BIO VOH: Safe and Harassment-free Fieldwork (SAHF) plans and other changes to proposal submissions

On Monday, Nov. 13, 2023, 1 - 2 p.m. EST, BIO held a virtual office hour: Safe and Harassment-free Fieldwork (SAHF) plans and other changes to proposal submissions you need to know.  Representatives from the SAHF working group and the NSF Division of Environmental Biology program officers were present to discuss SAHF and other PAPPG changes you need to know for proposal submission.  

Virtual office hours are on the second Monday of every month from 1 – 2 p.m. Eastern time. Below is a list of upcoming dates and topics (subject to change). Be sure to add them to your calendars and register ahead of time.  

Upcoming office hour topics:

Dec. 11: Introduction to the NSF Directorate for Technology, Innovation and Partnerships (NSF TIP)

Presentation outline 

NSF  Division of Environmental Biology (NSF DEB) staff in attendance today:  

• Leslie Rissler – DEB / Evolutionary Processes 
• Colette St. Mary – NSF Division of Integrative Organismal Systems/ Behavioral Systems 
• Jean Feldman - Head, Policy Office, Division of Institution and Award Support 
• Jessie Crain – GEO Antarctic Research Support Manager 
• Jeremy Wojdak (host) – Population and Community Ecology
• Chris Balakrishnan – Systematics and Biodiversity Science 
• Facilitators – Christina Washington, Megan Lewis and Bill Lawso 

ALL NSF Submissions 

Starting Oct. 23, 2023, principal investigators and other senior personnel are required to use the SciENcv format only for the preparation of the Biographical Sketch and Current and Pending support.

Agenda: Safe and Harassment-free Fieldwork (SAHF) pilot   

1. What’s the difference between the NSF-wide requirement for off-campus or off-site research certification and the SAHF pilot? 
2. When do I have to submit an SAHF plan? 
3. What is in an SAHF plan, and how are they reviewed? 

Proposal & Award Policies & Procedures Guide (PAPPG) 

NSF 23-1: Effective for proposals submitted or due on or after Jan. 30, 2023. See the PAPPG for more information.

What does NSF define as "off-campus" or "off-site"?

Off-campus or off-site research is defined as data/information/ samples being collected off-campus or off-site, such as fieldwork and research activities on vessels and aircraft.

Where do I check and/or sign? 

• Proposal Cover Page – last box should be checked
• Proposal Certification Page – AOR signature

PAPPG certification requirement:

From the PAPPG:

9. Safe and Inclusive Working Environments for Off-Campus or Off-Site Research

It is NSF policy (see Chapter XI.A.1.g.) 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. Accordingly, for each proposal that proposes to conduct research off-campus or off-site, AOR must complete a certification that the organization has a plan in place for that proposal that describes 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.
2. Conduct that is unwelcome, offensive, indecent, obscene, or disorderly.

This plan should also identify steps the proposing organization will take to nurture an inclusive off-campus or off-site working environment, e.g., trainings; processes to establish shared team definitions of roles, responsibilities, and culture, e.g., codes of conduct; and field support, such as mentor/mentee support mechanisms, regular check-ins, and/or developmental events.

Communications within team and to the organization should be considered in the plan, minimizing singular points within the communications pathway (e.g., a single person overseeing access to a single satellite phone), and 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. The process or method for making incident reports, as well as how any reports received will be resolved, should also be accounted for.

The organization's plan for the proposal must be disseminated to individuals participating in the off-campus or off-site research prior to departure. Proposers should not submit the plan to NSF for review.

Summary – for proposals with data/information/samples collected off-campus or off-site 

1. Checkbox on Cover Page – marked if any off-campus or off-site research is proposed (effective as of 30 Jan. 2023).
2. Chapter II.E.9 of PAPPG – Safe and Inclusive Working Environments for Off-Campus or Off-Site Research - new stipulation associated with AOR certification indicating that an organization has a plan in place if work proposes off-campus or off-site research (effective as of 30 Jan. 2023) .
3. BIO and GEO SAHF Pilot - 2-page Supp Doc that will be reviewed as part of the Broader Impacts merit review criterion of each proposal with off-campus or off-site research (effective date depends on solicitation).

SAHF plans must include:

• A brief description of the field setting and unique challenges for the team.
• 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.
• 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).
• The organizational mechanisms that will be used for reporting, responding to, and resolving issues of harassment if they arise.

Reviewers must evaluate SAHF plans within the Broader Impacts criterion 

• 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?