Find continually updated resources for your safe return to onsite working, learning, and teaching.
Category of question:
Is physical distancing required?
Yes. All personnel are required to maintain at least six feet of distance from each other; employees may momentarily come closer when necessary to accept payment, deliver goods or services, or as otherwise necessary.
In labs, all personnel must operate under the following guidelines: one person per 250 square feet of lab or research space, one person per bay, and a minimum of six feet of distance between researchers at any given time, including in public/shared/common spaces.
Nonessential in-person events (including social events, potlucks, employee recognition/welcoming/farewell receptions, annual faculty/staff picnics, and any other morale-building activities) are not permitted. Gatherings of this nature – in close, shared spaces – with individuals from different households increase the risk of infection transmission and are strictly prohibited at the DGSOM. Gatherings for in-person training may be permitted if necessary and essential and with adherence to best practice guidelines. Current guidelines for onsite training can be found here.
Are face coverings required?
Yes. They are required in the City of Los Angeles whenever we are outside of our residences. At UCLA, fabric face coverings must be worn on campus (indoor and outdoor) whenever an individual is not in prolonged isolation. UCLA Health has mandated universal masking in all of its facilities.
Is symptom monitoring required?
Yes. You are required to complete one of the following three survey options each day you are on campus.
Are there any training requirments before returning to onsite work?
Yes, if you work on campus and are not involved in clinical care, you are required to take UCLA’s return-to-work training, which is hosted on the UC Learning Center (campus LMS). Log in using SSO and search for training “COVID-19 Pandemic: Returning to Work on Campus.” Get started >> Read FAQs >>
Will temperature checks be performed in my building?
At this time, universal temperature checks are not required by campus or city officials. However, the UCLA health system requires temperature screenings of all employees and visitors before entry into any clinical care buildings – including Ronald Reagan UCLA Medical Center; UCLA Medical Center, Santa Monica; Resnick Neuropsychiatric Hospital at UCLA; and all clinics.
What is the current guidance on nonessential travel?
All nonessential University-related international and domestic travel is suspended until further notice. A travel-specific FAQ document is available on Box. For additional details, please continue checking the UCLA Travel Services website.
How do I request approval to engage in essential travel?
Faculty should contact their Deans in writing for approval. Staff must request an exemption from their Vice Chancellors in writing. Students and guests traveling for UCLA business and using University funds must obtain the Dean’s or Vice Chancellor’s written approval
How do I request an exception?
Department administrators should submit documentation to the DGSOM Controller’s team for review. A business justification, cost of travel, and any other relevant information should be included with the request and sent to DeansOfficeCompliance@mednet.ucla.edu. After the review is complete, the DGSOM Controller’s team will route for approval to the Dean or Vice Chancellor, as applicable.
May I travel for faculty recruitment?
On July 30, 2020, Dr. Hiatt provided the following guidance on faculty recruitment travel: “…we are asking for the present that all recruitment should be completed using Web-based interviews. Campus visits should not be offered, and will not be reimbursed.” Based on current nonessential travel policy and further guidance by Dr. Hiatt, all faculty recruitment should be web-based and no travel expenses should be incurred.
How will physical distancing and use of face coverings be enforced?
Every leader is responsible for ensuring compliance with UCLA and DGSOM COVID-19 policies that have been instated to protect the health and safety of our community and those performing essential functions on campus.
In research settings, as outlined in Phase 2 of UCLA’s research ramp-up guidelines, each PI is responsible for ensuring laboratory personnel comply with UCLA’s safety and physical distancing policies. Spot checks by UCLA Environment, Health & Safety (EH&S) staff will be used to identify laboratories where there is inappropriate density or lack of distancing and protective measures. Department and division leadership are helping monitor compliance.
Will UCLA EH&S perform spot checks?
Yes. EH&S will perform spot checks in campus buildings where research has been allowed to partially ramp up to check on use of face coverings and appropriate physical distancing. EH&S surveyors will also be able to answer any questions you may have.
How should I report issues or concerns?
Managers, supervisors and/or PIs should empower their reports and trainees to approach them with concerns and, if needed, should be prepared to correct behaviors within their team, lab or group. To report an incidence of non-compliance or a safety concern, start by speaking with your immediate supervisor. This individual should be the most familiar with your particular question and should provide a timely response or seek alternative solutions. From there, you should follow your normal chain of command, reporting up to your CAO, Department Chair, Division Chief and/or Program Director.
If appropriate action is not taken, you may also utilize one or more of the options listed here, which includes DGSOM's Ramp-up Reporting Form and the UCLA Whistleblower Hotline operated by UCLA Compliance. You can learn more about each option on our Reporting Resources webpage.
Is it acceptable to use disposable PPE for research purposes?
Fabric face coverings do not replace personal protective equipment (PPE). If you need to wear PPE to do your job or perform an experiment safely, you should absolutely do so. Wear your fabric face covering at all other times in your work day, including in research labs. Do not wear PPE outside of the context in which it is needed.
Should I wear gloves?
If you need to wear disposable gloves as PPE or for some other work-related purpose (food service, cleaning, etc.), you should do so to protect yourself, but as always, gloves should not be worn in hallways, restrooms, or any other public areas. Gloves are generally not recommended for routine infection control in most settings. Focus on washing your hands frequently, wearing a face covering, and practicing physical distancing to protect yourself and others.
How should I plan to get PPE, since my usual supplier cannot provide it when I need it?
If you have trouble sourcing PPE on your own, please consult the UCLA Emergency PPE Store, which is able to source many styles and types of disposable PPE.
I want to centralize PPE sourcing at the level of my department. What steps should I take?
Contact Alyssa Leiva to make your plan.
Should I instruct my lab to wear disposable PPE at all times?
The CDC does not recommend PPE for everyone. Wear your fabric face covering (not considered to be PPE in this context) whenever you leave home, including on campus and in research labs. Use other PPE as indicated to mitigate experiment-related risk in the lab or other work-related risk. Practice good hand hygiene and disinfect high-touch surfaces, such as doorknobs, frequently.
How do I properly relocate office equipment if I'm continuing remote work?
As we continue to minimize personnel density on campus, UCLA is asking all departments to develop a plan to relocate, as necessary, non-inventorial office equipment (NIOE) to remote work sites. NIOE includes most small and medium-sized office equipment used by employees as they carry out their work duties. Departmental leaders have received specific guidelines on eligibility, what can and cannot be removed, and removal and return processes. Please speak with your department’s CAO or division chief if you have questions.
Who is in charge of disinfecting spaces?
In public spaces and on-master rooms in campus buildings, UCLA Custodial Services will modify their regular services to focus on disinfection, more frequent cleaning of high-touch surfaces and restrooms, and other tasks to keep us safe at work.
As a rule of thumb, think about your personal space at work as being within your responsibility. You should plan to disinfect your own work or lab space when you arrive and leave work, especially if you share it with others.
Service to off-master spaces and enhanced services in other locations may be purchased through UCLA Facilities Management.
How do I disinfect surfaces such as my keyboard, mouse, or workstation?
Custodians will not clean your computer work area, and research ramp-up and return-to-onsite work planning should include plans to disinfect shared workstations between users, if applicable. Please refer to the CDC for more information on approved disinfectants and cleaning.
How should I plan to get disinfecting supplies, since they are currently difficult to purchase?
UCLA Facilities Management is offering disinfectant kits for purchase. Disinfectant, wipes, and gloves are included in the available options. When ordering, specify the types and quantity of items you would like to purchase.
How should I plan to get hand sanitizer for my office, lab, or workspace?
UCLA Facilities Management is offering disinfectant kits for purchase, and hand sanitizer is one option available for the kits. When ordering, specify the types and quantity of items you would like to purchase.
How do I request hand sanitizer dispensers?
UCLA Facilities Management is working to install hand sanitizer dispensers at building entrances and should complete an initial round of installation by June 21, 2020. Although there is ample supply of hand sanitizer gel, the dispensers are in limited supply and are unfortunately not widely available for purchase by departments.
Can I install hand sanitizer on my own?
Consider purchasing the gallon-size dispensers from UCLA Facilities Management. For those departments who have installed wall-mounted hand sanitizer dispensers, please understand that UCLA Facilities Management does not have the supplies to refill them, and that if the wall is damaged, responsibility will fall to the department. If you choose to install them, please label them with your department name and a contact email or phone number if possible.
How do I request hand sanitizer refills?
Use TroubleCall to request refills of existing dispensers installed by UCLA Facilities Management, and reference the number on the dispenser. Please note: Facilities Management will not be able to refill dispensers that are not supplied by them.
Will there be uniform signage in my building guiding correct behaviors?
Yes. Signage deployment began on June 5, 2020, and covers restrooms, building entries and other campus building locations. Feel free to print and post as many of the approved signs after reviewing the UCLA Departmental Guidance for Posting Signage. If you require customized signage beyond what is available, please request support from the Physical Distancing Workgroup.
Do I need to make a plan for restrooms, stairwells, corridors, elevators, or building perimeter doors?
No. UCLA leadership is creating plans for campus buildings, including DGSOM buildings, so that departments can focus on spaces that they manage on their own, such as departmental conference rooms, break rooms and lunch rooms.
Whom do I contact with building occupant safety questions?
You can call the UCLA Facilities Management Trouble Call line at 310-825-9236 to request cleaning, restroom or hand sanitizer restocking, or to report a problem. The UCLA 311 App is another way to communicate issues and allows you to upload a photo or video.
Other contacts include the DGSOM Building Operations Team at DGSOMBuildOps@mednet.ucla.edu or DGSOM Safety Director Erin Quinn.
Whom do I contact with airflow/ventilation questions?
You can contact the EHS Industrial Hygiene Team or indhyg@ehs.ucla.edu, or you can report an indoor air quality concern at www.ehs.ucla.edu/report/indoor-air-quality.
How many researchers will be allowed on campus?
Stage 2 of the research ramp-up will include an estimated 10-to-25 percent of total normal operations.
What should departments focus on during the research ramp-up?
Department Chairs, in collaboration with CAOs, will be responsible for vetting research operational plans prior to submittal to the Dean’s Office, and may choose to issue department-wide guidance for shared, departmentally managed spaces, such as kitchens, conference rooms or break rooms. Department leadership should share information with their researchers and staff.
Who governs COVID-19 ramp-up planning at UCLA/DGSOM?
Based on city and state guidelines:
For a more comprehensive breakdown of COVID-19 policy governance, click here.
Who may enter my building?
Entry to DGSOM buildings is permitted only by card access until further notice. For those approved to come to campus, please write to DGSOMBuildOps@mednet.ucla.edu for access if you do not already have it. Include your name and UID, as well as where you need to access. It’s best for the supervisor/PI to send the message or be copied on the message for quickest service.
When was the training announced?
On June 19, UCLA Vice Chancellors Beck (Administration) and Levine (Academic Personnel) sent a Bruin Post on the subject of required return-to-work training.
Who in DGSOM does NOT need to take this training?
Who in DGSOM is required to take this training?
What is the training due date?
How can the training be accessed?
What is an alternative training delivery method for those who cannot access the training online?
As a department leader, how can I access a training completion report for my staff and faculty?
