General
In accordance with the mission of Science Atlantic, the Science Atlantic Membership Code of Conduct, Communications Policies, and Conference Code of Conduct, the organization and its Membership are committed to assisting students in promoting their skills and achievements, providing students with valuable opportunities, and ensuring students receive a positive educational and student experience.
The scope of this Student Support Philosophy includes students in all disciplines and at all levels of study. While fostering independence and responding to individual student needs, Science Atlantic seeks to support each student in achieving their potential. The faculty-student relationship lies at the foundation of the educational process. As a matter of sound judgment and professional ethics, faculty members have a responsibility to avoid any apparent or actual conflict between their professional responsibilities and personal relationships with students.
Faculty-student relationships are expected to be supportive and have a positive influence on the student’s experience. Comments or actions of a negative, derogatory, or discriminatory nature or that are deemed to be in violation of the Student Support Philosophy, Membership Code of Conduct and/or Communications policies will be subject to disciplinary review.
Complaints regarding such comments or actions can be made in writing within a reasonable period of time after the occurrence to the conference organizer and/or conferences@scienceatlantic.ca, where it will be reviewed by the Science Atlantic Executive Director. The complaint will be shared, as needed, with appropriate parties from the Host Institution and the institution of the individual making the complaint. Following a complaint, a resolution or course of action will be determined by the appropriate parties, in collaboration with Science Atlantic as needed, within 40 days, and communicated to the complainant.
In accordance with this philosophy, the Science Atlantic Membership will encourage and support student participation in Science Atlantic-supported conferences and events.
Equity
In accordance with its Diversity and Inclusion Policy, Science Atlantic aims to ensure student activities are diverse and inclusive and that participants are not discriminated against by reason of factors including 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. Discrimination is defined as adverse treatment against an individual or group based on one or more of the previously listed grounds.
Bullying, Harassment, and Appropriate Use of Authority
Science Atlantic is committed to providing safe, inclusive, and productive meeting environments that foster open dialogue and the exchange of scientific ideas, promote equal opportunities and treatment for all participants, and are free of harassment and discrimination.
The Science Atlantic Membership and event organizers will make every effort to maintain an event 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 the Conference Code of Conduct at all venues at Science Atlantic events, including public online communications, ancillary events, and official and unofficial social gatherings.
Accessibility and Accommodation
Science Atlantic will make reasonable efforts to provide accommodation, as is financially feasible, for students who experience a barrier to participation because of a characteristic protected by human rights legislation. In particular, accommodations are intended to reduce or eliminate barriers to participation in Science Atlantic-supported student conferences. The concept of reasonable accommodation requires a partnership between the individual requiring the accommodation and the Conference organizing team, including the Host Institution. All concerned should be responsible for respecting the dignity and confidentiality of the individual who requests the accommodation.
Student Travel Support
Science Atlantic recognizes the financial challenges of participating in regional conferences and encourages Conference Organizers to allocate travel funds for students, particularly students from Memorial University and its Grenfell Campus. Additionally, Science Atlantic provides funds as possible for students from Science Atlantic Member Institutions travelling to a Science Atlantic conference held in Newfoundland.
Awards
An award describes an item of monetary or other value that may be presented to a person or persons based upon specific criteria and administered by the organization, its representatives, an identified sponsor, or a combination thereof.
Science Atlantic will ensure consistency in fundamental award practices and procedures, while allowing committees sufficient flexibility to administer their award programs in a manner appropriate to their individual needs and objectives.
Award eligibility and selection criteria will not include any condition defined as discriminatory under the Canadian Charter of Rights and Freedoms or the Science Atlantic Equity, Diversity, and Inclusion Policy. Additionally, those responsible for award selection will make every effort to remove any conscious or unconscious bias from their deliberations.
Science Atlantic will adhere to its Release of Information Policy regarding award-related information of Conference award winners.
Support for Student Conference Organizers
Ensuring only individuals with appropriate approval and accountability are authorized to execute financial transactions and sign contracts is an important part of Science Atlantic’s financial management policies.
The Host Institution, through the Conference’s designated faculty advisor, will ensure that students do not act outside the authority they are granted and are not held liable for any legal or financial aspects of a sanctioned Science Atlantic activity. In particular, students may not sign contracts on behalf of Science Atlantic or the Host Institution or act as signing officers for a financial account.
Approved October 2018
Revised November 2020