COLDEX 2024 Meeting

Zoom link

We will use the same link for both days of the meeting.

https://oregonstate.zoom.us/j/92509762138?pwd=VjJBUWxCQzJWRFFDMkpIU1I2cW9lQT09 

Posters

PDFs of posters are posted on a website, in addition to being displayed in person at the meeting. https://sites.google.com/oregonstate.edu/coldex-info/coldex-annual-meeting-posters 

• PDF of map showing meeting venues 

• Interactive OSU Map

When you are on the OSU campus, select the wifi network "Visitor." You should see a pop-up window - click "Accept" and you will be connected. If you do not see a pop-up window, open up a browser window and attempt to navigate to any page.

There is also an eduroam network that you can use if you have a login.

COLDEX welcomes individuals from any background and strives to provide a place for scientific exchange that is safe, non-discriminating and without harassment. We expect professional courtesy in communications between COLDEX meeting participants. Participants violating these rules may be sanctioned or expelled at the discretion of the organizers.

By participating in this meeting, all registrants agree to adhere to the Meeting Code of Conduct.

HARASSMENT

We take seriously any allegations or evidence of harassment from participants. Examples of harassment include but are not limited to:

• Verbal comments that reinforce social structures of domination: e.g. related to gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age, or religion.

• Sexual images in public spaces

• Racial or racist stereotypes

• Deliberate intimidation, stalking, or following, including virtual

• Harassing photography or recording

• Sustained disruption of talks or other event

• Unwelcome sexual attention

• Advocating for, or encouraging, any of the above behaviour 

If you feel unsafe or harassed at the COLDEX Annual Meeting, even if your concern does not fit into one of the bullet points above, please raise your concerns.

Please note that marginalized individuals speaking up about issues and actions that affect them and contribute to marginalization are NOT harassment. 

PROFESSIONAL COURTESY

Disagreements about science are normal and healthy parts of meetings. Civil and constructive criticism of someone’s work for a perceived methodological flaw or a misinterpretation of results is appropriate. Demeaning a scientist by using words such as "sloppy" or "stupid" and other ad hominem attacks are inappropriate. 

We expect participants to extend professional courtesy to one another. Examples of unacceptable and unprofessional behavior include:

• Denigrating the researcher or presenter, or denigrating their work (scientific critique is allowed and encouraged; questioning the value of their work is not)

• Name-calling and patronizing language

• Interrupting presenters or those asking questions

• Note that expectations of professional behavior do NOT mean that participants must regulate their language or tone to conform to common academic standards, so long as they are extending appropriate professional courtesy. COLDEX recognizes that academic tone-policing upholds racist and sexist structures in academic settings. We encourage people to voice their science and their concerns authentically.

• Participants should also be aware of the power dynamics between each other and recognize that unequal power dynamics often increase the effect of words and behaviors. For example, a senior scientist should be especially aware of how criticism of the work of an early career researcher may affect that researcher’s experience at the meeting. COLDEX rejects the idea that it is necessary to have a 'thick skin' to be a scientist.

ENFORCEMENT

Participants asked to stop any harassing behavior are expected to comply immediately, regardless of who asks them to stop. If someone asks you to stop a behavior because it is making another participant feel unsafe or unwelcome, please recognize that while that may not have been your intent, it was the result. It is your responsibility to reflect on that behavior.

If a participant engages in harassing behavior or unprofessional conduct, event organizers retain the right to take any actions to keep the event a welcoming environment for all participants. This includes warning the offender or expulsion from the COLDEX Annual Meeting. 

Event organizers may take action to redress anything designed to, or with the clear impact of, disrupting the event or making the environment hostile for any participants. 

We expect participants to follow these rules at all event venues and event-related social activities. We think people should follow these rules outside event activities too! 

REPORTING

If someone makes you or anyone else feel unsafe or unwelcome, please report it as soon as possible. See below for avenues for reporting.

Harassment and other code of conduct violations reduce the value of our event for everyone. We want you to be happy at our event. People like you make our event a better place. 

If you do not feel comfortable immediately reporting harassment or other code of conduct violations, we will continue to accept reports after the end of the meeting.

You can make a report either personally or anonymously. 

Anonymous Report: 

You can make an anonymous report here: https://forms.gle/GeiyaGEsBHExMtm67 

We can't follow up an anonymous report with you directly, but we will fully investigate it and take whatever action is necessary to prevent a recurrence. 

Personal report:

You can make a personal report to COLDEX Leadership.

• Ed Brook, Edward.Brook@oregonstate.edu 

• Danielle Whittaker, Danielle.Whittaker@oregonstate.edu 

• Kristen Rahilly, Kristen.Rahilly@oregonstate.edu 

• Erin Pettit, pettiter@oregonstate.edu

• Peter Neff, pneff@umn.edu 

• Heidi Roop, hroop@umn.edu 

When taking a personal report, you won't be asked to confront anyone and we won't tell anyone who you are. 

Our team will be happy to help you contact local support services or otherwise assist you to feel safe for the duration of the event. We value your attendance.

Getting here: 

• The closest airports are in Portland (PDX) and Eugene (EUG). 

• Both airports have car rental services.

• If you would prefer not to rent a car, you can book a shuttle from PDX through Groome Transportation. The shuttle is $50 one way ($45 each way if you book a round trip). (New this year: Groome Transportation now offers shuttles between Corvallis and the Eugene airport!)

Hotel:

• We have reserved a block of rooms at the Hilton Garden Inn Corvallis, which is located on the OSU campus.

  • Check In: Sep. 5, 2023

  • Check Out: Sep. 8, 2023

  • 35 double queen rooms in the block 

  • Group Rate: $154/night

  • Last day to book at group rate: August 15, 2023

• Book online: OSU COLDEX - Booking Link

• Book by phone: Call 541-752-5000 and ask for a room under the OSU COLDEX – September group block. The group code is COLDEX.

Dorm Rooms:

• We also have a block of single dorm rooms on OSU's campus. REU students and participants in the Leadership workshop will have priority for these rooms (and COLDEX will pay for their rooms). 

  • 40 rooms available, all are single rooms with a shared bathroom

  • Linens and towels are provided

  • Dates available: September 5 through 10, 2023

Meals:

• We are providing several meals to conference attendees:

  • We are hosting a pre-meeting evening reception on 9/5 at the CEOAS Admin Building (see map), with hors d'oeuvres and a cash bar.

  • Breakfast and lunch will be catered at the main meeting venue on 9/6 and 9/7. Every effort will be made to accommodate dietary restrictions.

  • We are hosting a conference dinner on 9/6 at Lumos Winery (transportation will be provided).

  • After the meeting ends on 9/7, we will gather at Common Fields food truck pod in Corvallis for dinner, drinks, and fun (everyone will be reponsible for purchasing their own food and drinks at this event). 

Getting around Corvallis:

Corvallis is a very walkable town, but there are other options too.

• Corvallis Transit System - the city buses are completely free!

• Bike rental

Car Rental, Carpooling, and Parking:

• Rental cars are available at the Portland and Eugene airports. We have created a Rideshare Sheet if people would like to organize carpooling from the airport.

• Parking is included with your room at the Hilton Garden Inn, and the hotel is located within walking distance of the meeting venue.

• If you would like to park on campus, please see the OSU Parking website to purchase visitor parking passes and find visitor parking lots.

Click here for the application form

Science is rarely done in isolation; in almost any position, leadership and management skills are an important contributor to success. Yet, these skills are seldom discussed as part of an academic education, and often do not show up in professional trainings for scientists. This workshop is designed to give early career researchers hands on techniques to grow skills in leadership, management and networking. Topics to be emphasized include: effective communication with your scientific team (peers, colleagues, employees, students, bosses, administrators, etc), team building in a way that promotes motivation and trust, guidance in giving and receiving both positive and negative feedback, and reflection on your own leadership style.

This workshop is offered in support of growing the next generation of leaders across geoscience and climate-related fields. The workshop is sponsored by The Center for Oldest Ice Exploration (COLDEX), an NSF Science and Technology Center formed in 2021 to explore Antarctica for the oldest possible ice core records of our planet’s climate and environmental history, help make polar science more inclusive and diverse, and create new exploration technology. COLDEX is also focused on bringing climate change knowledge to the public and a variety of other stakeholders, while also understanding how the scientific knowledge we generate is disseminated through the media, through social networks, and in other forums.

Workshop Facilitators: 

Chris Olex, The Point. Speaker, trainer, and facilitator specializing in personal leadership, and team development.

Dr. Meredith Hastings, Professor of Earth, Environmental and Planetary Sciences at Brown University, President of the Earth Science Women's Network, Co-PI of the ADVANCEGeo Partnership.

Agenda:

The workshop will take place across approximately two days (September 8-9, 2023) at Oregon State University is Corvallis, OR. Primary topics to do be explored include defining your leadership style, understanding the emotional intelligence aspects of effective leadership, examining how you connect yourself in your profession, and developing skills associated with giving and receiving feedback and mentorship. All workshop materials will be provided and most locals costs (breakfast and lunches, lodging) will be also covered for participants.

Eligibility:

Approximately 30 participants will be selected to participate in this professional development workshop via an application process. Applicants should identify as an early career researcher (e.g., advanced graduate student, postdoctoral scholar, assistant professor, research scientist, staff scientist, educator or similar career stage). No specific field of study is required. Applications will be evaluated based on the applicant's demonstrated leadership potential via articulation of career goals, how the workshop can address needed skills and experiences to reach goals, and current challenges in terms of leadership and management. Underrepresented groups in science are strongly encouraged to apply, and we aim to have a diverse group in terms of personal diversity, stage of career, disciplinary training and career goals.

Local costs of the workshop will be covered for all participants, including transportation from the airport, local lodging (at Oregon State University) and most meals. Funding is available on an as-needed basis for travel to the workshop. 

The deadline for applications is August 9th. Successful applicants will be notified by August 15th. 

• Please provide an image file (.jpg, .png, pdf) of your poster no later than Friday, September 1. We will upload all posters to a webpage where virtual attendees can view them. Send your image file to danielle.whittaker@oregonstate.edu. If your file is too large to send via email, contact Danielle and she will send you an upload link.

• There are no formatting requirements for the posters, to enable participants to use posters for multiple conferences.

• We encourage you to hang your poster in the morning of the first day (Wednesday, September 6) and leave it up until the end of the second day (Thursday, September 7).

• All talk sessions will be hybrid, and we will run the presentations from a central computer. You will not be permitted to connect the project to your own laptop. Please send your presentations (.ppt or .pdf) to danielle.whittaker@oregonstate.edu no later than Tuesday, September 5. If your file is too large to email, contact Danielle and she will send you an upload link.

• Please stick to your allotted time. Most talk slots will be 15 minutes. Be sure to leave 2-3 minutes for questions and for transitioning between talks.

• The talk sessions will be moderated. The moderators will foster an inclusive atmosphere during the Q&A periods to make sure that all participants feel comfortable asking questions.