National Science Foundation - Safe and Inclusive Working Environment Plan for Off-Campus or Off-Site Research

• Meetings and conferences that do not include data/information/samples being collected
• Data/information collected by subrecipients or collaborative organizations at their primary place of performance
• Work from home by an individual employee

The plan will be part of the merit review process under Broader Impacts.  Reviewers will evaluate plans on the following:

• Is there a compelling plan (including procedures, training, 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?

Yes, OSP will submit the proposal to NSF but if the principal investigator does not submit the safe and inclusive work environment plan to OSP within four weeks of the proposal submission deadline, OSP reserves the right to withdraw the proposal as Virginia Tech will be out of compliance with NSF regulations.

In SUMMIT proposal, when the researcher marks the question “Will there be any off-site work (fieldwork, going to schools for interviews, etc.) on this project as Required the “Actions” button allows files to be uploaded to Summit. 

This new requirement applies only to research activities. NSF has defined off-campus or off-site research for the purpose of these requirements as “data/information/samples being collected off-campus or off-site, such as fieldwork or research activities on vessels and aircraft.” Principal investigatorss are responsible for determining whether the requirement applies to their project or to certain activities on their project. If there happens to be a research component on an award that is characterized as an “other sponsored activity”, then the requirement would apply only to that research component.

If the off-site research is still taking place, send the plan now to the participant(s). If the off-site research is over, send an email to the researcher’s Office of Sponsored Programs pre-award associate explaining the circumstances. Office of Sponsored Programs staff will confer with the principal investigator on appropriate next steps (NSF has not identified what corrective actions should be taken, but most likely it will involve an uninvolved third party checking with the participant to ascertain whether there were any issues that arose while off- campus that made the participant feel unsafe or needed reporting.)

It includes all Virginia Tech participants: employees, students, volunteers, and others working under Virginia Tech’s direction (which might include contractors). For subrecipient personnel, their own institution should have issued a plan for the off-site activity (principal investigators should verify with the principal investigator of the subrecipient organization that this has occurred). Virginia Tech’s plan may be shared and adapted for use by the subrecipient. Typically, a Virginia Tech principal investigator will only assume responsibility for Virginia Tech  participants but there may be cases where guests or participants from other entities may need to use Virginia Tech’s plan. This is allowed but places a special administrative burden on the Virginia Tech principal investigator as these participants will not already be familiar with Virginia Tech policies or practices, and special coordination across entities may be needed. It is a good idea to confer with the Office of Sponsored Programs well in advance of the off- site research should this be applicable so that special arrangements can be created.

Yes, in fact it is advisable to have a primary and a secondary point of contact available. The principal investigator must be listed on the form in the “PI” box but may also be listed as the primary point of contact, or they may delegate the primary point of contact responsibility to another individual who is present at the off-campus location. Make sure and include the cell phone and email of the alternative contact.

Principal investigators (PI) may devise options they believe are appropriate to the circumstances, but some reasonable options to certain known circumstances might include the following:

• Cultural norms differ in the location where the off-campus/off-site research will take place. Principal investigators may wish to offer a “pre-departure” briefing for participants explaining cultural norms in the off-campus/ off-site location (physical or touching norms, verbal styles, etc.). Principal investigators can offer alternatives to mitigate concerns arising from cultural differences (e.g., offering to connect only in a group setting, or pairing participants so that there is less opportunity for misunderstanding).
• In advance of departure, principal investigators may wish to remind participants that they are personally available to listen to any concerns that participants may have about the off-campus research activity.
• If the off-campus research site offers terrain, temperature, visual, auditory, or other challenges, offer to meet ahead of time with participants to discuss any special concerns they may have or accommodations they may need in order to fully participate.
• The principal investigator may wish to engage in regular “check-ins” with off-campus participants to ascertain whether there is anything that is impacting their full enjoyment about the off-campus research experience (physical or cultural barriers, behavior challenges, etc.).
• Particularly in remote locations, physical circumstances may limit the ability for a participant to be separated from an individual alleged to have participated in misbehavior. Whenever possible, the participant and the individual allegedly engaging in misbehavior should be separated as completely as possible. With the participant’s concurrence, consider assigning a “buddy” to help that participant feel safe as well as reduce the likelihood of a possible recurrence - particularly when complete physical separation is not feasible.
• There is only a single satellite phone (or equivalent) available for contact outside the group. Consider having a second phone available and controlled by a different individual or ask someone from another group or from the entity being visited if participants can also approach them should a confidential call be placed. Consider budgeting for a second phone if that is needed to ensure alternate access can be available. Notify participants of their options accordingly.