March 16, 2020

Current Situation
To date, there are confirmed or presumptive cases of COVID-19 in all three Maritime provinces. The World Health Organization officially declared COVID-19 a global pandemic.

In response to the COVID-19 pandemic, Dalhousie University announced on March 13, 2020 that all classes will be suspended from March 16-20, 2020. In-person classes, in-person labs and in-person exams will not resume this term. Any course delivery will occur through temporary remote (distance) teaching – in most cases, this will mean online delivery through tools such as Brightspace or Microsoft Teams.

The University will remain open during this time.

Below are today’s most immediate impacts to staff, students, residents, and faculty in the Faculty of Medicine.

** A complete listing of Faculty of Medicine specific updates can be found at: medicine.dal.ca/news/covid.html **

Travel

• Faculty of Medicine staff, non-clinical faculty, first and second year medical students, graduate students, and post-doctoral fellows will adhere to Dalhousie University’s travel and isolation policies.
• At this time, the Provost’s office has indicated that medical students doing clinical placements (Med III and IV), residents, and clinical faculty within the Faculty of Medicine will be required to self-isolate for 14 days only if they have traveled outside of Canada and arrived back in Canada after 12:00 p.m. on March 13, 2020.

Graduate Studies

• All Graduate course classes are cancelled for the week of March 16^th and will then resume online for the reminder of the term. There are no further in-person classes, regardless of class size.
• Face-to-face seminars, research days, conferences and journal clubs are all to be cancelled as of March 16, 2020.
• Each program should consider developing webinars or web streaming option to allow research discussions to continue.
• All thesis defences (both Master and PhD) will now be closed (no audience), with consideration given to remote participation by all members of the examining committee, as well as the candidate. Departments should consider back-up plans for sick members and proceed with best practices if members are present in person: book larger rooms to maintain safe distances as recommended by health authorities. See FAQ on thesis defence on FGS website.

Supervisory Committee meeting

• Consider postponing where possible
• If meetings cannot be delayed until the summer term, meetings should proceed with some caution: book larger room to spread members, offer online options to participate remotely and plan for all members to be remote in the event of Dalhousie closure, or by request from any student or committee member.
• Have back up plans in case either committee members or students become ill or need to self-isolate.

Comprehensive exams

• Should proceed as planned. Consider remote participation, prepare back-up plans for sick members and proceed with caution: book larger rooms for safe distance.
• Deferral request by students should be considered and granted.

Other Activities

• FMGSS: all social events are cancelled and no in-person meetings.
• PREP sessions: Cancelled. Online options are under development.
• The scholarships committee will continue to review applications for funding as scheduled, except that all discussions will be done remotely.
• Student payroll: GSPIP have clear requirement for administrators to continue monitoring and entering necessary information to keep the stipend rolling.
• Student should consult with their supervisors to plan for their research project as directed.
• Student recruitment for next term can proceed with online interviews only.

Research
Tupper Building Scientists

• Due to uncertainty of situation, it is advised that scientists focus on finishing on-going experiments and be cautious about initiating major new experiments.
• Experimental planning should be driven by the possibility of a full university closure and all laboratories should have SOPs in place as a contingency for such an occurrence.
• Scientists should be sensitive to supply chain issues around the world that may limit the availability of research resources in upcoming months.

Laboratory Planning

• Please consider implementing a laboratory communication strategy, with up-to-date contacts and the clear assignment of responsibilities for members.
• Department Heads should ensure that they have updated emergency contact information for all researchers, and researchers for their staff and trainees.
• Facilities Management has arranged to fill all liquid nitrogen tanks this week and will be monitoring over the next few weeks.
• Qualified personal for delivery are in place and will continue to top up nitrogen levels in the event of university closure.
• A potential longer-term closure of weeks should be considered in planning.

CORES

• As of today, CORE facilities will remain open to users as per normal, except where CORES staff are unable to meet Public Health requirements for safe distancing.
• This may mean that users who have not already been trained for the use of a piece of equipment will be unable to use it.
• Users will be required to wash their hands upon entry to, and before leaving, the CORE.
• Please contact the CORE Manager for information on changes to normal service as this may change as things evolve, and please sensitive to these issues as you plan your upcoming research plans.

Undergraduate Medical Education

• All clinical electives are postponed until further notice.
• Service Learning programming has been postponed until further notice.
• Observerships are postponed until further notice.
• It is understood that there are presumptive cases of COVID-19 in the university community at the University of New Brunswick.
• Clinical clerkships in New Brunswick will still be held, with the situation being closely monitored.

Med 1

• Skilled Clinician sessions will be canceled for the next two weeks.
• Virtual lectures and tutorials will begin next week following March break.

Med 2

• Virtual lectures and tutorials will begin following March break.
• MSK Skilled Clinician sessions will begin following March break.
• Any student requiring self-isolation will have make up clinical skills sessions
• Skilled Clinician case practice sessions are canceled until further notice.
• Skilled Clinician small group parent-tot Pediatric sessions will be canceled for the next two weeks.

Med 3

• Simulations that occur in clinical environments are postponed for a minimum of two weeks.
• Simulation resources at multiple sites are being used for clinical staff training to deal with COVID-19.
• For non-clinical teaching sessions, best practice for social distancing and spacing should be implemented.
• Academic half-day sessions may be performed virtually.

Med 4

• The PIER 4 Communications Skills Sessions at DMNS scheduled for March 19, 2020 will be postponed.
• Information around scheduling for remainder of PIER 4 will be made available later in week.
• Interviews for the second iteration of the 2020 R-1 Match will be conducted virtually. Visit the CARMS website for more information.

Postgraduate Medical Education

• Dalhousie residents doing electives at Dalhousie institutions can continue as scheduled until advised otherwise.
• All other electives are postponed.
• Academic half days can continue if social distancing principles can be maintained through such means as IT supported delivery or appropriate spacing.
• Royal College of Physicians and Surgeons of Canada has indicated that exams will be rescheduled for May 2020.

Faculty and Staff

• During these times of uncertainty, it is important to consider mental health wellness. Employees seeking additional mental health supports at this time should contact the Employee and Family Assistance Program.
• The Faculty of Medicine’s main reception desk (CRC Building, 2nd floor) will be closed until further notice to help reduce personal contact between our team members and clients, vendors and visitors.
• Those requiring signatures, or who are delivering paperwork are asked to scan any documents and email to Christina Dort: ch368176@dal.ca.
• Faculty and staff are asked to review any Dal Medix calendar entries to ensure that all scheduled events adhere to Dalhousie’s event cancellation policy and are updated accordingly.
• For staff members who are anticipating working from home and are unfamiliar with using Microsoft Teams, drop in Q&A sessions hosted by MedIT will be held daily, 12:30-1:30 p.m.
• Sessions can be attended in person in room BA3 in the Tupper Basement, or online through Microsoft Teams through this link.
• For any other recommendations for working remotely, view the Dalhousie IT guidelines for Working From Home.

Additional Information
Prevention and preparedness remain key advice:

• Wash your hands frequently with soap and water
• Cough or sneeze into your elbow or a tissue (throw the tissue away)
• Clean high-touch surfaces and objects often
• Avoid touching your eyes, nose and mouth with unwashed hands.

A reminder that the Public Health Agency of Canada, Nova Scotia Public Health, New Brunswick Public Health and PEI Public Health remain the best source for up-to-date public information on this rapidly changing situation. More information related to Dalhousie can be found at www.dal.ca/coronavirus.