Western Research COVID-19 Updates

Western has committed to regularly reviewing our vaccination policy. Based on the latest consultation with our medical experts and local public health, we are revoking our vaccination policy and will no longer require students, employees, and visitors to be vaccinated to come to campus.

Dear colleagues,

I hope you are enjoying the last couple weeks of summer before we return for another academic year.

You will have likely seen the university's most recent COVID-19 update, which has been developed to ensure we are best able to continue to keep each other safe this fall. We have correspondingly updated our guidance for research, scholarship and creative activity as follows.

As of September 1, 2022:

• Medical-grade (ASTM level 3) masks will be required for all research personnel, visitors and research participants in indoor spaces.

As of Octopber 1, 2022:

• As of October 1, 2022, proof of vaccination, with a minimum of three doses, is required for on-campus personnel participating in, or performing, research on campus. Research participants who are visitors to campus may be exempt. See the full list of exemptions and associated procedures in Procedure for Policy 3.1.1 — Visitors on Campus and its Appendix.

Please see Western's vaccination policy for exemptions and additional information. Capacity in research spaces will remain at 100 per cent.

With my thanks and best wishes for a productive, and safe, academic year,

Kevin

Dear colleagues,

As you know, the Province of Ontario has recently revised its public health measures and advice to eliminate mandatory masking in public spaces. Western has similarly removed its mask mandate inside its buildings at this time.

Requirements for in-person research have correspondingly been modified to reflect these changes. Mask-wearing is now a personal choice except in on-campus clinics where patient care is delivered.

All research in clinics is to be conducted according to safety guidelines established by the clinic (e.g., dental clinics still require full PPE by dentists and staff). Please note that PPE must also continue in settings where this safety measure is required independent of COVID.

Medical-grade (ASTM level 3) masks must still be made available to all researchers and participants across all research models and spaces.

We recognize that Coronavirus Omicron variants continue to present serious risks and are working with public health officials to monitor these risks and to act accordingly. We encourage all researchers to continue prioritizing safety in this context. Thank you for your continued diligence.

Additional notes:

• Western’s COVID-19 Vaccination Policy remains in effect.
• Western’s Events and Visitors on Campus Procedure remains in effect.
• We will continue to update research-related information here.

Many thanks,

Kevin

Dear colleagues,

As we come out of reading week to anticipated changes to the Province of Ontario’s public health and safety measures, I am writing to share that, effective March 1, 2022, we will again increase capacity in research spaces to 100 per cent, provided all personnel continue to follow PPE, vaccination, screening and cleaning requirements. This is good news for our community.

These changes include face-to-face human studies involving high ventilation rates (e.g., exercise testing or training), which still require the use of rapid tests prior to entering the research space and appropriate filtering of intake and exhaled air. All other previously permitted research models may also continue.

• Western’s COVID-19 Vaccination Policy remains in place, including for off-campus volunteers and research participants.
• Masking, using medical grade (ASTM level 3) masks, is mandatory.
• Please consult current travel policies for international activities.
• Research-related information will continue to be updated on the Western Research COVID-19 Updates website.

Thank you for your continued diligence,

Kevin Shoemaker, Associate Vice-President (Research)

HIGHLIGHTS

• Occupancy of research spaces remains at 50 per cent of capacity.
• Where possible, please conduct work remotely.
• Off-campus volunteers and participants must adhere to guidelines and Western's COVID-19 Vaccination Policy.

Hello everyone,

I would like to start by wishing you all a happy and prosperous 2022.

Given the escalating threat of COVID-19, and the disruptions it continues to cause in our lives, we recognize the inherent challenge contained within these good wishes.

We are encouraged, however, to know we have been here before and that we have learned a lot from our shared efforts to adapt to the various stages of the pandemic over the past two years. This continued collaboration will be vital to our ability to successfully navigate the next phase.

Our goal remains to support research, scholarship and creative activity, while minimizing the risk of viral transfer on Western’s campus and in our community. To these ends, we want to provide the following updates, which follow guidance from the university and the Government of Ontario, and reiterate those published on December 16, 2021. They also include an additional recommendation to conduct work remotely, wherever possible:

• Occupancy of on-campus research spaces remains at 50 per cent of capacity and researchers, trainees and participants must be doubly vaccinated, physically distanced and protected by properly fitting three-layer masks, goggles or shields.
• Any off-campus volunteers or participants must adhere to these guidelines unless they are visiting for purposes of a clinical appointment as per Western’s COVID-19 Vaccination Policy (MAPP 3.1.1).
• As per Western’s new guidelines, announced on Jan 3, 2022, researchers, research staff and trainees will continue to have access to their research areas for purposes of data acquisition; however, they are asked to work remotely when not actively engaged in these activities.
• As there are currently no restrictions on local travel, field research can continue. Travelers must adhere to restrictions imposed by the local community to which they are travelling.
• Please work closely with your academic unit and Associate Dean (Research) to discuss any questions you have about your particular needs or situations. They will contact me as required.

Updates, as they become available, will continue to be added to the Western Research COVID-19 website.

Many thanks and please stay safe,

Kevin Shoemaker

Associate Vice-President (Research)

HIGHLIGHTS

• Precautionary measures are being reintroduced for research activities, effective December 18, 2021.
• Occupancy of on-campus research spaces will be rolled back to 50 per cent.
• Human participant research that follows capacity and PPE guidelines can continue.
• We recommend suspending any international research activities involving travel.

Dear colleagues,

I am writing to provide an update about how new government guidelines and ongoing developments caused by the COVID-19 pandemic, including the emergence of Omicron, will affect research activities on campus in the near term.

As we all know, the risk level for COVID-19 infection is rising rapidly in our region, which has forced us to revisit our guidelines for mitigating risk within research spaces. We have been here before, and I thank you for your continued patience and flexibility as we navigate these newest developments.

What does this mean for research at Western?

To prioritize the health and safety of our campus community, we are reintroducing the following precautionary measures for research activities, effective December 18, 2021:

• Occupancy of on-campus research spaces will be rolled back to 50 per cent.
• Models of remote research (those requiring no face-to-face contact) may continue, and our human research ethics team remains available to provide any necessary support for modifying existing research protocols.
• Human participant research may continue so long as it respects the 50 per cent capacity restriction and all PPE guidelines. Physical exercise and other studies with elevated ventilation rates, however, should be discontinued at this time.
• We continue to support research involving vaccinated off-campus participants under existing guidelines.
• The Government of Canada has issued a global travel advisory to avoid all non-essential travel outside the country, effective December 15; therefore, we are similarly recommending the suspension of any international research activities involving travel.
• As there are currently no restrictions on local travel, field research can continue. Travelers must adhere to restrictions imposed by the local community to which they are travelling.
• There are no changes to existing guidelines for non-human research activities, with the exception of limiting capacity in research spaces to 50 per cent.

Given how fluid the situation continues to be, we will reassess the effectiveness of these measures in mid-January.

When in doubt, think safety first. Please continue to be vigilant within your research spaces and do not hesitate to address questions to your Dean, Associate Dean (Research), and/or departmental delegate.

Please continue to work together to create the best possible outcomes in this ever-changing reality. As always, I am available to assist with any questions on behalf of Western Research.

Please stay safe, and happy holidays,

Kevin Shoemaker

Associate Vice-President (Research)

HIGHLIGHTS

• Amendments are not required for institutional screening requirements.
• Vaccination requirements for research participants should be introduced prior to informed consent and should be communicated to ongoing participants as soon as possible.
• Vaccination status should not be part of the study record unless it is approved study data.
• A guidance document has been created to aid researchers in acquiring necessary information.

In response to the recent memo that researchers must obtain proof of vaccination prior to welcoming research participants to campus, the Office of Human Research Ethics (OHRE) has the following guidance:

• Ensure your study team is familiar with Western’s COVID-19 Vaccination Policy (MAPP 3.1.1)
• Amendments to research protocols and documents are not required to address this additional institutional screening requirement. Inclusion/Exclusion criteria, screening scripts and tools, and data collection tools should not be impacted when researchers are solely following institutional policy for on-campus attendance.
• Amendments are required if your study objectives newly require the collection of vaccination information as study data OR if your research as a whole must pivot to new methodology (e.g. remote vs in-person visits).
• The requirements around vaccination should be introduced to participants prior to obtaining informed consent. Ongoing research participants should be notified of the vaccination policy as soon as possible.
• Documentation of a participant’s vaccination status or exemption should not be part of their study record unless it is approved study data.
• Ideally, the collection of vaccination information should be centralized within the faculty, school, or department.
• Do not collect vaccination documents via email, as email is not considered secure (MAPP 1.13). Retain vaccination status information only until Western tells you that it can be destroyed. As per the previous memo, actual vaccination documentation provided by the potential participant should NOT be retained at all.
• As per MAPP 3.1.1, children under 12 are not considered visitors. Therefore, there is currently no requirement for research participants under 12 to be vaccinated or to provide proof of negative COVID tests. However, like all participants they must do Western’s daily symptom screening prior to presenting to campus for research.
• Consider your participant population because not all will have access to certain technology. Obtaining verbal confirmation prior to a research participant coming to campus is sufficient if obtaining it ahead of time is not possible. Proof of vaccination documentation need only be shown in-person.

As the OHRE gathers more information our guidance document will be updated. Please consult our Vaccination Confirmation for Research Participants Guidance Document for the most up to date information.

HIGHLIGHTS

• Capacity in research spaces has risen to 100 per cent, provided PPE and cleaning requirements are met.
• Human face-to-face research involving non-campus personnel requires verification of full vaccination status.
• Participants exempted from vaccination must provide evidence of this exemption status, as well as two negative COVID-19 rapid antigen tests, commencing one week prior to each visit to campus.
• All field research must adhere to guidelines provided by the field site.

Dear colleagues,

Welcome back to the new school year. I am writing to provide a few brief updates about changes to COVID-related research guidelines.

Research Capacity

With recent requirements for proof of vaccination, and flexible physical distancing requirements, we are now able to increase capacity in our research spaces to 100 per cent, provided all personnel continue to follow PPE and cleaning requirements. Research Involving Visitors to Campus All visitors to campus – including research participants – are to adhere to Western’s policy requiring mandatory proof of full vaccination status. These efforts will help ensure we continue to maintain a safe campus for all members of our community.

Researchers interested in welcoming research participants to campus are required to obtain and document proof of vaccination status for all participants who are unaffiliated with the university. Confirmation must be obtained in advance of their arrival on campus.

Please do not keep copies of vaccination documents; however, a record of receipt of proof will mitigate the need to confirm vaccination status for any recurring visit by the same participant.

Participants who are exempted from vaccination according to MAPP 3.1.1 must provide evidence of this exemption status, as well as two negative COVID-19 rapid antigen tests, commencing one week prior to each visit to campus. These tests, recurring for each week the participant plans to visit campus, must be separated by a minimum of 72 hours (e.g., if first tested for the week on Monday at 12 p.m., the next test must occur Thursday at 12 p.m. or later in the same seven-day period.) These tests are available in Western’s Graphic Services Building.

For every visit, all participants and research personnel must continue to follow existing protocols of filling out the COVID health questionnaire and adhering to all PPE, distancing and cleanliness practices in the research area.

Field Research

For all field research activities, all Western researchers are to adhere to guidelines provided by the relevant field site.

I am grateful for the collegiality you have shown as we navigate a new ‘return-to-campus’ and will remind you that adherence to research guidelines continues to be the responsibility of each academic unit. When in doubt, however, please think safety first and contact your faculty or school’s Associate Dean (Research) for further information.

As always, I am available to assist with any questions on behalf of Western Research.

Thank you,

Kevin Shoemaker, Associate Vice-President (Research)

With key public health and health care indicators continuing to improve and vaccination rates surpassing targets, the province has announced a move to Step Three of Ontario’s Roadmap to Reopen, effective July 16.

How does the move to Step Three impact Western’s research operations?

As of Monday, July 19:

• Occupancy capacity will rise to a maximum of 50 per cent with two metres of physical distancing in place.
• Off-campus visitors will be permitted to participate in on-campus research if they are free of COVID-19 symptoms and adhere to campus guidelines for physical distancing and appropriate mask use inside buildings.
• Researchers will be permitted to resume exercise and other studies with elevated ventilation rates only if they can be accomplished with symptom-free participants wearing masks that include a HEPA-filtered exhale port.
• All other previously permitted research models can continue. Please discuss all new research studies with your decanal support unit.

The Province of Ontario has indicated it will move to Step 1 of its Roadmap to Reopen as part of its third-wave recovery plan on Friday, June 11, 2021 at 12:01 a.m. We have been here before.

What does this mean for research at Western?

• On-campus research requires approval of the Dean or delegate, such as the Associate Dean (Research). Please contact your Associate Dean (Research) to re-initiate studies.
• In-person, face-to-face research that engages on-campus personnel (e.g., registered students, staff and faculty) as research participants may resume, effective June 11, 2021.
• Anyone resuming human research must ensure their projects' objectives and participant pools are designed for on-campus participants and that their recruitment procedures were submitted as such and approved by the research ethics boards.
• Indoor face-to-face human studies involving moderate-to-high ventilation rates (e.g., exercise testing or training) remain paused for the time being.
• Off-campus field and community-based research must receive permission from both Western and destination sites.
• Occupancy of on-campus research spaces is limited to 30 per cent.

As reminders, members of our community are required to complete the return-to-campus questionnaire and to wear three-ply masks at all times in buildings on campus—including on lunch breaks—and near others outside. Supervisors may recommend face shields if goggles cannot be accommodated. We recommend all breaks occur outside where PPE can be removed when physically distanced from others.

When in doubt, think safety first.

Thanks to increased vaccination rates and continued adherence to guidelines, we are trending in a positive direction. Thank you for your continued efforts to work together to create the best possible outcomes for our community and for research at Western.

The university continues to provide campus-wide updates and Western Research maintains additional research-related notices. Please direct any additional questions to your Associate Dean (Research) and/or departmental delegate.

As always, I am available to assist with any questions on behalf of Western Research.

Thank you,

Kevin Shoemaker, Acting Associate Vice-President (Research)

Dear colleagues,

As we enter the second week of a province-wide stay-at-home order, I want to provide some reminders to ensure the safety of our research community.

Research continues at a reduced rate on campus. Your continued vigilance is appreciated and critically important to our efforts to protect peers, friends and families. Thank you.

We are all keen to return to some sense of normalcy. To successfully do so, we must not let down our guard at this pivotal juncture.

As a reminder, when working on campus, please:

• Complete your return-to-work questionnaire on a daily basis.
Complete your own research space’s checklist and entry protocols for tracking purposes.
• Wear three-layer masks provided by the university when inside or near others.
• Wear safety goggles—and potentially face shields, as recommended by
supervisors—when it is necessary to work within two metres of another person.
• Eat and rest only in designated areas, while maintaining guidelines for physical distancing and mask use (masks are only to be removed to take a bite/sip).
• No face-to-face participant research, exercise-based activities or field studies are permitted, unless approved by the Dean’s office and the office of the Vice-President (Research).
• Ensure occupancy in Western’s research spaces remains at 30 per cent or below.

When in doubt, think safety first. Spot checks may be conducted by members of our community or by the Middlesex-London Health Unit.

Additional resources are available through ongoing university-wide notices and research-related updates from Western Research. Please also direct any additional questions to your Associate Dean (Research) and/or departmental delegate.

I am also available to assist with any questions on behalf of Western Research.

By continuing to work together, we will come through this stronger.

Thank you,

Kevin Shoemaker, Acting Associate Vice-President (Research)

Dear colleagues,

As you are aware, there has been a rapid escalation of COVID-19 cases in our community, including on our campus.

To address increasing risks, we are implementing additional restrictions to permitted research activities. We need to be proactive and we need to continue to be rigorous.

Effective April 7, 2021 at 6 p.m., we will pause all face-to-face research with human participants on campus and in field studies for four weeks. We will re-evaluate these restrictions every two weeks by looking for a pattern of reduction in our community caseload.

These changes do not apply to research directly related to COVID-19. Other studies, including those approved over the past few months, may be evaluated on a case-by-case basis to assess potential risks and benefits using the two-level approval system currently in place.

At the same time, research personnel are still able to access research spaces under current safety guidelines and to pursue research that does not involve face-to-face interactions with human participants.

As a reminder, members of our community are required to wear three-ply masks and to wear safety glasses if working within two metres of each other. Supervisors may also recommend face shields for additional protection. Occupancy in Western’s research spaces remains at 30 per cent capacity.

Where possible, we encourage you to work from home.

Please direct any questions to your Associate Dean (Research) and/or department delegate. Kevin Shoemaker is also available to assist with any questions on behalf of Western Research.

With thanks,

Lesley Rigg, Vice-President (Research) and

Kevin Shoemaker, Acting Associate Vice-President (Research)

* Further to the excerpted campus-wide message distributed below, there are currently no additional implications for the research community than were outlined on March 30, 2020. The rest of this update can be read on the Western COVID-19 microsite.*

Research activity can continue, with the new face-covering measures outlined on March 30. All field research, or research projects requiring face-to-face contact with off-campus human participants, require a two-level approval process – sign-off from the Dean’s office (or delegate) and the office of the Vice-President (Research).

Employees and graduate students continue to have access to campus including labs and offices. All Western community members remaining on campus must wear three-layer non-medical masks supplied by the university. Employees not required to be on campus and who are able to work from home should continue to do so.

We will communicate any changes with employee groups, and supervisors will connect directly with staff regarding any change in work assignments.

As the Middlesex-London region moves from Orange to Red in the face of rising case counts, and variants of concern make up more than half of new COVID-19 cases in Ontario, Western is implementing additional precautionary measures to prevent the spread of the virus.

For research, we are also taking additional precautionary steps that were not in place when we were previously in Red. These include:

• Three-ply masks are required for all researchers, trainees and research participants on campus.
• Researchers and participants working within two metres of each other must also wear safety goggles, with further protection provided by a face shield if recommended by their supervisors.
• Occupancy in Western’s research spaces remains at 30 per cent capacity.
• All new field research, or research projects requiring face-to-face contact with off-campus human participants, require a two-level approval process – sign-off from the Dean’s office (or delegate) and the office of the Vice-President (Research).
• Additional permissions may be required from the community in which field research occurs.

Please ensure all research activities adhere to physical distancing and PPE recommendations. Please also continue to be vigilant within your research spaces and do not hesitate to address questions to your Dean, Associate Dean (Research) and/or department delegate.

Our community’s safety remains our primary priority.

Hello colleagues,

We have entered the Orange phase of the COVID response framework. What does this mean for our research? Recall that we were in Orange last fall so the criteria will be the same as during that phase. Also recall that we did not change the levels of research activity through the Orange-to-Red-to-Lockdown phases.

So, we are still fundamentally remaining at the levels of research activity that were allowed prior to moving to Orange. Critical research can be advanced if deemed reasonable and safe for all parties. The only substantive change is that the two-level approval model (Decanal + Vice-President (Research)) is no longer necessary: all decisions can reside with the Deans or delegate.

Vice-President (Research)-level input can be provided upon request from decanal level input.

As much as we feel excited to get back to something more normal, we must remain vigilant. We have an excellent record of safety in our research spaces. But, recent reports indicate we remain in a volatile stage of COVID risk. So please continue to stay safe and keep your students, staff and research areas safe as well.

As always, thank you for your work to keep our research programs moving forward as best we can while retaining an attitude of safety first.

Kevin

* Further to the campus-wide message distributed below, there are currently no additional implications for the research community than were outlined on December 22, 2020.*

Today, the provincial government declared a state of emergency and will be imposing a stay-at-home order as of Thursday at 12:01 a.m.

In doing so, the province made a series of revisions to its “ Enhancing Public Health and Workplace Safety Measures in the Provincewide Shutdown” document.

After assessing these revisions, the university has determined that the operating model we have been following since December 22 upholds the requirements set out in this document.

The province and public health officials are taking bold steps to stem the rise in COVID-19 cases, and we all must do our part.

All Western employees should work from home if the nature of their work does not require them to be on campus.

Western will continue to communicate with its employee groups and supervisors will communicate any change for staff in their work assignment directly.

We ask our students, faculty and staff to continue to follow all the important safety measures to keep each other and our communities safe.

Good afternoon all,

Despite the province-wide lockdown announced by the Premier, we are pleased to note that access to research spaces, and related research activities, can continue with only a few additional restrictions to those already in place:

1. All on-campus research will require approval of the Dean (or delegate, such as the ADR) and the Vice-President (Research), or delegate. Please connect with your Dean/ADR or departmental delegate to confirm your research activity. Decanal (or delegate) approval should use methods of documentation, scheduling, and contact tracing developed last March and April.
2. In-person human research continues to be restricted to on-campus participants. Any off-campus visitors participating in critical research will require approval of the Dean and Vice-President (Research) (or delegates), must fill out a COVID screening questionnaire, and provide contact tracing information.
3. Face-to-face human studies involving high ventilation rates (e.g., exercise testing or training) will be stopped.
4. To continue, off-campus field research must be critical in nature and receive permission from both Western and destination sites. It must also comply with all risk mitigation procedures at both sites. Please note that some field stations are restricting access during this period. Researchers are encouraged to delay these activities if possible.

As always, I will be available to assist with any questions.

Happy holidays everyone.

Kevin Shoemaker, Acting Associate Vice-President (Research)

Dear all,

You will have likely seen today’s notice that Middlesex-London will be moving from the orange (restrict) to red (control) level of the COVID-19 response framework, effective Monday, December 14, 2020. As a reminder, research-related guidelines for this Phase are copied below:

Red: All animal, bench and remote research continues. Human face-to-face as per Yellow phase but restrictions now include studies requiring high ventilation rates (e.g., heavy exercise) and exercise training models. Exceptions for critical research must receive decanal support. Examples of issues to consider in adjudicating critical research include COVID-specific studies, student progress, industrial contracts, clinical trials with large investments, etc. Field research must receive approvals from Western (decanal and VPR office) and the research site. Continue contact tracing for all people entering research areas.

Please ensure that all research activities adhere to current physical distancing and PPE recommendations.

Please continue to be vigilant within your research spaces and do not hesitate to address questions to your Dean, Associate Dean (Research), and/or department delegate. You may also wish to visit Western’s Frequently Asked Questions and to refamiliarize yourself with the Research Recovery Plan.

Proposal Based on Province of Ontario Criteria :

• Green: All research can advance under existing Phase IV Recovery safety guidelines and decanal approval.
• Yellow: All research can advance under existing spacing, cleaning and PPE guidelines but face-to-face research is restricted to on-campus personnel unless an exception has been provided by the dean. Field research continues following decanal approval of a mitigation plan that follows Western’s guidelines and adheres to guidelines of the community where research will be conducted. Continue contact tracing for all people entering research areas.
• Orange: No changes from Yellow phase.
• Red: All animal, bench and remote research continues. Human face-to-face as per Yellow phase but restrictions now include studies requiring high ventilation rates (e.g., heavy exercise) and exercise training models. Exceptions for critical research must receive decanal support. Examples of issues to consider in adjudicating critical research include COVID-specific studies, student progress, industrial contracts, clinical trials with large investments, etc. Field research must receive approvals from Western (decanal and VPR office) and the research site. Continue contact tracing for all people entering research areas.
• Grey: Animal, bench-top and remote human research continue. Research capacity may be diminished by the need to ensure animal care personnel safety. Face-to-face research is allowed under highly controlled conditions with limits to group size (<10 persons) and as deemed critical following decanal and VPR office approval. Continue contact tracing for all people entering research areas.

For all phases, rigorously ensure lab safety (distancing, PPE, cleanliness), monitoring and supervision. Ensure contact tracing continues for all people entering research area.

Dear colleagues,

Thank you for your continued commitment to ensuring the safety of our campus and the success of our research enterprise. You should be proud of the excellent care you are taking to conduct research under current guidelines.

As you will have likely seen, the Middlesex-London Health Unit, on recommendations from the Government of Ontario, has updated the region’s public health measure status from  prevent (green) level to  protect (yellow) level in an attempt to protect against rising numbers of COVID-19 cases. This change took effect November 16.

What does this mean for research at Western?

At this time, there are no changes to current practices. Thanks to your diligence, and proactive steps we have taken together, we remain in a modified Phase 3 of our Research Recovery Plan, which limits occupancy to 40 per cent. Unless an exemption has been provided by the Dean, we are not currently welcoming off-campus research participants to campus.

Please continue to be vigilant within your research spaces and do not hesitate to address questions to your Dean, Associate Dean (Research), and/or department delegate. You may also wish to visit Western’s  Frequently Asked Questions and to refamiliarize yourself with the  Research Recovery Plan.

The well-being of our students, trainees, staff, faculty, and surrounding community is paramount. Maintaining physical distance, wearing appropriate PPE, and frequent cleaning and handwashing remain critical to our ability to reduce transmission of the virus.

We will need to continue to work together to create the best possible outcomes in this ever-changing environment. Please stay safe.

As you may know, we have pivoted back to Phase 3 mode of the pandemic recovery plan. This is in response to the large increase in positive COVID cases reported in our students. From the research perspective, and as a reminder,  there are two fundamental differences between Phase 4 and Phase 3.

We are operating at 40% occupancy.
No off-campus visitors are invited onto campus in Phase 3 although you can continue to study on-campus personnel (students, staff, faculty).

Please refer to the research recovery plan website to re-familiarize yourself with the guidelines.

We do need to continue our vigilance in mitigating all risk. Thank you for all of your continuing efforts to do so in service to our community. 

During the COVID-19 pandemic, a number of people will need to come onto the Western campus for consultations, academic purposes, meetings or to deliver products or services such as food items, waste management, compressed gas, equipment installation, maintenance, or others.

For formal events or bookings please visit https://conferences.uwo.ca/ or contact event@uwo.ca

All visitors to Western must follow these directions with respect to COVID-19 protocols, to ensure the safety of our campus community:

Before coming to campus

• If feeling unwell, stay home.
• Complete the Ontario Public Health self-assessment questionnaire https://covid-19.ontario.ca/self-assessment
  Symptoms of COVID-19 include, but are not limited to: cough, fever, shortness of breath or difficulty breathing, runny nose, stuffy nose, sore throat, painful swallowing, headache, chills, muscle or joint aches, feeling unwell in general, new fatigue or severe exhaustion, gastrointestinal symptoms (such as nausea, vomiting, diarrhea, or unexplained loss of appetite), loss of sense of smell or taste, or pink eye. Stay up to date on the symptoms related to COVID-19 by visiting https://www.ontario.ca/page/covid-19-stop-spread#section-0

Once on campus

• Practice physical distancing. When possible, stay two metres apart.
• Wear a non-medical mask/face covering. This is required when in the presence of others and in common and shared spaces on campus.
• Wash hands thoroughly and often and avoid touching your face.
• Disinfect your work area, equipment and tools frequently.
• Wear gloves when delivering or removing items from campus locations.

 

Please visit https://www.uwo.ca/coronavirus/health-safety.html to learn about the steps that Western is taking to keep our campus community safe.

Dear Colleagues,

Further to Western’s July 29 Return to Campus Update, we have recognized an inconsistency between the percentages of people permitted to return to campus in the Research Recovery Plan and in the overall Return to Campus plan.

We apologize for the confusion and for any challenges this causes your efforts to plan for the weeks ahead. The safety of our community remains paramount.

As a result of these discrepancies, we have realigned our Phase 3 and Phase 4 parameters to 30 per cent and 40 per cent respectively.

Please feel welcome to reach out with any questions,

Kevin Shoemaker
Acting Associate Vice-President (Research)

(Updates from July 9 in bold.)

Western will move to Phase 3 of its research recovery plan as of August 4.

During this phase, we continue to expand research and scholarly activities at the direction of the Deans, restricting capacity to approximately 40 per cent at a given time. Each week, we will re-assess the continued expansion of research that can advance during Phase 3. Under specific conditions, face-to-face studies with no more than minimally invasive data collection methods may be permitted.

In Phase 3 of recovery from the COVID-19 pandemic we can begin resumption of research involving human participants using a phased-in approach as well as the following principles and timing:

Overarching principles

• All studies must be approved by your respective academic unit process. As needed, these units may consult with Acting Associate Vice-President (Research), Kevin Shoemaker or Occupational Health and Safety.
• Studies with participants or researchers with known susceptibilities for COVID-19 will require specific discussions between the respective academic unit, Western Research and/or Occupational Health and Safety as per the links above.
• A phased-in approach will be used to provide time for researchers to develop good safety practices in advance of higher-risk studies.First, studies of people already on campus (students, staff or faculty participants).
• Later in Phase 3, studies will begin using non-Western participants who travel onto campus, following Western-approved COVID-19 screening mechanisms.
• Also later in Phase 3, face-to-face studies conducted off-campus can commence and will require adherence to both Western risk mitigation strategies (physical distance, masks, hand hygiene, gloves) and those outlined by the organization or community where the research will be conducted. Please note: in the case of off-campus face-to-face meetings, you must provide additional documentation about safety guidelines for the organization where the study will be conducted, along with the adherence plan.

Please refer to overarching Research Recovery Plan guidelines for further information.

Studies allowed in Phase 3

• All study models approved in Phase 1 and Phase 2.
• Studies with no more than minimally invasive* data collection methods where physical contact is required to attach data collection instruments, under the following conditions: Limited to low-risk populations in the early portions of Phase 3.
• Acute studies that can be reversed or stopped in the event of a viral rebound.
• Researchers and participants will wear surgical masks and practice good hand hygiene while in the research area, even if physical distancing can be achieved. When physical contact is required, researchers will don surgical masks, face shields and gloves.
• Interventions or study procedures are restricted to research manoeuvres/interventions that retain low levels of breathing volumes that can be achieved while wearing a surgical mask or a filtered respiratory gas collection setup that prevents the spread of exhaled droplets (viral and bacteria capture filters are available).
• Studies conducted within hospital clinics under the oversight of hospital guidelines and personnel.

Each week, we will re-assess the continued expansion of research that can advance during Phase 3.

Studies delayed until late Phase 3 at least

• On-campus face-to-face studies of persons who express higher risks for COVID-19 susceptibility or morbidity.
• Studies involving data collection at ventilation volumes above levels sufficiently supported while wearing a surgical mask (e.g., exercise, altered inhaled levels of oxygen or carbon dioxide).

Keep in mind: The safety of our community is paramount: we must remain flexible and prepared to return to an essential services model should external or internal circumstances change.

* Minimally invasive refers to studies of alert participants asked to do simple tasks with or without instrument monitoring in accordance with approved Human Research Ethics documentation.

In Phase 3 of recovery from the COVID-19 pandemic we can begin resumption of research involving human participants using a phased-in approach as well as the following principles and timing:

Overarching principles

All studies must be approved by your respective academic unit process. As needed, these units may consult with Acting Associate Vice-President (Research), Kevin Shoemaker or Occupational Health and Safety.

Studies with participants or researchers with known susceptibilities for COVID-19 will require specific discussions between the respective academic unit, Western Research and/or Occupational Health and Safety as per the links above.

A phased-in approach will be used to provide time for researchers to develop good safety practices in advance of higher-risk studies.First, studies of people already on campus (students, staff or faculty participants).

Later in Phase 3, studies will begin using non-Western participants who travel onto campus, following Western-approved COVID-19 screening mechanisms.

Also later in Phase 3, face-to-face studies conducted off-campus can commence and will require adherence to both Western risk mitigation strategies (physical distance, masks, hand hygiene, gloves) and those outlined by the organization or community where the research will be conducted. Please note: in the case of off-campus face-to-face meetings, you must provide additional documentation about safety guidelines for the organization where the study will be conducted, along with the adherence plan.

Please refer to overarching Research Recovery Plan guidelines for further information.

Studies allowed in Phase 3

• All study models approved in Phase 1 and Phase 2.
• Studies with no more than minimally invasive* data collection methods where physical contact is required to attach data collection instruments, under the following conditions: Limited to low-risk populations in the early portions of Phase 3.
• Acute studies that can be reversed or stopped in the event of a viral rebound.
• Researchers and participants will wear surgical masks and practice good hand hygiene while in the research area, even if physical distancing can be achieved.
• When physical contact is required, researchers will don surgical masks, face shields and gloves.
• Interventions or study procedures are restricted to research manoeuvres/interventions that retain low levels of breathing volumes that can be achieved while wearing a surgical mask or a filtered respiratory gas collection setup that prevents the spread of exhaled droplets (viral and bacteria capture filters are available).
• Studies conducted within hospital clinics under the oversight of hospital guidelines and personnel.

Studies delayed until late Phase 3 at least

• On-campus face-to-face studies of persons who express higher risks for COVID-19 susceptibility or morbidity.
• Studies involving data collection at ventilation volumes above levels sufficiently supported while wearing a surgical mask (e.g., exercise, altered inhaled levels of oxygen or carbon dioxide).
• Keep in mind: The safety of our community is paramount: we must remain flexible and prepared to return to an essential services model should external or internal circumstances change.

* Minimally invasive refers to studies of alert participants asked to do simple tasks with or without instrument monitoring in accordance with approved Human Research Ethics documentation.

We understand the message disseminated on June 10 regarding the early return of research graduate students and postdoctoral scholars may have inadvertently caused some confusion around the timing of research recovery.

Please note: The early return of research graduate students and postdoctoral scholars starting June 15 has not changed the timing of the phases of research recovery or return to campus. The University remains in Phase 1 and our capacity to support research remains at Phase 1 levels until at least July 2.

Research grad students and postdocs can return to campus on June 15 at the invitation of their Dean or designate, but the research being performed must also have Dean or designate approval, in accordance with Phase 1 criteria that sustains safety and is prioritized to COVID-19-related or other critical conditions.

As a reminder, Phase 1 of research recovery is as follows:

• Some buildings reopen
• Ongoing prioritized research continues
•  No research areas closed in response to COVID-19 will open during this period
• Develop plans for research space operations with department/Dean
• Decisions made by Human Resources and Facilities Management as part of global re-entry plan
• Determine critical supplies for next 2-3 months and prioritize early activities, considering potential return to essential services model
• Refresh or obtain online training in safe use of PPE, cleaning and safety of research space

The amount of research conducted within each Faculty will vary, but must be determined by the capacity to ensure it is done safely and in a manner that can be interrupted immediately should public health guidelines and/or government directives change in response to the pandemic.

We ask for your assistance in sharing this information with your Chairs and researchers as soon as possible. Please also know Kevin Shoemaker, (Acting) Associate Vice-President (Research), is available for those who have questions or require clarification: kshoemak@uwo.ca.

The health and safety of our campus community remains our top priority and we appreciate your patience, understanding and support.

Best,

Andy

Research graduate students and postdoctoral scholars currently scheduled in Phase 2 of our return to campus plan will by Dean’s permission (or a designate) be allowed access to campus facilities to support research recovery effective June 15, 2020. Anyone who can work from home will continue to do so.

Access to campus will be controlled through a phased approach – allowing graduate students and postdoctoral scholars to have a gradual, rotational, and periodic presence on campus. Physical distancing provisions may mean some activities/access will not be permitted. Those permitted access must have an identified supervisor for their area/ time on campus (i.e. faculty supervisor, department chair, designated staff person).

Important to note that the “ Return to Campus Questionnaire” must be completed before each return to campus. Please also review the recommended health and safety measures.

Sincerely,

Andy

Dear colleagues,

I hope you are keeping safe and well.

I am pleased to share our COVID-19 Research Recovery Plan .

As excited as we are to return to campus, I must emphasize that the safety of our community is paramount and that we must remain flexible and prepared to return to an essential services model should situations with COVID-19 continue to change.

If you do not need to be on campus, please continue to work off-site.

This message has been sent to Deans, Associate Deans (Research), Chairs and Research Officers, and I would ask you to please help us distribute it accordingly.

• Additional materials can be found on our dedicated research recovery website
• An addendum for animal-based research can be found on OWL
• Ongoing updates from my office, granting agencies and FAQ can still also be found on the Research COVID-19 website

Many thanks to Acting Associate Vice-President (Research) Kevin Shoemaker, who spearheaded this process with the assistance of many colleagues across campus.

Many thanks and stay safe,

Sarah

Over the last two months, the COVID-19 pandemic has caused on-campus research to be put on hold, resulting in delays for BrainsCAN Accelerator Program projects.

Ensuring the viability of Accelerator projects during this time of physical distancing is essential. Therefore, the BrainsCAN Executive Committee has approved supplementary funding to support active grants and assist grant holders, resulting in the following interim changes to the BrainsCAN Accelerator Internal Granting Program:

All active grants are immediately provided a one-year, no-cost extension. This is an automatic extension; no further action is required.
All salary lines and animal care costs for Accelerator projects will be fully funded for the period of the essential services model (starting March 25th and ending once the essential services model is lifted). Once the university announces that on-campus research can resume, grant holders will be asked to outline the additional costing that was needed for this period.

When the essential services model has ended and the extent of the disruption to research projects is known, additional funding mechanisms for Accelerator project holders may be considered. Details will be communicated at that time.

Questions about the interim changes to the BrainsCAN Accelerator Internal Granting Program can be directed to brainscan@uwo.ca.

Dear colleagues,

We are writing to provide you with some clarity regarding return to campus, as it relates to faculty offices and research labs.

Since May 12, our caretaking staff have been working hard to start deep cleaning campus buildings. The timing of their work is guided by the phased return to campus that is intended to start June 3, in anticipation of the province lifting its Declaration of Emergency on June 2.

You may have heard news from Premier Ford’s office yesterday regarding a list of additional businesses and service providers that will be permitted to open or expand services on May 19.

Included on this list was ‘professional services related to research and development’. This news was unexpected and we are seeking clarity on how, or even if, this might apply to university research.

In line with the phased return to campus plan, we anticipate research labs across campus will begin to open gradually and in priority sequencing starting June 3. Researchers will be notified by their Dean or department Chair on plans specific to their lab. We ask that in turn, researchers inform their graduate students and research staff and trainees.

As you know, current access to labs has been limited to those conducting COVID-19 specific research as well other critical longitudinal studies.

As noted in President Shepard’s May 13 update, faculty members can access their offices (and perimeter doors to their buildings) starting June 3, unless the University receives new direction from government or health authorities. Those needing to access their offices on or after this date should first contact their Dean or Chair, who are developing localized staged recovery plans to ensure buildings are properly cleaned and remain secure.

If you have any questions, please don’t hesitate to reach out to us. You may also wish to refer to these online faculty and research resources.

We sincerely appreciate your patience and understanding as we work through the challenges of planning in the midst of the evolving pandemic.

Best,

Andy Hrymak, Provost & Vice-President (Academic)

Sarah Prichard, Acting Vice-President (Research)

Acting Vice-President (Research) Sarah Prichard will begin hosting a series of faculty-specific virtual Q&A sessions for the research community. This session is for the Ivey Business School.

For many, COVID-19 has introduced new levels of uncertainty and anxiety to the research enterprise. News comes in great volumes and changes quickly.

Western’s Acting Vice-President (Research) Sarah Prichard and Ivey Business School Associate Dean (Faculty Development & Research) Mark Zbaracki hope to address questions and concerns you may have.

You are invited to participate by Zoom in a virtual Q&A that provides updates about the current status of research and preparations for relaunching programs across campus. Register today for the Ivey Business School session:

May 12, 2020 | 2 p.m.

Attendance is capped at 100 participants per session, so registration is required. You will receive a ZOOM invite link upon registration.

Acting Vice-President (Research) Sarah Prichard will begin hosting a series of faculty-specific virtual Q&A sessions for the research community. This session is for the Faculty of Health Sciences.

For many, COVID-19 has introduced new levels of uncertainty and anxiety to the research enterprise. News comes in great volumes and changes quickly.

Western’s Acting Vice-President (Research) Sarah Prichard and Faculty of Health Sciences Associate Dean (Research) Janis Cardy hope to address questions and concerns you may have.

You are invited to participate by Zoom in a virtual Q&A that provides updates about the current status of research and preparations for relaunching programs across campus. Register today for the Faculty of Helath Sciences session:

May 11, 2020 | 4 p.m.

Attendance is capped at 100 participants per session, so registration is required. You will receive a ZOOM invite link upon registration.

Acting Vice-President (Research) Sarah Prichard will begin hosting a series of faculty-specific virtual Q&A sessions for the research community. This session is for the Faculty of Education.

For many, COVID-19 has introduced new levels of uncertainty and anxiety to the research enterprise. News comes in great volumes and changes quickly.

Western’s Acting Vice-President (Research) Sarah Prichard and Faculty of Engineering Associate Dean (Research) Perry Klein hope to address questions and concerns you may have.

You are invited to participate by Zoom in a virtual Q&A that provides updates about the current status of research and preparations for relaunching programs across campus. Register today for the Faculty of Education session:

May 11, 2020 | 11 a.m.

Attendance is capped at 100 participants per session, so registration is required. You will receive a ZOOM invite link upon registration.

Acting Vice-President (Research) Sarah Prichard will begin hosting a series of faculty-specific virtual Q&A sessions for the research community. This session is for the Faculty of Engineering.

For many, COVID-19 has introduced new levels of uncertainty and anxiety to the research enterprise. News comes in great volumes and changes quickly.

Western’s Acting Vice-President (Research) Sarah Prichard and Faculty of Engineering Associate Dean (Research) Miriam Capretz hope to address questions and concerns you may have.

You are invited to participate by Zoom in a virtual Q&A that provides updates about the current status of research and preparations for relaunching programs across campus. Register today for the Faculty of Engineering session:

May 8, 2020 | 11 a.m.

Attendance is capped at 100 participants per session, so registration is required. You will receive a ZOOM invite link upon registration.

Acting Vice-President (Research) Sarah Prichard will begin hosting a series of faculty-specific virtual Q&A sessions for the research community. This session is for the Faculty of Science.

For many, COVID-19 has introduced new levels of uncertainty and anxiety to the research enterprise. News comes in great volumes and changes quickly.

Western’s Acting Vice-President (Research) Sarah Prichard and Faculty of Science Associate Dean (Research) Bryan Neff hope to address questions and concerns you may have.

You are invited to participate by Zoom in a virtual Q&A that provides updates about the current status of research and preparations for relaunching programs across campus. Register today for the Faculty of Science session:

May 4, 2020 | 3 p.m.

Attendance is capped at 100 participants per session, so registration is required. You will receive a ZOOM invite link upon registration.

Over the last two months, BrainsCAN has been closely monitoring the COVID-19 shutdown. It is clear that the current environment has caused research disruptions and difficulties that are affecting outputs from BrainsCAN Postdoctoral Scholars.

In response, BrainsCAN’s Executive Committee has worked with the BrainsCAN HQP Committee to provide an extension to all Tier I and Tier II BrainsCAN Postdoctoral Scholars for the length of the university’s closure. The official length of the extension will be communicated once the essential services model is lifted by Western. This is an automatic extension – BrainsCAN Postdoctoral Scholars do not need to apply for this extension.

Some postdoctoral researchers may also experience longer research disruptions due to the pandemic. BrainsCAN is developing a process to provide additional funding on a case-by-case basis. Details will be communicated once the extent of the shutdown is known.

On top of the automatic COVID-19 extension, BrainsCAN Postdoctoral Scholars can still apply for the two-year (Tier I) or one-year (Tier II) program extension. It requires filling out the PDF Extension Form located in the menu on the BrainsCAN Postdoctoral Fellowship Program page. This extension form can be completed up until three months before a fellowship term is set to end.

Questions about the COVID-19 BrainsCAN Postdoctoral Scholar extension can be directed to brainscan@uwo.ca.

Details about the impact of COVID-19 on BrainsCAN's Accelerator Internal Granting Program are coming soon.

Acting Vice-President (Research) Sarah Prichard will begin hosting a series of faculty-specific virtual Q&A sessions for the research community. This session is for the Faculty of Social Science.

For many, COVID-19 has introduced new levels of uncertainty and anxiety to the research enterprise. News comes in great volumes and changes quickly.

Western’s Acting Vice-President (Research) Sarah Prichard and Faculty of Social Science Associate Dean (Research) Ken McRae hope to address questions and concerns you may have.

You are invited to participate by Zoom in a virtual Q&A that provides updates about the current status of research and preparations for relaunching programs across campus. Register today for the Faculty of Social Science session:

April 28, 2020 | 1:30 p.m.

Attendance is capped at 100 participants per session, so registration is required. You will receive a ZOOM invite link upon registration.

Acting Vice-President (Research) Sarah Prichard will begin hosting a series of faculty-specific virtual Q&A sessions for the research community. The first sessions have been scheduled for the Schulich School of Medicine & Dentistry.

For many, COVID-19 has introduced new levels of uncertainty and anxiety to the research enterprise. News comes in great volumes and changes quickly.

Western’s Acting Vice-President (Research) Sarah Prichard and Schulich School of Medicine & Dentistry Vice Dean (Research and Innovation) David Litchfield hope to address questions and concerns you may have.

You are invited to participate by Zoom in a virtual Q&A that provides updates about the current status of research and preparations for relaunching programs across campus. Register today for one of two one-hour sessions dedicated to the Schulich School of Medicine & Dentistry:

April 22, 2020 | 1 p.m.
April 24, 2020 | 11 a.m.

Attendance is capped at 100 participants per session, so registration is required. You will receive a ZOOM invite link upon registration.

Western Undergraduate Summer Research Internships (USRIs) provide undergraduate students with an engaged research experience where students are given the opportunity to learn new research methods and techniques, along with gaining critical skills needed to excel within a dynamic and evolving career sector. This program also supports faculty members to further their research programs.

Summer Internships are valued at a minimum of $5,625 for a 16-week term, May-August (specific dates to be determined by the faculty member and student). Western will contribute $4,500 toward each Summer Internship, with a required minimum match of $1,125 from researcher, departmental or Faculty resources. Student interns will be paid by monthly stipend in four equal payments (May, June, July, August) unless they do not complete the agreed upon research activities, in which case they will receive payment only for each completed month of the internship.

Draft proposal forms and a student intern information form are available from each faculty's Associate Dean (Research).

Dear Colleagues,

I hope everyone is staying safe and healthy.

I am writing to provide updated guidance related to fieldwork.

Given ongoing concerns related to social distancing and the impact of travel on communities, non-essential fieldwork should remain on hold for the immediate future. To continue, this work must first be declared essential by your department chair or Dean, as relevant, and fulfill requirements set by your faculty.

Final sign-off must also be provided by the Vice-President (Research), using the linked form. [PDF]

We appreciate the impact these decisions have on your research projects and programs, particularly for graduate students. Our first priority is to protect Western’s students, trainees, staff, faculty and our surrounding communities.

Proposed fieldwork must consider the following:

• Limit field work to essential, time-sensitive tasks
• Follow directives of all governments, municipalities, communities and public health boards, including by respecting wishes to limit visitors to and from the area
• Adhere to public health guidance related to social distancing
• Minimize the number of participants at a given time and location
• Limit interaction with the general public
• Where possible, travel directly from home to the field site
• Where impossible to travel in separate vehicles, maximize seating distance and use separate entrances in multi-row vehicles
• Disinfect and avoid sharing equipment
• Use hand sanitizer regularly
• Do not participate in field research if you are exhibiting symptoms of COVID-19

Thank you for your continued patience in these uncertain times.

Sarah

Western Research is pleased to announce the call for applications is now open for the Western Research Catalyst grant, " Surviving Pandemics: Multidisciplinary Approaches to Resilience and Recovery." This is a rapid response internal research funding opportunity offered by Western University in partnership with Lawson Research Health Institute.

Program Overview

Amidst this remarkable time of uncertainty and anxiety, Western Research and Lawson Health Research Institute are coordinating activities to support rapid response research that explores and seeks solutions with respect to the general theme of “Surviving Pandemics: Multidisciplinary Approaches to Resilience and Recovery.”

Projects may address any aspect of the problem. This funding opportunity is particularly interested in proposals that employ a multi-disciplinary approach. In this regard, we wish to engage our entire research community in a city-wide program of research development that will have meaningful and lasting impact. We aim to contribute a broad range of knowledge regarding how we as a society, including our Indigenous communities, are coping with the COVID-19 pandemic by providing evidence, tools, theories, and guidelines that will positively impact how we and future generations will face subsequent pandemics. To support this initiative, Western Research is providing up to $1 Million for two funding cycles that will advance the following objectives:

• Nurture the development of multidisciplinary team-based grant models that address complex issues related to the broad theme of surviving pandemics;
• Explore sustainable and resilient social, economic, technological, and health-related approaches that foster recovery from pandemics;
• Develop preliminary results for larger research initiatives under this theme;
• Increase research productivity and external funding activity;
• Assist researchers with applying their strengths to pandemic-related issues;
• Provide a mentoring mechanism for early career researchers; and
• Support the mentoring of trainees.

Program Information

This is a two-phased funding opportunity, with the first call for applications occurring in April 2020, and the second opportunity anticipated to be held by summer 2020.

 

Funds will support a broad range of research encompassing biomedical sciences, natural sciences and engineering, social sciences, and humanities. Multidisciplinary teams and projects are encouraged.

This opportunity is open to researchers in all disciplines and Faculties.

Projects require a lead Principal Investigator and at least one Co-Investigator. Both the lead PI and the Co

Investigator must hold an academic appointment and be eligible to hold grants at Western University. This collaborative approach supports the need to develop interdisciplinary programs and provides a contingency in the event that the lead investigator becomes unable to lead the proposed work.

Please consult the Western Research Catalyst funding program page for detailed guidelines and additional information

 

Award Details

Each grant will have a maximum award value of $50,000. The funds must be spent within one year.

Program Timelines

Application deadline: April 22, 2020
Announcement of successful proposals: May 6, 2020
Funding start date: April 30, 2020

Applications must be submitted to Western Research Internal Grants intgrant@uwo.ca by April 22, 2020 (3:00 PM). A ROLA proposal is required for this opportunity and must be completed prior to submitting your application.

Contact Information

This competition is administered by Western Research. For more information about this opportunity please email intgrant@uwo.ca or contact Elizabeth Russell-Minda, Research Development Officer, 519-661-2111, ext. 88701.

Dear colleagues,

The Province of Ontario’s Ministry of Colleges and Universities has allocated approximately $20 million for research studies related to COVID-19.

These opportunities are for:

• Projects with rapid and valuable outcomes that tackle immediate problems. They are expected to have meaningful data generated in 6-7 months.
• Longer-term projects that could help deal with a second wave of the virus, should it occur, or planning for subsequent pandemics.

While the province has indicated it will make a formal call for proposals, I would encourage you to consider preparing a letter of intent and rough budget if you are interested in applying. We are currently developing internal review processes for this initiative and would ask that you submit LOIs to your Associate Dean (Research) for the time being.

The team responsible for administering the Ontario Research Fund will manage this opportunity and will send application forms to principal investigators and their institutions once applications are triaged. Institutional sign-off will be required.

We anticipate project descriptions will be three pages in length, including appendices for budgets, etc. There is no requirement for matching funds, although partnered funding can be mentioned and worked into the budget.

We are being asked to keep proposed budgets realistic given limited funds and the short timeline for this initiative.

There is no formal submission deadline, although we expect applications will be reviewed by a single panel over the next 2-3 weeks. As a result, full proposals will need to be submitted within the next 10 days.

Successful applicants should hear results within two weeks of the panel’s review, and fund will flow quickly.

Many thanks and stay safe,

Sarah

At the direction of the province, Western has moved to an essential services model, which affects many researchers on campus.

Appropriate access to buildings has now been provided to members of our community who have been identified as essential for maintaining critical research programs. Work related to COVID-19 also continues in several labs.

All others are to work from home.

If you have encountered issues related to access, please communicate directly with your Chair or Dean, as appropriate.

We will, as agencies announce them, continue to communicate new funding opportunities for research related to COVID-19 by email and on the Western Research website.

I would also like to acknowledge, and thank, the many members of our community who have continued to support front-line health-care workers by providing PPE from their labs and by working on other innovative ways of supporting them. Please contact me if you have any additional suggestions or donations.

We thank you for your patience and understanding as we navigate this new terrain. I acknowledge the anxiety and unknowns our fellow faculty, staff, students, trainees and community members must be feeling.

By continuing to work together, we will come through this stronger. Stay safe.

Another potential tool Canada can use to collaborate faster with EU researchers.

Earlier today, UK-based open innovation network, Crowdhelix, in partnership with Brussels-based media company Science|Business, has launched a free online match-making service to help COVID-19 researchers find one another across the globe, check out funding opportunities, and get to work tackling the virus faster.

The service is a simple online tool to help COVID-19 researchers connect, whatever their country or specialty. This new network is advised by Dr. Björn Kull, Head of Grants Office at Karolinska Institutet, the Stockholm medical university. It is also supported by leading Belgian university KU Leuven.

How it works: With the Crowdhelix service, researchers can click through to a special COVID-19 section of its custom-built Open Innovation platform. There, they can profile themselves, their teams, and their organisations, and post opportunities to collaborate. An intelligent recommender system then matches these opportunities with the most suitable prospective collaborators, using natural language processing and machine-learning.

Due to the recent events related to COVID-19 and potential delays to research projects, Western will allow extensions on the following internal grants should an awardee require one:

• Western Strategic Support for Tri-Council Success grants (all programs)
• New International Research Networks Award
• Faculty Research Development Fund awards (Faculties provide extension approvals)

This allowance applies to current awarded grants. Should awardees require an extension on their award, we ask that they follow the usual procedure for requesting an extension, and submit a request to intgrant@uwo.ca one month prior to the end date of the award. The duration of the extension will be reviewed as per project needs and remaining balances; however, extensions of up to one year will be approved. Research reporting requirements are still in place for these programs; deadlines for reporting will be adjusted to follow the completion of project activities.

Regarding reimbursement of expenses due to the cancellation of research-related travel and/or events (refundable or non-refundable): Western internal grants will follow the same updated expenditure policies as outlined by the  Tri-Agencies:

• CIHR COVID-19 Page
• NSERC Policies on Extensions and Use of Funds
• SSHRC-COVID Impacts on SSHRC's Policies and Programs

Please communicate this information to researchers in your Faculties, and feel free to contact me with any questions.

Based on a directive coming from the provincial government, Western will be moving to an essential services model beginning on Wednesday, March 25, at 12:01a.m. that will continue for at least 14 days.

In order to be as prepared as possible, I am communicating with you now with a request for information in order to continue our planning processes. It is important to note that some of the planning outlined below may change once we have more clear direction from the Province tomorrow. Western has essential services roles within the following units:

• Campus Community Police Service
• Power Plant
• Research
• Facilities Management
• Housing and Hospitality Services
• Student Support/ Student Experience
• Human Resources
• Financial Services
• Communications and Public Affairs
• Western Technology Services (including any IT staff deemed essential within the Faculties)
• Office of the Registrar

Leaders have been asked to identify employees required to carry out their roles on campus, who are essential to our business process. All other Western employees who can work from home should continue to do so

Course work for students will continue in the online learning model that began on March 18.

While Western has consolidated its residences as much as possible, we will continue to support students who cannot return home due to travel restrictions, health, personal circumstances, or various obligations.

As Western moves to this essential services model, please note the following important changes:

• All on-campus eateries will be closed
• All university research labs will be closed, with the exception of those deemed essential by the Vice-President (Research)
  These include:
  • Labs conducting COVID-19 research Labs that must maintain essential biological specimens
  • Labs with equipment that must continue to be calibrated and cannot be turned off
  • Animal care
  The people who are needed to maintain these essential Research functions must be identified

• All buildings will be closed, with the exception of student residences
• Restricted card access will be granted to only essential employees, approved by Deans or Vice-Presidents

If you have questions about how this might impact your unit, please let me know.

I really appreciate your patience as we work together to move into this essential services model.

Given the evolving circumstances with COVID19 Western’s Research Ethics Boards (REB) encourage all researchers with active protocols to evaluate the necessity of ongoing study activities at this time, and if needed, to make appropriate (and applicable) revisions to their study in response to Public Health Ontario recommendations until further notice – maintaining compliance to all institutional, provincial and federal guidelines.

The PI on the application is responsible for exercising sound judgment in determining when ongoing study activities are appropriate, taking into consideration: (a) the objective of the research; (b) the mandate to protect all participants, research staff and the community at large; and (c) the resources available (e.g., access to study sites, personnel, technologies, etc.) to carry out ongoing activities.

Are ongoing study activities essential at this time?

• If ‘yes’, what study activities must continue?

Are any modifications to approved study procedures needed to responsibly carry out these activities?

• If ‘yes’, will these modifications increase any risk to participants, researchers, the community at large or the institution?
• If ‘yes’, what steps will be implemented to minimize risk to all involved?

Western’s REBs recognize that with a wide range of research across campus will necessitate diverse modifications to facilitate research activities during this time.

Below are some technologies Western makes available which may help facilitate social distancing and minimize travel to campus and face-to-face interactions, while still allowing research teams to communicate with each other and with participants as needed.

Consent modifications: verbal consent via telephone (required: verbal script and evidence of documented consent such as via audio-recording); written consent received via email attachment; online consent via Qualtrics ( mysurveys.uwo.ca).

Videoconferencing options: Western Zoom. For hospital options, please use these services
Office 365 Suite: deemed secure for collection, transfer, storage of sensitive information (e.g.,
de-identified research data)

 

As per the Memo sent on March 13, 2020, researchers must report these modifications to the REB within 5 days of implementing the change *if not possible to do so before*. These reports must be submitted as a Reportable Event in WREM (see Actions: “Create Sub-Form”), selecting “For Your Information (FYI)” in Q1.8 of the application form.

You must go into WREM and use the correspondence feature to message the specific ethics officer assigned to your file to efficiently communicate with the REB about your own individual studies. It will be much faster and the most efficient way to ensure your message gets to the most appropriate person.

The messages go right to the email for the ethics officer assigned to the file.

Thank you for your ongoing efforts to safely preserve and transition research activities as we navigate changes to our campus environment in light of COVID-19.

Our first priority is to protect Western's students, trainees, staff and faculty.

We have previously offered guidance that critical lab activities can continue so long as they follow public health guidelines related to social distancing. This is a critical step in our ability to reduce transmission of the virus.

If it is impossible to maintain appropriate social distance within your facilities, you must prepare to close down your labs. This move is essential to ensuring the safety of our colleagues, and is consistent with our peer institutions.

Several teams have recently received external funding to advance research specific to COVID-19. Western and Lawson have similarly invested in these projects, which we will continue to advance while respecting social distancing guidelines.

Also, please continue to pay students on grants.

Given rapidly evolving circumstances presented by COVID-19, Western’s Health Sciences and Non-Medical Research Ethics Boards (HSREB/NMREB) are monitoring the situation carefully in conjunction with hospital and university programs and units. Our primary concern is the health and wellbeing of our patients, staff, faculty and students. This is particularly important for ongoing research taking place within our hospitals/university and affiliated sites. This is a fluid situation we are monitoring closely.

The Office of Human Research Ethics does not have the resources necessary to provide their usual levels of ethical oversight. As such, investigators will temporarily need to bear an increased burden for oversight of their projects to ensure research participant/patient safety. This is particularly critical for research participants/patients whose care involves investigational drug or medical device interventions and whose safety depends on regular evaluations.

Effective immediately, enrollment of new research participants into Lawson-affiliated studies not providing a potentially essential treatment option with a time limited enrollment window should be suspended until April 30, 2020. Please note this date may be extended as the situation evolves. In contrast, enrollment of new research participants for non-Lawson affiliated studies is NOT suspended at this time.

We are advising investigators to consider whether their active research protocols could be modified or delayed to limit personal contact, laboratory visits or trips to clinics and hospitals. These modifications must be completed in collaboration with the study sponsor where applicable.

Specifically, in-person interactions should be reduced and/or replaced with telephone or online communication wherever it is possible to maintain the protocol’s scientific validity. Considerations include the nature of the protocol, the type of participants engaged in the research and any additional risks that may arise by switching from in-person to virtual communication (e.g., Cisco Webex at the hospitals, Zoom at Western).

Revised participant consent or consent addendums may be required (e.g., to update privacy considerations with use of different communication channels), but these communication changes do not need to be approved by the HSREB/NMREB prior to implementation. Please note this is not a blanket approval for protocol changes. This correspondence applies only to changes made in response to COVID-19 precautions.

Where research staff are feeling unwell, care should be taken to stay home to prevent transmission of any illness. Institutional protocols must be followed, as determined by Western/LHSC/SJHC/Lawson, if COVID-19 is known or suspected.

While regulations (e.g., TCPS2, FDA) typically require review and approval of research protocol modifications prior to implementation, an exception can be made where the change is necessary to eliminate an immediate risk to participant(s) (TCPS2 Article 6.15 and 21 CFR 56.108(a)(4)). Such changes may be implemented immediately; however, where possible, the notification to the REB should be performed prior to implementing the changes, and when notification to the REB is not possible before implementation, they must be reported to the
HSREB/NMREB within five business days (via WREM-Reportable Event-FYI). Please specifically
reference “COVID-19”.

Ethical oversight is the responsibility of PIs if they are introducing additional risks and making urgent changes prior to formal HSREB/NMREB approval. Investigators must also submit a document that describes the changes and explains how participants will be protected. Copies of any new or revised participant-facing materials must also be submitted. Sign-off on the submission by WREM must be provided by the PI or a PI-delegated person.

This change to the REB process will be in place until further communicated

If you have any questions/concerns please contact the office at ethics@uwo.ca or 519-661-3036.

Thank you for your continued collegiality and efforts to ensure timely communication with our research community as we respond to rapidly evolving circumstances presented by COVID-19.

At this time, research continues as usual.

I am writing to provide a few updates.

First, we will mirror guidelines issued by the Tri-Agencies and recognize claims for non-refundable travel as eligible expenses for all internal research funding programs. These claims must include relevant cancellation documentation.

There are currently no provisions for increasing grant values to compensate for these expenses.

Second, I ask that you continue to consider contingency plans – particularly with respect to animal care, equipment, etc. – in the event we are asked to close the university.

Third, we have drafted a set of frequently asked questions, which I have attached here and would recommend you please share with researchers. These will be posted on Western’s COVID-19 information page and I anticipate we will update them as we progress.

Western continues to closely monitor rapidly evolving circumstances presented by COVID-19. We are also developing contingency plans to address unique challenges that could potentially affect the research community.

Our first priority is to protect Western’s students, trainees, staff and faculty.

At the current time, research continues as usual, except in instances where it would contravene public health directives or where researchers believe their work would pose undue risk.

Please continue to pay special attention to social distance and hand-washing recommendations, and to follow updates on Western’s COVID-19 information page.