Conference Policies

This Conference Code of Conduct, in combination with the Science Atlantic Student Support Philosophy, is intended to prevent incidents of harassment, discrimination, and violence, and to maintain the high quality of scientific discourse that has come to be expected of Science Atlantic-supported conferences.

Organizers of Science Atlantic-supported conferences are committed to providing a safe, inclusive, and productive meeting environment that fosters open dialogue and the exchange of scientific ideas, promotes equal opportunities and treatment for all participants, and is free of harassment and discrimination.

Participants agree to make every effort to maintain an environment that is free of harassment, even though we do not control the behaviour of third parties. All organizers, registrants, guests, volunteers, exhibitors, speakers, Science Atlantic members and staff, and others in attendance are expected to abide by this Conference Code of Conduct at all venues, including ancillary events and official and unofficial social gatherings.

Unacceptable Behaviour

Unacceptable behaviour includes (but is not limited to):

• intimidating, harassing, abusive, discriminatory, derogatory, or demeaning speech or actions by any participant;
• harmful or prejudicial verbal or written comments or visual images such as but not limited to race, language, religious belief, colour, gender identity, gender expression, mental or physical disability, sex, marital status, education level, ancestry, ethnicity, age, place of origin, family status, source of income, receipt of public assistance, sexual orientation, Indigenous identity, or conviction for an offence for which a pardon has been granted or in respect of which a record suspension has been ordered;
• inappropriate or gratuitous use of nudity, sexual images, or stereotyped images in public spaces (including presentation slides);
• deliberate intimidation, stalking, or following;
• sustained disruption of talks or other events;
• unwelcome and uninvited attention or contact;
• physical assault (including unwelcome touch or groping);
• real or implied threat of physical harm; and,
• real or implied threat of professional or financial damage or harm.

Retaliation for reporting unacceptable behaviour is a violation of this Conference Code of Conduct. Falsely reporting unacceptable behaviour is a violation of this Conference Code of Conduct. The Conference Organizers and the Science Atlantic Board and staff reserve the right to enforce this Conference Code of Conduct as appropriate. 

Anyone violating the Conference Code of Conduct may be: 

1. warned to cease the behaviour and informed that any further reports will result in more serious sanctions;
2. expelled from the Conference (without refund) and/or the grounds of the host institution; 
3. prohibited from attending future conferences for a period of time or indefinitely;
4. removed from membership in any or all of the partner societies involved in the Conference; and/or,
5. held accountable through notification of the individual’s employer/home institution of the action taken regarding this violation. 

Procedure for Reporting a Code Violation

If you are being subjected to, or notice that someone else is being subjected to, behaviour that violates this Code of Conduct, please contact a Conference Organizer immediately. All complaints will be treated seriously and responded to promptly. All reports are confidential. 

If possible, provide the following information, preferably in writing:

• identifying information (name/badge information, appearance) of the participant doing the harassing;
• the behaviour that was in violation;
• the approximate time of the behaviour (if different than the time the report was made);
• the circumstances surrounding the incident; and,
• other people involved in or witnessing the incident.

Anyone experiencing or witnessing behaviour that constitutes an immediate or serious threat to public safety or a criminal act is expected to contact 911. Those witnessing a potential criminal act should also take actions necessary to maintain their own personal safety. 

Conference Organizers, Host Institutions, and Science Atlantic shall not be held responsible for any defamatory, offensive, or illegal conduct of Conference participants, and shall not be held liable for personal injury, property damage, theft, or damage of any kind suffered by the participants at or in connection with the Conference. 

By registering for and attending this Conference, each participant acknowledges that they have read this Disclaimer, and expressly releases the organizations involved and their Board Directors, officers, and employees from any and all liability in connection with the Conference.

Approved October 2018 

Revised November 2020