OrganisATION GuidE

Regular Accretion Alliance Events

Normally we will run an event for Accretion Alliance every 4 weeks, but this is subject to change (e.g., if there are major institute-specific conflicts of events; or if we have a visitor). The main Accretion Alliance organisers will be in charge of the schedule, and assignment of leaders for each event. Event leaders will be Accretion Alliance members. Even in the case of a visiting speaker, a leader still be assigned to run the event (see below).  

These events will run for a maximum of 1 hour, usually on Wednesdays, at 1300-1400. They will be run in a hybrid format. We typically expect there to be an in person room for each event at both Durham and Newcastle, whilst remote attendees will join via Zoom. 

Each event will have a designated lead (or leaders), either from Durham or from Newcastle. However, volunteers to lead events are highly encourages. Event leaders should:

• Decide on the topic and the style of event. We strongly encourage discussion-led events, with plenty of time for questions and ideas. Although slides/presentations are likely to be used (but optional!), we discourage filling the whole time with these. As a guide, a presentation that would last <30 minutes if given without interpruptions might be considered a maximum length. These events could take the form of: (1) a research-topic discussion on the event leader's own work, including updates of interest to the whole group and the solicitation of ideas and comments from the group; (2) a topical discussion on an broader research/facility updates (e.g., the launch of a new space telescope, the first data release of a new survey); (3) a journal-club style event, where recent papers are presented and discussed; (4) anything else which may be of interest to the Accretion Alliance group and would align to our mission statement.

• Organise and co-ordinate any speakers.  These may be local team members, or external speakers. The leader takes overall responsibility for ensuring the speakers know what to do and where to be (either online or in person). 

• Advertise their event, with a title and abstract to the Accretion Alliance mailing list about ~1 week in advance of the event. 

• Chair the event, or organise a separate chairperson. This includes ensuring the set up of the hybrid sessions are working, and they are logged into the Zoom meeting, before the scheduled start time.

The following people are designated as the contact points for all matters related to this code: David Rosario, Vicky Fawcett , David Alexander, Alastair Edge, and Leah Morabito.

We are committed to creating a work environment that is safe, professional and of mutual trust where diversity and inclusion are valued, and where everyone is entitled to be treated with courtesy and respect. We are committed to making this group and all associated activities productive and enjoyable for everyone. We will not tolerate harassment of participants in any form. 

Please follow these guidelines: 

• Behave professionally. Harassment and sexist, racist, or exclusionary comments or jokes are not appropriate. Harassment includes sustained disruption of talks or other events, inappropriate physical contact, sexual attention or innuendo, deliberate intimidation, stalking, and photography or recording of an individual without consent. It also includes offensive comments related to individual characteristics, for example: age, gender, sexual orientation, disability, physical appearance, race, nationality or religion. 

• All communication should be appropriate for a professional audience including people of many different backgrounds. Sexual or sexist language and imagery is not appropriate.  

• Be respectful and do not insult or put down other attendees or facilitators of the event. Critique ideas not people. 

• Should a participant witness events of bullying, harassment or aggression, we recommend that they approach the affected person to show support and check how they are. The witness may also wish to suggest that the person report the inappropriate behaviour. However, it is up to the affected person alone whether or not they wish to report it.  

• If participants wish to share photos of a speaker on social media, we strongly recommend that they first get the speaker’s permission. Participants may also share the contents of talks/slides via social media unless speakers have asked that specific details/slides not be shared. 

Participants can report any violation of these guidelines to the designates above. If asked to stop inappropriate behaviour participants are expected to comply immediately and, in serious cases, may be asked to leave the event. We will not tolerate retaliation against anyone reporting violations of this code of conduct. Thank you for helping to make our group welcoming for all.

Acknowledgements: These instructions are based on the ESO code of conduct which are in line with the following policies: The ESO Way” and the EAS Ethics Statement and Guidelines for Good Practice” (January 2018). It was adapted from the London Code of Conduct (by A. Pontzen and H. Peiris), which was derived from original Creative Commons documents by PyCon and Geek Feminism. It is released under a CC-Zero licence for reuse. To help track people’s improvements and best practice, please retain this acknowledgement, and log your re-use or modification of this policy at https://github.com/apontzen/london_cc