NIH R13/U13 Supported Conferences and Scientific Meetings Safety Plans

The National Institute of Health (NIH) requires that organizers of NIH-supported conferences and scientific meetings take steps to maintain a safe and respectful environment for all attendees by providing an environment free from discrimination and harassment.

Per NOT-OD-22-074, as of April 12, 2022, applicants for NIH Support for Conferences and Scientific Meetings (R13/U13) must provide to NIH as part of Just-In-Time materials a Plan to Promote Safe Environments. These materials include:

• a “safety plan” that will be communicated to all conference/meeting attendees. 
• a description of the strategy that will be used to communicate the Safety Plan to conference attendees and a plan to document allegations and resulting actions.  Suggestions include:  
  
  • Include the safety plan/policy in the conference/event registration form and require attendees to check a box attesting that they read the plan.
  • Include resources or a link to the safety plan/policy on the back of name badges and in conference materials such as a program and in the slides of the opening session. 
• information on the steps the organizers will take to ensure a safe and respectful environment for all attendees, free from discrimination and harassment.

NIH staff will review all plans and must approve them prior to the award being made. Plans that are deemed incomplete or unsatisfactory will need to be corrected by the applicant and approved by NIH prior to award.

At a minimum, “safety plans” are required to include the following elements:

• Statement of commitment to provide a safe environment
• Expectations of behavior
  • Including a list of behaviors considered harassing (specific emphasis on harassment, sexual, racial, ethnic, or otherwise)
• Instructions on how to confidentially report alleged violations of the expectations of behavior to conference organizers
• Description of how the organizers will assess allegations and the consequences for those who are found to violate the expectations of behavior
• Information explaining that individuals who have questions, concerns, or complaints related to harassment are also encouraged to contact the conference organizer or the HHS Office for Civil Rights (OCR)
• Information about how to file a complaint with HHS OCR (see OCR’s webpage, Filing a Civil Rights Complaint).
• Information explaining that filing a complaint with the conference organizer is not required before filing a complaint of discrimination with HHS OCR, and that seeking assistance from the conference organizer in no way prohibits filing complaints with HHS OCR.
• Information explaining how individuals can notify NIH about concerns of harassment, including sexual harassment, discrimination, and other forms of inappropriate conduct at NIH-supported conferences (see NIH’s Find Help webpage).

The following message complies with the NIH requirements for a “Safety Plan” that must be communicated to all conference/meeting attendees for NIH-supported conferences, symposia, workshops, or any other organized and formal meeting hosted by UMB, including those conducted virtually.

Dear Conference/Symposium/Workshop Participant:

This conference/workshop/symposium is supported all or in part by the National Institutes of Health (NIH) under Award No. ________.

The University of Maryland, Baltimore (UMB) is committed to a working and learning environment that is free from harassment and discrimination and is committed to fostering a safe and just environment for its students, faculty, staff, and visitors.  UMB does not tolerate discrimination in any form. UMB holds Respect and Integrity, Well-Being and Sustainability, Equity and Justice, and Innovation and Discovery as our shared core values. Harassment, Discrimination, Retaliation and Sexual Misconduct are destructive and contradict our core values. Participants in UMB programs and activities (including this event) must comply with UMB’s Policies on Non-Discrimination and Sexual Misconduct. Please review the following information regarding UMB’s policies, as well as how to report any violations of these policies, how to make a complaint, and how any complaints will be resolved.

The policies and procedures outlined below have been developed to ensure the safety and well-being of all members of the UMB community.

UMB Notice of Non-Discrimination [VI-1.00(C)]

UMB Policy on Affirmative Action and Equal Opportunity [VI-1.00(A)]

UMB ADA Policy on Employment [VI-1.00(B)]

Standard Operating Procedures for Resolution of Employee Complaints Alleging Discrimination [VI-1.00(D)]

Procedures for Resolution of Complaints Alleging Discrimination [VI-1.00(E)]

UMB Behavioral Evaluation and Threat Assessment Policy [XI-3.00(A)]

UMB Policy on Sexual Misconduct  [VI-1.60(A)]

UMB Procedures for Resolving Sexual Misconduct Complaints Under the Jurisdiction of Title IX of the Education Amendments of 1972 “Title IX Procedures”

UMB Procedures for Resolving Sexual Misconduct Complaints Outside the Jurisdiction of Title IX of the Education Amendments of 1972 “Non-Title IX Procedures”

UMB Student Sexual Orientation Non-Discrimination Policy and Procedures [VI-1.05(B)]

UMB Employee Sexual Orientation Non-Discrimination Policy and Procedures [VI-1.05(A)]

UMB Policy Concerning Consensual Relationships  [VII-2.10(B)]

All UMB Non-Confidential Employees, including students employed by UMB, who learn of or observe conduct that they believe may be a violation of these policies are required to report it to the Title IX Coordinator or Official with Authority. Failure of a Non-Confidential Employee to report an incident or incidents of Sexual Misconduct of which they become aware is a violation of Policy and the violator could be subject to disciplinary action. No employee (other than UMB Police) is authorized to investigate or resolve reports of prohibited conduct without the involvement of the Title IX Coordinator. All UMB students are encouraged to report actual or suspected violations of these policies. Third Parties (e.g., contractors, visitors, etc.) are encouraged to report actual or suspected violations of these policies.

Some examples of harassing behaviors may be:

• Unwelcome sexual advances or requests for sexual favors;
• Unwelcome comments or behavior, including but not limited to drawings, written statements, social media posts, or verbal statements, related to an individual’s race, ethnicity, color, national origin, sex, disability, religion, age, gender, gender identity, disability, marital status, sexual orientation, veteran status, or other protected class
• Unwelcome teasing, joking, or flirting based on actual or perceived gender identity, gender expression, or sexual identity/orientation
• Retaliation

Guided by UMB’s core values, the Office of Accountability and Compliance (OAC) is committed to fostering a transparent culture within which community members feel supported in taking responsibility for seeking guidance and assistance in addressing accountability and compliance concerns. Any student, employee, patient, or third party who believes he or she has been discriminated against or harassed is encouraged to report the incident(s) to the OAC. The OAC will respond promptly, including by offering supportive measures, informing parties about the available complaint and investigation processes, and taking reasonable care to prevent and promptly correct discrimination or harassment. 

The UMB Policy on Sexual Misconduct [VI-1.60(A)], UMB Procedures for Resolving Sexual Misconduct Complaints Under the Jurisdiction of Title IX of the Education Amendments of 1972 “Title IX Procedures” and UMB Procedures for Resolving Sexual Misconduct Complaints Outside the Jurisdiction of Title IX of the Education Amendments of 1972 “Non-Title IX Procedures” provides the grievance process for complaints alleging sexual harassment as defined by Title IX, as well as prohibited relationship violence, sexual misconduct, stalking and retaliation.  

UMB’s Standard Operating Procedures for Resolution of Employee Complaints Alleging Discrimination and Procedures for Resolution of Complaints Alleging Discrimination provide the grievance procedure for complaints alleging all other forms of discrimination, harassment, and retaliation. OAC is responsible for receiving reports of discrimination, harassment, or retaliation, and facilitating the filing of complaints under these policies, connecting affected individuals with supportive measures, accommodations, interim measures, and other assistive resources, and for conducting investigations of alleged violations of both policies.

UMB is committed to conducting prompt and equitable investigations and will appropriately address violations of UMB policy. Upon completion of an investigation, students and employees found to have engaged in acts of harassment, discrimination or retaliation will be promptly disciplined. If circumstances warrant, discipline for UMB students or employees may include suspension, expulsion, or termination and corrective action may be pursued related to individuals who are not UMB students or employees.

Any person may report discrimination, harassment, or retaliation in person, by mail, by telephone, or by electronic mail, using the links and contact information listed below. Reports may be made at any time (including during non-business hours) by using the telephone number, email, online reporting form, or by mail to the OAC address, listed below. Reports may be submitted in person at the OAC Office during business hours or by appointment if after business hours.

Office of Accountability and Compliance
620 W. Lexington St.
Fifth Floor
Baltimore, MD 21201
oac@umaryland.edu

Use the UMB Hotline to report concerns or misconduct. The Hotline allows for anonymity and provides a method for ongoing communication with UMB during the inquiry process. Report Electronically: HOTLINE OR Report by Phone: 866-594-5220.  Once you submit your report, you will be provided with a Report Key to access the Report and respond to any questions that may be asked.

Individuals who have questions, concerns, or complaints related to non-discrimination and harassment are encouraged to contact UMB’s Office of Accountability and Compliance or the HHS Office for Civil Rights (OCR)

Individuals may also notify NIH (https://public.era.nih.gov/shape/public/notificationForm.era or 301-480-6701) or file a complaint with HHS OCR at the address below about concerns of harassment, including sexual harassment, discrimination, and other forms of inappropriate conduct at NIH-supported conferences.

U.S. Department of Health and Human Services
200 Independence Avenue, SW
Room 509F, HHH Building
Washington, D.C. 20201
800-368-1019, 800-537-7697 (TDD)
https://www.hhs.gov/ocr/complaints/index.html

Filing a complaint with UMB is not required before filing a complaint of discrimination with HHS OCR, and seeking assistance from UMB in no way prohibits filing complaints with HHS OCR.