ANR Update

Updated new coronavirus (COVID-19) guidance

Dear Colleagues,

As you know, the situation regarding the new coronavirus (COVID-19) continues to evolve in California and around the world. Our top priority is the health and safety of our community and the public at large. To that end, UC ANR is following the guidance of state and local Departments of Public Health, the federal Centers for Disease Control and Prevention (CDC), and the World Health Organization (WHO). Please stay up-to-date with U.S. State Department advisories and CDC's travel health notices related to COVID-19.

In addition, the UC Office of the President has activated its Emergency Operations Center, and is holding frequent conference calls, including medical, environmental health and safety, administrative, and emergency management leadership from across the entire UC system to ensure a coordinated and timely response to this fluid situation.

The University of California revised its instructions on travel on March 5, including countries that UC travelers should avoid, based on CDC travel health alerts. Please consider the potential for additional countries to be added to the restricted travel list which could result in unplanned mandatory quarantine periods upon return to the U.S. We encourage limiting non-essential domestic and international travel.

We are monitoring the situation closely, in partnership with our systemwide colleagues, and taking steps to prepare for potential location closures or social distancing measures. At the present time, no UC ANR locations have been closed, but unit/office leaders are preparing plans including ensuring that employees have what they need to work remotely. We are advising maximum flexibility in allowing UC ANR staff members to work remotely. The attached FAQ document provides additional important guidance for supervisors related to staff and work environment during this crisis.

 

Many of you are asking if you should cancel or avoid events. Please follow the CDC guidance to postpone or cancel mass gatherings or large community events, and to avoid attending mass gatherings. Where possible, leverage the use of technology in lieu of in-person large meetings or gatherings. It is especially important for people at higher risk to avoid mass gatherings. Those at higher risk include:

• Older adults. The risk is believed to escalate with age, with persons over age 80 in the highest risk category.
• People who have serious chronic medical conditions such as heart disease, diabetes, or lung diseases, as well as those with severely weakened immune systems.

For more information on “People at Risk for Serious Illness From COVID-19,” see https://www.cdc.gov/coronavirus/2019-ncov/specific-groups/high-risk-complications.html.

Most UC ANR outreach events are not mass gatherings; for smaller gatherings, follow local guidance from your county's public health department. Counties have different guidance depending on the degree of risk, so responses need to be customized to address the local situation and type of activity. Contact Brian Oatman in Risk and Safety Services if you are unsure about the guidance in your location.

Because coronavirus is not an airborne virus but rather is transmitted by droplets that live on surfaces, it is advised to eliminate breakfast and lunch buffets where attendees can serve themselves, to avoid physical contact such as handshaking or hugs, to provide an ample supply of disinfecting wipes on meeting room tables, and of course to follow all guidelines set forth by certified public health officials.

We must count on event participants to use their best judgment in deciding whether or not to attend events; attendees should be alerted that if they have any signs of illness, including but not limited to coughing, sneezing, sore throat, fever, chills, etc., within the two weeks prior to an event they should not attend for their safety and the safety of others.

When considering postponing, canceling or rescheduling events, consider the following:

• Duration of event
• Venue type (open air vs. closed space)
• Demographics of participants
• Complexity of event operations
• Types of on-site services and activities available

If event organizers choose not to postpone, cancel, or reschedule, they should be prepared to implement the following prevention strategies, based on the advice of public health officials:

• Distribute health messages about COVID-19 to event staff and participants ahead of event and on event materials distributed during the event. Encourage people to stay home if they are sick.
• Make sure that hand-washing facilities are readily available and if possible, have hand sanitizer and disinfecting wipes available.
• Develop flexible refund policies for participants.
• Be prepared to separate those who become sick at your event from those who are well.
• Identify actions to take if you need to postpone or cancel.

Please see the CDPH guidance for event organizers or the CDC web site for the most current information about precautions and prevention in the community.

Finally and most importantly, it is crucial for all members of the UC ANR community to follow the recommendations for preventive care which have the greatest likelihood of protecting us as individuals as well as the larger community by diminishing the chances of transmission of the virus:

• Wash your hands frequently with soap and water for a minimum of 20 seconds, or, as an alternative, use alcohol-based hand sanitizer.
• Avoid touching your eyes, nose and mouth.
• Clean and disinfect frequently touched objects and surfaces using a regular household cleaning spray or wipe.
• Stay home if you are sick and avoid close contact with people who are sick.
• Cover your cough or sneeze with a tissue, throw the tissue in the trash and wash your hands.

In addition, it is recommended that people practice good health habits: get plenty of sleep, be physically active, manage stress, drink plenty of fluids and eat nutritious food. If you have not received your annual flu shot, please schedule one with your provider to help protect yourself against the flu. And do not smoke or use e-cigarettes.

Please review the FAQ for additional guidance and contact Brian Oatman, director of Risk and Safety Services, or John Fox, executive director of Human Resources, if you have any questions.

Glenda Humiston
Vice President

 

Revisions to Protection of Human Subjects in Research policy up for comment

The University of California invites comments on proposed revisions to Presidential Policy on Protection of Human Subjects in Research. 

This policy describes the responsibilities of the university, its campuses and researchers in protecting the rights and welfare of human subjects who participate in research at UC.

The policy includes the following key revisions:

• An explanation of the ethical principles that the university follows for human subjects research.
• A statement that the university's commitment to human subjects applies to all human subjects research in which the University is engaged, regardless of funding source or the institution that provided the IRB (Institutional Review Board) review.
• An explanation that campuses may replace specific Common Rule requirements with commensurate protections for human subjects when the university is engaged in research that is not subject to the Common Rule (e.g., research that is not federally funded or otherwise subject to federal oversight).
• A description of the responsibilities of the campuses, IRBs, other oversight offices and committees, and researchers for compliance with this policy.

The proposed policy is posted at https://ucanr.edu/sites/anrstaff/Administration/Business_Operations/Controller/Administrative_Policies_-_Business_Contracts/Policy_and_administrative_handbooks/ANR_Administrative_Handbook/Recent_Updates/

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu no later than June 3, 2020. Please indicate “Protection of Human Subjects in Research” in the subject line.

Novel coronavirus (COVID-19) guidance

The spread of the 2019 Novel Coronavirus (COVID-19) continues to grow worldwide. Although the vast majority of cases have been detected in or can be traced to China, the disease is apparently spreading in other countries worldwide, with recent detection of at least one case in northern California that cannot be traced to travel or contact with known infected sources.

The Centers for Disease Control (CDC) reports that the risk to individuals is dependent on exposure and for the general American public, who are unlikely to be exposed to this virus, the immediate health risk is still considered low. CDC does recommend individuals and families follow everyday preventive measures to prepare for potential exposure in the community:

• Voluntary Home Isolation: Stay home when you are sick with respiratory disease symptoms. At the present time, these symptoms are more likely due to influenza or other respiratory viruses than to COVID-19-related virus. Remain at home until fever has been gone for at least 24 hours without the use of fever-reducing medicines.
• Respiratory Etiquette: Cover coughs and sneezes with a tissue, then throw it in the trash can.
• Hand Hygiene: Wash hands often with soap and water for at least 20 seconds; especially after going to the bathroom; before eating; and after blowing your nose, coughing, or sneezing.
• If soap and water are not readily available, use an alcohol-based hand sanitizer with 60%-95% alcohol.
• Environmental Health Action: Routinely clean frequently touched surfaces and objects
• Routine use of these measures by individuals and their families will increase community resilience and readiness for responding to an outbreak.
• CDC does not currently recommend the use of facemasks or respirators by the general public to help prevent COVID-19. Facemasks should be used by people who show symptoms of COVID-19 to help prevent the spread of the disease to others. The use of facemasks is also crucial for health workers and people who are taking care of someone in close settings (at home or in a health care facility).

In addition to guidance and monitoring by the CDC and the California Department of Public Health (CDPH), each County's Public Health Officer is monitoring this situation and may have additional guidance specific to your community and the local health risks. Staff at UCCE County offices or Research & Extension Centers should keep aware of potential health concerns in your community by monitoring and following any guidance from your local public health officer. We also encourage ANR locations to share and post educational materials and posters about how to stop the spread of germs and encourage handwashing.

For additional guidance and answers frequently asked questions to assist UC leaders, managers, and supervisors in addressing concerns related to COVID-19, see the Guidance for UC Locations Concerning COVID-19.

Updated Travel Guidance:

• UC President Napolitano has directed the UC community (academics, staff, etc.) to temporarily avoid all non-essential, University-related travel to any countries that are designated with a CDC Warning – Level 3 Travel Notice. At the time of this update, this includes China and South Korea. Consistent with UC guidance, “essential travel” is defined as that which is required to: 1) preserve the safety of a research subject and which cannot be postponed; or 2) preserve the results of a research activity and which cannot be postponed. Travel to academic or professional conferences, training, meetings, or similar activities is considered to be non-essential. ANR personnel who believe their University-related travel to a restricted destination is essential should contact Brian Oatman at Risk & Safety Services to request a review and exception to this directive.
• Currently, CDC has issued an Alert - Level 2 Travel Notice for Iran, Italy, and Japan, advising that travelers should practice enhanced precautions when traveling to those countries. Check the CDC website for up-to-date information on current travel notices concerning COVID-19.
• When planning work-related travel to international destinations, always register your trip with UCAway, in order to access features such as travel insurance, briefings on health, safety, and security, and real-time alerts.
• You can also check the CDC's Traveler's Health Notices and State Department Travel Advisories for the latest guidance and recommendations for each country to which you will travel.
• If you become sick while traveling, notify your supervisor and promptly call your healthcare provider for advice if needed. If you are traveling outside the United States, use the University-provided travel insurance for obtaining medical care. See our travel safety webpage for more information.

UC ANR Risk & Safety Services is communicating with health & safety and emergency management professionals across the UC system and will continue to provide updates as necessary. You can check our websites for Health Alerts and Travel Alerts for the latest information. Please contact Brian Oatman (baoatman@ucanr.edu) if you have questions or need other specific guidance concerning this situation.

Comments invited for UC travel regulations

The University of California invites employee comments on a proposed revision to Presidential Policy Business and Finance Bulletin G-28: Travel Regulations.  The proposed policy revision includes the following key issues: 

• Incorporate Internal Audit Recommendation to include requirement for documentation to support business or first class travel.
• Incorporate Internal Audit Recommendation to include the need to document the business purpose of each day of travel.
• Addition of a new section within policy that addresses sustainable travel recommendations.
• Gender-neutral language

The proposed policy is posted at https://ucanr.edu/sites/anrstaff/Administration/Business_Operations/Controller/Administrative_Policies_-_Business_Contracts/Policy_and_administrative_handbooks/ANR_Administrative_Handbook/Recent_Updates/

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than May 16, 2020. Please indicate “G-28 Travel Regulations” in the subject line.

Employee comments invited for Gender Recognition and Lived Name policy

The University of California invites comments on a proposed Presidential Policy: Gender Recognition and Lived Name. It is proposed that the policy be fully implemented by UC campuses and locations by July 1, 2021, and it includes the following key issues: 

• The University must provide three equally recognized gender options on university-issued documents and information systems — female, male and nonbinary.
• The University must provide an efficient process for students and employees to retroactively amend their gender designations and lived names on university-issued documents and in information systems.

The legal name of university students, employees, alumni and affiliates, if different than the individual's lived name, must be kept confidential and must not be published on documents or displayed in information systems that do not require a person's legal name. 

The proposed policy is posted here: https://ucanr.edu/sites/anrstaff/Administration/Business_Operations/Controller/Administrative_Policies_-_Business_Contracts/Policy_and_administrative_handbooks/ANR_Administrative_Handbook/Recent_Updates/

If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than May 15, 2020. Please indicate “Gender Recognition and Lived Name” in the subject line.

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