Research Project Management Contingency Planning
Templates to Develop Research Project Management Contingency Plans
(Same template - user format preference)
Once you have completed your contingency plan, please upload it to Drexel’s BioRAFT website.
Research Project Management Contingency Planning for Researchers and Research Teams
The most important asset for our research enterprise is our researchers and scholars. Therefore, please take measures to protect yourself, your research team, the wider Drexel community, and the community-at-large. Faculty, students, post-docs and staff should stay home if they present with symptoms such as fever, cough, or shortness of breath. Also note that some individuals are at higher risk for infection and research leaders should provide accommodations. Visit the University's COVID-19 website as well as the CDC website for the latest information
In terms of active research projects, it is important that researchers develop contingency plans for three overarching scenarios:
(a) the potential reduction in a research team's workforce due to sickness or the inability to perform planned research activities; and
(b) potential restricted access to Drexel building/facilities where research is conducted.
(c) potential restricted access to human subjects at external field sites or community settings
To assist the research community to plan for these scenarios we have developed a template that addresses some of the critical aspects of contingency planning. It is expected that research teams that utilize specialized equipment, chemicals, human subjects, animal models complete a template. One template per research team is appropriate.
Briefly, these are:
Contact information for research team members
Collect the contact information for all team members – including external collaborators, students, staff members, etc.
For research teams that utilize the BioRaft system for laboratory and clinical safety training, you should update the contact specifically the after hour contact information in that system.
Research team meetings through Zoom or other platforms should be tested in advance.
Encourage team members to regularly check relevant website for updates:
Identify research related resources, documents or support information that may need to be remotely accessed
Identify electronic library resources and that are needed and test remote access.
Prepare for literature review, data access and analysis, proposal and manuscript preparation, etc. from remote locations, if necessary.
Identify other relevant resources/documents that may be needed .
Ensure that team members who need access to these resources have access.
Identify facilities where research occurs
List the facilities (on-campus and off-campus) where research activities occur and who needs access to these facilities
Identify resources/supports needed for access to facilities
Identify point of contact for any collaborating external sites/institutions to ensure updates on coronavirus response by these collaborating external sites/institutions
Immediate Measures to Avoid/Reduce Transmission in Research Settings
This guidance is also available here [PDF]
Methods for Disinfecting COVID-19 from Surfaces
NOTE: If you have an existing Biosafety Protocol please follow the disinfection techniques detailed in that protocol.
As campus remains open for research and other activities that do not involve gathering of large number of people, it is important to continue to practice good hand hygiene. In addition, we recommend that high touch surfaces (e.g. door knobs and handles) as well as lab benches be treated with agents that will kill viruses. EPA has issued a list of commercially available agents, which can be accessed by clicking here. If commercially available agents are not readily available, the following can easily be prepared and filled in spray bottles for use:
Spray the surfaces and wipe them down after the appropriate dwell time (above) to achieve disinfection.
This guidance is also available here [PDF]
Develop a research team communications plan
Identify the primary point of contact (PoC) for the research team (i.e.,PI, Team leader, etc) as well as an alternate.
Share PoC contact information (or alternate) with entire Team.
PoC should communicate regularly with team to provide check-ins/updates regarding evolving issues.
Identify research project(s) critical needs
Critical supplies/resources should be identified and ordered as soon as possible.
Critical functions should be identified and communicated across the team
Identify backup personnel for each critical function
Identify which research studies can and cannot be temporarily suspended
Develop a research workforce redundancy plan
It is possible that members of the research team will be unable to perform their planned activities, either due to sickness or the inability to come to campus.
How will team members inform others of their status?
How will planned research activities be supported by other team members?
Extra considerations are needed for research that utilizes human subjects and/or animal models
Human subjects may be unable / unwilling to participate
Clinical facilities may be inaccessible and/or unwilling to allow faculty, staff, and graduate students personnel on site
Research team members and ULAR staff may become sick and unable to perform planned work
Communications with funding sponsors
Share your contingency plan
It is a best practice to share contingency plans with the entire research team, a departmental representative, your College/School's Associate Dean for Research, as well as the Office of Research & Innovation.
Please use the Microsoft Word or Microsoft Excel Template (exactly the same - user preference) to develop your Research Project Management Contingency plan. Once you have completed your contingency plan, please upload it to Drexel’s BioRAFT website. Instructions to upload your plan can be downloaded here.
Don't hesitate to reach out to the Research Emergency Preparedness Subcommittee if you have questions or concerns. They can be emailed at firstname.lastname@example.org