Dear Colleagues:

I write to follow up on Wednesday’s email from Chancellor Jones and Provost Cangellaris about the steps that campus is taking to slow the spread of COVID-19. These are challenging times, and I hope you all know by now that classes will be online after Spring Break, gatherings of over 50 people are suspended, and travel is restricted.

Beyond the very real human costs, there will be implications for the research enterprise. However, it is important to note that university research offices remain open and we have plans in place to minimize disruptions.

At the unit level, each research group or facility is best positioned to create a continuity plan that will meet their unique needs, and I urge you today to consider how you will manage disruptions, whether short or long term, to your research programs. The guidance below is provided to help you deliberately develop contingency plans with some immediate next steps. 

Within your research group and research service/support operations, please plan for:

• Communication. Do you have an updated list of everyone’s cell phone numbers? Designate points of contact in your research, service or work group so that everyone receives timely information about your plans. These communication plans should include a contingency for those who will work remotely. 
• Connectivity.Test your technology: be sure you can connect with others in your research group when meeting remotely. 
• Decision-Making. Assess, consult and prioritize critical activities and identify back-ups for staff who are responsible for these tasks.
• Assessment.
  • Identify any research experiments that can be ramped down, curtailed, or delayed, particularly as we head into this weekend.
  • Consider the impact of limited supplies and resources, particularly if they become unavailable.
• Remote Work Plans. Develop remote work arrangements where appropriate, as an option for your research projects.
• Travel. Travel is restricted. Talk to your Unit Executive Officer if you have essential business travel or research-related field work.

Thank you for your cooperation as this situation continues to rapidly evolve, particularly with changing information from our research sponsors. We understand that this uncertainty is not ideal. As information becomes available, we will provide additional, detailed guidance related to grants management and compliance in the research enterprise.  As always, please see the campus COVID 19 website for the most up-to-date information: https://covid19.illinois.edu/.

If you have questions about contingency planning, please direct an email to ovcr@illinois.edu.

Our best wishes for your safety and the safety of your research groups, colleagues, and families.

Susan and the OVCRI Team