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Research & Economic Development Division







NSF Safe and Inclusive Working Environments for Off-Campus and Off-Site Research Plan

For each National Science Foundation (NSF) proposal that proposes to conduct research off-campus or offsite, there must be a plan in place for that proposal that describes how certain behaviors (details below) will be addressed and the plans to ensure a safe and inclusive work environment.

Resources: 

For NSF-funded projects, the University requires that this plan be:

  • Developed by the PI using the University’s Safe & Inclusive Working Environment for Off-Campus or Off-Site Research Plan template and saved by the PI at the proposal stage;
  • Provided to the Office of Pre-Award Services prior to a NSF award being setup; and
  • Implemented by the PI. (Reference: NSF Proposal and Award Policies Procedures Guide (PAPPG) 23-1 Chapter II. E.9.).
  • If a NSF directorate requires the plan (see below) as part of the proposal documents, University PIs must use the University template and do not need to provide the plan to Pre-Award Services separate from the proposal.

Subaward and Collaborative Proposals:

  • If the University is a subaward recipient on an NSF-funded project with off-campus/off-site research, the University does not require the UW PI to complete a plan. The University relies on the lead institution to provide and implement the plan.
  • For Collaborative Proposals, if a Safe and Inclusive Working Environment Plan is required to be submitted with the proposal, the lead institution will submit one plan for all off-campus/off-site research. If a plan is not required to be submitted with the proposal, each institution is responsible for their own plan with regard to any off-campus or off-site performances their organization is facilitating.

Background Information

It is NSF’S policy is to foster safe and harassment-free environments wherever science is conducted. NSF’s policy 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.

Grantees are required, effective with proposals submitted 1/30/23 or later, to certify that we have a plan in place for each project with off-campus or off-site research that addresses:

  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; and
  2. Conduct that is unwelcome, offensive, indecent, obscene, or disorderly.

As of January 2023, several solicitations from NSF’s BIO and GEO directorates will pilot requiring the submission of a Safe and Inclusive Work Environments Plan that will be considered as part of the Broader Impacts criteria during the review process. A two-page supplementary document must address:

  1. a brief description of the field setting and unique challenges for the team;
  2. the steps the proposing organization will take to nurture an inclusive off-campus or off-site working environment, including processes to establish shared team definitions of roles, responsibilities, and culture, e.g., codes of conduct, trainings, mentor/mentee mechanisms and field support that might include regular check-ins, and/or developmental events; 
  3. communication processes within the off-site team and to the organization(s) that minimize singular points within the communication pathway (e.g., there should not be a single person overseeing access to a single satellite phone); and 
  4. the organizational mechanisms that will be used for reporting, responding to, and resolving issues of harassment if they arise.  

The Office of Pre-Award Services will require use of the University’s template for this requirement. 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, 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?

Principal Investigators are responsible for distributing a copy of the developed plan to each participant in an off-campus or off-site research prior to departure or involvement in the off-campus activity.

Definition of Off-Campus or Off-site Research

For the purposes of this NSF requirement, 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 (PAPPG, Chapter 2: D. 2. a. Proposal Contents).