NIH R13/U13 Supported Conferences and Scientific Meetings Safety Plans
The National Institutes of Health (NIH) is committed to changing the culture of science by ending sexual harassment and other forms of harassment in NIH-funded activities.
The University of Utah is similarly dedicated to fostering a respectful and safe environment where all attendees at University-sponsored events can expect freedom from discrimination and harassment. The University upholds this commitment through established policies, procedures, and resources that maintain standards of integrity and ethics, as well as clear processes for reporting and addressing violations.
NIH recognizes that conferences and scientific meetings are essential forums for sharing and advancing scientific knowledge. However, NIH also acknowledges that these environments can become unsafe if harassment occurs or if attendees perceive that inappropriate behavior is ignored or tolerated. These conditions can prevent individuals from fully participating, limiting their ability to contribute to the scientific exchange supported by NIH.
To address this concern, NIH requires that a Safety Plan be in place before each supported conference or meeting. This plan communicates a commitment to maintaining a safe environment, sets expectations for behavior, and makes clear that harassment will not be tolerated. Such proactive measures protect participants and deter inappropriate conduct.
Harassment of any kind is harmful and creates barriers that prevent individuals from fully engaging in scientific activities. Safe and respectful environments are essential for all members of the scientific community to reach their full potential and to advance NIH's mission.
Additional Requirements for R13/U13 Applicants
Along with the safety plan distributed to attendees, applicants recommended for funding must also provide:
- A communication strategy describing how the plan will be shared with attendees.
- A documentation plan outling how allegations and resulting actions will be recorded.
- A description of the steps organizers will take to ensure a safe, respectful, harassment-free environment for all participants.
NIH staff will review all safety plans and must approve them before an award is issued. Plans that are incomplete or inadequate must be revised and approved before funding can proceed.
NIH Safety Plan
Dear Participant,
This conference/workshop/symposium is supported, in whole or in part, by the National Institutes of Health (NIH) under Award No. ________.
The University of Utah and its conference organizers are committed to fostering an environment dedicated to academic excellence, the free exchange of ideas, and the advancement of knowledge. We strive to ensure that all participants in University programs and activities can work and learn together in a space free from harassment, exploitation, intimidation, or any form of prohibited conduct.
Per NIH requirements, all event participants must receive information regarding the University’s policies on sexual harassment, other forms of harassment, and sexual misconduct, as well as instructions for reporting any violations. For NIH purposes, "other forms of harassment” refers to non-gender-based or non-sex-based harassment of individuals protected under federal civil rights laws, as defined in University policy, codes of conduct, statutes, regulations, or executive orders.
Applicability of This Safety Plan
THIS SAFETY PLAN APPLIES TO THIS EVENT, AND ALL EVENT ATTENDEES ARE EXPECTED TO ADHERE TO THE POLICY.
This plan outlines:
- The University's responsibilities to maintain a safe, respectful environment
- Conduct prohibited under University policy
- Procedures for reporting, assessing, and resolving concerns or allegations
- Expectations for behavior for all participants
These requirements apply to:
All University employees
Undergraduate, graduate, and professional students
All University campuses, clinics, centers, and programs, including off-sit or University-sponsored activities
Reporting Concerns or Violations
Individuals with questions, concerns, or complaints related to harassment are also encouraged to contact:
Conference Organizers
(Insert names and contact information)
__________________________________________________________________________
HHS Office for Civil Rights (OCR)
- Filing a Civil Rights Complaint
Please note: You are not required to file a complaint with the conference organizers before contacting HHS OCR. Seeking help from the organizers does not prohibit filing a complaint directly with OCR.
NIH
Concerns regarding harassment, including sexual harassment, discrimination, and other
inappropriate conduct at NIH-supported conferences:
University of Utah Office of Equal Opportunity and Affirmative Action (OEO/AA)
The University of Utah Office of Equal Opportunity and Affirmative Action (OEO/AA)
is dedicated to ensuring a fair and equitable environment where all individuals can
pursue academic and professional activities and access University programs without
discrimination or harassment.
Confidential Resources
Confidential resources (to the extent allowed by law) are available to individuals who experience sexual harassment, sexual violence, or other prohibited conduct. Advocates can be reached through:
- SafeU
- University Confidential Reporting & Crisis Resources
- Rape Recovery Center Advocates can be reached 24 hours a day
For non-urgent questions or appointments:
- Center for Student Wellness Victim-Survivor Advocacy
- Student Affairs Community & Cultural Engagement
Law Enforcement Reporting:
- On-campus incidents:
Reports can be made to the University of Utah Department of Public Safety Crime Victim Advocates. - Off-campus incidents:
Reports should be made to the local law enforcement agency where the incident occurred. An advocate can assist in determining the correct jurisdiction.
In an emergency, dial 911.
- Local emergency services can be reached at: _________________-
Key University Policies and Reporting Resources:
The University has established policies and procedures to maintain a safe work and learning environment wherever University activities occur. Relevant policies include:
Harassment, Stalking & Sexual Misconduct
- Policy 1-012: University Non-discrimination policy
Defines the University's commitment to preventing harassment, stalking, and sexual misconduct. Applies to all individuals conducting business with or visiting the University. - Rule 1-012B: Sexual Misconduct Complaint Rule
Outlines the process for resolving complaints of sexual misconduct and describes available resources for victim-survivors.
Click for Reporting Resources
Reporting
Sexual Harassment/Misconduct (OEO). The OEO/AA is the University department charged with responding to reports and investigating formal complaints of discrimination, including sexual misconduct.
The Director of the OEO/AA serves as the University’s Title IX Coordinator.
Jess Morrison, Director, Office of Equal Opportunity and Affirmative Action Title
IX/ADA/Section 504 Coordinator
Phone: (801) 581-8365
Email: oeo@utah.edu
Abusive Conduct
Policy 1-012 applies to all University of Utah employees and to all academic and administrative units, including University of Utah Hospitals and Clinics.
Abusive Conduct and a Culture of Respect
The University of Utah complies with state laws prohibiting abusive conduct in the workplace. Abusive conduct includes physical, verbal, or nonverbal behavior by an employee toward another employee that a reasonable person would determine meets one or more of the following criteria;
- Intends to intimidate, humiliate, or cause unwarranted distress;
- Exploits a known physical or psychological disability; or
- Is unwarranted and results in substantial physical or psychological harm caused by intimidation, humiliation or distress.
Click for Reporting Resources
Reporting
Abusive Conduct Reporting Form
To report abusive conduct, please use the University's Abusive Conduct Reporting Form.
Reporting Abusive Conduct Involving Faculty
Health Sciences Faculty
For faculty members in Health Sciences (Dentistry, Medicine, Health, Nursing, Pharmacy,
or the Health Sciences Library), please e-mail officeforuofuhealthfaculty@hsc.utah.edu to schedule a consultation.
Academic Affairs Colleges/Schools
for faculty in Academic Affairs Colleges/Schools (all non-Health Sciences academic
colleges and schools), please e-mail officeforfaculty@utah.edu to arrange a consultation.
Hazing & Bullying
Policy 6-400: Code of Student Rights and Responsibilities (Student Code)
This policy prohibits physical or verbal assault, sexual harassment, hazing, threats, intimidation, coercion, or any behavior that endangers the health or safety of any member of the University community. These prohibitions apply on University premises, at University activities, and at any location where the University has supervisory responsibility under state or local law.
Click for Reporting Resources
Behavioral Misconduct Reporting
Dean of Students: Reporting Behavioral Misconduct
All reports of possible violations of the Student Code are reviewed by a student conduct
officer appointed by the Dean of Students.
Any individual directly affected by a possible violation - or any faculty, staff, or student - may submit an oral or written complaint to the Dean of Students (or designee) within 45 business days of discovering the alleged misconduct.
Reporting Obligation
Responsible Employees
Responsible employees are required by University policy 1-012 to report any information
they receive about possible sexual misconduct or discrimination to the Office of Equal
Opportunity & Affirmative Action (OEO/AA).
Campus Security Authorities (CSAs) are required to report crimes occurring on campus to University Police.
Responsible employees include (but are not limited to):
- Faculty members
- Administration and staff (excluding confidential mental-health professionals)
- Resident advisors
- Student employees in paid leadership roles
- Campus police and ecurity personnel
- Athletic coaches and assistants
Click for Reporting Resources
Mandatory Reporters
Mandatory reporting requirements apply:
-
Regardless of whether the reporter is the person harmed or the person accused
-
Regardless of where or when the incident occurred, including off-campus or before an individual joined the University community
- Regardless of how the information was conveyed (spoken, written, or reported via a third party)
Other Policies, Rules, & Guidelines
Relevant University policies include:
- Policy 1-004: Intimidation and Violence in the Academic Environment
- Policy 1-020: Required Professional Boundaries in Relationships
- Policy 5-111: Corrective Action and Termination Policy for Staff Employees
- Policy 6-316: Code of Faculty Rights and Responsibilities
- Utah Victims Bill of Rights
- Policy 7-001: Policy for Research Misconduct
- Code of Faculty Rights and Responsibilities
- Code of Conduct for Staff
- Concerning Behavior (Behavioral Intervention Team)
Click for Reporting Resources
Reporting
The University is committed to responding promptly and effectively to all reports of violence, harassment, or misconduct. Appropriate action will be taken to prevent, address, and, when necessary, discipline behavior that violates University policies or the law.