Graduate School

For sponsors, such as NSF, that require such a plan, you will need to use the "SIUE Safe, Healthy and Inclusive Research Work Environment" document and a project-specific plan developed in Kuali Build.  (Note that you can duplicate and then edit a previous plan to update for a new project.) 

See NSF’s current PAPPG to ensure you meet all requirements.  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 intent is to protect participants when they do not have ready access to campus in-person resources, so typically projects in which participants have no overnight stay(s) would not need a project-specific plan. 

 NSF notes the following points to include in your plan:

• trainings
• processes to establish shared team definitions of roles, responsibilities, and culture, e.g., codes of conduct
• field support, such as mentor/mentee support mechanisms, regular check-ins, and/or developmental events
• minimizing singular points within the communications pathway (e.g., a single person overseeing access to a single satellite phone)
• special circumstances such as the involvement of multiple organizations or the presence of third parties in the working environment should be taken into account.  
• process or method for making incident reports as well as how any reports received will be resolved.

Below are considerations regarding special circumstances and other useful information when developing your plan (based on University of Massachusetts Amherst and the University of Minnesota). 

• Cultural History and Interaction with the Public - Consider the culture, history, and current mindset of the site location and the potential for uneven distribution of risk, such as for LGBTQ or women participants.  Identify situations that may cause high risk for marginalized people, such as airports, asking for permission from landowners, and potential interactions with law enforcement.  Consider providing a pre-departure briefing explaining cultural norms, such as physical or touching norms and verbal styles.  Consider alternatives to mitigate concerns, such as connecting only in a group setting or pairing participants. 

• Accessibility - Assess the accessibility of field sites (including bathroom facilities) and travel methods for persons of differing abilities.  Are there terrain, temperature, visual, auditory, other challenges?  Do you need accommodations such as interpreting, captioning or audio descriptions? 

• Communication and Physical Safety- Ensure team training goes over all safety protocols. Do not leave people alone in the field. If left alone, multiple forms of communication should be left with the solo individual (i.e., radio and cell phone or cell phone and walkie-talkie). Share contact information of all group members. Have at least two methods of communication, such as a second satellite phone controlled by a different individual. Ensure each team member is aware to not participate or halt work that is unsafe without repercussions. Regularly check to see if members feel safe and included. 

• Working Conditions – Provide a daily timeline of expected activities, with the clear expectation that plans and schedules may change.  Be aware of participants' time constraints due to personal or professional reasons (e.g., child-care, religious constraints on activities) and reasonably accommodate schedules accordingly. Clearly define and rotate roles/tasks (including housekeeping and administrative) to ensure all team members are participating equally. Housekeeping and administrative responsibilities should be included in this task rotation. This rotation should also include packing for and unpacking from 

• Accommodations - Assist to the best of your ability in securing individual housing/lodging options when requested for safety/comfort. Ensure participants are aware of transportation requirements/options.  Set reasonable work hours based on the project activities; ensure participants have adequate time to recover. When relevant, make sure participants know if they need to pack a first aid/medical kit, emergency gear (flares, water filtration, fire starter, etc.), toilet paper/hand sanitizer, and pads/tampons or if these items will be provided.  If physical circumstances limit the ability to separate a participant from an individual alleged to have participated in misbehavior, ask the participant if they would like a “buddy” assigned to reduce the likelihood of a recurrence.