Coronavirus / COVID-19 Update

Update: 6/1/2020

Copley Focus is as ready and prepared as possible for the much anticipated return to face to face research, at last. We have been given the go ahead as of June 1 and although excited to get the greenlight, we will proceed with caution to keep our clients, staff and participants as safe as possible!

Over the past couple of months we have been gathering ample supplies to keep all parties safe including several cases of hand sanitizers, disinfectant and all related PPE (gloves, masks) etc. Glass has been cut to protect the front desk and custom made table top plexiglass dividers to protect the moderators and participants in the group rooms should clients to use them.

We are following industry standard guidelines as put forth by the very well-respected Insights Association; as follows:

General guidelines

  • Ensure physical distancing and keep the number of personnel in any space below maximum levels set by the state/locality.
  • Limit the number of onsite staff as much as possible.
  • Any reasonably disposable items, such as paper and writing instruments, should not be reused, and request respondents bring their own pen or pencil if possible.
  • Stringent check-in and check-out procedures for research participants and visitors for purposes of maximum personnel levels per space (as determined by your state/locality) and maintaining physical distancing.
  • Staggered session start times to avoid crowding during check-in and check-out.
  • Staff should wear facemasks and gloves when preparing anything that will be handled by clients and/or participants.
  • Food and beverages (whether for clients or participants) should be individually packaged, with snacks limited to single-serve bags. Individual meals should be served as delivered.
  • Participant waiting areas and client rooms should be cleared of all candy/treat containers and periodicals/pamphlets or other paper materials to prevent them from becoming potential disease vectors.
  • Disposable tablecloths, napkins, plates, cutlery, cups and glasses should replace any non-disposable linens and items.
  • Facilities should be stocked with additional hand soap, sanitizer and wipes to enable DIY cleaning.
  • Ensure compliance with specific requirements of building owner / landlord.
  • Create and provide a liability release related to COVID-19 for all respondents and clients to sign.
  • Inform participants, staff and clients about all new procedures, policies and risk-abatement measures in advance of their arrival on-site.

For research participants and clients

  • Provide masks for participants and to clients who request them.
  • Take the temperature of participants upon arrival using scan thermometers. Participants should be told in recruitment and confirmation that this will be done.
  • Clean and disinfect all rooms occupied or transited by participants or other visitors after each use, focusing on high-touch areas such as chairs, tables and doorknobs.
  • Reconfigure and reorganize the facility to provide appropriate distancing in participant waiting areas; if necessary, convert office space and viewing/conference rooms into additional waiting areas to extend physical distancing.
  • Consider setting a maximum group size of 4-8 participants in any single space, depending on the size and set-up of a given room.
  • In-person viewing by clients should be limited as much as possible; client viewing rooms should be distanced.
  • Clients/visitors (including outside moderators, videographers, etc.) who have encountered someone who has been exposed to the virus in the last 14 days should be asked to monitor, moderate, etc. online, or simply not physically enter the facility.
  • Client viewing room/lounge capacity should be limited based on physical distancing and state/local requirements. When necessary, other rooms may be utilized for viewing via monitors.
  • Send all consents, non-disclosure agreements and liability release documents prior to sessions to be signed electronically to avoid shared documents and congestion at check-in.

Screening of research participants

Add screening questions for any in-person/in-facility projects:

  • A participant who has encountered another person exposed to the virus within the last 14 days should be disqualified from in-person research.
  • A participant with any COVID-19-like symptoms should be disqualified from in-person research.
  • Confirm (in writing/email) that participants have been pre-screened when the facility itself has not recruited the participants.

Resources

In addition, we are fortunate to be tenant of a well-managed office building very much on top of the COVID-19 situation. This is their latest correspondence:

General Building Guidelines:

  • No one will be permitted to enter the Building unless wearing a mask.
  • Masks must be worn at all times when in Common Areas. Common Areas include lobbies, foyers, elevators, Park Plaza Executive Center conference rooms, ladies/men’s rooms, and stairways. FOR THE PARK PLAZA EXECUTIVE CENTRE CLIENTS AND VISITORS MUST WEAR A MASK EVERYWHERE AND AT ALL TIMES EXCEPT WHEN IN YOUR OWN PRIVATE OFFICE. FOR SAUNDERS PARK PLAZA OFFICE BUILDING TENANTS ON OTHER FLOORS and TENANTS IN OTHER BUILDINGS YOU MUST WEAR A MASK EVERYWHERE AND AT ALL TIMES EXCEPT WHEN IN YOUR OR YOUR COMPANY’S OFFICES.
  • All individuals who are in Common Areas must practice social distancing by keeping 6’ apart wherever possible and no more than 1 person per every 50 s.f.
  • YOU MUST WEAR A MASK IN THE ELEVATOR EVEN IF YOU ARE ALONE. PLEASE DO NOT REMOVE YOUR MASK WHEN IN ANY ELEVATOR.
  • All visitors to the Saunders Park Plaza Office Building and Park Plaza Executive Centre must be by appointment and registered with security in advance (no walk-ins and visitors who are not wearing a mask will be refused entry).
  • It is anticipated that, effective June 1, 2020, The City of Boston will allow office space to reopen provided that prescribed occupancy guidelines are followed. Businesses and other organizations must limit occupancy within their office space to no more than 25 percent of (a) the maximum occupancy level specified in any certificate of occupancy or similar permit or as provided for under the state building code; or (b) the
  • business or organization’s typical occupancy as of March 1, 2020. Because there are no posted occupancy limits for each 20 Park Plaza suite, option (b) would be applicable during this phased reopening.
  • To prepare for 20 Park Plaza tenants’ and clients’ reopening, The D.L. Saunders Real Estate Corp. has undertaken various measures to prepare the Building. These measures include deep cleaning all common areas including high touch points and carpets, deep cleaning and electrostatically fogging all common areas with an approved disinfectant. Additional cleaning personnel have been assigned to ensure ongoing coverage and treatment of high touch point areas. Hand sanitation stations have been installed in all bathrooms and in the Building Lobby. Signage has been installed requiring the use of masks to enter the building, a four-person limit for elevator occupancy has been established, social distancing and Covid-19 related public service signage has been installed throughout the Building. We also have designated Stairwell #1 for foot traffic for each floor. Visitors to the Building will be limited to “by appointment only” and additional security staffing is assigned to assist in compliance.
  • Our cleaning company is currently performing routine evening cleaning duties within your suite which includes vacuuming, sweeping and mopping, trash removal and dusting. They offer additional services if you wish to engage them to disinfect your space or perform other services that are beyond the scope of the routine cleaning provided pursuant to your Lease or License Agreement. Additional services include daily high touch point cleaning within the space, deep disinfecting cleaning of the entire suite which includes carpeting, hard floors, all HTP areas, keyboards and mice, counter-tops, furniture and doorknobs. They also offer electro-static disinfectant fogging services and those costs are based on square footage.

Stay safe,

Frank Amelia, Partner
frank@copleyfocus.com
617-421-4444