Guidance for Research During COVID-19

Guidance for Research During COVID-19

Phased Research Reopening
Grants Management and Administration COVID-Related Funding Opportunities
Guidance for Data Collection and Research Operations Travel-Related Guidance and Restrictions
HRRP and Compliance Guidance for Events and Large Gatherings

 

Phased Research Reopening (Updated 10/20/2021)

As we continue to respond to the challenges presented by COVID-19, the resumption of John Jay College research activities continues to proceed in a phased approach in accordance with the approved John Jay College Reopening Plan; full details about this plan are available here: http://www.jjay.cuny.edu/fall-2021-planning

All aspects of research that can be conducted remotely should continue to be conducted remotely. Researchers can submit a request to conduct research on campus or to conduct in-person research with human subjects (on or off campus) when key activities cannot effectively be conducted remotely.

On-Campus Research Activities – not including human subjects:

John Jay researchers may initiate or resume on-campus research activities with approval of the Department Chair.

In-Person Research with Human Subjects (on-campus and off-campus):

Most in-person human subjects research activities remain paused. Researchers are encouraged to modify projects to include remote procedures when feasible; guidance is available here or by contacting Lynda Mules.

Researchers may submit a request to initiate or resume in-person human subjects research activities, whether on campus or off campus, using the appropriate form (see below).  Such requests must be approved by the Department Chair, Program Director, or other appropriate entity for initial evaluation, and then forwarded to Lynda Mules in the Office for the Advancement of Research (OAR). 

Researchers conducting in-person research with human subject participants will be required to:

  • Conduct an initial pre-screening of each participant to evaluate risks related to COVID-19
  • Ensure that participants are not coerced, required, or unduly influenced to participate in person or to travel to campus or another location to participate in research
  • Ensure that all research activities have an active IRB approval or exemption and submit an Amendment to the IRB if any changes to procedures are required or if in-person activities may suggest new or increased risks to participants
  • If research participants will visit John Jay’s campus:
    • Inform visitors of the requirement to provide documentation of COVID vaccination or negative COVID test, wear a face covering, follow social distancing guidelines, etc.
    • Ensure that participants follow College Safety Plan requirements for wearing a face covering at all times while on campus, social distancing, and other public health recommendations.
    • Ensure that participants understand reporting requirements related to COVID-19.  
       
 

Grants Management and Administration

 

COVID-Related Funding Opportunities

 

Guidance for Data Collection and Research Operations

  • CUNY Office of Research – COVID-19 Research Continuity
  • Statistical and analysis software that is licensed for on campus use only can be accessed from your home workstation via the CUNY virtual desktop
  • Tools for research and office operations are available free of charge to John Jay faculty, staff, and students: 
    Zoom: All John Jay students, faculty, and staff now have access to the voice and video conferencing system Zoom. Zoom provides a unique space via a web link to create ad-hoc and scheduled meetings; to interact with content such as Power Point presentations; and to have discussions that might normally take place in person. Students can also study together using Zoom. All faculty, staff, and students are entitled to an account. To claim your account, register using your John Jay email and password at https://jjay-cuny.zoom.us. 
    Dropbox & Microsoft OneDrive: Both of these cloud-based storage options can be used to share non-confidential documents and materials. To claim your free Dropbox account visit http://dropbox.cuny.edu. To access OneDrive, log into Office 365 at http://office.com with your CUNYfirst username and password. 
    ** Now that these resources are provided to you by the College/CUNY, do not renew any individual subscriptions for these services using funds housed at the Research Foundation of CUNY or the College. Expenses for these and similar video-conferencing and cloud storage services will not be reimbursed moving forward. If you require additional capacity or enhancements, please reach out to your RF Project Administrator or the Business Office for approval prior to making any purchases. You will also need to complete the Information Security Review Questionnaire. 
  • The Information Security Review Questionnaire is required whenever a software, cloud-based application or service capable of storing institutional data is procured. PIs should send a completed questionnaire for review to John Jay's IT Security Manager, O'Neil Hinds, before the software is purchased. 

 

Travel-Related Guidance and Restrictions

 

Faculty and Staff Travel
All non-essential university-related international and domestic travel is suspended until further notice.  ​This  includes all CUNY-sponsored student international and domestic travel, and non-credit travel under the auspices of CUNY or any CUNY college or student organization. International travel  in non-CUNY credit-bearing programs  is discouraged. Please know that pursuing these types of programs will be deemed a private undertaking  and is not eligible for CUNY’s international travel insurance.  Additional information is provided in the  ITG Travel Guidelines.

Details regarding the limited circumstances under which faculty and staff may travel, and under which incoming faculty and staff (e.g., visiting professors) can be authorized are also described in the waivers and exceptions policy below. Although waivers should remain exceptional, information about the petition process is available here. Waivers are required for any travel associated with employment or study, or if any funding from CUNY or disbursed through CUNY (including colleges and related entities) is involved. Personal travel is not subject to the petition requirement, but all personal travel disqualifies the traveler for paid sick leave pursuant to Chapter 25 of the NYS Laws of 2020, per Executive Order 202.45.

Any travel outside of New York State under CUNY/campus auspices is subject to this policy. 

Information on how to apply for a waiver is available on CUNY’s page on travel during the pandemic.

Quarantine on Return from Domestic and International Travel
Pursuant to the Governor’s Executive Orders 205.1 and 205.2, New York State requires a 14-day quarantine for all individuals arriving from abroad from countries designated as level 2 or level 3 by the CDC’s COVID-19 risk assessment system, and for individuals arriving from any state except Connecticut, Massachusetts, New Jersey, Pennsylvania, and Vermont.  If individuals arriving from non-contiguous U.S. states obtain a diagnostic COVID-19 test three days before and three days after arriving in New York State, they may end their quarantine after receiving negative results for their second diagnostic test.  Quarantines should follow the standards of the NYS Department of Health. These requirements do not apply to any individual passing through a non-contiguous state for a limited duration (i.e., less than 24 hours) through the course of travel.

Note: This also applies to new hires and visiting scholars coming from outside New York. However, short-term visits from restricted domestic and international locations should be postponed until further notice, unless they can comply with the above quarantine requirements.

Planning for and Returning from Domestic and International Personal Travel:
Pursuant to Chapter 25 of the NYS Laws of 2020, CUNY employees shall not receive paid sick leave benefits or any other paid benefits provided by Chapter 25 if the employee is subject to a mandatory or precautionary order of quarantine after travel for personal business (i.e., not taken as part of the employee’s employment or at the direction of the employee’s employer) to a domestic or international location restricted according to the travel advisory.

Waivers and Exceptions
Requests for exceptions to this policy will be submitted by campus Presidents or Provosts to the Executive Vice Chancellor and University Provost for due consideration and consultation with relevant CUNY central offices, including the Office of Global Education and Initiatives (or the Office of International Students and Scholars in the case of incoming visitors), the Office of Environment, Health, Risk, and Safety, and the Office of General Counsel, prior to rendering a recommendation to the Chancellor. Note that no petition will be considered without prior approval by the President or Provost. Among other relevant parameters, this review will consider: 1) national and local travel restrictions; 2) guidance established by local health authorities and the CDC for New York; and 3) the travel destination to limit the risk of exposure and geographic spread of COVID-19. In traveling abroad, faculty, staff and students need to attest they understand any and all limitations of their travel insurance and that CUNY assumes no responsibility for liabilities resulting from high-risk travel. Details on the petition process are available here.

Any funded physical travel, regardless of funding source (i.e. grant funded, departmental travel funds, OAR awards, personal recoveries/9th ledger, etc.) must be submitted to OAR for pre-approval through Provost Li and CUNY Chancellor Matos. Please submit the CUNY Petition for Out-of-State or International Travel under COVID-19 Form, along with all other paperwork as appropriate, to Dean of Research Anthony Carpi (acarpi@jjay.cuny.edu) and Research Director Daniel Stageman (dstageman@jjay.cuny.edu) at least 30 days prior to the planned date of travel. Only travel justified by exceptional circumstances will be considered.

For assistance with any research-related travel expenses, including cancellation or change fees for research travel previously approved by a Travel Authorization Form submitted to the Office for the Advancement of Research, please contact Angela Reyes (anreyes@jjay.cuny.edu). 

FAQS

What kinds of travel are not covered by CUNY policy?
CUNY policy does not encompass travel on a purely personal basis with no connection to employment or studies at CUNY; however, anyone who will return to New York State must follow the requirements of the New York State Travel Advisory and should adhere to CDC recommendations for travelers arriving from abroad.  All travel from non-contiguous states and from most countries is subject to a 14-day quarantine requirement.  However, those arriving from contiguous states (Connecticut, Massachusetts, New Jersey, Pennsylvania) may “test out” of quarantine early, provided they obtain two diagnostic COVID tests, one no more than 72 hours before departure, and on the fourth day after arrival in New York. If both tests are negative, the quarantine may be ended when the second test results are received.  All travelers arriving from countries designated as level 2 or 3 by the CDC’s Traveler Health Notice (THN) system for COVID-19 risk assessment are required to do a full 14-day quarantine.

This waiver petition process does not cover study abroad programs, which are currently suspended.  Please check back for updates.

CUNY’s travel policy only pertains to actual travel (physical mobility).  Participation in virtual conferences and events is encouraged and does not require a waiver petition.

What about travel within the 5 boroughs?  Elsewhere in New York State?  To a state not currently listed on the New York State Travel Advisory?

Only travel outside of New York State requires a University waiver.  However, activities within New York City and New York State may be subject to other requirements, including:

– Internship activity with any on-site components (see Internships: Guidance for Placement in On-Site Work)
– Student teaching or fieldwork for education programs (see Clinical Placements: Guidance for Education Programs)
– Clinical hours for students in health professions programs (see Clinical Placements: Health Professions)

What about study abroad on non-CUNY programs?
Travel is suspended for all activities related to CUNY study or employment.  This includes activities that are intended to eventually transfer back to CUNY for credit, or that would fulfill any degree requirements.  Enrollment in non-CUNY study abroad programs is highly discouraged at this time and cannot be authorized in advance.  Any credits earned on such programs cannot be transferred back.

This policy will be updated as conditions allow, but all cases will be assessed based on the policy in place on the date of program start.

 

HRRP and Compliance

Up to date information about conducting research with human subjects at John Jay as we respond to and anticipate changes related to COVID-19 is available on the John Jay HRPP webpage:

Also, access updated information on research continuity from CUNY Office of Research

Guidance for Events and Large Gatherings