Safe and Inclusive Environment Plan for Off-Campus or Off-Site Research

National Science Foundation (NSF) now requires proposers to certify that they have a plan for creating and maintaining Safe and Inclusive Working Environment(s) for projects that include off-campus work or off-site research. NSF defines off-campus or off-site research as data/information/samples being collected off-campus or off-site, such as fieldwork and research activities on vessels and aircraft.

NSF recognizes that a community effort is essential to eliminate sexual and other forms of harassment in science and to build inclusive scientific climates where people can learn, grow, and thrive. The Ohio State University is committed to addressing harassment and fostering a safe and healthy work environment. The university has in place robust training and established policies and expectations for proper conduct that apply to all staff, faculty, and students whether working, doing research, or engaging in activities or studies on campus or at an off-site location.

PIs can meet NSF’s requirements by a combination of complying with university policies and following these steps:

• Determine if the award includes off-campus or off-site research activities as defined by NSF.
• Complete the project-specific information on the Safe and Inclusive Work Environments Plan.
• Distribute the plan to everyone who will participate in an off-campus or off-site research activity prior to those individuals leaving campus to begin the research.
• Maintain documentation of who received the plan before fieldwork begins. As new members are added to the team, they must be given a copy of the plan and Office of Sponsored Programs (OSP) documentation updated.

Important: For most programs, the plan is not submitted to NSF. However, if a plan is required, the PI must provide a completed copy to OSP before the proposal is submitted. Some program solicitations (currently from the BIO and GEO directorates) require that the plan be submitted with the proposal which will be considered as part of the Broader Impacts criteria during the review process. Reviewers will be asked to assess the adequacy of the plan using the following criteria:

• Is there a compelling plan (including the procedures, trainings, and communication processes) to establish, nurture, and maintain inclusive off-campus or off-site working environment(s)?
• Does the proposed plan identify and adequately address the unique challenges for the team and the specific off-campus or off-site setting(s)? 
• Are the organizational mechanisms to be used for reporting, responding to, and resolving issues of harassment, should they occur, clearly outlined?

For any offsite or field work on a proposed NSF project, the administrative home (school/college/institute/center) must attest there is a plan in place for that proposal. The plan must describe how the following types of behavior will be addressed:

1. Abuse of any person, including, but not limited to, harassment, stalking, bullying, or hazing of any kind, whether the behavior is carried out verbally, physically, electronically, or in written form; or
2. Conduct that is unwelcome, offensive, indecent, obscene, or disorderly
3. Identify steps the proposing principal investigator(s)/project team will take to nurture an inclusive off-campus or off-site working environment;
4. Consider how communications within the team and to the organization will be handled, minimizing singular points within the communications pathway (e.g., a single person overseeing access to a single satellite phone);
5. Address how any special circumstances such as the involvement of multiple organizations or the presence of third parties in the working environment should be taken into account;
6. Account for the process or method for making incident reports as well as how any reports received will be resolved.

For items 1 and 2 we recommend you reference Non-Discrimination, Harassment, and Sexual Misconduct Policy and Anti-Hazing Policy.

The following resources offer guidance on how to foster a safe and healthy workplace:

• Report = Support, a sexual misconduct prevention online course required annually for all faculty, staff, and student employees
• Non-Discrimination, Harassment, and Sexual Misconduct Policy
• Non-Discrimination Notice
• Anti-Hazing Policy
• Workplace Violence Policy
• Affirmative Action & Equal Employment Opportunity Policy
• Research Misconduct Policy
• University Faculty Rules
• Code of Student Conduct 
• Guidance on Use of Chosen/Preferred Names and Pronouns

• Discrimination, Harassment, and Sexual Misconduct Reporting and Resources Brochure
• Duty to Report
• Reporting Form