CODE OF CONDUCT
TABLE OF CONTENTS
OVERVIEW
The Association of Southeastern Biologists aims to be inclusive for all members; we are committed to providing a professional, friendly, safe, and welcoming environment for all, regardless of age, sex (including gender), race, ethnicity, sexual orientation, religion, ability, or other personal characteristics. The following Code of Conduct outlines our expectations for all those who participate in the Association, as well as the consequences for prohibited conduct and guidelines for reporting Code of Conduct violations.
The Association of Southeastern Biologists reserves the right to take any action it deems appropriate in response to prohibited conduct ranging from limiting involvement (removal from committees, leadership, and the Annual Meeting without refund) to membership termination and denial of participation in in the Association and attendance at future meetings and events. The Association reserves the right to notify home institutions, law enforcement, and hotel and venue management.
Payment of Membership Dues and Registration for the Annual Meeting is considered an agreement to abide by this Code of Conduct.
Code of Conduct:
The Association of Southeastern Biologists is committed to upholding standards of professional behavior for all members; this includes, but is not limited to, professional behavior at all Annual Meeting venues, whether they be in person or virtual, including ancillary events and social gatherings (official and unofficial) and any other ASB sponsored events or meetings (eg., Wildflower Pilgrimage, committee meetings, field trips, social media, etc.). The Association expects that all participants (attendees, members, vendors, exhibitors, contractors, volunteers, staff, and venue staff) will abide by this Code of Conduct, creating an environment free from harassment, discrimination, disruption, incivility, or violence of any kind. We expect participants to exercise consideration and respect in their speech and actions and refrain from demeaning, discriminatory, or harassing behavior. Those witnessing a dangerous situation, someone in distress, or violations of this Code of Conduct are expected to report the behavior as directed in “Reporting Alleged Code of Conduct Violations.”
The Association of Southeastern Biologists reserves the right to take any action it deems appropriate in response to prohibited conduct ranging from limiting involvement (removal from committees, leadership, and the Annual Meeting without refund) to membership termination and denial of participation in in the Association and attendance at future meetings and events. The Association reserves the right to notify home institutions, law enforcement, and hotel and venue management.
Payment of Membership Dues and Registration for the Annual Meeting is considered an agreement to abide by this Code of Conduct.
Code of Conduct:
The Association of Southeastern Biologists is committed to upholding standards of professional behavior for all members; this includes, but is not limited to, professional behavior at all Annual Meeting venues, whether they be in person or virtual, including ancillary events and social gatherings (official and unofficial) and any other ASB sponsored events or meetings (eg., Wildflower Pilgrimage, committee meetings, field trips, social media, etc.). The Association expects that all participants (attendees, members, vendors, exhibitors, contractors, volunteers, staff, and venue staff) will abide by this Code of Conduct, creating an environment free from harassment, discrimination, disruption, incivility, or violence of any kind. We expect participants to exercise consideration and respect in their speech and actions and refrain from demeaning, discriminatory, or harassing behavior. Those witnessing a dangerous situation, someone in distress, or violations of this Code of Conduct are expected to report the behavior as directed in “Reporting Alleged Code of Conduct Violations.”
PROHIBITED CONDUCT
Prohibited Conduct:
The following list of behaviors is intended to represent the types of acts that constitute violations of this Code of Conduct. Although the list is extensive, it should not be regarded as all-inclusive. The Association reserves the right to address any behaviors that it deems in the best interest of the Association to do so, such as but not limited to situations that threaten its members and the assets, reputation, goals, or mission of the Association.
The following list of behaviors is intended to represent the types of acts that constitute violations of this Code of Conduct. Although the list is extensive, it should not be regarded as all-inclusive. The Association reserves the right to address any behaviors that it deems in the best interest of the Association to do so, such as but not limited to situations that threaten its members and the assets, reputation, goals, or mission of the Association.
- Intimidating, harassing, abusive, discriminatory, derogatory, or demeaning writing, speech, or actions by any participant carried out in the context of the Association’s business or activities
- Harmful or discriminatory verbal or written comments or visual images related to a person’s sex, including gender, sexual orientation, race, religion, disability, age, appearance, or other personal characteristics
- Inappropriate or gratuitous use of nudity, sexual images, or stereotyped images in public spaces (including presentation slides or digital communications)
- Deliberate intimidation, stalking or following
- Harassing photography or non-consensual recording
- Sustained disruption of talks or other events, be they in person or virtual
- Unwelcome and uninvited attention or contact
- Physical assault (including unwelcome touching or groping)
- Sexual misconduct, including but not limited to sexual harassment and sexual assault
- Creating a sexualized environment
- Real or implied threat of physical harm
- Real or implied threat of professional or financial damage or harm
- Retaliation for reporting unacceptable behavior
- Falsely reporting unacceptable behavior
- Destruction/theft of physical property, including those at onsite and offsite venues or participants’ personal property
- Theft of intellectual property, including but not limited to disseminating the contents of a presenter’s work on social media or other platforms, without the express consent of the author.
- Falsifying data
- Alleged violations of home institution policy or local, state, or federal law
REPORTING VIOLATIONS
Reporting Alleged Code of Conduct Violations:
In emergency situations where an individual’s health and safety may be at risk, call 911 first.
The Association of Southeastern Biologists has contracted with an outside consulting firm to ensure confidential reporting of violations. If you are being subjected to, or notice that someone else is being subjected to, behavior that potentially violates this Code of Conduct, you may report the violation as directed below:
The number for reporting violations via telephone call or text during ASB events to our ombudsperson is (301) 509-6504 or (860) 462-8507.* The email address to be used for this purpose is [email protected]. Between 8am and 5pm, the ombudsperson will make every effort to respond immediately; reports received after business hours will be addressed as soon as possible, but within 12 hours of receipt. *You may contact either telephone numbers.
Reports may also be made in person to the Vice President of the Association of Southeastern Biologists. To find the VP, ask representatives at the ASB booth in the exhibit hall or find contact information at our website: sebiologists.org. Reports are confidential.
If emailing, provide the following information, if possible, preferably in writing (if you call or text, these are the pieces of information the ombudsperson will ask):
If needed or requested, staff will help participants contact venue security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the event.
Supportive Measures:
The Association and its ombuds will provide support such as referral to resources, to the extent possible for any individual(s) who believes they have been the victim of the individual’s alleged misconduct.
In emergency situations where an individual’s health and safety may be at risk, call 911 first.
The Association of Southeastern Biologists has contracted with an outside consulting firm to ensure confidential reporting of violations. If you are being subjected to, or notice that someone else is being subjected to, behavior that potentially violates this Code of Conduct, you may report the violation as directed below:
The number for reporting violations via telephone call or text during ASB events to our ombudsperson is (301) 509-6504 or (860) 462-8507.* The email address to be used for this purpose is [email protected]. Between 8am and 5pm, the ombudsperson will make every effort to respond immediately; reports received after business hours will be addressed as soon as possible, but within 12 hours of receipt. *You may contact either telephone numbers.
Reports may also be made in person to the Vice President of the Association of Southeastern Biologists. To find the VP, ask representatives at the ASB booth in the exhibit hall or find contact information at our website: sebiologists.org. Reports are confidential.
If emailing, provide the following information, if possible, preferably in writing (if you call or text, these are the pieces of information the ombudsperson will ask):
- Date, time, and location of incident
- Name of the respondent - person who has been accused of committing the alleged prohibited conduct (if the name is not known, please provide a detailed description)
- Name of individual(s) who have been identified as harmed by the alleged conduct
- Name of individual(s) who witnessed the incident, if any
- A detailed description of the incident/concern using specific, concise, and objective language (who, what, where, when, and how)
If needed or requested, staff will help participants contact venue security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the event.
Supportive Measures:
The Association and its ombuds will provide support such as referral to resources, to the extent possible for any individual(s) who believes they have been the victim of the individual’s alleged misconduct.
REPSONSE
Complaint Process
The Association president or designee may impose any temporary restriction(s), including immediate removal from the event, on the member, pending the outcome of the complaint process.
The Association may adapt the complaint process as needed.
Investigation:
Following receipt of the complaint, the ombuds will conduct an investigation. The ombuds shall have the authority to:
The respondent will be informed of the complaint and will be given an opportunity to provide information to the ombuds. The respondent may also provide a written statement responding to the complaint.
The ombuds will provide a report to the ASB Executive Committee compiling all of the information collected and any response from the parties. The ombuds will make a determination as whether or not the respondent engaged in conduct that is considered Prohibited Conduct under this Code of Conduct.
Decision and Notification:
If the respondent is found in violation of this Code of Conduct, the ASB Executive Committee can impose the consequence the committee deems appropriate. Following any action taken by the ASB Executive Committee, the president or designee shall notify the respondent that the complaint process is concluded and provide the decision and any action(s) taken by the ASB Executive Committee. The complainant shall be notified of the decision and any action taken.
There is no appeal process.
Home Institution:
If the respondent is affiliated with an institution, the home institution of the respondent shall be notified of the allegation and the final determination, including any imposed actions, of the ASB Executive Committee. No additional information such as the materials collected during the investigation will be shared with the institution or other inquiring parties.
The Association will not provide any identifying information regarding the complainant, the person(s) who may have been harmed, or witnesses.
Title IX and the Clery Act:
The Association recognizes that its members may have reporting obligations under Title IX and/or the Clery Act. Reporting to the Association does not alleviate members from fulfilling their reporting obligations to their institution. The Association will not report on behalf of a member for Title IX or Clery Act purposes.
Minors:
For the purposes of this Code of Conduct, minors are considered to be under the age of 18. If a minor is involved in an alleged incident determined by the association to be a crime or otherwise serious in nature, regardless of role as a complainant or respondent, the Association will notify the appropriate law enforcement agency and the home institution. It is expected that any member who observes or suspects the abuse of a child related to an association function will immediately report relevant details to the Vice President of the Association of Southeastern Biologists. To find the VP, ask representatives at the ASB booth in the exhibit hall or find contact information at our website: sebiologists.org. All complaints will be treated seriously and will be promptly addressed. Reports are private, but cannot be kept confidential as identifying information will be shared with the appropriate authorities.
The Association president or designee may impose any temporary restriction(s), including immediate removal from the event, on the member, pending the outcome of the complaint process.
The Association may adapt the complaint process as needed.
Investigation:
Following receipt of the complaint, the ombuds will conduct an investigation. The ombuds shall have the authority to:
- Review the initial complaint and supplemental materials
- Interview or obtain written statements from the involved parties and any witnesses
- Solicit and obtain available additional materials, in the public domain, if applicable
- Public domain records include, but are not limited to:
- Court documents
- Media coverage
- Documents covered under the Freedom of Information Act (5 U.S.C. 552 and applicable state law)
- Public domain records include, but are not limited to:
The respondent will be informed of the complaint and will be given an opportunity to provide information to the ombuds. The respondent may also provide a written statement responding to the complaint.
The ombuds will provide a report to the ASB Executive Committee compiling all of the information collected and any response from the parties. The ombuds will make a determination as whether or not the respondent engaged in conduct that is considered Prohibited Conduct under this Code of Conduct.
Decision and Notification:
If the respondent is found in violation of this Code of Conduct, the ASB Executive Committee can impose the consequence the committee deems appropriate. Following any action taken by the ASB Executive Committee, the president or designee shall notify the respondent that the complaint process is concluded and provide the decision and any action(s) taken by the ASB Executive Committee. The complainant shall be notified of the decision and any action taken.
There is no appeal process.
Home Institution:
If the respondent is affiliated with an institution, the home institution of the respondent shall be notified of the allegation and the final determination, including any imposed actions, of the ASB Executive Committee. No additional information such as the materials collected during the investigation will be shared with the institution or other inquiring parties.
The Association will not provide any identifying information regarding the complainant, the person(s) who may have been harmed, or witnesses.
Title IX and the Clery Act:
The Association recognizes that its members may have reporting obligations under Title IX and/or the Clery Act. Reporting to the Association does not alleviate members from fulfilling their reporting obligations to their institution. The Association will not report on behalf of a member for Title IX or Clery Act purposes.
Minors:
For the purposes of this Code of Conduct, minors are considered to be under the age of 18. If a minor is involved in an alleged incident determined by the association to be a crime or otherwise serious in nature, regardless of role as a complainant or respondent, the Association will notify the appropriate law enforcement agency and the home institution. It is expected that any member who observes or suspects the abuse of a child related to an association function will immediately report relevant details to the Vice President of the Association of Southeastern Biologists. To find the VP, ask representatives at the ASB booth in the exhibit hall or find contact information at our website: sebiologists.org. All complaints will be treated seriously and will be promptly addressed. Reports are private, but cannot be kept confidential as identifying information will be shared with the appropriate authorities.
