Code of Conduct

NATIONAL ASTRONOMY MEETING 2019 - CODE OF CONDUCT

The National Astronomy Meeting (NAM) is a community conference intended for networking and collaboration in the professional astronomy, astrophysics, solar physics, space and planetary science community. We value the participation of each member of the community and want all attendees to have an enjoyable and fulfilling experience. Accordingly, all attendees are expected to show respect and courtesy to other attendees throughout the conference and at all conference events.

Although the Royal Astronomical Society (RAS) has a Code of Conduct for RAS meetings, this is primarily aimed at meetings held at the Society's Burlington House Headquarters, or other meetings run by RAS staff. To make clear what is expected at NAM2019, all delegates, attendees, speakers, exhibitors, organisers and volunteers at any NAM event are required to conform to the following Code of Conduct. This is aligned with the RAS Code of Conduct, but is expanded and tailored to a NAM event run under the auspices of another organisation, in this case Lancaster University. The Local Organising Committee (LOC) will enforce this code throughout the event.

THE SHORT VERSION

NAM is dedicated to providing a harassment-free conference experience for everyone, regardless of sex, gender identity, sexual orientation, marital or parental status, age, disability, race, religion or physical appearance. We will not tolerate harassment of conference participants in any form. All communication should be appropriate for a professional audience including people of many different backgrounds. Sexual language and imagery are not appropriate for any conference venue, including talks. Be kind to others. Do not insult or put down other attendees. Behave professionally. Remember that harassment and sexist, racist, ableist or other exclusionary jokes are not appropriate for NAM. Attendees violating these rules may be asked to leave the conference, without a refund, at the sole discretion of the LOC.

Thank you for helping make this a welcoming, friendly event for all.

THE LONGER VERSION

The LOC consider harassment to include offensive comments, gestures and behaviour related to sex, gender identity, sexual orientation, marital or parental status, age, disability, physical appearance, body size, race, religion, sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome intrusions of personal space or sexual attention. Conduct can be harassment even if it was not intended to violate the recipient’s dignity, if it had that effect. A single incident may amount to harassment if it is sufficiently serious. Conduct normally becomes harassment if it persists once it has been made clear that the behaviour is regarded as offensive. Participants asked to stop any harassing behaviour are expected to comply immediately.

Exhibitors in the exhibition space and participants in the programme of social activities are also subject to the anti-harassment policy. In particular, exhibitors should not use sexualised images, activities, or other material. Exhibit staff (including volunteers) should not use sexualised clothing/uniforms/costumes, or otherwise create a sexualised environment.

Be careful in the words that you choose. Remember that sexist, racist, and other exclusionary jokes can be offensive to those around you. Offensive jokes and excessive swearing are not appropriate for NAM. If a participant engages in behaviour that violates this Code of Conduct, the LOC may take any action they deem appropriate, including warning the offender or expulsion from the conference with no refund.

CONTACT INFORMATION

If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of the LOC. A full list of LOC members can be found at the foot of this page. LOC staff will also be wearing badges with red borders. You may also contact a NAM Ambassador (a.k.a. "NAMbassadors" who will be wearing event t-shirts) or a member of Lancaster University Conferences+ staff and ask to be put in touch with the LOC. The RAS is also providing a 24/7 harassment hotline throughout the meeting (07802 877 698) for advice and support.

The LOC and Lancaster University Conferences+ staff will be happy to help participants contact Lancaster University Security or the police, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the conference. We value your attendance.

ATTENDEE PROCEDURE FOR INCIDENT HANDLING

The impact on an individual and whether the behaviour is unacceptable by normal standards will be the focus. If you experience behaviour that breaches this Code of Conduct and feel comfortable calling attention to it at the time, please do so. Resolving issues early and informally is usually preferable for everyone concerned. Often, people are unaware that their behaviour is perceived as harassment, discrimination or bullying, and in these cases taking prompt informal action can be particularly effective.

Keep in mind that all members of the LOC will be wearing a conference badge with a red border and the word “LOC” on it. LOC members will also be prepared to handle reports of any breaches of this Code of Conduct. All LOC members are trained in the implementation of this Code of Conduct and the guide for handling harassment at the conference. If you wish to report a breach of the Code of Conduct:

Report the harassment incident (preferably in writing) to a LOC member. Please do not disclose public information about the incident until the LOC have had sufficient time in which to address the situation. This is for the safety and protection of those affected. When reporting the event, try to recall as much information as possible about the incident. The important information consists of:
- Identifying information (name, where known, or description) of the perpetrator(s) of the harassment
- The behaviour that was in violation of the Code of Conduct
- The approximate time and location of the behaviour (if different than the time the report was made)
- The circumstances surrounding the incident
- Other people involved in the incident (e.g. other potential victims or witnesses)
LOC members are well-informed on how to deal with the incident and how to further proceed with the situation.
If everyone is presently physically safe, involve law enforcement or security only at a victim's request. If you do feel your safety is in jeopardy please do not hesitate to contact the police. Dial 999 for the Emergency Services, then afterwards contact the Security Reception on 01524 594541 (staffed 24 hours a day, 365 days a year) to let them know, so they can direct the Emergency Services appropriately on arrival. If you do not have a mobile phone, you can use any internal phone (dial 999 for the Emergency Services, 444 for security) or simply ask a member of the LOC, a NAM Ambassador, or a member of Lancaster University Conferences+ staff.

Note: Incidents that violate the Code of Conduct are extremely damaging to the community, and they will not be tolerated. The LOC requests that they be your first resource when reporting a NAM-related incident, so that they may enforce the Code of Conduct and take quick action toward a resolution. Awareness and reporting of these incidents present a chance for the offenders, and the community at large, to grow, learn, and become better.

A listing of LOC members can be found at the foot of this page.

A NOTE ON CONFIDENTIALITY

The LOC will take reported breaches of the Code of Conduct seriously and will act with discretion when handling incidents. However, confidentiality cannot be guaranteed in all circumstances (e.g. when physical safety is in jeopardy or a criminal offence has been committed). However, The LOC and the Royal Astronomical Society also acknowledge that people may find it difficult or will not want to formally report all incidents. The RAS Anonymous Reporting form enables individuals to anonymously record any incidents. The information you provide will be collated and analysed to help monitor the prevalence of incidents that take place and understand the impact of initiatives run by the RAS. The RAS will make all reasonable efforts to respond to anonymous reports, or reports from third parties, on a case-by-case basis depending on the details disclosed. The RAS cannot offer direct advice or investigate a matter reported through the anonymous reporting tool and as the information you provide in this report will remain confidential, it will not be able to be used in a complaints process.

LOCAL ORGANISING COMMITTEE PROCEDURE FOR INCIDENT HANDLING

Be sure to have a good understanding of our Code of Conduct policy. Also have a good understanding of what is expected from an attendee that wants to report an incident of harassment. Deal with any potential cases of harassment with discretion, but do not promise confidentiality as that cannot be always be guaranteed.

Try to get as much of the incident in written form by the reporter. If you cannot, transcribe it yourself as it was told to you. The important information to gather include the following:

Identifying information (name) of the perpetrator(s) of the harassment
The behaviour that was in violation
The approximate time and location of the behaviour (if different than the time the report was made)
The circumstances surrounding the incident
Other people involved in the incident
The identity and role of the victim and (if not the same person) the individual making the report

Prepare an initial response to the incident. This initial response is very important and will set the tone for NAM. Depending on the severity/details of the incident, please follow these guidelines:

Offer the victim a private place to sit
Ask "is there a friend or trusted person who you would like to be with you?" (if so, arrange for someone to try and locate this person)
Ask them "how can I help?"
If everyone is presently physically safe, involve the police or security only at a victim's request

If there is any general threat to attendees or the safety of anyone including conference staff is in doubt, summon security or police. Dial 999 for the Emergency Services, then afterwards contact the Security Reception on 01524 594541 (staffed 24 hours a day, 365 days a year) to let them know, so they can direct the Emergency Services appropriately on arrival. If you do not have a mobile phone, you can use any internal phone (dial 999 for the Emergency Services, 444 for security).

There are also some guidelines as to what not to do as an initial response:

Do not overtly invite them to withdraw the complaint or mention that withdrawal is OK. This suggests that you want them to do so, and is therefore coercive.
Do not ask for their advice on how to deal with the complaint. This is the LOC's responsibility.
Do not offer them input into penalties. This is the LOC's responsibility.

Once something is reported to a LOC member, immediately meet with one of the NAM Conveners. The main objectives of this meeting are to find out the following:

What happened?
Are we doing anything about it?
Who is doing those things?
When are they doing them?

After the LOC meeting and discussion, have a LOC member or members (preferably the NAM Conveners if available) communicate with the alleged harasser. Make sure to inform them of what has been reported about them. Allow the alleged harasser to give their side of the story to the staff. After this point, if the report stands, let the alleged harasser know what actions will be taken against them.

Some possible actions/responses for the LOC to consider when dealing with Code of Conduct offenders:

Warning the harasser to cease their behaviour and that any further reports will result in sanctions
Requiring that the harasser avoid any interaction with, and physical proximity to, their victim for the remainder of the event
Not publishing any material that violated the policy
Not allowing a speaker who violated the policy to give (further) talks at the event
Immediately ending any event responsibilities and privileges the harasser holds
Requiring that the harasser immediately leave the event and not return
Reporting the harasser to the Royal Astronomical Society for consideration under the Society's disciplinary procedures

Give accused attendees an opportunity to appeal, but in the meantime the report stands. Keep in mind that it is not a good idea to encourage an apology from the harasser.

It is very important how we deal with the incident publicly. Our policy is to make sure that everyone aware of the initial incident is also made aware that it is not according to policy and that official action has been taken - while still respecting the privacy of individual attendees. When speaking to individuals (those who are aware of the incident, but were not involved with the incident) about the incident it is a good idea to keep the details out.

Depending on the incident, the NAM Conveners, or designates, may decide to make one or more public announcements. If necessary, this will be done with a short announcement either during a plenary session and/or through other channels. No one other than the NAM Conveners, or someone with delegated authority from the NAM Conveners, should make any announcements. No personal information about either party will be disclosed as part of this process at this stage.

If some attendees were angered by the incident, suggest to them to write an email to the NAM Conveners. It will be dealt with accordingly.

A list of Local Organising Committee members can be found at the foot of this page.

NAM2019 LOCAL ORGANISING COMMITTEE

Isobel Hook (Lancaster University) - NAM2019 Co-convener

Jim Wild (Lancaster University) - NAM2019 Co-convener

Chris Arridge (Lancaster University)

Sarah Badman (Lancaster University)

Nathan Case (Lancaster University)

Dave Constable (Lancaster University)

Adrian Grocott (Lancaster University)

Sheila Kanani (Royal Astronomical Society)

Joe Kinrade (Lancaster University)

Robert Massey (Royal Astronomical Society)

Licia Ray (Lancaster University)

Neil Rogers (Lancaster University)

Brooke Simmons (Lancaster University)

David Sobral (Lancaster University)

John Stott (Lancaster University)

Maria-Theresia Walach (Lancaster University)

Julie Wardlow (Lancaster University)

Steve Williams (Lancaster University)

ATTRIBUTION

This Code of Conduct was adapted from the PyCon Code of Conduct.