COVID-19: Information and Resources for Staff & Researchers

Health and safety are our top priority

All Neuro staff and trainees need to have the same information and share the same recommendations.

Neuro Principal Investigators are expected to be familiar with, and abide by all university directives and guidelines to plan a safe and gradual return to work.

Below are descriptions of procedures, links to information documents for researchers, followed by an archive of memos with additional information.

Support for Students and Staff

Students

Student Services has put together a list of dedicated supports for students over the holiday season, which includes Keep.meSAFE, a 24/7/365 mental health counselling service available to all McGill students.

Staff

Organizational Development and My Healthy Workplace have put together a Care Calendar for over the holidays and beyond, which features club discussions, training modules, relaxation capsules, and more. Staff also have access to the Employee and Family Assistance Program, which is available 24/7/365.

Supervisor Guidelines and Responsibilities During COVID

Step by step directives and responsibilities

Reminder, all Principal Investigators and their research personnel must follow approved directives in case someone develops symptoms and/or comes in contact with someone who has tested positive for COVID-19.

Failure to comply with these directives will result in the indefinite closure of the non-compliant laboratories, as well as adjacent laboratories in open-concept configurations.

1. McGill Daily Health Self-Assessment

As per McGill directives, prior to entering The Neuro, employees (including student employees) must complete, the COVID-19 Daily health check [‘Self-assessment’] by logging into Minerva on a daily basis.

Supervisors are responsible for ensuring that their students and staff comply with this directive.

IMPORTANT

Supervisors cannot allow their employees and/or students into The Neuro if:

They have not completed the form
They have answered "yes" to any of the statements below: (updated February 1, 2021)

Are you experiencing ANY of the following symptoms?

Fever (oral temperature 38.1°C (100.6°F) or higher)
Sudden loss of sense of smell (anosmia) without nasal congestion, with or without loss of taste
Recent cough or worsening of a chronic cough
Shortness of breath
Trouble breathing
Sore throat
Runny nose or congestion (of unknown cause)

Are you experiencing at least TWO of the following symptoms?

Stomach ache
Nausea or vomiting
Diarrhea
Major fatigue
Significant loss of appetite
Generalized muscle pain (not related to physical exertion)
Headaches

Have you been out of the country in the last 2 weeks? Travellers who have come to Canada are required to self-isolate for 14 days.
Have you been in contact with someone who has COVID-19? (Healthcare workers who have been in contact with a COVID positive patient while wearing appropriate PPE can come to campus.)

Should any employee or graduate student answer “yes” to any of these questions, supervisors must:

inform them to stay home
forward the email (generated from the self-assessment form) to diana.montenegro [at] mcgill.ca (Diana Montenegro)
telephone McGill security at 514-398-3000 immediately to initiate the follow-up process.

2. McGill Guide for Supervisors to deal with individuals with COVID symptoms or with confirmed COVID diagnosis on campus

Supervisors of students/staff who have:

COVID-19 symptoms
come in contact with someone who tested positive for Covid-19, or
a confirmed COVID-19 diagnosis on campus
were at The Neuro or on campus in the 48 hours before symptoms or a positive test (updated October 29, 2020)

must follow all directives for supervisors distributed by McGill (Guide for Supervisors to deal with individuals with COVID symptoms or with confirmed COVID diagnosis on campus).

3. Neuro Daily Access Log

Supervisors are responsible for ensuring that their students/staff report their visits to The Neuro by logging-in their presence using the Neuro Access Log available online at http://at.theneuro.ca/access-log.

The collected information is essential to conduct contact-tracing in case someone develops symptoms, comes in contact with someone who has COVID-19, or tests positive for COVID-19.

Accessing The Neuro

Travelling to work during curfew – letter of safe passage

Given the Government of Quebec’s announcement of a province-wide curfew from January 9 to February 8 to help mitigate the spread of COVID-19, Safe Passage letters are being provided to facilitate travel by staff to / from The Neuro for essential activities between 8:00 p.m. and 5:00 a.m. ONLY.

Letters are valid for the January 9to February 8period, but due diligence is required to ensure that letters are only issued as needed, not on a pre-emptive basis.

Letters issued in Spring 2020 are no longer valid.

Researchers who must absolutely be on-campus and are using their research space after-hours in order to reduce building density should continue to do so, but they will need a safe-passage letter.
- Individuals who are required by their instructor or supervisor to be on-campus during curfew hours will receive a new letter of safe passage from The Neuro. This letter can be provided to law enforcement as proof that the outing is necessary.
- These letters will be issued to a limited number of staff who are carrying out pre-approved research and activities
- VERY IMPORTANT: Staff will need to carry their McGill ID card at all times.

To request a letter, please contact

your supervisor, include your McGill ID number, location or unit within The Neuro. Your supervisor will then request the letter from the Senior Director of Administration and Operations’ office.

Changes to University Street entrance access to The Neuro

As of Monday, November 16, 2020, there will be one COVID-19 symptom screening station at the University Street entrances.

As a result:

All Entry to The Neuro on University Street will be via the accessible (wheelchair) entrance only.
All Exit will be via the door off the main lobby. Note people with reduced mobility and in wheelchairs will continue to use the accessible door to exit.

There are no changes to the North Wing L3 and BTRC entrances

McGill Daily Health Self-Assessment

As per McGill directives, prior to entering The Neuro, McGill employees (including student employees) must complete, the COVID-19 Daily health check [‘Self-assessment’] by logging into Minerva on a daily basis. Should your answer be "yes" to any of the questions, you must stay home.

An email will be generated and sent immediately to your supervisor informing them of the answers provided.

Your supervisors must:

1. inform you to stay home

2. forward the email (generated from the self-assessment form) to diana.montenegro [at] mcgill.ca (Diana Montenegro)

3. telephone McGill security at 514-398-3000 immediately to initiate the follow-up process.

Reporting process for COVID-19 symptoms or a positive test (New October 29, 2020)

You now also need to report IF:

you were at The Neuro or on campus in the 48 hours before your symptoms appeared (or in the 48 hours before the date you got tested, if you are asymptomatic and received a positive test result) OR
you need accommodations because you are unable to work or study

McGill is asking people who were on campus to report as soon as possible in order to begin cleaning and disinfection procedures.

Montreal Public Health has also asked the University to carry out contact tracing for any medium- or high-risk contacts that happened at McGill including The Neuro.

How to Report:

If you were at The Neuro or on campus in the 48 hours before symptoms or a positive test, Neuro (McGill) employees or graduate students must

now call 514-398-3000 (McGill Security)
- McGill has created an interactive questionnaire that will guide you through the steps you need to take.
inform their supervisor

the supervisor will then inform Diana.Montenegro [at] mcgill.ca (subject: COVID%20Reporting) (Diana Montenegro).

Access for External Vendor

To request access to The Neuro for an External Vendor, please fill out: External Vendor Access Request Form

Parking

Parking (procedure for McGill staff)

Building Access

Weekdays 7 am to 7 pm
Researchers enter the Neuro complex by 3 secured entrances. All persons entering must show their McGill (or MUHC) ID and pass through the triage screening process.

Research staff working in the BTRC/Molson Pavilion: BTRC entrance only.
Research staff working in the North Wing and Webster B1: North Wing L3 entrance only.
Research staff working in the main Neuro building (floors 2, 6, 7, 8): 3801 University entrance only.

After hours and weekend

All Researchers must enter and exit via 3801 University Street only.
If door at 3801 University is locked, ring security to request access.
BTRC and L3 entrances will be locked and used for emergency exit only.

Movement within the complex is restricted.

Please follow all signage within buildings and elevators.
No access to hospital areas.
No external visitors, except authorized vendors, allowed at any time into research areas.

Do not come to The Neuro if you experience any symptoms of COVID-19 or have been exposed to someone diagnosed with COVID-19.

All students and staff who receive a positive test result for COVID-19 must follow guidelines for reporting illness and must fill out the self declaration form.

New: June 5, 2020

If you are not part of the approved research ramp-up activities, and would like to access your office or lab to retrieve items, you must

1. Contact your supervisor

2. facilities.neuro [at] mcgill.ca (Email Neuro Facilities)

3. Fill out the Daily Log

4. Reminder Procedure for Removal Of Neuro (McGill) Tagged Equipment

Entrance Screening and Triage

STEP 1

Present your McGill ID card

If you have No ID, Access is Denied. Staff or student to contact supervisor. facilities.neuro [at] mcgill.ca (Supervisor should email Neuro Facilities), provide name and ID number of person requesting access, as well as lab room number.
Yes you have an ID, go to STEP 2.

STEP 2

In the last 7 days, have you had a new onset of one or more of the following symptoms?

Fever
Cough
Sore throat
Diarrhea
Difficulty breathing or shortness of breath
Nasal congestion & runny nose
Yes: Access is Denied, security guard gives a mask and handout to McGill Staff and/or Student
No: go to STEP 3

STEP 3

In the last 14 days, did you have contact with someone in your household who tested positive for COVID-19?

No: Access permitted, security guard gives a mask
Yes: Access is Denied, security guard gives a mask and handout to McGill Staff and/or Student

New: June 5, 2020

Important
If at any point in the past few months you have received a positive test result for COVID-19, you must contact your supervisor and communications.neuro [at] mcgill.ca (Neuro Communications) for further instructions before returning to The Neuro.

New: June 27, 2020

McGill Guide for Supervisors to deal with individuals with COVID symptoms or with confirmed COVID diagnosis on campus

Inside The Neuro

Mandatory Neuro Access Log

Neuro (McGill) staff, researchers and students who enter The Neuro to perform essential services must log their activities and provide other important information (time of entry, rooms visited, names of others in the room, time of exit) using this online form:

https://at.theneuro.ca/access-log

This step is mandatory and failure to comply will result in access privileges being removed. Please make sure your authorized lab members are aware.

Prevention - Protecting The Neuro

All staff are to wear a mask when around others and when moving through common spaces. The mask should cover your nose and mouth at all times.

Wash your hands frequently and practice good cough etiquette.
Maintain a physical distance of 2 metres at all times when other physical barriers are not present.
Maintain a density of 1 person per 16m2 (2 metres around a person) or lower for enclosed workspaces (such as labs) where multiple individuals need to work for extended hours.
Ensure frequent cleaning especially of high-touch surfaces and objects.
Water fountains are operational. There will be hand sanitizer dispensers next to fountains. Sanitize before and after use. It is strongly encouraged to bring a water bottle and fill at fountain. Do not drink from fountain. Ten new sensor fill stations are on order.
NO access to the hospital floors. Researchers are encouraged to use floor B1 for essential movements within the complex. Please avoid use of floors 1 and 2 of main complex.
Failure to comply with these guidelines could result in reduced access, exclusion from the building, and/or disciplinary measures.

Use of Common Areas and Meeting Rooms, Access to Café Vienne

Lunch/ break rooms can be used, but physical distancing guidelines (2 metres) must be followed, and surfaces must be wiped down after use.

Respect maximum occupancy sign outside each common room.
The following conference rooms are approved to be used as lunch rooms only for research staff and students:
- Chippindale Room (BT102)
- Banque Nationale Conference Room (BT100)
- Bell Room (BT303)
- NW L3 Conference Room (NW335)
Lunch rooms are also open at NW122 & 665B
Eating outside is encouraged
- BTRC, NW L3 and NW L2 Terraces are open
The following Conference rooms remain closed for researchers:
- Jeanne Timmins Amphitheatre (now a Designated Hospital Lunch Room)
- NW201
- Conference Room 636
- de Grandpré Communications Centre
- Rooms 124, 174A, 188
- Library conference room
Reminders:
- Lab meetings, journal clubs, seminars will continue to be held remotely
Café Vienne Take out only (updated August 28)
- Café Vienne is no longer taking orders by phone. Researchers and lab staff may go to Café Vienne for take-out only.
- To access Café Vienne you must wear a mask and take the Rockefeller elevator or stairs.
- Please note no eating shall take place in the hallways, please consider options noted above.

Procedure for Reporting Non-Compliance

It is of paramount importance that all community members involved in on-campus research activities comply with established safety protocols.

For more information: See Appendix 1 of Directives: Principles and Procedures for Research on campus

Elevators

Elevators - Restricted Access and Reprogramming

In the Lab

Hygiene

Hand hygiene is mandatory for all employees returning to work

HAND WASHING

Hands should be washed in the following situations:

Upon arrival in the workplace
After work in close contact with another employee (less than 2 metres)
If hands are soiled/dirty
After using the bathroom
At the end of the day
Upon arrival at home
Anyone leaving a lab must take off their gloves and wash their hands again before walking out, to avoid contaminating doorknobs, elevators etc

Hand sanitizer dispensers are located at the entrances.

If you find an empty post or wall-mounted hand sanitizer dispenser, please submit a request online to have it refilled.

Masks

Mask Policy: research staff/students are encouraged to bring their own masks from home or the lab. If you do not have a mask upon entering the building, security will give you one.

All staff are to wear a mask when around others (ex lab or office) and when moving through common spaces where 2m social distance can’t be respected, for example in hallways, elevators, stairwells, washrooms, shared labs, shared offices, etc.
Re-use of masks. We encourage, if not damaged nor soiled, the re-use of masks. They can be set aside in designated areas of a room or stored in individual bags to be re-used either the following day or later in the week.

Reminders for the use of non-medical masks:

Learn about the proper use of these masks. See the following videos:

MSSS (English): https://www.youtube.com/watch?v=gu-sqT1us_U
MSSS (French): https://www.youtube.com/watch?v=2y3RKBrKK6c
Ordering PPE through MMP*
*As per McGill directives: please be advised that you must order through MMP. There is a central store for these materials (masks, gloves, cleaning supplies/ethanol) named McGill personal protection stockroom. Procurement may need to ration provisions, as PPE is in limited supply. Supplies can only be ordered for 1 week at a time

New: June 5, 2020 (updated July 2)

PPE (mask and glove) supplier - discount

Facilities has identified a vendor in MMP that has 1.5 million civil masks in stock at a price that is almost 50% less than other masks offered through the MMP PPE Store.

Download the flyer.

To request a quote, contact representative, Megan McCallum at megan.mccallum [at] aquestdesign.ca.

Note that they will waive the transport fee of 5% if the accumulated orders from all the labs is $5,000 or more.

Cleaning

Public Areas

Building Services will increase cleaning and disinfection of public spaces and high touch areas including washrooms, doors and entranceways (door handles, plates and push bars), elevators, drinking fountains, kitchenettes, handrails, and other high touch horizontal and vertical surfaces.

Building Services does not clean any tools or equipment in labs or offices.

*As per McGill directives: please be advised that you must order through MMP. There is a central store for these materials (masks, gloves, cleaning supplies/ethanol) named McGill personal protection stockroom. Procurement may need to ration provisions, as PPE is in limited supply. Supplies can only be ordered for 1 week at a time

For all Facilities requests (including refill of sanitizer dispensers, social distancing signage), please fill out this online form.

Research Forms and Directives

Application Form
Phases of the Ramp-Up

July 4 Updated: Lifting of 75% of maximum laboratory staff

Faculty of Medicine Guidelines: Ramping up Research Activities

McGill Directives: Principles and Procedures for Research on campus

McGill Directives: Resumption of research with human participants

Neuro Procedure (January 13, 2021) Updated Research Brain Scanning Procedures as of January 12: No change to activities already permitted as of January 4. Research activities involving scans of subjects involved in ongoing clinical trials only as well as preclinical scans are permitted. Until further notice, no other brain imaging activities will be allowed as of January 4.

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