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For every National Science Foundation (NSF) proposal that includes off-campus or off-site research, NSF requires a plan describing how the project will ensure a safe and harassment-free working environment and address the behaviors identified by NSF (see below).

Access the Plan Template

University policies and Reporting Resources

To comply with this requirement, the University requires the following:

PI Requirements at the Proposal Stage

  1. Determine applicability:

    Each PI must assess whether the proposal involves off-campus or off-site research.

  2.  Develop a plan (if applicable):
    If off-campus or off-site research is involved, the PI must prepare a plan for each applicable location using the UU template.
    • Plans must be uploaded to eProposal before OSP submission.
    • Plans may be reused for multiple activities, but must be updated whenever content needs to be modified.
  3. Proposals requiring NSF submission:
    Some NSF solicitations require that a Plan for Safe and Harassment-Free Working Environments be submitted as supplementary documentation. When required, the PI may prepare a plan using the UU template and upload it to Research.gov.
    • Plans submitted to NSF must not exceed 2 pages, follow NSF Grant General Conditions (GC-1) content requirements, and adhere to any additional instructions in the solicitation.
    • Plans should only be submitted to NSF when specifically requested or required.
  4. Plan quality expectations:
    The plan must be compelling, address the unique challenges of the research team, and clearly outline the organizational mechanisms for reporting, responding to, and resolving harassment should it occur.

Subawards and Collaborative Proposals

  • Subaward to University of Utah:
    If the University is a subawardee on an NSF project involving off-campus/off-site research, the University does not require its PI to develop a separate plan. The University will rely on the lead institution's plan and its implementation. 
  • Collaborative proposals:
    Each participating institution is responsible for creating its own plan for off-campus or off-site work it oversees.

Dissemination and Documentation

  • The PI must disseminate the plan to all individuals participating in the off-campus or off-site activities before travel or engagement begins.
  • The PI must retain documentation of distribution (e.g., email confirmation or sign-in sheet).

Safe and Harassment-Free Working Environments for Off-Campus or Off-Site Research

For awards that conduct research off-campus or off site, the recipient is required to have a plan in place for that awarded 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; or 
  2. Conduct that is unwelcome, offensive, indecent, obscene, or disorderly. 

This plan should also identify steps the proposing organization will take to nurture a harassment-free 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 communication 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 plan must be disseminated to individuals participating in the off-campus or off-site research prior to departure. Recipients are not required to submit the plan to NSF for review, however, the plan is subject to review, upon request.

*For purposes of this requirement, 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.

GC-1 May 25

  Frequently Asked Questions

A1: The requirement is intended to ensure guidance and protection for participants when they do not have ready access to the in-person resources and reporting mechanisms normally available on campus. 

A plan is not required if participants continue to have the same access to on-campus resources.

A plan is required when participants are sufficiently distant from campus such that their access to these resources is more limited than if they were on campus. This includes, but is not limited to, fieldwork, data or sample collection, and research activities on vessels or aircraft.

The University further defines off-campus or off-site research for this requirement as UU-sponsored, scheduled, domestic or international travel by UU personnel to collect data, samples, or information outside a laboratory or other research-controlled environment.

The following scenarios do NOT meet the definition:

  • Work from home arrangements.
  • Day trips or excursions (e.g., visits to public spaces, schools, the state fair, or malls) where no overnight stay occurs.
  • However, a plan should be created if the activity increases the likelihood of harassment (e.g., studies involving sensitive topics such as sexual behavior, incarcerated individuals, or locations with known prior harassment concerns).

When in doubt, create a plan.

The following scenarios DO require a plan:

  • Collection of data/samples/information off-campus or off-site for more than three consecutive days.
  • Any off-campus research involving an overnight stay.
  • Off-campus or off-site data/samples/information collection by any project team member, including subrecipient personnel performing research outside their primary place of performance.

Attendance or presentation of research results at a conference alone does not require a plan.

If participants will also conduct research activities while attending the conference, a plan is required.

A2: This requirement applies only to research activities.

NSF defines off-campus or off-site research for this requirement as data, information, or sample collection off-campus or off-site, such as fieldwork or research on vessels or aircraft.

PIs are responsible for determining whether any portion of the project includes research activities.

If a project categorized as "Other Sponsored Activity" includes any research component, the requirement applies only to that research component, not the entire award. 

A3: Send the plan immediately to all participants who have not received it. 

NSF's policy clearly states that the plan must be disseminated prior to departure but does not prescribe what to do if dissemination is late and no sanction process or corrective-action protocol is outlined in NSF guidance.

A4: Participants include all University of Utah personnel involved in the off-site activity:

  • Employees
  • Students
  • Volunteers
  • Interns
  • Individuals working under the University's direction (including some contractors)

For subrecipient personnel:

  • Their own institution is responsible for issuing a plan for the off-site activity.
  • The UU PI should verify with the subrecipient PI that a plan was created.
  • UU's plan may be shared or adapted for use by the subrecipient if needed.

As noted in A1, any project team member collecting data/samples/information off-campus - including subrecipient team members - requires that a plan be in place.

Typically, a UU PI is responsible only for UU participants, but there may be circumstances where guests or external participants need to use UU's plan. This is permissible but increases the administrative burden on the UU PI because these individuals may not be familiar with UU policies. 

A5: Yes. It is advisable to have a primary and secondary point of contact.

The PI must be listed on the form in the “PI” field and may serve as the primary contact, or the PI may designate another individual who will be present at the off-campus location. The contact information (cell phone and email) for the alternate point of contact should be included. 

A6: Having two contacts (see A5) helps ensure that a participant has a local alternative if needed.

If the participant cannot safely contact either designated point of contact, they may use any other available reporting mechanism, including contacting:

  • Their direct supervisor
  • A University official responsible for misconduct reporting
  • Another senior member of the off-campus team (UU or non-UU)

If communication methods such as internet or cell phone access are unavailable, the participant may delay reporting until safe access is restored or seek assistance from another appropriate individual at the site.

PIs may implement any measures appropriate to the circumstances. Examples include:

  • Cultural Differences:
    • Offer a pre-departure briefing explaining local norms (touching, communication styles, etc.)
    • Provide alternatives to reduce risks (e.g., group-only interactions, buddy systems).
  • Anticipated physical or environmental challenges:
    • Meet with participants ahead of time to discuss needs or accommodations related to terrain, climate, sensory limitations, etc.
  • Regular check-ins:
    • Conduct check-ins with participants to identify any barriers, safety concerns, or interpersonal issues.
  • Managing proximity to an alleged offender:
    • When possible, separate the accused individual and the participant.
    • With the participant's agreement, assign a "buddy" to provide support and reduce recurrence risk.
  • Limited communication resources:
    • If only one satellite phone (or similar) is available, consider:
      • Providing a second device controlled by a different individual
      • Arranging access to a phone or communication system from another group or entity
      • Budgeting for additional communication devices if needed.

Participants should be informed of all available options before travel.

 

Last Updated: 2/26/26