1. 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 http://basef.mcmaster.ca Sponsored by The Ontario Trillium Foundation

2. 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

3. 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

4. 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

5. 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

6. 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)

7. 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)

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

9. Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 9 How to Implement Changes 1. 1. Document Rules Compliance (Forms) 2. 2. Change in Registration Process 3. 3. Initial Review by RSF Judge in Chief 4. 4. Scientific Review (SRC)

10. 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)

11. 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)

12. 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-- 

13. 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.

14. 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

15. 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

16. 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 email, phone discussions extensively n n Judge in Chief communicates exceptions to Teachers, Parents n n Generally effective; not a priority for improvement.

17. 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) 11 0-- 87 (of 7) 100%

18. 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.

19. Bay Area Science & Engineering Fair Sponsored by The Ontario Trillium Foundation 19 Results – Grades 7 & 8 2002 ExpectFinal HR2818 (of 26) Consent(12)(8) Hazard199 Animal54 (of 4) Total5231 (of 49) Percent63% 2003 ExpectFinal 6953 (12)(13) 2913 33 10269 (of 93) 74%

20. 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.

21. 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?)

22. 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)

23. 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).

24. 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, emails, 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).

25. 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

26. 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.

27. 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, emails

28. 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

29. 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!

30. 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.

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