NDiSTEM Code of Conduct

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October 27 – 29, 2022 in San Juan, Puerto Rico

Governor Pedro Roselló San Juan Convention Center

Have a concern?  

Click here to submit a concern pertaining to the Code of Conduct. Note: This is not the location to submit technical difficulties or request IT support. 

National Conference Code of Conduct 

SACNAS believes in a conference environment that is inclusive, supportive, and free from any forms of harassment or discrimination. SACNAS values and respects the rights and privileges of others and asks that you honor its mission and vision through compliance with The National Diversity in STEM Conference Code of Conduct, as defined:  

SACNAS is dedicated to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, age, sexual orientation, physical or mental disability, physical appearance, body size, race, national origin or ancestry, ethnicity, religion (including the lack thereof or religious dress and grooming), marital status, domestic partnership status, military or veteran status, or any other basis protected by federal, state, or local laws.  

The conference promotes both professional development and personal growth. Therefore, any harassment, microaggression, intimidation, and/or insinuative behavior will not be tolerated.  

The conference upholds an illegal drug, smoke & alcohol-free atmosphere for all conference events, activities, and programming.  

As a thought-leader for STEM diversity, SACNAS encourages a proactive and constructive dialogue. Therefore, conference participants are asked to respect the following guidelines while participating in the conference, including video conferencing, live chat, live stream, email, social media, and any other in-person, one-one-group, or group communications:  

  • Structure your critiques in a proactive and constructive way  
  • No profanity or expletives (explicit or implied)  
  • No racial epithets  
  • No homophobic or transphobic language  
  • No denigrating or bigoted remarks  
  • No attacking individuals or groups 
  • No discriminatory or offensive language towards disabled persons, the LGBTQIA community, or people from other ethnic or religious backgrounds  
  • No commentary, content and/or images that are pornographic, proprietary, harassing, libelous, or that can create a hostile and toxic conference environment  

SACNAS does not tolerate harassment, discrimination, or inappropriate behavior (as defined below) toward or by conference participants (attendees, sponsors, exhibitors, speakers, staff, vendors, and/or guests) in any form. Violators of the policy—in part or entirety—will be asked to leave the conference immediately, may not return, and may be banned from future conferences and/or SACNAS participation, including volunteer service and/or future event attendance.  

This National Diversity in STEM Conference stands as a testament to those working to bring about positive changes and opportunities for populations who have been historically excluded and underserved. In the event that you find yourself in an uncomfortable situation, please reach out to a SACNAS conference staff member immediately or click here to submit a concern as soon as possible for support. 

SACNAS would like to thank our conference participants in advance for respecting all conference policies.  

Defining Inappropriate Behavior  

Harassment, microaggression, intimidation, and/or insinuations are hurtful and interfere with other attendee’s experience and participation in The National Diversity in STEM Conference. These behaviors are inappropriate and unacceptable. Inappropriate behavior can take many forms such as but not limited to slurs, jokes, derogatory or discriminatory statements, foul or obscene language, offensive clothing, stalking, gestures, pictures, drawings, violating personal space by impeding or blocking another person’s movement, harassing photography or recordings, offensive emails, direct messages, texts, voicemail messages, social media postings, or any other content in any other form than can create a hostile or toxic conference environment.  

Consequences of Inappropriate Behavior  

Inappropriate behavior as outlined above will not be tolerated. If asked to stop behaving inappropriately, you should comply immediately. If violators of this policy—in part or entirety— do not comply, they will be asked to leave the conference immediately (and/or exit the virtual platform), their entry/access revoked, may not return, and may be banned from future conferences and/or SACNAS participation, including volunteer service and/or future event attendance. 

SACNAS Reserves the Right to Moderate and Block Content: SACNAS conference attendees should be aware that SACNAS will monitor and moderate attendee social media and online posts mentioning SACNAS and/or using the hashtag #2022SACNAS, #SACNAS2022, or any other hashtags associated with SACNAS’ National Diversity in STEM Conference. Failure to follow the above guidelines may result in posts being blocked on the displayed social wall/feed.  

SACNAS reserves the right to refuse entry to or remove any party from the event at any time: All determinations are at the sole discretion of SACNAS, and the decision of the leading SACNAS representative and/or committee will be final.  

Individuals expelled due to violating this Conference Code of Conduct will not be eligible for a refund or other consolation.  

Severe breaches of this Conference Code of Conduct may result in disqualification from participating in future SACNAS events.   

What to Do About Inappropriate Behavior   

If you witness or are subjected to inappropriate behavior or have any other concerns, notify a SACNAS staff member click here to submit a concern as soon as possible.  

Drug, Smoke & Alcohol Policies 

Any violation of these policies by conference attendees is viewed by SACNAS as a serious violation and will be treated accordingly. 

*Illegal Drug-Free Policy 

SACNAS has a zero tolerance on illegal drug use. Unlawful purchase, distribution, dispensing, possession, or use of a controlled substance by conference participants is prohibited. 

*Smoke-Free Policy 

The smoke-free policy applies to the convention center, meeting rooms, public spaces, and any additional rooms/locations used offsite for official conference activities. The use of e-cigarettes, vaporizers, and related products are also prohibited. 

Conference attendees are required to adhere to individual hotel smoke-free policies and individual venue smoke-free policies (e.g., universities, corporate headquarters, etc.) 

*Alcohol-Free Policy  

The alcohol-free policy applies to all conference events in the convention center, meeting rooms, public spaces, and any additional rooms/locations used offsite for official conference activities. SACNAS acknowledges Puerto Rico’s legal drinking age is 18 years of age. SACNAS prohibits alcohol consumption by conference attendees under the age of 21.  

The following can be exempted from the conference alcohol policy restriction, with prior written approval of SACNAS: 

  • Any sponsored event held off-site (outside of the convention center) for professionals (21 and over). These events must be approved in advance by SACNAS but are the sole responsibility of the sponsoring organization. 
  • Any funder and/or partner cultivation, stewardship, or appreciation event off-site for professionals (21 and over). 
  • Additional exemption requests will be considered on a case-by-case basis.  

Student Scholars 

Students receiving funding to attend the conference by SACNAS are reminded that you are subject to the laws of the Puerto Rico and any local policies and regulations – you are not protected by U.S. law. The U.S. and other governments can only seek to ensure that their citizens are not discriminated against; that is, that they receive the same treatment as citizens of the country in which they are arrested who have been charged with the same offense. 

Student scholars caught with or under the influence of alcohol, marijuana, or illegal drugs of any sort will be removed from the trip and sent home at their own expense. If the participant is removed from the Conference, no money will be refunded for the portion of the trip missed. Transportation to the appropriate airport to travel home and any additional fees assessed by the airlines and/or SACNAS are the responsibility of the participant. 

Family Participation Policy 

The Family Participation Policy extends to all minors (ages 17 and under). All conference attendees must be 18 years or older, unless any of the following exceptions apply:  

Exceptions 

  • Infants (up to 12 months) can stay with their parent throughout the conference. SACNAS will provide a lactation room at the convention center for nursing and/or bottle-feeding parents. 
  • Children will be allowed to attend the Round Dance, which is a public event and open to all ages. 
  • Children (up to age 17) of an invited Plenary Keynote or Plenary Featured speakers will be allowed to attend the conference the day their parent or guardian is presenting, but they must be accompanied by another parent or guardian while within the convention center.  
  • Children (up to age 17) of a breakout session speaker will only be allowed to attend their family member’s session and will not be allowed to attend other conference activities. All minors must be accompanied by a parent or guardian while within the convention center, and another parent or guardian during the family member’s session.  

Disclaimer: In the event that children are brought to the convention center and/or any SACNAS events, the parent/guardian is the sole responsible party. If the child/ren are over 12 months old, the conference participant will be asked to adhere to the Family Participation Policy and remove the child/ren from the conference. SACNAS will not be responsible for any injury, illness, death, loss, damage, expense, cost, or other sum to any child/ren brought to the conference or any related conference activities.

Information & Data Policy 

Information Collection 

This conference and general websites may collect voluntarily submitted information including a user’s email address, phone number, address, first and last name, and any additional information submitted when filling our general or embedded data forms. In addition, this site may collect information about travel dates, etc. We do not store credit card information entered onto either aforementioned site. 

Data Protection  

The protection of your personal data is extremely important to us. We follow generally accepted standards for data protection and maintain best practice safeguards. When users submit personal data, additional safeguards are deployed as an additional protective measure. All safeguards are continually updated and monitored by our professional team and/or a third-party technology contractor. 

 By completing your registration, you agree and consent to allow your name and email address information to be shared with select Exhibitors and Sponsoring Partners. 

Cancellation Policy 

Conference registrations are NOT eligible for cancellations no exceptions, but are covered by an attendance insurance, a link can be found at the end of registration confirmation emails for more information.  

Regular attendee (students, postdocs, & professionals) registrations are non-transferable. Exhibitor registrations are transferable up to 30 days prior to the first day of the conference. Contact exhibits@sacnas.org for assistance. 

Event COVID-19 Policy  

Event guidance is based on information provided by the U.S. Centers for Disease Control and Prevention (CDC). 

 COVID-19 Vaccinations  

All event participants (attendees, exhibitors, vendors, and speakers) must be fully vaccinated and boosted by the event start date (CDC Vaccination Guidance) or provide a negative covid test 48 hours prior to arrival to participate on-site. Directions for submitting either your vaccination information or your negative test information will be sent prior to the event. 

  • Vaccination card and ID photo is required. A person is considered with up-to-date vaccination when: 
    • Pfizer or Moderna: 
      • 18-49 years: 2 doses and 1 booster 
      • 50+: 2 doses and 2 boosters 
    • Janssen: 
      • 18-49 years: 1 dose and 1 booster 
      • 50+: 1 dose and 2 boosters 
  • All of these must be completed 14 days prior to the event.   
  • Persons without proof of vaccination OR who do not meet the above requirements must present a photo id and a negative molecular or antigen test result to detect COVID-19 carried out within the period maximum of 2 days before arrival on the Island or within the 48-hours period after arrival in Puerto Rico. 
  • Home tests are NOT accepted. 

Travel Declaration 

All persons entering Puerto Rico MUST complete a Travel Declaration. Click here to learn more. 

Face Coverings  

Masks will be required at all NDiSTEM events. If you are actively eating or drinking in a public area you may remove your mask, but at all other times, we require that you wear your mask.  

Masks with vents or valves, neck gaiters, or bandanas are not acceptable. We recommend disposable KN95 masks, disposable 3-ply masks, or any NIOSH-approved respirators as the best face covering options. (CDC Mask Information 

Entrances  

There will be select entrances to the convention center and exhibit halls to screen and monitor participant traffic flow. 

Health and Safety Signage  

Signage will be placed throughout the venue to remind all participants to frequently wash and sanitize their hands and to follow recommended face covering practices.  

Screening Event 

Participants will be required to participate in daily screenings before they receive their entry clearance. We screen our event participants and respond to those with COVID-19 symptoms by: 

  • Completing a self-screening and attestation form before attending a SACNAS event 
  • Isolating those exhibiting COVID-19 symptoms  

Other COVID-19 Policy links:   

Puerto Rico Travel Requirements: www.travelsafe.pr.gov/  

Puerto Rico Visitor Health & Safety Guidelines: www.discoverpuertorico.com/promise 

Puerto Rico Meeting & Conventions Health & Safety Guidelines: www.discoverpuertorico.com/info/meetings-conventions-health-safety-guidelines 

Upcoming Conferences

 

2022

October 27-29

San Juan, Puerto Rico

2023

October 26-28

Portland, Oregon

2024

Oct 31 – Nov 2

Phoenix, Arizona

2025

Oct 30 – Nov 1

Columbus, Ohio

Upcoming Conferences

 

2022

October 27-29

San Juan, Puerto Rico

2023

October 26-28

Portland, Oregon

2024

Oct 31 – Nov 2

Phoenix, Arizona

2025

Oct 30 – Nov 1

Columbus, Ohio

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