Conference Code of Conduct: Inclusive, Diverse, and Equitable EEID 2025 Conference
This Meeting Code of Conduct Policy intended to set clear expectations of professional behavior of individuals (“Participants”) participating in an 2025 Ecology and Evolution of Infectious Diseases Conference (“EEID”) meeting or event and their related activities (“Event”), whether virtual or in person, to ensure ethical, professional, and inclusive conduct that provides a safe and welcoming environment for an open exchange of ideas. This Policy applies to all Participants of EEID events which includes organizers, attendees, speakers, volunteers, sponsors, exhibitors, partners, award recipients, guests, staff, outside contractors, and service providers.
EEID welcomes all Participants and celebrates diversity in all its forms. The EEID is dedicated to providing an inclusive environment that is collaborative, supportive, and engaging for everyone involved, and that is free of discrimination, harassment, and retaliation. The EEID expects all Participants to play a role in our mission by being respectful and considerate of each other, providing supportive critique, and embracing the multitude of opinions offered by Participants engaged in any EEID Event.
This Policy applies during the Event period, meaning:
- The day(s) on which an in-person Event is occurring,
- The day(s) on which a virtual EEID Event occurs
- While a Policy violation is being evaluated or investigated following the Event.
EEID events are intended to foster effective, open and honest communications and to promote equality of opportunity and treatment for all Participants. It is imperative that Participants conduct themselves professionally toward all, engage in courteous and respectful interactions, and recognize the intellectual property of others participating in EEID events. All forms of communication among Participants fall under the jurisdiction of this Policy.
These include public and private communications between Participants during the Event period, including but not limited to, face-to-face interactions, in virtual breakout rooms, via electronic chat functions (e.g., Q/A box, Zoom Chat), emails, texts (including via platforms such as Signal, Slack, and WhatsApp), phone calls, and other forms of written, verbal, and non-verbal (including visual) communication. In addition, conduct relating to communications, as described above, occurring after the Event, but pertaining to content from the Event and/or where contact information of a Participant was procured during the Event may also fall under the purview of this Policy or the EEID Code of Conduct and Ethics and may be reported to the EEID as described below.
EXPECTATIONS OF PARTICIPANTS
As outlined in the EEID Code of Conduct and Ethics, discrimination, harassment, and bullying by and between Participants will not be tolerated. Participants asked to stop such behavior(s) by anyone are expected to comply immediately, regardless of their intent.
Discrimination is the treatment of an individual or group based on gender, race, ethnic or national origin, religion, age, marital status, pregnancy or parental status, sexual orientation and gender identity, disability status, physical appearance, socioeconomic level, or other protected statuses that results in unfair, unequal, or differential professional opportunities or benefits.
Harassment is any form of discrimination that is unwelcome or unwanted, or persistent offensive, denigrating, or hostile behavior that is directed toward a person or group based on gender, race, ethnic or national origin, religion, age, marital status, pregnancy or parental status, sexual orientation and gender identity, disability status, physical appearance, socioeconomic level, or other protected statuses. Harassment can be manifested by, but not limited to, verbal or written abuse such as slurs, epithets, denigrating jokes, abusive direct messaging online, or negative stereotyping; and by non-verbal behavior such as obscene gestures or the display of denigrating or insulting written or graphic materials.
Sexual harassment is a particular type of harassment that includes unwelcome conduct such as sexual advances, requests for sexual favors or dates, remarks about an individual’s appearance, discussions, remarks or jokes of a sexual nature, and/or other verbal or physical harassment of a sexual nature. Sexual harassment can also include non-verbal behavior such as unwanted physical contact or violations of personal space that are of a sexual nature. Behavior involving “quid pro quo” offers of professional opportunities or the creation of a hostile professional environment are clear examples of sexual harassment.
The EEID Conference is committed to providing a safe, inclusive, and welcoming environment for all individuals. We expect all attendees to be treated with respect and equality, regardless of gender, race, ethnicity, national origin, religion, age, marital or parental status, sexual orientation, gender identity, disability, physical appearance, or socioeconomic background. Everyone should feel empowered to live as their authentic selves—free from judgment, discrimination, and harassment.
Bullying is unwelcome or unreasonable verbal or non-verbal behavior by an individual or group that demeans, intimidates, humiliates, abuses, or sabotages the work of people and causes physical or emotional harm in a professional environment. Bullying behavior is most often aggressive, persistent, and part of a pattern, but it can also occur as a single egregious incident. Bullying often involves abuse of professional or supervisory authority or position. Exercising appropriate authority, directing the work of others pursuant to their job responsibilities, an honest error, and respectful scientific debate over differences of opinion are not considered bullying behavior.
In the context of communications that take place during an Event presentation and the discussions among and between Participants that follow, communications should be focused on the Event topic at hand and all Participants must be able and welcome to equitably and effectively participate. Participants may courteously and respectfully express an opinion, raise research or describe an experience (“articulation”) that is at odds with the opinions of others. Such an articulation must be part of an on-point discussion of the topic at hand and offered in a manner that does not interfere with others’ reasonable ability to participate fully. In the pursuit of science, individuals have the freedom to disagree with or dispute wider community-held positions.
REQUIRED DISCLOSURE
Participants are required to disclose on the registration form whether they are currently, or have been on-leave, discharged, or subject to any restrictions and/or restorative remedies in their activities related to an allegation, investigation, and/or finding of misconduct in their professional or personal life. Participants also must disclose whether, in the last five (5) years, they have been discharged or were forced to resign from work or other activities due to an allegation or finding of misconduct. Registrants who fail to disclose incidents as described above are in violation of this Policy. The EEID Organizers will review disclosures on a case-by-case basis and may determine in its discretion whether, due to the nature and circumstances of the allegation or finding, the person’s presence is likely to result in a safety concern, or to be disruptive or burdensome to the Event or other Participants’ reasonable ability to fully participate. If so, the EEID Organizers may, in its discretion, deny participation to the person. The EEID organizers prioritize preventative safety and non-disruption measures in the interest of many Participants, over the interests of one or a few, if the two must be weighed.
EXPECTED BEHAVIOR
- We want everyone to enjoy today’s conference and feel able to contribute.
- We expect all conference participants to treat others with dignity and respect and to conduct themselves in a proper and professional manner.
- All communication, be it online or in person, should be appropriate for a professional audience and be considerate of people from different cultural backgrounds.
- Please do not tweet about someone’s personal circumstances.
- Be kind to others and do not insult or put down other conference attendees.
- Remember that harassment and sexist, racist or exclusionary jokes are not appropriate.
- Harassment includes but is not limited to offensive verbal comments, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of discussions, inappropriate physical contact and unwanted sexual attention.
- Negative or exclusionary comments about any identity, including sexual orientation or gender identity will not be tolerated.
- Contributions should be made to discussions with a constructive, positive approach.
REPORTING AN INCIDENT
Any Participant who becomes aware of, experiences, or witnesses another Participant potentially in breach of this Policy may file a written Complaint to the EEID organizer (independent of the EEID community) at this email address: sarah.hanlon@nd.edu . The EEID organizers are committed to evaluating, investigating, and where possible, resolving conduct-related issues. The organizers are dedicated to treating every reported incident with respect, sensitivity, and dignity.
The organizers will maintain confidentiality during the investigative process to the extent possible as long as the rights of others are not compromised and subject to the ability to conduct an appropriate investigation.
EEID and its representatives may make disclosures about a pending Complaint, where in its judgment and discretion, the interests of safety or law so merit. Therefore, absolute confidentiality is not guaranteed. All Participants in the investigation are required to respect the confidentiality of the investigatory process and should not make disclosures, except as otherwise required by law or safety, while a Complaint is being reviewed, investigated, and resolved. Failure to do so is a serious violation of this Policy.
RETALIATION & BAD FAITH
Retaliation and Bad Faith Accusations are Prohibited. The EEID will not tolerate any form of retaliation against Participants who in good faith file a Complaint or assist in an investigation of reported violations covered by this Policy and will be subject to investigation and the same types of disciplinary action for other forms of misconduct. Retaliation is defined as: punishing or otherwise engaging in differential adverse treatment of someone in response to that person raising a concern about a violation or possible violation of the Policy. Retaliation includes, but is not limited to, any activity that would discourage someone from resisting or reporting misconduct in the future, such as: transfer to a less desirable position or assignment; verbal or physical abuse; increased scrutiny; spreading false rumors; or making the person’s work more difficult. Similarly, bad faith accusations in which there has been intentionally false, frivolous, and/or malicious reporting of violations will not be tolerated.
PHOTO/VIDEO RELEASE
By registering for and attending this Event, Participants agree to allow the EEID to use their photo or a video of them in any EEID publication, promotion, on the website or social media pages.
EEID Organizers:
Jason Rohr & Alex Perkins