Safe and Inclusive Working Environments for Off-Campus and Field Study Research

Rice University has explicit expectations for the research community to support safe practices during off-campus programs, including research and educational activities. The list below references sources of these expectations for faculty, university personnel, and students to use to effectively plan, execute, and monitor these programs.

· Rice University Standards of Ethical Conduct: Rice University Policy 100: https://policy.rice.edu/100
This university policy pronounces Rice’s values and high standards for the conduct of its community, including the responsibility to share legal and ethical concerns without fear of retaliation. This framework names specific university policies that implement these university values, resources to assist in that implementation, and reporting hotlines at the university, state, and federal levels.

· Rice University Sexual Harassment Policy: Rice University Policy 828, Sexual Misconduct Policy for Faculty, Staff, and Students: https://policy.rice.edu/828
This university policy provides a firm commitment to “maintaining and strengthening educational, working and living environments where students, faculty, staff, and visitors are free from sexual harassment or misconduct of any kind.”

· Rice University Harassment and Discrimination Policy: Rice University Policy 830, Policy on Discrimination and Harassment: https://policy.rice.edu/830
This university policy makes clear that sexual harassment is prohibited and unequivocally unacceptable. The policy also provides clear expectations for our university community “to provid[e] a learning, living, and working environment that is free from discrimination and harassment.”

· Mandatory Training: https://rucompliance.rice.edu/training RICE Way training is required for all employees when they join Rice. It is also required for the entire university community on a biannual basis and includes workplace harassment prevention, workplace civility, discrimination prevention and inclusivity, and how to report concerns and problematic behaviors.

Resources for the University Community

Rice University provides extensive support to ensure safe and inclusive working and learning environments, including institutionally sponsored and student-led programs.

· Field Safety Planning Tool: https://research.rice.edu/field-safety
The Office of Environmental Health, Safety, and Laboratory Operations leads the development of this Tool to guide the user to carefully assess potential hazards and address potential challenges before the program begins. The Tool is submitted to the academic department prior to the trip to facilitate any necessary emergency actions and accommodations. Individuals who are part of the off-site or field study program are equipped with safety information, emergency protocols, and contact numbers.

· Personal Safety, Security, and Sexual Harassment: This information is referenced in the Field Safety Planning Tool and points the user to the Office of Access, Equity, and Equal Opportunity. The Tool prompts the coordinator to consider local crime/security concerns, situational awareness, compromised judgment due to alcohol or drug use, and expectations for responsible behavior as a member of the Rice community. The Tool also requires the user to consider environmental hazards such as flora and fauna, allergic responses, and emergency response. Other environmental considerations include weather, shelter, and potential hazard exposure. Local emergency response contacts are listed on the Tool as well as any training needed for the research or program team. International sites include International SOS registration and coordination with the Rice University Office of Risk Management.

· The SAFE Office: Interpersonal Misconduct Prevention and Support: https://safe.rice.edu; safesupport@rice.edu; 713-348-3311 (24 hr); Morton L. Rich Student Health Center (next to the Brown Magister’s House). This Office provides comprehensive support to students who report an incident of interpersonal violence and to those accused of engaging in interpersonal violence.

· Rice University Police Department: 713-348-6000 (24 hr)

· Title IX Coordinator: titleix@rice.edu; 713-348-4350

· Undergraduate STRIVE: Students Transforming Rice into a Violence-free Environment: https://safe.rice.edu/resources/undergraduate-strive-students-transforming-rice-violence-free-environment

· Graduate STRIVE: Students Transforming Rice into a Violence-free Environment: https://safe.rice.edu/graduate-strive-students-transforming-rice-violence-free-environment

· Guidance to Report to the Student Judicial Programs: https://safe.rice.edu/what-can-i-report-sjp

· Guidance for Minors in Research Laboratories: https://rucompliance.rice.edu/minors-university-approved-activities/minors-research-laboratories, Youth Protection and Compliance – youthprotection@rice.edu, 713-348-5068

· Guidance for International Travel: Policy 852, International Travel https://policy.rice.edu/852 and https://riskmanagement.rice.edu/international-travel-checklists

· Accident or Injury Report (Workers’ Compensation Claims): Office of Risk Management: https://riskmanagement.rice.edu/report-accident

· Ethics Hotline: https://www.rice.edu/ethics, 866-294-4633

Project-Specific Plan to Support a Safe and Inclusive Working Environment

1. Complete the Rice University Field Safety Planning Tool. Identify and mitigate potential hazards. Coordinate with relevant university offices, such as Environmental Health, Safety, and Laboratory Operations, Youth Protections, and Risk Management to establish appropriate safety procedures.

2. Review the Field Safety Planning Tool and Rice University Policy 100, Standard of Conduct with all program participants. Anyone who will work off-campus will participate in a group discussion about potential hazards (e.g., allergens, dangerous animals, semi-safe townships), mitigation strategies (e.g., situational awareness, buddy system during travel, emergency response procedures), and reporting responsibilities (e.g., immediate report protocols on site, resources to report or share concerns). Participants will participate in relevant training as needed for our project (e.g., first-aid training, large machinery safety, local culture sensitivity, effective and inclusive communication). Explicitly address expectations for harassment free environments and reporting responsibilities for concerns and when observing the behavior of others.

3. File the Rice University Field Safety Planning Tool with the affiliated academic department(s). The department will have information about who is participating, in what locations, via what transportation methods, along with the potential hazards and mitigation strategies.

4. Distribute a list of resources to all participants. Participants should have the information digitally on their smart device/phone and on hard-copy. Program leaders should consider providing a laminated handout. (See template below.)

Example Resource List for Participants

Instructions: Add any contacts that you identified when you completed the Rice University Field Safety Planning Tool.

Source: Mickey Stevenson, Assistant Vice President for Research Integrity

Last updated: December 2025