Scope of the document

This document is meant to serve two main purposes:

1. To describe the standard of professional behavior that must be maintained within the group, and the consequences of failure to adhere to this standard, including processes for reporting concerns

2. To make explicit the basic expectations for members of the group, as relates to performing research, interacting with each other, participating in other activities in the department, authorship on publications, etc.

Shared values

Our expectations for each other and what defines appropriate behavior are based on our shared values. In short, we value:

• Humans more than science: the health and wellbeing of each other is more important than our professional activities. We do not want to do any harm to each other or those in our larger community, but at the same time are neither professionally equipped nor fully responsible for maintaining the holistic health of each other.

• Research: the main activity uniting our group is our research effort. All members of this group collaborate in some way with Emily; many also collaborate with each other. While we may not enjoy every aspect, on the whole our research effort should be something that is overall fun and satisfying. In addition, we hold ourselves to important ethical standards in the way that we conduct and report our research.

• Professional development: for each of us, participation in this group is one component of our ongoing career path. We endeavor to help each other understand and excel at all of the “non-science” that accompanies doing science. The context of this research group is academic, and so most of the focus of professional expectations and activities will be as pertains to academia. That said, everyone but Emily will eventually move on from this group to the next step in their own career path. We want to support each others’ success, in whatever form it takes, and welcome discussions about the differences between academic and non-academic career paths, as well as how to navigate them. 

Requirements for Professional Behavior

We hope to maintain a group environment that is friendly, supportive, and fun for everyone. We require the group environment to be safe, respectful, and one that appropriately values our shared humanity. As such, all members of the group must adhere to ethical and professional behavior within the group, its activities, and our communications with each other.

The American Astronomical Society’s Code of Ethics should be used as the standard for what comprises professional behavior within our discipline and our group. Members of this group must read and adhere to the expectations set there, paying particular attention to the Conduct Toward Others section, which specifies that:

• We must treat each other with respect, promoting equal opportunity and fair treatment of our colleagues regardless of any aspect of their identity (gender identity, race, ethnic and national origin, socioeconomic background, religion, age, marital status, sexual orientation, disability, veteran status, etc.). We must work to promote an environment in which everyone can freely express themselves and perform their science.

• It is unacceptable for there to be any abusive, demeaning, humiliating, or intimidating behavior; abuses of power are particularly egregious. Regardless of intent, behavior that harms others is not tolerated and actions will be taken to correct any unacceptable behavior, as described below.

• “More senior members of the profession, especially research supervisors, have a special responsibility to facilitate the research, educational, and professional development of students and subordinates. This includes providing safe, supportive work environments (e.g., free from bullying or harassment), reasonable and fair compensation, appropriate acknowledgment of their contribution to any research results, as well as respect for them as individuals and protection of their academic freedom (e.g., freedom to disagree with or dispute wider community-held positions without fear of retaliation). In addition, supervisors should encourage the timely advance of graduate students and young professionals in their career aspirations, be they in or out of the academic career track.” As such, the expectations on Emily’s behavior are of higher standard than the rest of the group, although the postdocs and graduate students in the group who mentor undergraduate students should also keep these additional standards in mind in their behavior with their mentees.

Members of this group must also read the sections detailing particular examples of unacceptable behavior (Harassment, Sexual Harassment, and Bullying) and avoid such behaviors themselves.

Positive Ways to Promote Good Behavior

Although the next sections discuss consequences and reporting of inappropriate behavior, we can best prevent non-professional behavior by actively working to promote an inclusive, equitable, friendly, and supportive environment within the group. In the future, we will expand this section to further discuss ways good behavior can be promoted.

Consequences for Non-Professional Behavior

It is primarily Emily’s responsibility to address any unacceptable behavior that occurs within the group, and she commits to endeavor to maintain an appropriate, professional environment for all group members. It is also expected that group members should maintain these standards for professional behavior outside of the group, but those interactions are generally beyond Emily's purview. If she notices—or is made aware of (see Reporting section below)—unacceptable behavior, she may take one or more of the following actions (not necessarily in this order), depending on the context:

• Publicly or privately informing someone of their inappropriate behavior, including an explanation of why (if needed), and explicitly stating that this behavior cannot continue. For truly egregious behavior, this could include immediate termination from the group.

• Discussion with the person(s) harmed by the behavior about their desired outcome for the situation.

• If a person’s harmful behavior does not cease after an initial warning, and there is no believable plan for this person to change their actions, then they will be required to discontinue their participation in the group. Continued participation in, and authorship on, ongoing research projects will be evaluated for the most ethical and least harmful path forward.

• Depending on the type and severity of unacceptable behavior, it could need to be reported to appropriate authorities, for example the University, the American Astronomical Society, or law enforcement (although we strongly prefer not to engage with police unless there is an active risk of someone physically harming themselves or others).

Reporting Non-Professional Behavior

We hope that group members are never in the position of needing to report inappropriate behavior, especially as this adds extra burden to those already harmed. However, we cannot fix problems of which we are unaware. Below is a list of possible avenues for reporting unacceptable behavior:

• Speak with Emily if the behavior of someone in or out of the group is harming someone within the group. (Emily can also discuss harmful behavior toward those outside the group, but it may be beyond her responsibility/ability to enact corrective action.) Email or slack could be used for initial contact, but for an issue this sensitive, an in-person or zoom discussion would be best.

• If Emily is behaving inappropriately, she would very much appreciate it if someone is willing to bring this to her attention and she commits to listening without defensiveness. However, it is understandable that someone may not feel comfortable doing this, so alternatively concerns about Emily’s behavior can be reported through some of the mechanisms listed next.

• The Astronomy Department has an anonymous reporting form, which is read by the Chair of the DEI Committee. While the ability to report concerns anonymously is very important, please recognize that maintaining anonymity can limit others’ ability to respond effectively and fully.

• Any sexual or gender-based misconduct can be reported through official university channels here. There are also confidential consulting resources offered through that page, as an alternative or preliminary step.

• Depending on the career status of the person with a concern to report, they may reach out to the Director of the Undergraduate Program, the Graduate Program Chair, or the Chair of Astronomy. The persons in these positions should be listed in the department directory.

• For graduate students, they can also speak with the current person holding the “Grad Tsar” position within the department and that person is not required to make a formal report (unless that is the course of action that is agreed upon). Current graduate students should know who is currently assigned to this role.

• There are also Ombuds staff available that undergrads or grad students and postdocs can reach out to with any concerns. For grad students and postdocs, the linked resource also includes other conflict resolution options.

This section currently under development