NSF Safe and Inclusive Work Environment Plan for Off- Campus Research | Division of Research

NSF Safe and Inclusive Work Environment Plan for Off-Campus Research

The Research Foundation (RF) is committed to promoting a work environment that supports diversity, inclusion, and respect for individual differences, and promotes and maintains a work environment free of Discrimination, Harassment, or Retaliation. In addition, �鶹�� is committed to creating an inclusive environment free of discrimination and sexual harassment.

It is NSF policy (see II-E.9) 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, the 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:

a. 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

b. 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.

Below is additional information regarding �鶹��'s and The Research Foundation’s specific policy.

�鶹�� Policy for Safe and Inclusive Environments

Researchers must review the following policy and establish a plan to enforce this policy while working in an off-campus setting.

Researchers working off campus must comply with SUNY Research Foundation ("RF") . All policies apply to all employees, applicants for employment, paid or unpaid interns, contractors, students, those with RF responsibilities, those who carry out business in the name of the RF, and third- parties conducting business with the RF while at an off-campus location. The RF does not tolerate any form of Sexual Harassment and all employees are required to conduct their work in a manner that prevents Sexual Harassment in the workplace. All SUNY RF employees are expected to take appropriate measures to ensure that prohibited conduct does not occur, and to report any suspected policy violations.

SUNY RF maintains a Code of Conduct including 10 Pillars of Conduct which demonstrate our commitment to promoting a safe, secure and healthy workplace, adherence to relevant law rules and regulations, high standards of professional conduct, mutual respect, and an inclusive workplace free of harassment and discrimination. Specifically, the Pillars include:

1. Promote Health and Safety in the Workplace

2. Follow the Law and Promote a Culture of Compliance

3. Act Ethically and With Integrity

4. Respect Our Community and Our Environment

5. Follow the Rules and Policies Governing Your Work

6. Promote a Diverse, Inclusive, and Transparent Workplace

7. Lead People Responsibly

8. Protect and Preserve RF Resources

9. Avoid Conflicts of Interest

10. Carefully Manage Confidential Information

The Code of Conduct reinforces that RF SUNY does not tolerate any form of abuse, intimidation, discrimination, retaliation, or harassment. Offensive, derogatory, harassing, discriminatory, and sexually explicit comments and behavior are not acceptable and will not be tolerated. Such behavior may result in disciplinary action up to and including termination of employment. The Code encourages employees to report suspected violations through multiple avenues, including an anonymous .

The RF policies and procedures are complemented by SUNY system and �鶹�� campus policies, procedures and trainings.

Policies for Safe and Inclusive Environment

The RF has established policies for the prevention of sexual harassment to ensure a safe, inclusive, and respectful work environment that is free of Sexual Harassment, and to provide a means to address such misconduct.

The Division of Diversity, Equity and Inclusion (DEI), and ancillary units aim to foster an inclusive and equitable environment welcoming all students, faculty, staff and the local community. DEI provides training and programming that promote the core values of the University and division: unity, inclusion and equity. DEI also offers support, mediation and guidance to all campus constituents regarding bias, inequality and discrimination.

Students’ Bill of Rights - The State University of New York and �鶹�� are committed to providing options, support and assistance to students who have experienced sexual assault, domestic violence, dating violence, and/or stalking to ensure that they can continue to participate in college/University-wide and campus programs, activities and employment. All students who have

experienced these crimes and violations, regardless of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status or criminal conviction, have the rights stated in the Students’ Bill of Rights, regardless of whether the crime or violation occurs on campus, off campus, or while studying abroad.

Additionally, SUNY RF has an Equal Employment Opportunity and Antidiscrimination Policy. The Policy establishes that discrimination and harassment on the basis of any protected characteristic is unlawful and will not be tolerated in the workplace and also prohibits retaliation against individuals who report violations and those who participate in an investigation relating to violations of the Policy.

Below is a list of relevant links that provide additional information and resources:

Reporting Violations

Researchers must create a plan to ensure reporting procedures in off-campus locations are clearly established and communicated. Single-point contacts must be eliminated. Reporting procedures must comply with RF policies.

The Sexual Harassment provides a process to allow anyone to report any occurrence of sexual harassment or retaliation to their supervisor, manager, RF campus human resources office ("RF Campus HR"), campus diversity office, RF Operations Manager or Deputy Operations Manager, the RF Central Human Resources Office ("RF Central HR"), the Office of General Counsel, the Office of Internal Audit, or the Office of Compliance Services. The policy provides the process for investigating complaints of Sexual

Harassment.

Complaints or concerns may also be filed anonymously through the and clicking Report or by calling: 877-463-2179.

SUNY RF also has a Resolving Discrimination, Harassment, and Retaliation Complaints . This provides for a process to allow anyone to report any occurrence of discrimination, harassment, or retaliation through multiple avenues of complaint, including an anonymous hotline. The Procedure indicates that the RF will ensure a prompt review of any such complaints.

Consequences for Violating Policies

An employee’s obligations under this Policy include reporting any violations witnessed by the employee, regardless of whether the employee was the victim or target of the offending conduct. SUNY RF will take appropriate disciplinary action against any employee who violates this policy. Based upon the seriousness of the offense, disciplinary action may include verbal or written counseling, suspension, or termination of employment.

Any employee or individual covered by the Sexual Harassment Prevention Policy who is found to have engaged in Sexual Harassment or Retaliation will be subject to remedial and/or disciplinary action, up to and including termination of employment pursuant to the RF’s Progressive Discipline .

Training to Prevent Harassment and Discrimination

The RF Sexual Harassment Prevention Policy requires that “All employees at all operating locations must complete Sexual Harassment training annually. New hires must complete Sexual Harassment training as soon as possible after hire.” Training for Supervisors requires within the first 30 days that the new supervisor: review and certify the RF Code of Conduct; review and certify adherence to the pass the training on Sexual Harassment Prevention Policy; and review the RF Travel

Handbook. RF SUNY subscribes to the CITI Program, providing research ethics education to all members

of the research community.

The RF also develops and makes available additional trainings such as, but not limited to, “Saying ‘No’ to Power” which provides training on: Recognizing the value of a strong ethical culture; identifying both unethical and ethical cultures in action; recognizing the consequences of both ethical and unethical cultures; and applying RF ethical principals in the workplace, and “Power and Privilege in the �´ǰ��”.

The policies and procedures are intended to be portable- e.g. the protections and tools are available to faculty, staff and students wherever they are undertaking RF administered work.

Links to additional training listed below:

To request a template of the Offsite Plan for Safety and Inclusion, please contact your Grant and Contract Administrator.