heard of issues on main campus. 

In preparation for increased activity, the water was proactively tested. The water advisory is limited to a few points on main campus only and water at RGN and PMC is safe to consume.  

7)  If I cannot go to the hospital for lunch and the coffee shop is closed, are the kitchenettes open?

No. During Phase 2 all kitchenettes continue to be closed. The use of fridges, microwaves and kettles is not allowed as these are high-touch surfaces. These appliances will be unplugged. If you are to stay on-site for your meals you should bring your own lunch in an insulated container that does not require reheating. Please plan accordingly.   

8)  Will there be more spaces open on site for me to eat my lunch?

Yes. Medfaci is opening more spaces for lunches and rest areas that allow for physical distancing.  Signs will be posted.  

9) What if I don’t feel safe?  

We encourage you to speak to your PI, Department Chair, Vice-Dean, graduate program director or HR partner. If you have concerns about the safety of the work environment, you can review the university’s and the faculty’s measures taken on the Office of Risk Management’s website.

10) What do I do if I have a specific safety concern? 

Contact Medsafety@uottawa.ca to address safety concerns or incidents. Your Supervisor, Chair, or Medsafety will investigate, report and correct any deficiencies. The well-being and safety of our learners, staff and faculty members is our primary care and concern. 

11) What if others are not following proper measures? 

Calmly and kindly provide them with constructive advice. Alternatively, notify HR or your supervisor. There will be frequent reminders posted throughout the campus which can serve as a reference.  

12) Can I use my shared student or PDF office?

No. ·Access to shared offices will not be permitted during phase 2 as physical distancing requirements cannot be met.  During Phase 2, office activities such as writing, analysis, reviewing, videoconferencing, marking must be conducted off-campus.  

If schools / daycare are still out and I receive word to return to work on campus, what flexible arrangements can be made?  

Contact your PI or HR to discuss current responsibilities or obligations that may impact your ability to work on campus. Together, we will work out a plan to provide flexible and reasonable accommodations.  Please note RGN is opened from 7 am – 9pm.  

What do I do if I am pregnant or medically vulnerable, or if I live with someone who is?  

If you or a member of your household is pregnant, immunocompromised, a primary caregiver to the elderly, or have underlying conditions that would predict a severe outcome, we encourage you to speak with your healthcare provider and to contact hrhealth@uottawa.ca or santerh@uottawa.ca  Wellness will assess the medical risks and advise your supervisor of any required accommodations. You may also contact MedSafety@uottawa.ca to discuss.  

1) I am returning to Ottawa after staying at my parents’ place in a different Canadian city.  Do I need to self-isolate prior to returning to work? 

No. At the present time, Ottawa Public Health guidance does not require you to self-isolate providing you have not come into contact with a confirmed or presumptive COVID-19 case and do not have symptoms. Please refer to Ottawa Public Health for more information and up-to-date guidance.  

2) I am returning to Ottawa after staying outside of Canada.  Do I need to self-isolate prior to returning to work?  

Yes. At the present time, Ottawa Public Health guidance does require you to self-isolate when arriving in Canada for an international location whether or not you have come into contact with a (presumptive) COVID-19 case or symptoms. Please refer to Ottawa Public Health for more information and up-to-date guidance.