Conference Policies

Standards of Appropriate Conference Behaviour: Conference Code of Conduct

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 

Equity, Diversity and Inclusion Policy

Science Atlantic recognizes diversity and inclusiveness as fundamental principles. Organizationally, Science Atlantic endeavours to engage an inclusive and diverse community that is reflected in its Board and Committee membership, selection of invited speakers, presentation judges, and student award winners.

In particular, Science Atlantic supports event organizers in inviting high quality speakers to present at our events, and strongly encourages organizers to consider the diversity of invited speakers with respect to factors that include but are not limited to race, religious belief, colour, gender identity or expression, mental or physical ability, 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. 

By establishing thisEquity, Diversity, and Inclusion Policy, we hope to inspire all aspiring scientists to pursue STEM (Science, Technology, Engineering, and Mathematics) research and careers.

Approved November 2015

Revised March 2018, November 2020

Bilingualism Policy

Science Atlantic is committed to ensuring that the organization and its membership endeavour to make their communications available in both English and French. 

Event organizers are encouraged to follow the language use guidelines below so that all students can access the full benefits of participation:

  • At all conferences, students are encouraged to present in the official language of their choice.
  • As possible, a minimum of one French-speaking member shall be included on the judging panel.
  • Presentation and poster evaluation forms of comparable quality shall be available in both English and French.
  • Reasonable efforts shall be made to translate such logistical information as driving instructions, accommodations information, tourist information, etc.
  • When financially possible, conference booklets and promotional material such as pins and T-shirts, shall be translated.


For further guidelines, refer to the
Translation Policy.

Approved September 2008 

Revised April 2013, April 2018, November 2020 

Alcohol Use Policy

Science Atlantic does not endorse student gatherings involving the consumption of alcohol as a predominant activity. This includes but is not limited to “pub crawls”. 

Funding from Science Atlantic for student conferences shall not be used to promote, coordinate, or defray the costs associated with such events. The Science Atlantic name, including the wearing of name tags or apparel with the Science Atlantic logo, is not to be associated with such events. These events are not to be publicized via Science Atlantic websites or printed in any Science Atlantic conference material. 

Students, of their own volition, are free to organize such events outside the aegis of Science Atlantic. Any student and/or Science Atlantic member choosing to attend such a student-organized activity is advised that they do so at their personal discretion, not under the umbrella of Science Atlantic. 

Approved April 2002 

Revised April 2013, April 2018 

Conference Registration Payment and Cancellation Policy

Payment

Payment is due in full upon registration. Please check your registration information for directions on how to pay your registration fee. A receipt will be issued for payments received.

Cancellation

If you are unable to attend the Conference for any reason, you must provide email notice to the Conference Organizers no later than one week before the Conference. If your payment has been received, a reimbursement will be issued within 60 days following the Conference.

If you cancel less than one week before the Conference, you are required to pay the registration fee IN FULL to cover the costs that the Organizers must pay for catering and materials for your participation. You are required to pay the full registration fee regardless of whether you have paid prior to cancelling. If you have already paid, no refund will be issued.

Registration Transfers

If you wish, you may transfer your registration to someone else who has not previously registered. This must be done by email to the Conference Organizer no later than four days before the Conference. The email must include both your registration information and the name and contact information of the person who will attend in your place.

Any deviations from this policy are at the discretion of the Conference Organizer in consultation with the Science Atlantic Executive Director.

Approved April 2013
Revised March 2018

Conference Attendee and Award Winners Release of Information Policy

Science Atlantic showcases conference attendees and award winners from its annual student conferences both online and in print publications that are available freely online. Most people who see these materials are academics, university administrators, and students in Atlantic Canada, as well as people with an interest in science and science education. 

By registering for and attending this Conference, you acknowledge that you agree the following regarding potential uses of your information and photos: 

  1. For photographs taken for Science Atlantic, I grant to Science Atlantic:

     

    • Copyright and/or use of photos for promotion, marketing, and/or educational purposes;
    • Permission to identify me by name, institution, program of study, and other similar information.

   
      2. Further, if I am an award recipient, I grant to Science Atlantic:

    • Permission to release my name, institution, presentation title, abstract, contact information, and photo to the award sponsor(s) for administrative use;
    • Permission to announce my receipt of the award on the Science Atlantic website and/or in materials including but not limited to newsletters, written reports, brochures, multimedia presentations, and the Science Atlantic Student Awards Yearbook.

Note: if you do not grant permission to share your photos or award-related information with award sponsor(s) and/or Science Atlantic, it is your responsibility to contact your Conference Organizer and email your abstention to conferences@scienceatlantic.ca prior to the start of the conference.

 

Approved April 2013
Revised March 2018 

Student Support Philosophy/Policy

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.