Meeting Guidelines

Code of Conduct

Approved by the SRBR Board of Directors on Friday, November 22^nd, 2019

The following outlines the Code of Conduct policy in place for SRBR.  Individuals who witness or experience inappropriate conduct at any official SRBR event should report such conduct immediately to any member of the SRBR Board of Directors or the authorized representative of PMG (615-324-2374). Those with concerns can request that their concerns be vetted by the leadership at Parthenon Management Group, and if appropriate, attorneys.

Code of Conduct Incident Report Form.

1. Introduction

The Society for Research on Biological Rhythms (“SRBR”) is dedicated to providing a safe and productive experience for all participants and attendees at all official SRBR events regardless of sex, race, color, national origin, religion, age, physical or mental disability, perceived disability, ancestry, marital status, sexual orientation, or any other basis protected by federal or pertinent state laws.  SRBR does not tolerate discrimination or any form of prohibited harassment and is committed to enforcing this Code of Conduct (the “Code”) at its Biennial Meeting or at any other SRBR event.  As a professional society, SRBR is committed to providing an atmosphere that encourages the free expression and exchange of scientific and educational ideas.  Furthermore, SRBR upholds the philosophy of equal opportunity for, and treatment of, all meeting participants and staff in any venue.

2. Scope of Code

SRBR requires compliance with the Code by all meeting participants, staff, guests, and vendors at all official SRBR events, including the biennial meeting, committee meetings, or other activities that are expressly sponsored or promoted by SRBR, whether held in public or private facilities. This policy is an expression of SRBR’s values and commitment to a safe and productive experience for all participants and attendees at its official events.  This policy is not an acknowledgement, admission, or description of SRBR’s legal obligations with respect to any of the subject matters addressed herein, nor does it create any such legal obligations.

3. Harassment Defined

Prohibited harassment includes verbal, physical, and visual conduct that creates an intimidating, offensive, or hostile environment.  Harassing conduct can take many forms and includes, but is not limited to, the following:  slurs, epithets, derogatory comments, insults, degrading or obscene words, jokes, demeaning statements, offensive gestures, or displaying derogatory or demeaning pictures, drawings, or cartoons based upon an individual’s sex, race, color, national origin, religion, age, physical  or mental disability, perceived disability, ancestry, marital status, sexual orientation, or any other basis protected by federal or pertinent state laws or local ordinances.

Sexually harassing conduct in particular includes all of these prohibited actions, as well as other unwelcome conduct that is sexual in nature, such as deliberate or persistent unwanted sexual advances; lewd propositions or innuendos; leering; making sexual gestures; making sexually suggestive or graphic comments or engaging in inappropriate sexually-oriented conversation; displaying sexually suggestive objects, graphics, pictures, or posters, whether physically or over the Internet; making or using derogatory comments, epithets, slurs or jokes; the sexual touching or display of one’s own body; or unwanted physical touching or assault, as well as impeding or blocking movements.

Sexually harassing conduct can be by a person of either the same or opposite sex.  It is a violation of this policy for males to sexually harass females or other males, and for females to sexually harass males or other females.  Conduct that begins as consensual in nature may become harassment if one party withdraws his or her consent.  Sexual or other harassment prohibited by this policy is unacceptable and will not be tolerated.

The above list of prohibited behaviors is not a complete rendering of what may be deemed sexual or other harassment prohibited by this policy.  It is impossible to define every action or word that could be interpreted as harassment.  However, SRBR has a “zero tolerance” policy toward discrimination and all forms of harassment.  SRBR reserves the right to discipline meeting participants who engage in any inappropriate conduct, even if it is not specifically referred to or defined in this Code or is not legally actionable as sexual or any other form of harassment.

4. Prohibited Conduct

Prohibited conduct at SRBR meetings includes, but is not limited to:

1. harassment based on sex, race, color, personal appearance, national origin, religion, age, physical disability, mental disability, perceived disability, ancestry, marital status, sexual orientation, or any other basis protected by federal or pertinent state laws;
2. demeaning comments or harassment about a person’s professional status, qualifications, or affiliations;
3. sexual harassment, as defined in Section 3;
4. abusive conduct that has the purpose or effect of unreasonably interfering with another person’s ability to benefit from and enjoy or participate in the meeting, including social events related to the meeting and sponsored by SRBR;
5. undue or excessive interruption of any event, speaker, or session; and
6. violence or threats of violence.

5. Reporting an Incident

Individuals who witness or experience inappropriate conduct at any official SRBR event should report such conduct immediately to any member of the SRBR Board of Directors or the authorized representative of PMG (615-324-2374). Those with concerns can request that their concerns be vetted by the leadership at Parthenon Management Group, and if appropriate, attorneys. Any individual reporting such conduct is not required or expected to discuss the concern with the alleged offender. Anyone experiencing or witnessing behavior at an SRBR event that is an immediate or serious threat to the safety of those present, or to the public, is advised to locate a house phone and ask for security, or to otherwise contact the authorities for protection.

SRBR cannot address claimed inappropriate conduct or harassment unless the claims are brought to the attention of SRBR leadership.  Meeting participants are encouraged to report any incidents of perceived violations of this policy as quickly as they can or otherwise feel safe doing.

SRBR is committed to taking reasonable steps to prevent harassment and other prohibited conduct at its meetings and will make reasonable efforts to promptly and completely address and correct any prohibited conduct that may occur at an official SRBR event.  SRBR will keep any investigation of an alleged violation of this policy as confidential as possible.

SRBR can only investigate situations that arise at SRBR meetings or other SRBR-sponsored events.  If a meeting participant experiences inappropriate conduct or harassment at the participant’s own or another institution, at a place of work, at a research facility, or online but not via SRBR-sponsored channels that individual should contact the appropriate person or department responsible for such things at that particular institution, facility or medium.

6. Investigation

SRBR will promptly and impartially investigate the facts and circumstances of any claim of inappropriate conduct or harassment under this policy.  SRBR will make every effort to keep the reporting individual’s concerns confidential and will not deliberately share personal information, other than as necessary to carry out the purpose of investigation. While complete confidentiality cannot be guaranteed, SRBR will keep the investigation and its findings as confidential as possible under the circumstances. During an investigation, SRBR or a designated independent consultant subject to obligations of confidentiality, generally will do the following (as necessary) to make a determination as to appropriate action:

• document the nature of the complaint;
• interview the complainant;
• conduct further interviews as necessary, such as with witnesses and, at an appropriate time, the alleged offender;
• document the SRBR’s findings regarding the complaint;
• document recommended follow-up actions and remedies, if warranted; and
• inform the complainant of the basic nature of the SRBR’s findings.

SRBR will attempt to investigate any complaint or report of a violation of this policy in a prompt and timely manner.  Upon completion of the investigation, SRBR will take appropriate corrective measures against any person who has engaged in conduct prohibited by this policy, if SRBR determines such measures are necessary. Such remedial action may include, but is not limited to, the items listed below in Section 7.

7. Disciplinary Action

If SRBR determines that an individual has engaged in prohibited conduct, SRBR shall determine the appropriate action to be taken, which may include, but is not limited to:

• private reprimand;
• removal from the Meeting without warning or refund;
• implementation of conditions upon attendance at future SRBR Meetings;
• restriction from attendance at future SRBR Meetings; or
• expulsion from the SRBR.

SRBR may, but is not required to, report any incident to proper authorities, including but not limited to law enforcement.  SRBR will do so if, in its sole discretion, such reporting is advisable or necessary.  If SRBR determines that an individual has engaged in prohibited conduct at an SRBR meeting, and such individual is an SRBR member, SRBR may take disciplinary measures by removing such individual from SRR membership.  Nothing in this policy shall restrict or discourage any individual who experiences or is the target of conduct prohibited by this policy from reporting such conduct to the authorities, to the extent he or she deems such a report advisable or necessary.

8. Retaliation Is Not Tolerated

Retaliation for complaints of inappropriate conduct or harassment are also considered harassment and will not be tolerated.  Retaliatory behavior in connection with SRBR meetings will be investigated in a similar manner to initial complaints.

 Individuals who witness or experience inappropriate conduct at any official SRBR event should report such conduct immediately to any member of the SRBR Board of Directors or the authorized representative of PMG (615-324-2374). Those with concerns can request that their concerns be vetted by the leadership at Parthenon Management Group, and if appropriate, attorneys.

Any individual reporting such conduct is not required or expected to discuss the concern with the alleged offender.

Anyone experiencing or witnessing behavior at an SRBR event that is an immediate or serious threat to the safety of those present, or to the public, is advised to locate a house phone and ask for security, or to otherwise contact the authorities for protection. Please use this form for observers or targets of prohibited conduct to help with an investigation.

SRBR will keep any investigation of an alleged violation of the SRBR Code of Conduct as confidential as possible.

General suggestions for reporting incidents:

• If possible, write everything down (times, places, nature of the incident, and comments made).
• Save emails, notes, etc.
• Be as detailed as possible.

Your Name (optional):

NOTE:  SRBR will accept anonymous complaints and/or reports of harassing conduct in violation of this policy.  Without the identity of the alleged victim and/or complainant, however, it could be difficult to corroborate the conduct alleged.

Your contact information (optional – see above):

Name of alleged offender (If you are unable to provide a name, please describe the individual’s physical appearance in as much detail as possible):

Name(s) of individual(s) who experienced or witnessed the incident:

Time and Date of Incident:

Location of incident:

Nature of incident:

Comments

Additional information

SRBR will promptly and impartially investigate the facts and circumstances of any claim of inappropriate conduct or harassment in violation of the SRBR Code of Conduct.  SRBR will make every effort to keep the reporting individual’s concerns confidential and will not deliberately share personal information, other than as necessary to carry out the purpose of investigation.  While complete confidentiality cannot be guaranteed, SRBR will keep the investigation and its findings as confidential as possible under the circumstances. SRBR can only investigate situations that arise at SRBR meetings or other SRBR-sponsored events.  If a meeting participant experiences inappropriate conduct or harassment at the participant’s own or another institution, at a place of work, at a research facility, or online but not via SRBR-sponsored channels that individual should contact the appropriate person or department responsible for such things at that particular institution, facility or medium.

Speaker Guidelines

Approved by Executive Committee on February 5, 2010

The Society for Research on Biological Rhythms (SRBR) has a responsibility to create and promote opportunities for advancing the work of its members. Speaking at meetings and conferences is one important venue. The following guidelines have been adopted by the SRBR to achieve diverse representation of the biological rhythms community at meetings and conferences.

All sponsored and non-sponsored events and satellite meetings associated with the annual SRBR meeting will adhere to these guidelines. Organizers of other meetings and conferences to be sponsored, endorsed, or advertised by the SRBR on its Web site or in its publications are encouraged to follow these guidelines.

Please provide a brief statement from the Program Organizer to the Executive Committee indicating how the organizers of your meeting/symposium have addressed the following guidelines or explaining why they could not conform to a particular guideline. This statement is needed before we can list your meeting.

Diversity guidelines

1. Appropriate representation of women and minorities as invited speakers in relation to their participation in the specific research subfield(s) of the conference or meeting.
2. A good balance between established and new investigators on the roster.
3. Attempt for broad geographical representation.

Suggested mechanisms to facilitate compliance with these guidelines

1. Some of the speaker slots could be open to applicants who submit abstracts. Women, minorities, and young investigators should be explicitly encouraged to apply for these slots. This will provide opportunities for men and women who are not yet well known or who are not acquaintances of the organizers.
2. If travel stipends are available, some money could be reserved to subsidize the travel of under-represented students, postdoctoral fellows, and junior faculty who might not have adequate resources to attend the meeting. Information about how to apply for travel subsidies should be provided.