Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 1 Ethics, Safety and the Law: Developing Awareness, Understanding & Compliance Tom Crawford BASEF 2003 Judge in Chief BASEF Bay Area Science and Engineering Fair Sponsored by The Ontario Trillium Foundation

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 2 Contents n n Background n n Rules & Reasons n n Changes n n Results to Date n n Why This is Difficult n n What Works n n Next Steps

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 3 BASEF Background n n Regional Science Fair for Hamilton & Halton n n a 4 day event; rotate among 3 Host sites n n 43 consecutive years of operation n n A non-profit charitable association n n Participation ~ 450 students, 300+ projects n n Annual Budget $100,000 (60% for awards) n n Honourary Co-Chairs Mayor Wade, Chairman Savoline; Title Sponsor; many others

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 4 Speaker Experience   Active with BASEF Regional Science Fair since 1995   Delegate or Alternate to CWSF 2000, 2003   Chaperone to Team Canada at IISEF 2001, 2002   Involved as judge, Secretary, Chair, Judge-in-Chief   BASEF J-in-C has Safety Responsibilities (SRC, Display)   Electrical / automation engineer, Dofasco Inc.   Many technical and management assignments   Health & Safety is a top priority at Dofasco

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 5 Background n n RSFs are required to ensure compliance of projects with a number of rules and regulations: – –YSF Rules (2001 Policy Manual) – –Provincial & National Legislation – –Generally accepted standards (Tri-Council Policy) – –IISEF Rules n n Wanted to get out of the mode of “Backwards Compliance”, and surprises n n Wanted to offer an educational opportunity

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 6 What Rules? n n Human Research (ingestion, psychological risk, physical activities) n n Hazardous Materials, Apparatus (chemicals, medicines, lasers, microbiologicals) n n Vertebrate animals (inhumane treatment)

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 7 Why Bother? n n Safety (participants, experimenters, others) n n Ethics (risk vs benefit; humane treatment; equality issues) n n Law (injury, damage, civil or criminal actions) n n Public Relations (participation, sponsorship, volunteers)

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 8 Introduce Scientific Review Form Requirements

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 9 How to Implement Changes Document Rules Compliance (Forms) Change in Registration Process Initial Review by RSF Judge in Chief Scientific Review (SRC)

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 10 HS Registration & SRC Forms n n Forms required for ALL HS participants: – –BASEF Parent / School Approval and Release Form – –Checklist for Adult Sponsor / Safety Assessment Form (Form 1) – –Research Plan and Research Plan Attachment (Form 1A) – –ISEF Approval Form (Form 1B) n n Other forms: – –Registered Research Institutional/Industrial Setting Form ( 1C) – –Qualified Scientist Form (Form 2) – –Designated Supervisor Form (Form 3) – –Human Subjects / *Informed Consent Forms (Form 4A / B) – –Non-human Vertebrate Animal Form (Form 5) – –Human and Animal Tissue Form (Form 6) – –Continuation Project (Form 7)

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 11 Grades 7 & 8 Forms n n BASEF Forms for ALL Grades 7 & 8: – –Parent / School Approval and Release Form – –Project Abstract n n Other forms: – –Contribution from a Recognized Institution (YSF1; App. L) – –Designated Supervisor Form (YSF3; App K, Pg 4-12) – –Application for Review of Research with Human Participants (YSF4A; App J, Pg 4-17) – –Informed Consent Form (YSF4B; Pg 4-18) – –Non-Human Vertebrate Animal Form (YSF5; Pg 4-18) – –Continuation Projects Form (YSF7; Pg 4-4)

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 12 Registration Changes Timing: Before Experiment With Registration In Notebook YSF1--  YSF3  YSF4A  YSF4B  --  YSF5  YSF7-- 

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 13 Initial Review Timing B4 Fair Activity 4 WeeksNote expected & missing forms. 3 Weeks Note missing forms in Project Acknowledgements. 2 Weeks Follow-up calls & updates. Select projects for SRC review. 1 WeekSRC Review; Recommendations.

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 14 Scientific Review Team n n A group of adults knowledgeable about regulations concerning experimentation in restricted areas. n n not an IRB or school level Ethics Review Committee n n Members: – –Ethics Consultant; ERB experience – –Veterinarian – –High School Science Teacher – –2 Elementary School Principals – –BASEF Judge in Chief

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 15 Scientific Review Process n n Inputs: – –All Project abstracts, SRC form expectations – –Initial Review results from J in C – –Recommended projects to review, with full SRC paperwork (all animal; HR with risk; microbiologicals, etc.) – –May request material on other projects

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 16 Scientific Review Process n n Results: – –Advice on OK / OK with Warning / Reject n n Use , phone discussions extensively n n Judge in Chief communicates exceptions to Teachers, Parents n n Generally effective; not a priority for improvement.

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 17 Results – High School 2002 ExpectFinal HR44 Consent(4) Hazard88 Animal11 Total1313 (of 11) Percent100% 2003 ExpectFinal 76 (1) (of 7) 100%

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 18 HS Rules Progress n n After 4 years, is almost routine. n n Still needs some follow-up calls on details. n n Small drop-out rate. n n Minor differences with YSF Rules (e.g. drugs). n n ISEF Rule set is very prescriptive.

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 19 Results – Grades 7 & ExpectFinal HR2818 (of 26) Consent(12)(8) Hazard199 Animal54 (of 4) Total5231 (of 49) Percent63% 2003 ExpectFinal 6953 (12)(13) (of 93) 74%

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 20 Grade 7 & 8 Rules Progress n n Very promising progress. Teachers becoming comfortable with need and process. Boards getting actively involved. n n Quality of documents acceptable; lots of variation. n n Hazards very acceptable to professionals; less so to others. n n Lack of awareness & understanding of rules still common.

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 21 Why This is Difficult n n Awareness n n Understanding n n Credibility (Are You Serious?)

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 22 Awareness n n Communicate in many forms: – –Post on Website (Rules, etc.) – –Articles in Newsletters – –Include in Teachers SF Manual – –Include in Presentations – –Judges Compliments n n (Many people don’t read the Rules)

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 23 Understanding n n Rules & Details New, Complex: – –YSF: 2001 Policy – –Tri-Council Policy: ~1998 n n Not an issue in the classroom or with the school board. n n Not an issue at home. n n (Not easy for Me either).

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 24 Credibility n n What happens if you don’t do it? n n Current state: – –Phone Calls, s, notes, “nuisance” – –Opportunity to further communicate n n Must be prepared for progressive re- enforcement as part of managing this change. n n (This is not fun).

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 25 What Works? n n Our SRC team and process. n n Good practical advice. n n Recognize as change management, continuous process. n n Lots of communications. n n Support, advice from within School Boards

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 26 Best Advice n n Find an Ethics professional. n n Proportionate Review. n n Consistent. n n lots of explanations, discussion; Know Why. n n Must be prepared to enforce rules. n n Involve School Boards.

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 27 Communications n n Website (Rules, News) n n Teachers manuals n n Newsletters n n phone calls, s

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 28 Board Support n n Science curriculum advisors n n Research Officers n n School Ethics Review Committees – –Principal + Teacher(s) – –Board Research Officer as Resource n n Supportive teachers, Principals

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 29 Next Steps n n Must communicate rules to teachers and parents far more effectively and proactively, what the rules (really) are, and what we expect of them. n n Communicate results of past fair to targets (teachers, parents, students). n n find a reward mechanism. n n Need to clarify our own safety decisions (e.g. microbiologicals), as we try to manage the beliefs and experiences of our “target audience”. n n Less Paper!

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 30 More on Rules… n n YSF Rules are a good starting point n n Some confusing parts, omissions, poor wording… n n We clarified, structured, rewrote, and added some rules. n n get prescriptive; look to ISEF model.

Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 31 Is Safety Important?