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UW–Madison Smart Restart: For information about fall semester instruction and campus operations, please visit smartrestart.wisc.edu. For COVID-19 news updates, see covid19.wisc.edu.

How to request access to film or record in a CALS facility during Phase 1 of Smart Restart

The following information outlines guidelines for UW-Madison faculty, staff and graduate students to produce videos, photography or other collateral to fulfill CALS’ research, teaching and outreach missions as of June 17, 2020.

Planning your project:

  • Only UW employees are allowed in UW-Madison facilities and at research stations.
  • UW research/instruction/outreach work being filmed, photographed, or otherwise represented in a UW–Madison facility must be included in an approved on-site plan (see Research Reboot Phase 1)
  • Production personnel should consider avoiding the risk of a site visit by asking the site manager if on-site staff can perform specific tasks.
  • For visits to non-UW locations, production staff must determine the status of location using the prescribed questions. If the answer to any of these questions are yes, do not visit the location.
  • Production personnel must develop a plan to avoid contact with people, equipment and facilities during site visits in conjunction with existing approved plans for the location.
  • Production personnel must provide the site manager with the location of their tasks to be performed and Standard Operating Procedures (SOP) for the visit. The SOP should include pre- and post- visit protocols for disinfecting people, equipment, and facilities.
  • Production personnel must arrange for specific day and time of visits and get prior approval of the site manager (building manager, department chair, ARS station manager) so that plans can be made to avoid contact with staff already approved to be onsite.
  • Review the latest health and safety guidelines:

Questions for non-UW site visits (Adapted from USDA standard questions for farm visits):

  1. Have you, someone living in your household, someone with you have been in close or frequent contact with, or someone you are caring for been diagnosed with COVID-19 (Coronavirus) or had any contact with a confirmed case of COVID-19?
  2. In the last 14 days, have you or someone living in your household, or someone with you have been in close or frequent contact with, or someone you are caring for returned from, or made a travel connection through a CDC Level 3 or Level 2 country or State Department Level 3 or Level 4 country?
  3. Do you currently have, or have you had within the last 24 hours, any cold or flu symptoms with a fever greater than 100.4 or acute respiratory distress (e.g., shortness of breath and coughing)?

Checklist for gaining approval to produce videos or photographs:

  1. Complete the UW-Madison COVID-19 Training for Onsite Workers
  2. Gain approval from your manager/supervisor (center director, department chair, faculty supervisor, etc.)
  3. Gain approval from the subject who will be featured (if relevant).
    • If the subject is not the PI for the project, the PI must also approve the request
  4. FOR UW locations: Ask the subject/PI for a copy of the approved research/instruction plan under which they are safely operating.
  5. FOR NON-UW locations: Ask your on-site contact these questions and for any procedures they are following to reduce the risk of infection.
    • Have you, someone living in your household, someone with you have been in close or frequent contact with, or someone you are caring for been diagnosed with COVID-19 (Coronavirus) or had any contact with a confirmed case of COVID-19?
    • In the last 14 days, have you or someone living in your household, or someone with you have been in close or frequent contact with, or someone you are caring for returned from, or made a travel connection through a CDC Level 3 or Level 2 country or State Department Level 3 or Level 4 country?
    • Do you currently have, or have you had within the last 24 hours, any cold or flu symptoms with a fever greater than 100.4 or acute respiratory distress (e.g., shortness of breath and coughing)?
  6. Review the approved plan and develop a request for production that accounts for the current approved plan and follows all existing UW-Madison guidelines. Request should include the following elements:
    • Purpose of the visit
    • Start and end time of the visit
    • Description of specific location to be visited
    • Description of how the production staff will adhere to facility-specific protocols (using entrances/exits, parking, direction of foot traffic onsite, use of common spaces like restroom and break areas, etc.)
    • Pre- and post- visit protocols for disinfecting people, equipment, and facilities.
    • Travel request form
  7. Submit the proposal, including approvals from the subject/PI and the approved facility plan, to the UW site manager (building manager, ARS manager, department chair, depending on the location) (skip this step if the location is at a non-UW facility)
  8. Submit proposal, with UW site manager approval, to:
    • Extension/Outreach requests – Doug Reinemann, associate dean for extension and outreach
    • Instruction related requests – Doug Reinemann
    • Communications requests – Heidi Zoerb, associate dean for external relations and advancement