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November 13 - Visitor policy: SOM-specific information

To: SOM Leaders
Nov. 13, 2020
 
Yesterday the university released an update to its visitor policy which outlines requirements for certain visitors to return to campus. The message below provides School of Medicine-specific information about the process and requirements.

We plan to discuss the process and approval portals in the Department Administrator meeting on Nov. 19 at noon.
 
Baseline principles / key messages
  • If a visitor’s activity could be performed remotely, such as giving a speech or scholarly presentation, then a request to be on campus should be denied.
  • If a type of visitor is not specifically delineated in the policy, then those visitors are not permitted on campus. 
  • Any visitor must have a sponsor (a formally designated Emory university contact).
  • Visitor application must have been approved prior to visitor coming on campus.
Sponsor responsibilities
  • Ensure visitor responsibilities cannot be performed remotely
  • Ensure that visitor applications are reviewed
  • Ensure visitors understand their responsibilities as outlined in the policies
  • Comply with their approving unit's obligation to maintain an up-to-date list of those individuals approved to be on campus and their associated contact tracing information
  • Address issues of noncompliance
Categories of visitors covered in the policy
Read the description of each vendor category linked below before requesting approval.
 
Category How to request approval Who will review and approve Additional key points
Academic (and related) visitors Sponsor submits application. SOM Risk Mitigation team This category includes GT students working in the labs. (View Nov. 5 email)
Human subjects research-related visitors Please note that research participants do not need to go through this approval process.* PI or research coordinator submits application. Office of Research Administration This process applies to any human subjects research conducted by an EU faculty member, whether in university facilities or health care facilities. PI/research coordinator must also ensure that each hospital’s policies are followed.  
Vendors/service providers/suppliers No online approval portal. Sponsor responsible for ensuring visitor follows Emory requirements: 

Requirements for employees of vendors and service providers. 

Requirements for episodic and noncontractual-work-related visitors (repair personnel, vendors, some suppliers and service providers).		    
General public Sponsor submits application. SOM Risk Mitigation team  
 
The School of Medicine’s Risk Mitigation team:
  • Jerry Boss
  • Lisa Carlson
  • Farah Chapes
  • Jaclyn Donohue
  • Jen King
  • Cliff Teague
  • Deirdre Thauer
  • Michael Zwick
*The Office of Research Administration will request that PIs submit the total number of research participant visits on a monthly basis (total number for the previous month). More details about this process will go out to PIs in the coming weeks.