Conference Policies 2019-03-04T13:35:21+00:00

Conference Policies

Conference Registration Payment and Cancellation Policy

Cancellation Payment

Payment is due in full once you have registered. Please check your registration information for directions on how to pay your registration fee.

A receipt will be issued for payments received. We encourage departments to issue one cheque if they are covering the cost of multiple attendees.

If you are unable to attend the conference for any reason, you must provide email notice to the conference organizer 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 from within your organization 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 Executive Director.

Approved April 2013

Updated March 2018

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Release of Information Policy

Science Atlantic showcases the award winners at its annual student conferences both online and in print publications such as our Awards Yearbook. This information is available freely online. The majority of 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.

When you register for a conference, you will be asked to agree to the following, which outlines our intended use of your information and photos should you be an award winner and/or if your photo is taken when you are attending a Science Atlantic-sponsored event.

* * *

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.

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, and multimedia presentations and 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

Updated March 2018

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Conference Code of Conduct

Overview

This Conference Code of Conduct 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-sponsored 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 registrants, guests, volunteers, exhibitors, Science Atlantic Membership and staff, 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 related to gender, sexual orientation, race, religion, disability, age, appearance, or other personal characteristics
  • 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
  • Real or implied threat of professional or financial damage or harm

Retaliation for reporting unacceptable behavior is a violation of the Conference Code of Conduct for Conference. Falsely reporting unacceptable behavior is a violation of the 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: (a) warned to cease the behavior and informed that any further reports will result in more serious sanctions, (b) expelled from the conference (without refund), and/or (c) prohibited from attending future conferences indefinitely or for a period of time, (d) removed from membership in any or all of the partner societies involved in the Conference and (e) held accountable through notification of the individual’s employer of the action taken regarding this violation.

Conference organizers, host institutions, and Science Atlantic shall not be 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 the Conference, each participant acknowledges that they have read this Disclaimer, and expressly releases the organizations involved and their Board Directors, officers, or employees from any and all liability in connection with Conference.

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 behavior that was in violation
  • The approximate time of the behavior (if different than the time the report was made)
  • The circumstances surrounding the incident
  • Other people involved in or witnessing the incident

Anyone experiencing or witnessing behavior 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.

Approved October 2018

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Student Support Philosophy

In accordance with the mission of Science Atlantic, 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 valuable educational and student experience.

The scope of this Policy includes students in all disciplines supported by Science Atlantic (Aquaculture & Fisheries, Biology, Chemistry, Computer Science, Earth Science, Environment, Nutrition and Foods, Mathematics & Statistics, Physics & Astronomy, and Psychology), 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. In accordance with these goals, the Science Atlantic Membership will encourage and support student participation in Science Atlantic conferences.

Inclusiveness, Diversity, Equality

Science Atlantic aims to ensure student activities are diverse and inclusive and participants are not discriminated against by reason of race, religious belief, colour, gender, mental or physical disability, marital status, education level, ancestry, age, place of origin, family status, source of income or sexual orientation. 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 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. Organizational representatives will uphold the Science Atlantic Membership Code of Conduct, Communications Policies, and Conference Code of Conduct.

The Science Atlantic Membership and Science Atlantic conference organizers will make every effort to maintain an environment that is free of harassment, even though we do not control the behavior of third parties.

All registrants, guests, volunteers, exhibitors, staff, contractors, vendors, venue staff, and others in attendance are expected to abide by this Code of Conduct at all venues at Science Atlantic conferences, including public online communications, ancillary events, and official and unofficial social gatherings. Retaliation for reporting unacceptable behavior is a violation of the Code of Conduct. Falsely reporting unacceptable behavior is a violation of the Code of Conduct.

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 Code of Conduct and/or Communications Policies will be subject to disciplinary review.

Complaints regarding such comments or actions can be made in writing to the Committee Chair and copied to the relevant Institutional Representative and/or the Executive Director of Science Atlantic within a reasonable period of time after the event. Following a complaint, a resolution or course of action will be determined by the appropriate parties from the the host institution and the institution of the individual making the complaint, in collaboration with Science Atlantic as needed, within 40 days and communicated to the complainant.

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. Accommodations are intended to reduce or eliminate barriers to participation in Science Atlantic 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 Science Atlantic Anti-Discrimination Policy.

Science Atlantic will adhere to its Release of Information Policy regarding the award-related information of conference award winners. This policy can be found here.

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. This means that students may not sign contracts on behalf of the organization or the host institution or act as signing officers for a financial account.

Approved October 2018

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