Coronavirus Guide for MGH Researchers

By Matthew Nemelka | March 15, 2020 | Comments Off on Coronavirus Guide for MGH Researchers

Introduction

This web page is a quick reference index and resource guide. It contains web links to policies and guidance related to the COVID-19 outbreak that will impact members of our research community and research operations. The links in this document will be continuously updated and will remain current beyond the publication date shown above.

COVID Employee Testing Sites (4/27/21)

Elective COVID-19 Testing: Many Options for Employees. As COVID-19 testing options have expanded across Mass General Brigham and Massachusetts, we want to remind employees of the testing resources available.
  • All Mass General Brigham Sites via COVID Pass: Staff can schedule elective COVID-19 test appointments at any of the many Mass General Brigham patient-facing site via COVID Pass.
    • The availability of elective testing will vary by location and by day.
    • Non-COVID Pass users or those who need further assistance can call the Occupational Health Central Services team at 617-724-8100.
    • For technical issues with COVID pass, please log a ticket with the IS Help Desk.
  • Search for testing sites across Massachusetts: There are hundreds of options such as Stop the Spread, commercial pharmacies and other locations, with a variety of hours and testing options, including express drive-through.
COVID-19 tests are available at no cost nationwide at many health centers and pharmacies related to the Families First Coronavirus Response Act. In Massachusetts, this includes CVS, Rite Aid, Walgreens and many health centers and independent pharmacies.

Return to Onsite Research

MGH Guidance and Policies for Return to Onsite Research (Updated 5/27/20)
          • Vendor and Visitor Attestation Form (Updated 8/28/20)
            Please provide this to any vendor that will be entering any MGH facility. This form must be kept on file with the department. Vendors can also use the attestation Kiosks located at the Main Campus, Simches, CNY 149 & 114
COVID Animal Research Planning Guide (Updated 7/2/20)
Clinical Research Addendum to Return to Onsite Research (Updated 6/9/20)
FAQ’s (Updated 6/22)
COVID Safety Officers (Updated 11/4/20)
PI Work Plan Portal (Updated 5/18/20)
Scheduling Tools to Assign Shared Space (Updated 5/20/20)
MA Safety Standards for Laboratories (Updated 5/18/20)
MBTA COVID Site (Updated 5/28/20)
Environmental Services Cleaning Protocols (Updated 5/29/20)
Lab space is cleaned by EVS once per day (Monday – Friday) on the second shift.  Common space is cleaned three times per day (Monday-Friday) – twice on day shift and once on second shift
Ambulatory Tool Kit: Pre-arrival Screening Questionnaire (Updated 7/17/20)
Partners Office for International Professionals & Students (PIPS) (Updated 7/28/20)
Cleaning and disinfecting iPads (Updated 8/4/20)
MA Travel Attestation Form (Updated 8/4/20)
Remote Workforce Committee Recommendations (Updated 11/5/20)
The state continues to reinforce the need for employees to work from home as much as possible, MGH remains committed to supporting work from home options where feasible.  If you are working from home, or are eligible to work from home per your manager and currently need office or computer equipment please follow the MGH Remote Employee Guidelines as outlined below:
  1. The MGH employee equipment standard is one device per employee.
  2. Full Time Remote Employees
    1. For employees who are working full time from home per their manager, MGH will supply computers and accessories as needed for completion of the work.
    2. Desktop computers may be brought home for work use if approved by manager.  Employee should open a helpdesk ticket so desktop computers can be configured for remote work and remote support. All transport and set up is the responsibility of the employee.
    3. Departments should not replace computers unless reassigning to another employee or for flexible use by multiple employees.
    4. All additional computer purchases must be VP approved.
    5. Personal laptops can be encrypted for work use and encouraged for work use where feasible.
    6. Reimbursements for purchases made outside of MGH Purchasing will not be approved.
  3. Hybrid Remote Employees (working both at home and at work)
    1. Office desktops, laptops, monitors, docking station may be taken home as outlined above.  Employee should open a helpdesk ticket if taking a desktop computer home so it can be configured for remote use and remote support.
    2. Office or workstations at MGH will only be replaced if the space will be used flexibly for multiple onsite users.
    3. All replacement or additional computer purchases must be VP approved.
    4. Departments should consolidate the number of required onsite offices, workstations, and equipment to meet daily onsite employee demand.
    5. Reimbursements for purchases made outside of MGH Purchasing will not be approved.
  4. All computer equipment taken off campus for home office use must be tracked and managed by department.  Employee, device numbers and locations must be documented.   Department is responsible for collecting equipment for terminated employees
  5. Computer support will be provided remotely when possible.  Employee may have to bring device to MGH or Assembly Row depending on the support issue.
  6. Non-Computer Office Equipment
    1. Employees may not take MGH purchased furniture or equipment home for remote office.
    2. Specific jobs may require specialized equipment to work from home (jabbers, headsets, etc.).  These should be reviewed by their manager.
  7. Stipends for Home Internet
    1. There are no stipends for home internet or cell phone bills being provided at this time.
  8. Departments should manage costs in accordance with their budgets when making decisions regarding office and computer equipment.  If additional funds are required to support remote work, VP approval is required.
Long term strategic planning for remote workforce (post-pandemic) in development
Remote Work Newsletters (Updated 11/12/20)

Additional COVID Resources

  1. VPN Access (Some links require VPN access)
  2. Primary COVID Links and Phone Numbers
  3. Working Remotely
  4. Emergency Planning: Guidance for Research Operations
  5. COVID Funding Sources
  6. NIH and Government Resources
  7. Staying Well
  8. Personal Illness Policy (If You Get Sick)
  9. Travel Policy and Guidance
10. Information for Visa Holders
11. How Can I Help?
12. Internal Research Job Postings

COVID Communications

Town Hall Meeting Recordings (Continuously updated)
COVID Email Archive (Continuously updated)

1. VPN Access

While almost all of the links in on this page can be accessed using just a Partner’s login plus additional verification (usually phone/text), a few of the links can only be accessed through VPN. We therefore recommend that everyone working remotely sign up and get a Partners VPN client on their remote computer. There is no cost and you can remove the client at ant time. IS staff are in the process of simplifying the instructions but, for now, to get VPN, go to: https://www.partners.org/vpn/
(Continuously updated)
Mass General Research Institute COVID-19 Website | This section features articles with Mass General Research Institute’s clinical and fundamental research results, thought leadership commentary, and clinical care learnings and guidance during the current pandemic. Questions or ideas? Please email researchinstitute@mgh.harvard.edu. (Continuously Updated)
New Opt-in by Text Feature for Employee Texting Platform   | Partners recently launched a text messaging program to share important COVID-19 updates for employees, particularly those who are not on email or for whom English is not their first language. These texts are available in English as well as the most common languages spoken by Partners HealthCare employees: Arabic, Cape Verdean Creole, Chinese, Haitian Creole, Portuguese and Spanish. (Updated 4/30/20)
  • Beginning today, April 30, employees can sign up for this service. To sign up, employees can text “PHSSTAFF” to 866-899-3473.
  • Users will receive a thank you message for enrolling followed by another message asking for language preference.
  • After language preferences are collected, employees will begin to receive text messages and can opt-out of the service at any time.
Treadwell Library COVID-19 Resource Guide | Treadwell has updated its COVID-19 Resource Guide, including adding a new web page for frequently updated “Digests & Summaries”. (Updated 5/7/20)

3. Working Remotely

Remote Work Policy Extended through June 30, 2020 | Consistent with the governor’s announcement last week about school and non-emergency child care closures, the remote work policy will be extended through June 30.
You should speak with your manager about your ability to work from home. Additionally, as our hospitals are still in the middle of the surge, employees working remotely may be asked to report to work in person or may be reassigned to other roles to meet the clinical needs of our hospitals. Leadership from across the system is working together as we plan for recovery and a return to in-person work. We will communicate more details with employees as we get closer to the return date. (Updated 4/28/20)
Remote Work Toolkit | Some links require VPN
(Continuously updated)
Contains important guidelines for:
  • Remote Work Planning Guide for Managers
  • Remote Work Planning Guide for Employees
  • A Guide to IS Resources for Working Remotely
  • Collaboration Tools List (Zoom, Skype, Teams, WebEx, etc.)
  • Accessing Those Collaborative Tools
  • Kronos Self Service Remote Timekeeping (single-job)
  • Kronos Self Service Remote Timekeeping (multi-job)
  • IS Service Desk Contact Information
  • How to Forward Your Office Phones
Remote Work – Tips for Success. New tips and best practices on how to make work as productive as possible during this time period. The new tips address how to:  (Updated 3/30/20)
  • Set expectations on personal vs. work time
  • Measure performance
  • Foster collaboration through technology
Activate Your Zoom Account | Setup instructions  (Updated 3/15/20)
FAQs About Remote Work | Answers to the most common questions about our remote work policy (Continuously updated)
HOWTO: Request Access to Jabber  | Jabber Voice (Jabber) is a soft-phone client that allows you to make calls via your computer or device on your Partners phone line. (Updated 3/18/20)
HOWTO: Remote Access to Partners Applications | Partners offers several ways to access your applications when working remotely.(Updated 3/18/20)
HOWTO: Connect to VPN | All employees have now been granted VPN access (it no longer needs to be requested).(Updated 3/18/20)
Remote Work Tasks for Researchers | Suggestions for projects our researchers can do remotely when their jobs don’t easily allow them to work from home. (Updated 3/25/20)
Laptop Encryption for Mac (Updated 3/18/20)
Laptop Encryption for Windows(Updated 3/18/20)
Arranging for Childcare  (Updated 3/18/20)
Childcare Assistance (Updated 3/18/20)

4. Emergency Planning: Guidance for Research Operations

Research Planning Template | A guide to help PIs define their lab needs at reduced levels of operation
Scientific activities are categorized into four levels:
  • Level 1: Work can be conducted remotely
  • Level 2: Work can be delayed or stopped
  • Level 3: Work needed to ensure that long-term experiments and vital lab programs remain operational
  • Level 4: Work needed to perform essential maintenance activities such as preserving important samples and critical animals
Remote Work Tasks for Researchers
Suggestions for projects our researchers can do remotely when their jobs don’t easily allow them to work from home.
Disinfection of Shared Equipment
Masks in Research Buildings | Masks will be provided to research staff that work in our research buildings.  Masks will be distributed on Monday – Fridays between the hours of 8:00 AM – 8:00 PM at the Simches Research Center, Main Entrance & CNY 149, East Entrance.  (Updated 6/10/20)
Animal Research Planning Guide | Guidance from the IACUC and CCM on providing continuing care during a time of constrained resources. (Continuously updated)
Human Subject Research: Policy and Guidance:
Policy on Conduct of Human Research Activities during COVID-19 Operations
Click on the above link to download the policy document from the IRB and Human Research Subjects Office on constraints to conducting trials during coronavirus crisis.
MGH COVID-19 Clinical Trials Page  (Continuously updated)
Navigator IRB and Human Research Subjects Link.
Letter to Industry Clinical Trial Sponsors on Human Subject Research during COVID-19 (Updated 3/18/20)
FDA Guidance on Clinical Trials (Updated 3/18/20)
NIH Guidance on Clinical Trials (Updated 3/18/20)
PHS IRB Guidance (Updated 3/18/20)

5. COVID Funding Sources

In an effort to increase collaboration across our institutions and put forward our best applications for COVID-related funding opportunities, MGB Center for COVID Innovation has created a central database for researchers to view open and competitive funding announcements. We have aggregated opportunities from federal and private funding sources including NIH, DoD, CDC, EPA, foundations, and more.  The database defaults to sorting by award amount and can also be sorted by deadline or filtered by research focus. Please complete our survey located on the webpage if you would like to apply to any of the opportunities marked with a star so we can coordinate across the institutions.  If you have any questions about the website or any of the funding opportunities included, please email covid_innovation_funding@partners.org . Please click here to view these funding opportunities. (Updated 5/13/20)

6. NIH and Government Resources

(Continuously updated)
ClinicalTrials.gov COVID-related FAQs for Responsible Parties (Updated 4/3/20)
Coronavirus Disease 2019 (COVID-19): Information for NIH Applicants and Recipients (Continuously Updated)
NIH Website (Continuously Updated)
NIH COVID-19 FAQs (Continuously Updated)
FDA Guidance on Clinical Trials (Updated 3/18/20)
NIH Guidance on Clinical Trials and Human Subject Studies Affected by COVID-19 (Updated 3/18/20)
MGB IRB Guidance (Continuously Updated)
The NIH COVID-19 Portfolio Tool | New NIH Resource to assist with analyzing COVID-19 literature (Updated 4/17/20)

7. Staying Well

Partners Mental Health and Well-being Guidance (Updated 4/7/20)
Precautions to Take to Stay Well  (Continuously updated)
Mental Resilience Augmentation Programs (Updated 4/15/20)
Focus: Resources to Help You Manage Through Recovery (5/19/20)
Spiritual Care Department Offers Zoom Services | The MGH Spiritual Care Department understands how important it is to have a spiritual connection especially during a crisis. All staff of faith or no particular faith are welcome to join.  CatholicTV.com or WatchTheMass.com    (Updated 4/15/20)
Peer Support website | The purpose of the Peer Support Program is to provide timely and confidential support to any employee who experiences a stressful event, such as a patient death, unexpected patient event, or medical error. The program connects impacted caregivers with trained Peer Supporters to facilitate emotional healing and practical guidance in the aftermath of such an event. (Updated 4/16/20)
Office for Well-Being | The Center for Faculty Development has just launched a new Office for Well-Being to improve the well-being of clinical and research faculty, postdocs and graduate students by designing initiatives to improve resilience and to create a positive work culture. Emphasis is placed on a holistic approach to well-being including intellectual, emotional, and physical health. To schedule a consultation click here. (Updated 5/5/20)
Emotional health skills during Coronavirus Webinar with Nataly Kogan  | Nataly Kogan is one of the leading global experts in optimizing your emotional health and elevating your leadership. (Updated 4/21/20)
McLean Mental Health Webinars: Join us for this free webinar series offered by McLean experts to help you feel mentally-balanced and safe during these difficult times. Topics include clinician burnout, family support, teen health, sleep and much more. You can also watch previously aired webinars on-demand. (Updated 5/1/20)
Hand Washing Guide
Hand Sanitizing Guide
Resources for Coping with COVID-19
To receive more information or support, contact Partners EAP by calling 1-866-724-4EAP or visit their website.
External Resources for Coping with COVID-19. In addition to the resources being developed by experts across our system, there are also excellent external sources of information available to deal with issues like grief and loss associated with COVID-19. Here are two articles that we recommend:    (Updated 3/29/20)
The Emotional Stages (Zones) of Dealing with COVID-19. The COVID crisis evokes emotions of concerns/fear/anxiety in all of us. As the figure below illustrates, learning more about the disease and trying to better understand the original of your emotions can help you cope better with them, and can eventually equip you to grow to help others with similar concerns and fears. (Updated 4/6/20)

8. Personal Illness Policy (If You Get Sick)

If You Get Sick or Have Symptoms | Web link to FAQs about illness and what to do
(Continuously updated)
Staff Form to Report Illness/Symptoms | Occupational Health will follow up and provide guidance
(Continuously updated)
Occupational Health Hotline: 617-724-8100
For staff with questions about symptoms, illness or exposure. 8:00 AM – 4:30 PM daily. (Updated 6/23/20)
Return to Work criteria for employees with with confirmed or suspected COVID-19 infection (Updated 5/22/20)

9. Travel Policy and Guidance

Massachusetts Travel Order Went into Effect August 1st. (Updated 8/4/20)
On Saturday August 1st, an Executive Order went into effect, which offers new guidance for those returning to Massachusetts from out of state travel.  The new order affects members of our workforce that travel to a state other than Maine, Vermont, New Hampshire, Connecticut, Rhode Island, New York, New Jersey, or Hawaii.  Despite an exemption for certain essential workers, the order states that “workers who travel to or from Massachusetts for personal or leisure reasons cannot rely on this exemption.” While travel outside of this region is strongly discouraged, all employees must consider the following guidelines. Prior to travel employees must attest to their travel in advance in the following survey.  Upon return from travel and before being able to return to work employees will need to do the following:
  • Employees must complete the required Massachusetts Travel Form Available here
  • Demonstrate proof of a negative COVID test by one of the options below:
  1. Obtain testing before returning to Massachusetts as long as the test was obtained no more than 72 hours prior to arrival in Massachusetts.   Results should be sent to Occupational Health at phsohscovid19@partners.org
  2. Call Occupational Health Central Services at 617-724-8100 either before travel or within 24 hours after travel to schedule a test at one of the Mass General Brigham testing sites.
Employees may use their own paid time off (PTO) while they wait for COVID test results, if not obtained prior to returning. If the test is negative, the employee can return to work immediately. If the test is positive, the employee must stay home from work and follow the return to work protocol in our current Return to Work policy, which can be found here . If testing is not obtained, employees must quarantine for 14 days after returning from travel and may not work in any of our worksites during this time.  Employees who have approved remote work arrangements may work remotely during the quarantine period.
We continue to strongly urge all of our employees not to travel to areas outside of those areas listed above and to comply with all aspects of the Governor’s order.  As a health care organization, we all share the same belief that protecting our patients and one another by avoiding trips to potential hotspots is the top priority.  Thank you for your commitment to do everything possible in order to maintain a safe environment for patients, visitors and staff. We will keep you posted as this executive order is updated.
  • MGB Travel Policy | Link to the current travel policy, including restrictions and alerts
  • MGB Travel Policy FAQs | Information about attending and hosting meetings, conferences and events
  • TravelSafe Website | TravelSafe is a travel information and assistance program that was created to help Partners travelers with a single point of contact in an emergency and to provide important travel information while traveling domestically or internationally on business related travel.
Cancelled Travel Reimbursement
Guidance on how to get reimbursed for travel and conference fees that were incurred but travel/meeting was cancelled.

10. Information for Visa Holders

Visa holders are strongly advised against international travel at this time.

PIPS phone number: 857-282-8211 | Open 9am-5pm weekdays, closed Tuesday 10am-12pm. Note: No in-person appointments at this time due to the Partners Remote Work policy currently in effect.
For Visa Holders – U.S. Travel Restrictions in Response to COVID-19
Click on the above link to download current travel restrictions impacting visa holders
For Supervisors and Administrators – U.S. Travel Restrictions in Response to COVID-19
Supervisors (PIs) and Administrators should click on the above link to download current travel restrictions impacting their visa holders. Only supervisor staff will be able to download this link.
FAQs about how foreign nationals are affected by executive orders (Updated 7/13/20)
Companion flowchart to the FAQs (Updated 7/13/20)

11. How Can I Help?

How You Can Help During the COVID-19 Outbreak |(Donate $, Blood, Supplies and PPE). MGH has stood up a new website that tell people how they can help MGH during the crisis. It includes directions on donating money, blood, PPE and other supplies, and information on using social media to spread the word.
Regarding donations of PPE and medical supplies, if you are unsure whether a donation or offer is of interest, please forward to researchinstitute@mgh.harvard.edu and our team can help vet the offer. (Updated 3/26/20)
Donate Blood | Please schedule an appointment to donate blood  (Updated 3/24/20)
Emergency Response Fund | Please consider donating to the Emergency Response Fund which was established to support MGH’s immediate response to devastating events like the fast-moving global spread of COVID-19 (Updated 3/24/20)
Mass General Brigham Community Help Program (Updated 4/15/20)
Database of Food Pantries | Please consider donating to a local food pantry.  Information about school meals available for patients under the age of 18 in light of schools being closed also is available. (Updated 4/15/20)
COVID Research in Need of Volunteers | Researchers across Partners are working on numerous COVID-19 related projects to help understand this novel virus and the impact on our health. Join the investigation and consider one these opportunities to participate in a COVID-19 study. (Updated 4/28/20)
Do you have a confirmed case of COVID-19? | Brigham and Women’s Hospital Researchers are looking for volunteers 18 years or older with diagnosed COVID-19. The goal of this study is to learn whether the drug Hydroxychloroquine has antiviral activity against COVID-19. (Updated 5/7/20)

12. Internal Research Job Postings

Go to: www.massgeneral.org/careers
Click on Internal Applicants  (If you are not on a PHS device, you will be asked to log in to continue).
You will be sent a verification code; enter code to continue.
You will be taken to all available, internal job postings
If desired, you can filter using the “Job Field” category on the left
Please click here to review the Research Hire FAQs during COVID-19 (Updated 5/1/20)
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