Code of conduct

Code of Conduct

DEX is a community conference intended for networking and collaboration in the professional astronomy and astrophysics 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 DEX is being held in Newcastle University, hosted by the Mathematics, Statistics, and Physics (MSP) school which has a common Code of Conduct, this is not primarily aimed at meetings. To make clear what is expected at DEX XXI, all delegates, attendees, speakers, organisers and volunteers at any DEX event are required to conform to the following Code of Conduct. The Local Organising Committee (LOC) will enforce this code throughout the event. This Code of Conduct applies to both in person and virtual attendees.

THE SHORT VERSION

DEX 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. Sustained disruption of talks will not be tolerated. 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 DEX. Attendees violating these rules may be asked to leave the conference if attending in person or leave the zoom room if attending virtually at the sole discretion of the LOC. 

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

COVID-19 SAFETY MEASURES (FOR IN-PERSON ATTENDEES)

There are no COVID-19 restrictions in the UK.

If you test positive for COVID-19 or otherwise feel unwell, we ask that you please stop attending in-person for the safety and comfort of your fellow attendees. You can continue to participate remotely. If you are giving an in-person talk, you can still do so remotely. Please contact a LOC member for details.

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.

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 DEX. 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 meeting - both in person or virtually.

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 with their email addresses can be found at the foot of the homepage. LOC staff will also be wearing badges with red borders.

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 badges with red borders. Report any 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.

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 DEX-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 list of the LOC members can be found at the foot of the homepage.

LOCAL ORGANISING COMMITTEE PROCEDURE FOR INCIDENT HANDLING

An incident report will be followed by information gathering and an LOC meeting and discussion. An LOC member or members will communicate with the alleged harasser to inform them of what has been reported about them and allow them to give their side of the story to the LOC. If the report stands, the alleged harasser will be informed about what actions will be taken against them.

Depending on the severity/details of the incident, some possible actions/responses the LOC will consider when dealing with Code of Conduct offenders are:

• Warning the harasser to cease their behaviour and that any further reports will result in sanctions

• Requiring that the harasser avoids 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

• Give accused attendees an opportunity to appeal (noting that in the meantime the report stands)

Dealing appropriately with the incident is very important to the LOC. 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.

ATTRIBUTION

This Code of Conduct was adapted from the NAM 2019 Code of Conduct.