Safe and Inclusive Working Environments for Off-Campus or Off-Site Research
National Science Foundation
“Safe and Inclusive Working Environments for Off-Campus or Off-Site Research”
(Revised 11/27/23)
Principal Investigators: click here for instructions on how to complete your safety plan
Background:
Effective January 30, 2023, NSF is requiring universities to prepare safety plans for any projects that include off-campus or off-site research activities. 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.”
The full text of the "Safe and Inclusive Working Environments for Off-Campus or Off-Site Research” requirement can be found at NSF PAPPG, II.E.9. This effort is to ensure compliance with NSF’s policy to foster a safe and harassment-free environment wherever science is conducted.
Beginning 9/6/2023, Principal Investigators will be required to answer a question in the IAF for all NSF funded projects to indicate whether or not the project will involve off-campus or off-site research. If the PI answers NO, they will be required to complete an assurance statement in the IAF and no further action is required unless there’s a change. If the PI answers YES, they will be provided with a link to instructions on how to complete the required safety plan. AORs and CPOs will need to understand the requirements and ensure that the proper documentation has been obtained and uploaded.
It is important to note that the safety plan requirement is currently being prescribed multiple ways. How we document the University’s compliance will be different for each scenario:
Scenario 1: The requirement is specifically included in the NSF solicitation.
Under a current NSF pilot project, some BIO and GEO solicitations (i.e., NSF 23-539, 23-540, 23-542, 23-547, 23-548, and 23-549) specifically require the completion and submission of the plan (referred to in this case as an “SAI Plan”) with the full proposal to NSF, if there is an off-campus or off-site component. Principal Investigators should follow the solicitation’s instructions for the completion of the plan. NSF reviews the plan as part of the entire proposal package.
In this scenario, the safety plan must be uploaded into the IAF as a separate document and labeled “NSF Safety Plan – Submitted to NSF.” (Note: effective 11/27/2023, these plans will appear in the “Signoff/Waiver” folder instead of the proposal folder. Drop-down labeling options have been added for convenience.)
Scenario 2: The requirement is included in NSF PAPPG, II.E.9.
Absent the requirement being included in a specific solicitation as outlined in Scenario 1, Principal Investigators are still mandated per the PAPPG to complete a plan, if there is an off-campus or off-site component, effective with all proposals submitted to NSF on or after January 30, 2023.
In this scenario, an internal safety plan must be completed by the Principal Investigator and sent to Penn State’s Office of Equal Opportunity and Access via email (oeoa@psu.edu) for review and approval. This plan does not get submitted to NSF with the proposal.
Safety plans that have been sent to the Office of Equal Opportunity and Access for review but have not yet been approved should be uploaded into the IAF as a separate document and labeled “NSF Safety Plan – DRAFT.”(Note: effective 11/27/2023, these plans will appear in the “Signoff/Waiver” folder instead of the proposal folder. Drop-down labeling options have been added for convenience.) AORs may still submit the IAF to the CPO even if the safety plan is not yet approved, however no work can commence until an approved plan is received.
Safety plans that have been approved by the Office of Equal Opportunity and Access should be uploaded as follows:
- If the IAF has not yet been submitted to the CPO, the College Research Office should upload the approved plan into the IAF as a separate document and label as “NSF Safety Plan – OEOA approved.” (Note: effective 11/27/2023, these plans will appear in the “Signoff/Waiver” folder instead of the proposal folder. Drop-down labeling options have been added for convenience.) DRAFT plans can be replaced with APPROVED plans; it is not necessary to maintain a copy of the draft plan once an approved plan has been received.
- If the IAF has already been submitted to the CPO, the CPO should upload the approved plan into the Signoff/Waiver folder via Document Manager and label as “NSF Safety Plan – OEOA approved.” (Note: effective 11/27/2023, drop-down labeling options have been added for convenience.)
Scenario 3: The requirement is included in award terms and conditions.
Even if a proposal was submitted prior to January 30, 2023, the resulting award may include terms and conditions that require a safety plan. This could occur with new awards, or with modifications to existing awards. NSF added this requirement to their award terms and conditions effective January 30, 2023.
In this scenario, the CPO Negotiator should review the proposal file and/or the IAF to see if a safety plan was required and if so, ensure that it was either 1) submitted to NSF as required per the terms of the solicitation, or 2) approved by the Office of Equal Opportunity and Access. Awards cannot be processed until one of these two plans are uploaded, if applicable.
Safety plans that were required per the solicitation should have been uploaded by the College Research Office into the IAF as a separate document at proposal stage and labeled “NSF Safety Plan – Submitted to NSF.”
Safety plans that have been sent to the Office of Equal Opportunity and Access for review but have not yet been approved should be uploaded into the Signoff/Waiver folder as a separate document and labeled “NSF Safety Plan – DRAFT.” (Note: effective 11/27/2023, drop-down labeling options have been added for convenience.)
Safety plans that have been approved by the Office of Equal Opportunity and Access should be uploaded to the Signoff/Waiver folder as a separate document and labeled “NSF Safety Plan – OEOA approved.” (Note: effective 11/27/2023, drop-down labeling options have been added for convenience.)
Please see also: