Preparing NSF Proposals with Harassment Award Terms
It is NSF policy 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.
The following types of NSF proposals require additional documentation and special procedures to support a safe and inclusive research environment.
Off-Campus Research
Effective January 30, 2023, NSF requires the AOR to certify that the grantee organization has in place a plan for safe and inclusive research environments (SAI Plan) for any proposal including off-campus or off-site research.
UTC defines “off-campus research” as the collection of data, information, or samples taking place in a building or geographic area that is NOT owned by UT, any of UT’s subsidiaries, or by any named partner for a specific project. Per NSF, projects that only analyze existing data do not meet the definition of “off-campus research”, regardless of where the analysis takes place. UTC does not consider online data collection to be off-campus research.
The PI is responsible for determining whether off-campus research will take place. ORSP has provided a decision tool below as a guide:
If the project will include off-campus research, the PI must prepare a 2-page “Safe and Inclusive Environments (SAI) Plan” and submit it to ORSP for review and approval BEFORE the proposal is submitted to NSF. The approved SAI Plan will be uploaded to Cayuse for internal records. The PI will be expected to implement the plan if the proposal is funded.
A template for the SAI Plan that aligns with NSF requirements is provided below:
Conferences/Symposia/Workshops
NSF accepts proposals to host conferences, symposia, or workshops submitted in response to the PAPPG, a Dear Colleague Letter (DCL), and select solicitations. Except where otherwise directed, conference proposals should be submitted at least a year in advance of the scheduled date. Selection of participants must be fair and must include opportunities for the participation of women, minorities, and persons with disabilities. See NSF award terms FL 26 for more details.
In addition to the items requested in the specific solicitation, DCL, or the PAPPG, PIs must prepare a code of conduct that addresses sexual harassment, other forms of harassment, and sexual assault, and that includes clear and accessible means of reporting violations of the policy or code-of-conduct. The code of conduct must be submitted to ORSP for review and approval BEFORE the proposal is submitted to NSF. The approved Code of Conduct will be uploaded to Cayuse for internal records. The PI will be expected to distribute the document to all participants prior to and during the event if the proposal is funded.
A template for the Code of Conduct that aligns with NSF requirements is provided below:
Travel Proposals
A travel proposal is a special type of proposal to NSF in response to the PAPPG that is strictly to support domestic and/or international travel for participation in one or more scientific and engineering meetings. A group travel proposal is encouraged as the primary means of support for travel. See NSF award terms FL 26 for more details.
In addition to the items requested in the PAPPG, the PI must secure from the meeting organizer a written policy or code-of-conduct that addresses sexual harassment, other forms of harassment, and sexual assault, and that includes clear and accessible means of reporting violations of the policy or code-of-conduct. The code of conduct must be submitted to ORSP for review and approval BEFORE the proposal is submitted to NSF. The approved Code of Conduct will be uploaded to Cayuse for internal records. All personnel in the proposal will be expected to abide by the Code of Conduct, if funded.