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Policies & Guidelines

Code of Conduct

Responsible and respectful conduct is expected at Toolik Field Station.  However, the camp manager has the authority and responsibility to remove from camp any staff member, contractor, or member of the scientific community if that person’s behavior creates a serious problem for the community. 

Persons will be asked to leave camp immediately if they engage in:

  • Physical or verbal abuse or assault
  • Intimidation
  • Coercion
  • Threats
  • Gender, race-based, or sexual harassment
  • Sexual misconduct
  • Behavior that endangers the health and safety of oneself or others 

Repeated infractions of camp rules may also result in expulsion from camp if these behaviors are not corrected after being brought to the person’s attention. 

Formal warning(s) for “minor” infractions may be issued before removing that person from camp.  The camp manager will keep a record of who has been warned.

Examples of minor infractions:

  • Disregard for quiet hours i.e.: loud party in residential area
  • Smoking in any building
  • Dangerous driving
  • Disregard for the personal property of others
  • Loud and obnoxious behavior
  • Entering restricted areas (such as the kitchen)

Alcohol and Drug Policies (Strictly Enforced)

Toolik residents may bring alcohol to the Station for personal consumption.  We expect moderate behavior.  Residents who create problems while under the influence of alcohol may be dismissed from the Station. Furnishing alcoholic beverages to any person under the age of 21 will be grounds for immediate expulsion from Toolik.

Toolik residents shall not purchase, arrange for transport, or transport alcoholic beverages or illegal drugs to the Toolik Field Station for other residents or Toolik staff. Sanctions include dismissal from camp and notification to the Alaska State Troopers.

UAF is a drug-free and alcohol-free work place.  Alcoholic beverages may not be stored or consumed in work areas.  Work areas are defined as shops, labs, aircraft, or motor vehicles of any type.  Alcoholic beverages discovered in work areas will be immediately removed and disposed of. 

Use and distribution of illegal drugs at Toolik will not be tolerated.  Personnel suspected of illegal drug use will be asked to leave the premises.  Any illegal drugs discovered will be turned over to the Alaska State Troopers.

Procedures for responding to bad behavior

It is the responsibility of project leaders/PIs to respond first if the behavior of a member of their group is inappropriate or is creating problems at Toolik.  However, the camp manager has the authority and responsibility to remove from camp any staff member, contractor, or member of the scientific community if that person’s behavior creates a serious problem for the community.  Persons will be asked to leave camp immediately if they engage in physical or verbal abuse or assault, intimidation, coercion, threats, sexual harassment, or behavior that endangers the health and safety of oneself or others.  Repeated infractions of camp rules may also result in expulsion from camp if these behaviors are not corrected after being brought to the perpetrator’s attention.  A person may receive formal warnings for minor infractions before being dismissed from camp.  The camp manager, the Scientific Liaison, and members of the Toolik Management Group (Brian Barnes, Donie Bret-Harte, Mike Abels, Brett Biebuyck) all have the authority to issue formal warnings to any member of camp whose conduct is causing problems for the community.  A person who feels he has been dismissed from camp unfairly may contact members of the Toolik Management Group or appropriate University of Alaska officials.  Such grievances will be addressed in a timely manner. 

See the "Title IX/Sexual Misconduct" tab on this page (or click here) for Toolik Field Station's "What to do?" process for Title IX and sexual misconduct concerns. TFS developed the process in collaboration with the UAF Office of Diversity and Equal Opportunity.  

Definition of the Scientific Liaison

The Scientific Liaison ("Senior Scientist") acts as a consultant to the camp manager on issues that affect scientists working at TFS. The Scientific Liaison facilitates communication between members of the scientific community and camp staff, and assists in the resolution of disagreements among members of the scientific community, or between scientists and other inhabitants of Toolik.  The Scientific Liaison is available to help members of the scientific community if they don't feel comfortable discussing an issue directly with the camp manager.  It is our expectation that the Scientific Liaison will communicate daily with the camp manager to co-ordinate responses to issues of concern and head off possible conflicts before they become serious.  It is our expectation that the camp manager will inform the Scientific Liaison about staff plans (such as absences from camp) and other information relevant to issues of concern to the scientific community. The camp manager will consult with the Scientific Liaison before making decisions that affect the scientific community. 

Protocols and expectations for the Scientific Liaison

It is our expectation that the camp manager and the Scientific Liaison will work closely on all matters concerning camp operation.  We hope that most issues can be resolved through communication with the interested parties, the Scientific Liaison, and the camp manager.  The Scientific Liaison should meet with the camp manager for a few minutes each day, in order to exchange information and stay on top of developing issues in camp.  The camp manager will consult with the Scientific Liaison before making decisions that affect scientists, and will share information relevant to the scientific community with the Liaison.  The Scientific Liaison should encourage scientists to bring forth any issues that need to be addressed. 

In general, the Scientific Liaison and the camp manager will take the responsibility for dealing with issues that arise within their respective areas of influence (Fig. 1), but will inform each other as to the issues and what action is taken.  For example, if there is a conflict among the kitchen staff that does not impact the scientists, the camp manager will take responsibility for its resolution.  Alternatively, a conflict involving the scheduling of a shared piece of scientific equipment would be primarily the responsibility of the Scientific Liaison. If a member of the scientific community is behaving in an inappropriate way or causing problems for the camp, the Scientific Liaison should first inform that person’s PI/project leader, who has responsibility for the actions of project members.  If the PI/project leader is unavailable or unable to correct the problem, the Scientific Liaison is authorized to take additional steps, from issuing warnings to dismissal from camp (see below).  Issues that involve both camp staff and scientists should be dealt with jointly by the Scientific Liaison and the camp manager.  For example, if a member of the scientific community asks a camp staff member to procure alcohol, in violation of IAB policy, both the Scientific Liaison and camp manager should reprimand the involved parties.  Collaborative decision-making should be used for issues of dismissal from camp, or dealing with any serious infractions (detailed below).  We expect that the Scientific Liaison, the camp manager, and members of the Toolik Management Group will support each other in dealing proactively with potential or actual problems that may arise.  The camp manager and the Scientific Liaison must also consult with CPS representatives in camp if there are issues involving CPS or subcontracted staff.  If there is a breakdown in communication between the Scientific Liaison and the camp manager, then either party should feel free to contact members of the Toolik Management Group or senior scientists on appropriate projects.

In case it is needed, both the camp manager and the Scientific Liaison have the authority to issue formal warnings to any member of camp whose behavior is causing problems for the community, at any time.  At least one formal warning for “minor” infractions must be issued before removing that person from camp.  Communication between the Scientific Liaison and the camp manager regarding who has been given formal warnings is essential.  For example, if a loud party occurs after hours in the quiet zone and the Scientific Liaison gives the instigators a formal warning, the camp manager will keep a record of who has been warned.  Other examples of behaviors for which formal warnings might be appropriate include smoking in the dormitories, unsafe boating behavior, dangerous driving on the Dalton or camp pad, disregard for the personal property of others, loud and obnoxious behavior, and going into restricted areas (such as the generator module). 

Certain major infractions will result in immediate dismissal from camp.  These infractions include but are not limited to physical or verbal abuse or assault, intimidation, coercion, threats, sexual harassment, or behavior that endangers the health and safety of oneself or others.  Any person can contact either the camp manager or the Scientific Liaison if such an infraction occurs, and both the Scientific Liaison and the camp manager must agree to dismiss someone from camp in this case.  If possible, members of the Toolik Management Group and appropriate other senior scientists should be consulted; however, in these cases swift resolution of the problem is of the utmost concern.

When a complaint is presented to either the camp manager or the Scientific Liaison, it is important that those persons who brought the complaint be informed of the course of action taken as soon as possible.  In general, the person to whom the complaint was presented should inform the complainants of what actions were taken, and that person may not always be the camp manager or Scientific Liaison.  In addition, if information about an issue was gathered from people in camp, those people should in return be informed of the decisions made or actions taken.  The purpose of these lines of reporting is to both respect the confidence and trust of those involved, and to let the camp community know that their concerns will not fall on “deaf ears”.  In rare cases, the camp manager and Scientific Liaison may inform the camp as a whole regarding such issues. 

Download as PDF

University of Alaska Fairbanks - Toolik Field Station

Sexual Misconduct Policy

Goals

  • Provide a safe and respectful environment for all Toolik Field Station (TFS) residents. This includes staff, faculty, researchers, students, contractors, technicians, visiting classes, interns, guests, volunteers, etc.
  • Ensure all TFS residents have access to resources and support for addressing and resolving interpersonal conflicts, including gender-based discrimination, harassment and sexual assault.
  • Detail specific reporting procedures to enable rapid communication and response in the event that any resident feels unsafe.

Expectations

Everyone at Toolik Field Station has the right to be free from discrimination, unlawful harassment, sexual misconduct, and violence. Title IX is a federal law that gives everyone the right to equal access to education and employment in the absence of sexual harassment and gender discrimination. During your stay at TFS you are expected to follow the law, as well as specific guidelines laid out in TFS policies and the Code of Conduct. Residents and employees are expected to conduct themselves in a manner that does not infringe upon the rights of others. Violations will result in serious sanctions.

Unacceptable behaviors

The following behaviors are considered violations of the TFS Code of Conduct:

  • Sexual Harassment includes unwelcome sexual advances, requests for sexual favors, other verbal or physical conduct of a sexual nature, and offensive comments related to gender, gender identity and expression, sexual orientation, physical appearance, and body size.
  • Sexual Misconduct includes rape, sexual assault, inappropriate touching, sexual battery, sexual exploitation, coercion, and other forms of non-consensual sexual activity.
  • Stalking is repeatedly following, harassing, threatening, or intimidating including by telephone, mail, electronic communication, or social media.
  • Patterns of inappropriate social contact, such as requesting/assuming inappropriate levels of intimacy with others.
  • Dating and Domestic Violence includes emotional, verbal, and economic abuse with or without the presence of physical abuse.
  • Retaliation is adverse employment, academic or other actions against anyone reporting a violation of this policy (including reporting to any TFS staff, management team member, police, or Title IX office).
  • Title IX Violation is the collective term used for incidents involving discrimination, harassment, sexual harassment, sexual misconduct, stalking, dating violence, domestic violence, and/or retaliation.
  • Power-based personal violence occurs when an individual asserts power, control, or intimidation in order to harm another. This includes relationship/partner violence, sexual assault, and stalking.
  • Deliberately mis-characterizing a person's gender identity, including through the use of a name or pronoun that the person has rejected.
  • Gratuitous or off-topic sexual images or behavior in spaces where they’re not appropriate at the field station.
  • Violating the Ask Once policy (defined below)

Ask Once policy- it is generally appropriate to ask someone out once, but no more than once. TFS follows Ask Onceas a behavioral guideline. The Ask Onceguideline means that you can ask someone out once, and if they do not say yes, you cannot ask them out again. Asking out includes hitting on, expressing interest, and making advances. If someone brushes off the advance, does not reciprocate in a positive way, or turns down the advance in any way, it must still be considered a “no”. This guideline is intended to inform the behavior of someone interested in another resident of TFS, give people a simple way to judge when they are being harassed, and give TFS management a tool in which to evaluate a resident's behavior.

Reporting options

Individuals at TFS have multiple reporting avenues. No matter your home institution or affiliation, you can report an incident that you experienced, observed, or were told about, in the following ways (contact information listed under Important Contacts below):

  • Disclosure to the on-site Camp Manager
  • Disclosure to any member of the TFS Management Team
  • Disclosure to any TFS staff member
  • Disclosure to the Scientific Liaison (see explanation of this position in the TFS Code of Conduct http://toolik.alaska.edu/user_guide/policies.php)
  • Disclosure to the UAF Title IX Office (office of Diversity and Equal Opportunity)
  • Disclosure to police (911)
  • Confidential reporting and support resources are listed under Important Contacts below

Residents will not be penalized for violations of the TFS alcohol or drug policy that are disclosed as part of a sexual misconduct report.

What happens after a report is made

Reporting to any of the listed options above will result in disclosure to the TFS Management Team and the UAF Title IX office, who will work together alongside the individual who was harmed to determine a course of action. It is important to note that all TFS staff and UAF employees are “responsible employees.” This means they are required to report anything they experience, see, or hear about to UAF’s Title IX office. The next step in the UAF Title IX office process is that an investigator from their office will conduct outreach to the target of the inappropriate behavior, which includes providing resources for support. They will then ask this individual if they want the office to move forward with an investigation. The target is in control of the process at this point. If they do not want an investigation to move forward, it will not. The only way that an investigation will move forward without the support of the targeted individual is if:

  1. The incident was part of a larger pattern at TFS (one example is if multiple individuals reported the same person for comments that constituted sexual harassment or discrimination);
  2. The accused individual has a history of violence, sexual violence, arrest, or the incident was committed by multiple perpetrators;
  3. The incident was perpetrated with a weapon, included physical violence (such as hitting, restraint, pushing, or kicking), or the threat of violence;
  4. The affected individual is a minor;

In the event of an investigation, if the individual causing harm is from an institution other than UAF, the UAF Title IX office will coordinate with the Title IX office at the individual’s home institution. Toolik Field Station is a grantee institution of the National Science Foundation (NSF). As such, information about any findings of sexual or other type of harassment and actions taken by TFS will be provided to the NSF. See NSF Important Notice No. 144 for additional information.

The target will always be included and informed of the results of their disclosure, any action that is taken, and the results of an investigation.

Potential TFS Actions

TFS management has the ability to take immediate and long-term actions to ensure the safety of TFS residents. Immediate action could include changes in housing or lab assignments and other options up to removal from camp of any staff member, contractor, member of the scientific community, or other resident. Long-term actions occur once an investigation is completed. Dependent on the finding, TFS management may choose to change the immediate action that was taken, and/or implement longer term actions and sanctions, up to trespass from TFS.

After an incident is brought to our attention, TFS management will include the target in their discussion about how to make the environment safe again. Multiple options are available. For example, if the target needs support in talking with someone about inappropriate behaviors, TFS management will either directly mediate, or find resources to support the mediation of, the conversation. If the target says they do not feel safe being at TFS with another person, then TFS management will work with the target to find an acceptable arrangement (such as housing or laboratory changes, mediation, up to removal from the station). It is important to the personal and professional growth of all TFS residents that you feel safe at the field station. If you do not feel safe and need an accommodation, please let us know. There are many options.

What to do if someone discloses to you (and you are not a UAF-affiliated mandatory reporter - TFS staff receive specific training)

If a friend discloses that they have been targeted by sexual misconduct, there are a number of ways in which you can support them:

  • Tell them that you believe them, that you support them, that it is not their fault, that no one deserves to be targeted by such behavior.
  • Provide them with the list of contact information and resources included in this document.
  • Ask if they want your help in finding out what their options are.
  • Ask what else you can do to help.
  • Respect their decision not to talk with you if they don’t want to.

It is common for survivors of sexual assault not to initially name what happened to them as rape or abuse although they may recognize harmful behavior. Over time, as they feel safer, they may try to understand the experience through talking about it. The support of a friend can be extremely beneficial in the healing process.

Remember that the well-being of the person who was harmed must be prioritized. Reporting an incident to police or others without the support or knowledge of the person who was harmed could be more traumatic than helpful. If you are UAF staff or faculty, you are a “responsible employee” and must report to the UAF Title IX office. As described above, this means that the office will conduct outreach to the person harmed, and then it is still their decision whether to have an investigation move forward, or not. The individual who was harmed has the right to make the decision to have an investigation move forward or not.

What to do if you have been sexually assaulted, or targeted by sexual misconduct

We support you. You have the right to:

  • Talk to anyone about your experience;
  • To not talk to anyone about your experience (silence can make the healing process more difficult, and we encourage you to reach out to a trusted friend or one of the resources listed below);
  • Change your mind about talking to anyone about your experience at any time;
  • Report to the TFS Camp Manager, the police, or any of the other reporting options listed above;
  • Bring someone with you to provide support during reporting or any resulting discussions;
  • To seek reasonable accommodations to minimize the impact of the experience on the success of your work at TFS;
  • To seek medical assistance, including medical care and a medical forensic exam.

This is not intended to be a comprehensive list.

What to do if you see something inappropriate

The most effective way we can prevent harm to any member of our community is by looking out for each other. All TFS community members are expected to share in the responsibility of creating a safe environment and to act when they witness behavior that could be harmful to others. In any potentially harmful situation there are often other individuals along the way who recognize there is a problem and have the ability to step in and help the targeted individual. Bystander intervention training programs provide tools to help bystanders act effectively in the way that works best for them. Active bystanders are individuals who take the responsibility to act when they see something or hear something that makes them uncomfortable. Several TFS staff members are certified Green Dot trainers (Green Dot is one type of bystander intervention training). We will be hosting trainings every summer and we welcome you to attend, but you do not need training in order to be an active bystander.

Here are some suggestions to take an active role in the safety of our community:

  • Be aware of your surroundings and social situations.
  • If a situation makes you or others uncomfortable, or it looks like someone is being targeted, recognize that this is a problem and that you can be part of the solution to help.
  • Take action to diffuse the situation while staying safe; some ideas include checking in with the targeted individual, telling the TFS Camp Manager or Science Liaison what is happening, recruiting help from friends, diffusing the situation by distracting those involved (look at that neat thing over there!). If you’d like other specific suggestions, talk to Brett Biebuyck (contact info below).
  • If you are uncertain if there is a problem, check in with the individuals involved to see if they are okay or need help.

Look out for your friends and labmates, but never put yourself at risk!

Contact Information

TFS on-site Camp Manager:

Phone: x2511
Email: uaf-iab-tfs-manager@alaska.edu

TFS Management Team:

PI and Associate Science Director:
M.S. Donie Bret-Harte
Phone: x5434
Email: msbretharte@alaska.edu

Science Director:
Brian M. Barnes
Phone: x7649
Email: bmbarnes@alaska.edu

Director of Operations and Finance:
Brett Biebuyck
Phone: x2466
Email: babiebuyck@alaska.edu

Director of Compliance and External Affairs:
Mike Abels
Phone: x5063
Email: maabels@alaska.edu

UAF Resource & Advocacy Center:

An on-campus program of the Interior Alaska Center for Nonviolent Living, this is a confidential resource to provide assistance with navigating support systems and reporting options.

Kara Carlson, MPA
Email: uafadvocate@iacnvl.org
Phone: 907-474-6360 (24 hr line)

UAF Title IX Office:

Online reporting form:https://uaf.edu/oeo/report/

Director and Title IX Coordinator:
Margo Griffith, x7599
mcgriffith@alaska.edu

Intake and Case Coordinator:
Vacant, x7300
eewalton@alaska.edu

Civil Rights Investigator:
Kevin Calderara, x6600
kmcalderara@alaska.edu

Civil Rights Investigator:
Dana Merriman, x7496
djmerriman@alaska.edu

Diversity and ADA Coordinator:
Ana Richards, x7393
amrichards@alaska.edu

Human Resources Director

Brad Lobland, x7700
Email: balobland@alaska.edu

Other non-UAF, confidential options:

Fairbanks: Interior Alaska Center for Nonviolent Living- 24/7 confidential support
Phone: 1.907.452.2293 or 1.800.478.7273
Website: http://www.iacnvl.org/

National: National Sexual Assault Hotline- Provides confidential, one-on-one, crisis support 24/7>
Phone: 1.800.656-4673
Website: https://rainn.org/get-help/national-sexual-assault-hotline/

For more options: https://uaf.edu/titleix/confidential-disclosures/

Resources used in the creation of this policy

Development of this policy was led by former TFS staff member Brie Van Dam (brievd@gmail.com). Some sections of this policy were drawn from work by Aline Garcia Rubio at the Catlin Gabel School, Portland, OR.

Additional resources in the development of this policy include:

Lily Cohen, https://lilycohen.weebly.com/

Kathryn Clancy, http://kateclancy.com/

The Penn State University Field experience policy, http://www.anthgenomicslab.com/psu-anth-safe/

The ADA Initiative, https://adainitiative.org/2014/02/18/howto-design-a-code-of-conduct-for-your-community

The Django Community Code of Conduct, https://www.djangoproject.com/conduct/

UAF Title IX Office, https://uaf.edu/titleix/report/

Dependent Children at TFS (download)

One request from the community of users of the Toolik Field Station is that facilities and policies at TFS be developed to allow PIs with dependent children to bring their children to TFS while doing their research, if they have no reasonable recourse for substitute care. Many young PIs with funded research programs based at Toolik are women who are just starting their families. The Institute of Arctic Biology would like to accommodate their needs for family housing and daycare.

We requested feedback on the issue of family housing from members of the Toolik user community on two different occasions, at the Toolik Steering Committee meeting in December, 2002, and at a User Forum at TFS in July 2003. The feedback we received was that providing a way for PIs who are parents to bring their dependent children to Toolik is a good thing. However, there was a much stronger consensus on the need to provide for infants and small children at TFS than there was on how to accommodate the needs of older children. At the present time, TFS is focusing on providing for the needs of parents with small children.

Policies for parents with dependent children at TFS (0 to 5 years old)

  1. Parents must provide for the transportation of their child to and from TFS.
  2. Parents must provide a plan for 24-hour supervision of their child while at TFS, to be provided by the parent, or by a day care provider furnished by the parent. Supervision includes plans for feeding, recreation, naps, and sleeping.
  3. Day care providers furnished by parents are required to be certified in first aid and infant CPR. Parents must submit copies of this certification to the station management prior to arrival.
  4. Parents shall ensure that their children have had all appropriate vaccinations before bringing them to TFS.
  5. Dependent children are not allowed in the workplace, as per UAF policy (see Chancellor's web page). Laboratories, kitchen, the generator modules, and shop facilities are considered to constitute the workplace at TFS. Children may not ride in university boats or any other mode of transportation, other than the vehicle used to get to and from the station.
  6. Dependent children are permitted in the housing facilities, the dining hall, the outhouses, and the community center/daycare facility. Dependent children may play in the tundra so long as they are not in experimental plots or sensitive areas, and are under supervision. A site map outlining approved areas will be made available.
  7. Dependent children will be housed with their parents in the regular TFS housing facilities. TFS provides mattresses but not bedding. Parents must supply their own bedding and cribs, if needed, for their children.
  8. Parents using the community center/daycare facility must provide their own bedding and crib or nap mat, all toys, disposable diapers (if needed), and any required food beyond what is provided by the regular TFS meal service.
  9. Parents or caregivers are responsible for clean-up of the center, beyond routine sweeping and removal of trash.
  10. TFS will not charge dependent children any fee for the use of TFS. The fee for their caregivers to stay at TFS shall be the same as other science users covered by the co-operative agreement, which is $107.10 per day in field season 2010.
  11. Parents who want to bring their dependent children to TFS must submit a request to the TFS Science Director at the same time as they make reservations for themselves, according to the published deadlines for reservations at TFS, and explain their reasons for wishing to bring their children. Requests will be evaluated on a case-by-case basis and acceptance or denial of each request will be dependent on space availability and the plan for adherence to points #1-9.

Community Center/Daycare Facility at TFS

NSF, CPS, and IAB have setup a facility at TFS that will be suitable for daycare for dependent children. The facility will also serve as a recreational center for other members of the community when no children are present, but children and their providers have priority. The facility will consist of a 20' x 30' Weatherport tent, subdivided into 4 areas intended for use as a restroom/changing area, a napping/nursing/rocking area, an open play/activity area, and an entrance area with cubbies for storage of personal items. TFS staff will be responsible for cleaning the facility and removing the trash, but will not provide other services at the facility beyond routine maintenance.

Toolik Field Station Extreme Winter Weather Operation Guidelines (download)

Winter Operations at Toolik Field Station (TFS) involve working in unique and often dangerous environmental conditions. Severe cold, high winds, blowing snow, darkness, and limited visibility are just a few variables that can cause a hazardous working environment. This document describes the Winter Weather Operation Guidelines for Toolik Field Station. Adhering to these guidelines will minimize exposure to the most extreme winter conditions and the risks associated with them. It is important to remember that Arctic winter can always be dangerous and the proper training, preparation, equipment, and procedures are essential. Ultimately everyone must accept personal responsibility for their own safety in the harsh Arctic winter. Never work in winter conditions you feel are unsafe or for which you are not adequately prepared.

Limited Camp Functions in Extreme Environmental Conditions

During extreme winter weather events most outdoor operations at Toolik Field Station will be limited to ensure the safety of the community. These include:

  • All outdoor operations, maintenance, science support, and upgrade projects that are not essential to the everyday operation of the station and safety of the community. Examples of essential operations are road maintenance to ensure safe camp access to scheduled arrivals and departures, daily maintenance checks, and emergency repair work.
  • Transportation between Fairbanks and TFS.
  • Personal recreation further than two miles from camp without the approval of the on-site camp manager and the company of at least one partner in the field.

All science users are strongly recommended to limit their activities and follow these guidelines for their field work under extreme environmental conditions.

Extreme Environmental Conditions Defined

Extreme environmental conditions are any combination of meteorological variables that the on-site camp manager deems severe enough to limit outdoor activity. These include, but are not limited to:

  • Temperatures below -45°F
  • Windchill categorized as 5 minute frostbite time as determined by the NWS Windchill Chart (see figure below).

Temperatures below 0°F with substantially limited visibility (This pertains only to activity off the road system, driveway, gravel pad, or Toolik Lake and its tributaries). The on-site camp manager will determine the visibility conditions under which outdoor work can occur.

Windchill Chart

Toolik Field Station Snowmachine Use Guidelines (download)

Toolik Field Station (TFS) operates and maintains a small fleet of snow machines. These machines are available for use by TFS scientists under the appropriate BLM and Alaska DNR permits and through scheduling with TFS staff, as explained below. Station staff also use the snowmobiles on the permit area (gravel pad) for maintenance support functions and off pad for Search & Rescue and science support.

Permits

All snowmachine use in the Dalton Highway Corridor (within five miles of the Dalton Highway) requires a permit from either the BLM or Alaska Department of Natural Resources, or both. It is the sole responsibility of the science user to acquire and possess the appropriate permits for their snowmachine use. Permits can be obtained from the proper land owner, either BLM or Alaska DNR. The minimum condition for any use of snow machines off the pad is six inches of snow on ground that is frozen. Snowmachiners must abide ALL additional stipulations of their specific permits. The only snowmachine use covered by any "TFS blanket snowmachine permit" is use within the TFS lease boundary (the gravel pad) and on navigable waters of Toolik Lake. TFS requires copies of permits before allowing snowmachine travel from the station.

Safety and Training

Proper preparation and training is essential for safely operating snowmachines in arctic conditions around TFS. Station staff will give researchers an orientation on environmental conditions specific to the area around TFS as well as operating protocols of TFS machines. This, however, is NOT a substitute for proper snowmachine and winter training. Training, preparation, and safe operation of snow machines are the responsibilities of each individual and each project, who must come prepared for work in the Arctic. TFS operates under the Toolik Field Station Extreme Winter Weather Guidelines. All winter TFS users must consult these guidelines.

Project-owned Snowmachines

Science users may bring their own project snowmachines to TFS. No maintenance or support for these machines is guaranteed at TFS other than fueling and general maintenance advice. Projects that plan to use their own snowmachines based out of TFS should contact the Station Manager in advance, preferably at the time of their reservation, and communicate their intentions for where they intend to go and for how long.

Toolik Field Station Maintained Snowmachines

The small TFS fleet of snowmachines is available to researchers with the proper permits on a reserved basis. The snowmachines at TFS are ageing, but are maintained in top working order. They are small utility machines, best suited for limited local use. They can pull a maximum of 100 pounds.

Contact the on-site manager to request use of TFS snowmachine. If extensive use is expected (i.e., more than one day of use or critical use on a specific day or time) the station manager should be contacted at the time of making your station reservation to check the availability of the machines. All users of TFS snowmachines will receive an orientation on the operational characteristics of the TFS machines, as well as the environmental characteristics around TFS.

Use of TFS snowmachines is limited to five miles from your starting point within the Toolik Research Natural Area. Use may further be limited by snow and ice conditions, visibility conditions, maintenance issues, group size, and operator experience.

If easier access is afforded to research sites by trailering snowmachines to an alternate starting location, a snowmachine trailer may be available for use. Contact the station manager for availability. TFS also has a limited supply of helmets. It is recommended that you bring your own if you want to be guaranteed a helmet.

Up to four tow-behind utility sleds are also available with reservations – contact the TFS manager.

Procedures for Snowmachine Use Based out of Toolik Field Station

Snowmachine use based from TFS falls into two policy categories: Local Use and Extended Use.

Local Use

Defined: Use within one mile or easy sight distance of TFS (as determined by the on-site manager); operators can easily walk back to camp if they get stuck.

Local use of snowmachines at TFS is treated much like other local TFS field work. If using TFS machines users must first get machines assigned by the on-site manager. Users then get an orientation on the operation procedure of the TFS machines, as well as environmental conditions around TFS. Any other stipulations of use will also be addressed at this time. Once these procedures are completed, when going into the field users must verbally notify the on-site manager of their departure and sign out on the sign-out board. The board is located in Winter Quarters in the winter and in the Dining Hall in the spring. Users must sign back in on the board when returning to camp.

Extended Use

Defined: Use extending beyond one mile or easy sight distance from TFS (as determined by the on-site manager)

Extended use of snowmachines at TFS requires more involved procedures. Users requesting to use TFS machines for extended use, as well as users using their own machines based out of TFS, must first complete the Toolik Field Station Extended Snowmachine Use Form (ESUF) (attached below) and submit it to the on-site manager. The manager will then review the proposed trip plans and communicate any stipulations (if using TFS machines) on use. These stipulations may include mileage and geographic limits due to snow and ice conditions, light conditions, maintenance issues, group size, and operator experience.

The on-site manager must be told before each trip is made, and the sign-out board must be completed on both departure and arrival back to camp.

Other requirements for extended snowmachine use

  1. Mandatory to carry satellite phone and TFS contact numbers (Can be checked out at TFS)
  2. Mandatory to carry a GPS (Can be checked out at TFS)
University of Alaska IT Policies, Procedures & Computing Standards, Best practices and BOR Policy & Regs.
1)  Acceptable Use
2)  Ethics and copyrighted materials
3)  Security Standards & Best Practices

Policy for Unmanned Aerial System Operations (UAS) at Toolik Field Station  UPDATE 5/23/2017

Objectives:

To provide a safe operating environment for all researchers, aviators, and other people and property in the area of Toolik Field Station (TFS),

To comply with all Federal Aviation Administration, University of Alaska, and other applicable Rules and Regulations,

To enable research development in the field of UAS (including winged and rotary-wing aircraft, balloons, and kites), as possible, once safety and regulatory requirements are fulfilled

Requirements for UAS Operations at Toolik

1.  All TFS researchers using a UAS for research, educational or academic operations must follow the rules stipulated in 14 CFR 107  and 14 CFR 48 .

2.  All TFS researchers using a UAS should review Advisory Circular 107-2  .

3.  All researchers who reside at TFS and plan to use a UAS for recreation or research must be aware of special airspace restrictions as presented in the “Limited, Restricted and Prohibited UAS Airspace near Toolik Field Station" map attached to this policy document."

4.  All TFS-based UAS use must be described in the project’s BLM permit. All BLM UAS stipulations must be followed. A copy of the project’s BLM permit must be on file with the TFS station manager.

5.  All research projects must contact the TFS UAS coordinator prior to arriving at the station to review proposed UAS areas, UAS operational plans, and safety plans.

6.  Research project pilots must hold a current FAA remote pilot airman certificate with UAS rating or hold a current Part 61 pilot certificate and complete a FAA UAS on-line course.

7.  Research project pilots must provide a copy of their FAA remote pilot airman certificate with UAS rating or Part 61 pilot certificate with UAS course completion to the TFS UAS Coordinator prior to arriving at the Station (contact information below).

8.  All UAS must be registered and marked as per 14 CFR 48. Research projects must provide a FAA registration number for each UAS to the TFS UAV Coordinator (contact information below).

9.  Upon arrival at the station contact the TFS UAS coordinator and CPS helicopter coordinator to update them on your project’s UAS areas, operational plans, and safety plans.

10. Project UAS pilot must contact the CPS Helicopter Coordinator 24hrs in advance of each flight.

11.  Project UAS pilot must meet with CPS Helicopter Coordinator for a mandatory briefing on day of planned flight.  Daily briefings are held between 8:00 am – 8:30 am in the helo coordinator’s tent.
 

12. 6. Project UAS operations plan must designate a knowledgeable and experienced radio operator to be in constant contact with the CPS helicopter coordinator, and monitor local traffic frequencies. Projects are responsible for providing their own Aircraft band radio.  NOTE: TFS VHF helo coordinator radios operate on different public service frequencies and cannot communicate with civilian aviation aircraft.

13. Any UAS pilot must be familiar with local ATC towers, special airspace restrictions and equipment in the Toolik Lake Research Natural Area and mitigate risk of damage to property by avoiding these areas. (See attached map, “Limited, Restricted and Prohibited UAS Airspace near Toolik Field Station" attached to this policy document.


14. UAS flights within 0.5 miles of Trans-Alaska Pipeline require permission from Alyeska Pipeline Service Company (see attached map).

15. No UAS flights are permitted within or over the Toolik Field Station BLM Lease Area.  (See attached map).

16. Recreational flights must follow FAA Part 101 and are only permitted at designated areas between the hours of 6pm-9pm. Data gathered while operating as hobbyist (under 14 CFR 101) cannot be used for monetary gain, including in publications that were funded through grants. If you want to fly UAS and use the data in a publication, you must fly under 14 CFR 107.  (See attached map).

Support and Points of Contact:

Jason Stuckey, UAS Coordinator: jjstuckey@alaska.edu

CPS Helicopter Coordinator: toolikhelo@Polarfield.com

Mike Abels, Toolik Compliance Officer: maabels@alaska.edu


(Draft) Principles for Conducting Research in the Arctic (2018)
The Interagency Arctic Research Policy Committee (IARPC) established a working group to review and revise the Principles for the Conduct of Research in the Arctic in June of 2017. The Principles Revision Working Group has worked for a year to collect input and develop a draft revised document. The document has been retitled Principles for Conducting Research in the Arctic and the draft is now available for public comment until September 4, 2018.
 More information on how to comment and links to the new draft Principles can be found here: https://www.iarpccollaborations.org/principles.html
The new (2018) draft Principles can be downloaded from this URL:
A synopsis of the draft Principles is available on the NSF News Webpage:
The 2018 revised core Principles for the Conduct of Research in the Arctic are:
  • Be Accountable
  • Establish Effective Two-way Communication
  • Respect Local Culture and Knowledge
  • Build and Sustain Relationships
  • Pursue Responsible Environmental Stewardship 

Comments may be submitted toiarpcprinciples@nsf.gov

Renee Crain, OPP’s Arctic research support and logistics manager, co-chairs the working group on the revision.

You can review the existing (1990), Principles for the Conduct of Research in the Arctic, at this URL: https://www.nsf.gov/geo/opp/arctic/conduct.jsp.

The original principles, released in 1990, have been revised to provide new guidelines for the conduct of research, to better align with U.S. Arctic policy, to incorporate the latest advances in research methods, and to reflect expanded research efforts and disciplinary breadth in a rapidly changing Arctic.

NSF Office of Polar Programs releases updated Polar Code of Conduct

The National Science Foundation’s Office of Polar Programs (OPP) this month issued an updated Polar Code of Conduct that restates important principles and expectations of professional conduct and acceptable behavior for all personnel who deploy to the Arctic or the Antarctic under OPP’s auspices.

The code is a “shared statement of commitment to uphold ethical, professional, and legal standards.”

The document states that the objective of participants’ presence in the polar regions “is to contribute to accomplishing the mission of the U.S. government while fully adhering to all applicable international and national legal and policy requirements, including those of the Antarctic Treaty system and the Arctic's state, local, and tribal governments.” 

The code further emphasizes that “all personnel will treat others with dignity and respect, will exercise the highest level of professional and ethical behavior, and will work cooperatively to resolve differences” and that it is “everyone's responsibility to provide a safe workplace and to protect the polar environment.”

Read the document in its entirety herehttps://www.nsf.gov/geo/opp/documents/policy/polar_coc.pdf.


Toolik Field Station © 2012-2018
Institute of Arctic Biology
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