This policy outlines the expectations for professional behavior at ES activities and events, the process for evaluating complaints, and the consequences for unacceptable behavior. The Endocrine Society (ES) is committed to providing a safe and welcoming environment for all, regardless of race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, familial status, disability, socioeconomic status, political affiliation, or any other characteristic protected under state or federal law. Meeting environments should foster open dialogue and the exchange of scientific ideas, promote equal opportunities and treatment for all participants, and be free of any form of harassment and discrimination. All participants are expected to treat others with respect and consideration, follow venue rules, demonstrate professional conduct, and alert staff or security of any dangerous or inappropriate situations or if anyone is in distress. Speakers are expected to uphold standards of scientific integrity as well as medical and professional ethics.
A. Society Meeting. This Policy governs conduct at any meeting or event sponsored by the society, including but not limited to those open to the public (e.g. the annual meeting (ENDO) and Clinical Endocrinology Update), ancillary events, official and unofficial social gatherings, and “internal” meetings of members and/or staff (e.g. working group meetings, Council meetings).
B. Participants. This Policy governs the conduct of anyone present at an ES meeting including attendees, speakers, exhibitors, sponsors, ES staff, contractors, volunteers, venue staff, and guests.
Participants should aspire to carry themselves in a respectful, considerate, and unbiased manner. Participants shall be mindful of their surroundings and of other participants, and alert ES staff or security if they witness intimidating, dangerous, distressing conduct or other conduct that violates this policy.
Improper behavior violates the principles embodied in expected behavior, above. It is not possible to list all forms of behavior that are unacceptable in a professional environment. Therefore, the examples of improper behaviors below are not exhaustive:
Participants are encouraged to formally report improper behavior, whether self-experienced or witnessed, by speaking with a member of the Society staff immediately. Staff can be identified by Endocrine Society shirts or name badges.
Staff will decide whether the behavior is incontrovertibly inappropriate and may act to remove the offending participant(s) from the venue without requiring additional information. For example, venue security staff may be called to remove a participant who disrupts a presentation.
Staff will follow the Society Response and Investigation of Meeting Code of Conduct Complaint process (Appendix 1). In most cases, complainants will be asked to complete a Meeting Code of Conduct Complaint Form (Appendix 2), which includes information about the persons involved; the date, time, and location of the event; the behavior that occurred; other circumstances surrounding the incident; and the names of other people involved in or witnessing the incident.
Participants concerned that their safety is threatened should contact venue security. Staff will assist participants to contact venue security, ES security staff, local law enforcement, or emergency medical personnel.
For egregious or time-sensitive issues, the CEO and Secretary-Treasurer (or designees) will determine if immediate action (e.g. leaving the venue) is needed. Participants also may be asked to leave the venue immediately without further consideration if multiple individuals witness the participant engaging in improper public behavior.
All complaints will be treated seriously and responded to promptly. Reports will be handled confidentially and disclosed by the Society only to persons who have a need to know their contents for purposes of investigation and disciplinary action (or if mandated by any legal process).
Reporting individuals may request that their identity not be disclosed in connection with an investigation and disciplinary action, and the Society will respect such requests. However, the complainant will be told that anonymity may inhibit a complete investigation of the complaint and limit potential remedies.
Within five (5) business days of the complaint, staff will contact the alleged offender to apprise him/her of the complaint and arrange a private meeting to discuss the matter. Meeting participants will include a member-leader and a staff-leader, as outlined in Society Response and Investigation of Meeting Code of Conduct Complaint (Appendix 1). After that meeting, the alleged offender will be asked to complete the Harassment Form: Respondent (Appendix 4).
Any witnesses will be asked to complete the Harassment Form: Witness (Appendix 3), and the respondent will be given an opportunity to respond to the body of information about the event. When accounts are conflicting such that the Society is unable to make findings of fact based on a preponderance of the evidence, the Society may engage an investigator or interview witnesses. At the completion of the investigation, the findings will be presented to the Executive Committee with recommendations for any further action.
ES reserves the right to take any action ES deems appropriate in its response to improper behavior. Because the scope, severity and duration of improper behavior may vary considerably, these actions will also vary, and may include:
If the complainant or the responder is dissatisfied with the result of the investigation, he or she may appeal to the President of the Society who may present to Council for final decision.
For any questions please contact Krista Kirk, Chief Operating Officer & Chief Human Resources Officer at [email protected] or 202-971-3641.
