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Code of Conduct

Introduction

This code of conduct was developed by the Canadian Society for Ecology and Evolution (CSEE), the Entomological Society of Canada (ESC) and the Acadian Entomological Society (AES). It is based on the ESC’s Meeting Code of Conduct, the code of conduct developed for CSEE 2018, and reflects the principles established in the CSEE Diversity and Inclusivity Statement. This code of conduct applies to all activities, meetings and events that are organized as part of the CSEE-ESC-AES joint meeting (Eco-Evo-Ento 2019) in Fredericton, New Brunswick.

The CSEE, the ESC, the AES and the organizers of Eco-Evo-Ento 2019 are committed to maintaining a safe, inclusive, and respectful environment, and to promoting lively and open discussion among participants at Eco-Evo-Ento 2019. A commitment from all participants to uphold the code of conduct will allow for a safe, open, and productive exchange of scientific ideas, to the benefit of all attendees.

By attending this event you agree to abide by this code of conduct. This code applies to all participants including, but not limited to: attendees, speakers, staff, service providers, vendors, sponsors, and guests.

We strive to create an environment at Eco-Evo-Ento 2019 where individuals experiencing unacceptable behaviour can feel safe reporting such incidents. If you are the subject of unacceptable behaviour or witness such behaviour, we encourage you to file a complaint.

The Code will be posted in both English and French. However, in the event of any conflict between the two versions, the English wording will have precedence.

Isabelle Côté
President
Canadian Society for Ecology and Evolution

Kevin Floate
President
Entomological Society of Canada

Emily Owens
President
Acadian Entomological Society

Stephen Heard
Chair
Eco-Evo-Ento 2019

Authorship

All authors listed on a presentation or abstract must agree with all information that is contained in the presentation. Failure to agree will result in the presentation being withdrawn.

Submission of a presentation to Eco-Evo-Ento 2019 indicates the intent of one of the listed authors to attend the meeting. Repeated or consecutive last-minute cancellations may result in the denial of future submissions.

Photography and Recording

We encourage attendees to take photos and share them on social media. However, when photographing and sharing photos of others, please ensure that all readily identifiable persons in the photo agree to having their photo taken and shared on social media and elsewhere.

With respect to conference content, the organizers of Eco-Evo-Ento 2019 request that there be no photography, videography or audio recording of presentations or posters without the explicit permission of the presenter.

Expected Behaviour

To create and foster a safe, welcoming space for the diversity of all attendees at Eco-Evo-Ento 2019, we expect our attendees to behave appropriately. Expected behaviour includes:

Unacceptable behaviour

Harassment in any form will not be tolerated.

Harassment is defined as systematic, continued unwanted and annoying actions of one party to another.

Harassment includes, but is not limited to: offensive gestures or speech related to ethnicity, religion, disability, health condition, appearance, gender, sexual orientation, family status, career status, or social status, as well as deliberate intimidation, stalking, following, unwanted photography or recording, sustained disruption of presentations and events, unwelcome attention or physical contact. This includes sexual harassment which is unwelcome verbal, written, or physical attention (including actions designed to intimidate or coerce), such as unwanted and unnecessary touching or other physical contact, unwanted comments, suggestions, or questions regarding sexual activity, and using degrading words, images, or sounds to describe a person.

Participants asked to stop harassing behaviour are expected to comply immediately.

Other examples of unacceptable behaviour include:

Unacceptable behaviour explained as attempted humor or disguised as humour still constitutes unacceptable behaviour as defined above.

Impairment from alcohol, cannabis or illegal substances is not an excuse for unacceptable behaviour.

Immediate serious threat to public safety

Anyone experiencing or witnessing behaviour that is an immediate threat to personal or public safety should contact local law enforcement (by calling 911) and immediately notify venue security.

Filing a Complaint About Unacceptable Behaviour

If you are the subject of unacceptable behaviour, or have witnessed such behaviour, please immediately notify an Eco-Evo-Ento 2019 organizer or one of the trained Code of Conduct Advocates. Advocates will be wearing identification so as to assist you in identifying them.

Complaints should not be made via social media. This is to ensure the confidentiality and fairness of the complaints process, and that complaints are received in a timely manner.

Notification may be done on-site or by emailing your concern to csee.esc.2019@gmail.com.

Regardless of whether a notification is made, you are encouraged to document the incident in writing and in complete detail as soon as possible in the event that a complaint must be made.

Response to complaints

All complaints will be kept confidential to the extent that is possible. Names of complainants will not be shared with the boards of directors of the CSEE, ESC or AES when determining the consequences of complaint.

You may submit an anonymous complaint. The CSEE, ESC and AES will retain anonymous complaints, however, the societies will not be able to take action on a single anonymous complaint without further corroboration.

All complaints will be documented, regardless of whether any disciplinary action occurs.

All complaints will be assessed. This may include gathering details and information from the complainant, the target (if not the complainant), and witnesses. The complainant or target will not be expected to discuss the incident with the offending party.

Outcomes of assessments will not be made public but those filing complaints may request to be informed of the outcome.

Complaint assessments shall be the responsibility of a person or committee to be appointed by the CSEE, ESC and AES board of directors before the conference.

In addition to any actions taken at Eco-Evo-Ento 2019, violators of this code of conduct will receive a written documentation of actions taken in response to a complaint. This documentation may also be forwarded to the employer, home institution or agency of the violator.

The CSEE, ESC and AES boards of directors shall be responsible for implementing all responses and sanctions that may be decided on following a complaint.

Consequences

The CSEE, ESC and AES reserve the right to remove an individual from Eco-Evo-Ento 2019 without warning or refund, prohibit attendance at future meetings of the societies, rescind memberships in the societies, and notify an individual’s employer for failing to abide by this Code of Conduct.

Requests to appeal sanctions imposed consequent to this Code of conduct may be made after the meeting conclusion to the appropriate Society President, who will appoint an appeals committee.

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