NEWS & ANNOUNCEMENTS

Announcements / 11.20.20

For Broadies working onsite

This page contains guidance and updates for Broadies who are reporting to work onsite, as well as guidance on sponsorship and scientific services.

Security, building access, and visitors

To help us monitor and limit building density, please note the following about entering and exiting 415 Main and the Stanley Building:

  • All Broadies will need to enter at the main entrance of 415 Main or the Stanley Building and pass by the security desk. Other entrances, including the terrace entrance from the parking garage on P3, will be closed and the card readers deactivated.

  • Upon routine exiting from either building, Broadies will need to swipe their badges at a dedicated exit card reader in the lobby. In case of an emergency, Broadies should leave the building as quickly as possible via the nearest emergency exit and not detour or delay exiting in order to badge out.

Essential visitor form: Visitors are limited to those critical to operations only, and the same travel restrictions and safety protocols that currently apply to Broadies also apply to all visitors. Please do not bring family members, friends, or other non-essential visitors into the building with you. If you are hosting an essential service technician or vendor, or another essential individual or group, complete this Google Form to get your visitor approved by 3:00 p.m. at least one business day before the visit.

[Link to updated Security announcement TK]

See also: Can a Broadie not yet cleared for onsite work enter a Broad building to collect something or perform a quick task? | What if collaborators want to use our equipment? | TravelOnsite safety protocols

 

Parking and transportation

We recommend that any Broadies who work onsite commute by walking, biking, or driving alone (or with household members). When this is not possible, please consult these guidelines on alternative transportation options.

Parking is available for free upon request by any Broadie working onsite. 

  • If you need to stop by the Broad for a quick errand or if you work onsite occasionally (less that one day per week, on average), park in the Green Garage. Learn more here.

Many Broadies are working evening and weekend shifts. Although we have no specific concerns about safety in the parking facilities or our neighborhood, it's always a good idea to be vigilant, especially when you're arriving or departing in the dark or alone. Here are some tips from Broad Security about commuting safely. 

This is a great time to try commuting by bicycle. If you have questions about cycling but aren’t sure where to start, a Broad Bike Ambassador can help.

 

See also:  May I modify my start and end times to avoid crowds?

 

Onsite meeting guidance & bookable conference rooms

Single-occupancy rooms
Book one of the conference/huddle rooms on the 11th floor. To book a room, reserve it as you typically would in Google Calendar, and please follow these rules:

  • Single occupancy only. Please follow the posted occupancy guidelines for all huddle and conference rooms.
  • Do not book these rooms for recurring meetings. To allow as many Broadies as possible to use these bookable spaces, please do not book recurring meetings in these rooms. 
  • Be mindful of the time. Plan to end your meetings a few minutes early so you have time to clean your space and leave the room before the next Broadie enters.

For onsite/hybrid meetings

  • Before hosting/ attending an onsite meeting, review Broad’s meeting etiquette.
  • If your meeting is an onsite-only meeting with 2-3 people: use individual offices, soft seating areas, the patio, or book a room on the 11th floor that accommodates your occupancy needs.
    • Please note that all other conference rooms have been removed from Google calendar and aren’t bookable at this time. Use these unbookable conference rooms to dropdown. while making sure you always follow posted occupancy limits, physically distance, wear a mask, and clean down your space before and after you use it.
  • If your meeting is with 3-10 onsite people and/or is a hybrid meeting, book one of the four available conference rooms (see chart below), keeping in mind your occupancy and technology needs via Google Calendar or use open, soft seating areas. (To learn how to book one of the following conference rooms in Google Calendar, review BITS’ G Suite TIps and FAQs.)

     

    Name Max participants Hybrid meeting enabled?
    Yellowstone* (onsite only) 10 onsite No.
    Monadnock* (hybrid) 5 onsite + remote Yes. 360° Owl camera, table configuration, lighting guidance.
    Yosemite (hybrid) 3  onsite + remote Yes. 360° Owl camera.
    Galapagos (hybrid) 5 onsite + remote Yes. 360° Owl camera.
    *NOTE: Rooms are not available to book between 11:30 a.m. to 1:30 p.m (to allow Broadies to drop down during lunch hours).

 

Hybrid meeting guidance

  • Monadnock, Yosemite, and Galapagos (see chart above) can be reserved for hybrid meetings.
  • For onsite participants: Follow Broad's meeting etiquette.
  • For remote participants: Put your Zoom on speaker view. If materials need to be presented, distribute them before the meeting so everyone can reference them and do NOT share them via “share my screen” within Zoom.
  • After the meeting: Provide your feedback to BITS via this Google form.

 

Eating while onsite

Please try to limit your need to eat onsite. If you do need to eat while onsite:

  • If you are eating indoors, eat alone in an office with the door closed. This means no one else should be in the same room, even if they are six feet away. If you need help finding an office to eat in, talk to your Quarterback. 
    • Open spaces and large conference rooms will still be available for Broadies to work and to use for touchdown space but eating will no longer be permitted in these areas.
  • If you are eating outdoors, it’s all right to eat and socialize with others, as long as you remain six feet apart and wear a mask when you are not actively eating or drinking. 
  • When you’re drinking a beverage inside, it’s OK to pull your mask down briefly to take a sip, even with others nearby, but please don’t ever take your mask off entirely.
  • Stagger your meal, snack, and coffee breaks within your team, and try to keep your meal breaks brief.
  • Try to bring your own food, and do not share food. If you must order food from an outside vendor, VESTER and Dumpling Daughter are allowed to contact-free deliver to the 75 Ames lobby. Other food delivery vendors are not allowed to enter Broad. If you order food, you will need to arrange for a no-contact or curbside delivery.
  • We urge Broadies not to go out to eat together during or after work if physical distancing isn’t possible. If you eat within six feet of someone else for more than 15 minutes total during a 24-hour period, you would be considered a close contact if they were to test positive over the next few days.  Close contacts are required to quarantine for 14 days.
  • Always wash your hands before and after eating and wipe down surfaces before and after eating.
  • If using equipment in the kitchens, break rooms, or vending machines, remember that these are high-touch areas. Please wash hands before using and clean surfaces when you are finished; before returning to your designated work area, re-wash your hands.

 

BITS

The BITStop at 75 Ames is open by appointment only. The BITStops at 320 Charles and 105 Broadway remain temporarily closed. Here's how to contact BITS.

 

Travel

Please see Travel guidance and return restrictions for guidance.

Please note that Broad continues to prohibit business travel and strongly discourages personal travel to anywhere besides these lower-risk states.

 

Procurement

Procurement operations have fully resumed. Please see Procurement’s Intranet page for more information.

 

Health, caregiving, and other concerns

If you have concerns about returning to onsite work and your work can be done remotely, continue to do so. If your work requires you to be onsite, we encourage you to discuss your concerns with your manager and develop a shared set of expectations. You can also reach out to your HR Partner and BroadLife to discuss and problem-solve. At the end of the day we recognize that everyone has different challenges and we are in a time of great uncertainty; the Broad is committed to working with individuals to find the right path forward.

 

Help for caregivers

See BroadLife's Intranet page for information on Broad’s many caregiving resources.

 

Guidance from federal sponsors, platforms, and Comparative Medicine