MPHSL Conference Code of Conduct

(Note: adapted from CHLA Conference Code of Conduct, with approval from CHLA Executive, Sept 4 2020)

We are dedicated to providing a welcoming, professionally engaging, and safe conference experience for all. All conference participants, including attendees, speakers, and sponsors are required to adhere to the following Code of Conduct. Organizers will enforce this code throughout the event. We expect cooperation from all participants to help ensure a safe environment for everybody. Due to the nature of this conference being completely virtual, we will use a website form to communicate between attendees for the duration of the event and it will be actively monitored.

This Conference Code of Conduct extends to all conference-related social events in related online communities and social media. At all times, conference participants are representing the organization and are expected to uphold the highest standard of professional conduct.

We are dedicated to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, or religion. We do not tolerate harassment in any form. 

Examples of harassment include:

  • offensive comments, 
  • verbal threats or demands, 
  • sexualized images in public spaces, 
  • intimidation, 
  • stalking, 
  • harassing photography or recording, 
  • sustained disruption of sessions or events, and 
  • unwelcome physical contact or sexual attention.

Conference participants violating these rules may be sanctioned or expelled from the conference at the discretion of the Conference Planning Committee, who will be in attendance. Further sanctions may follow.

Code of Conduct Review Committee

We will have a designated Conduct Review Team consisting of 4 Conference Planning Committee members. Any 2 members of this team can review any complaint filed. Violations of the Code of Conduct should be reported using the incident reporting form available on the conference website. If a complaint generates a conflict of interest for a member of the Conduct Review Team, that member will step down. If necessary, the Conference Planning Committee will immediately appoint replacement member(s) for the Conduct Review Team.

Code of Conduct Process

Upon receipt of a report, a minimum of 2 members of the Conduct Review Team will meet as soon as possible to take appropriate steps to investigate and address the matter. 

These steps may include, but are not limited to:

1. Investigating the allegations of discrimination/harassment;

2. Meeting separately with the concerned parties;

3. Mediating the dispute;

4. If the circumstances require, the Conduct Review Team may make interim orders to protect the safety and health of the complainant and other attendees, including temporary suspensions from specific virtual spaces pending the resolution of the complaint, any of which must be reported immediately to the Conference Planning Committee.

All measures will be taken to protect the identity of the reporting participant and prevent retaliation.

Complainants are asked to provide only personal recollections (and/or screenshots) of conversation and avoid sharing their recollections with other persons present or asking for clarification of recollections from other persons present, as it may unduly prejudice the investigative process. 

Other persons present will be contacted separately for their recollections. Please note that no person, regardless of their role within or outside of the Conference Planning Committee, shall be able to unilaterally dismiss any complaint. A complaint cannot be dismissed without the unanimous consent of the Conduct Review Team if/when the investigation indicates that the complaint is unfounded and/or reveals it to be outside the scope of the Code of Conduct.

The Conduct Review Team will investigate and adjudicate a complaint as swiftly as possible. Whenever possible, investigations will be conducted, and resolutions will be sought immediately and during the time of the conference, but definitely within 30 days of receiving the complaint. Complainants will be informed in writing whether:

a. The complaint is unsubstantiated;

b. The complaint is substantiated;

c. The complaint is outside the scope of the Code of Conduct and the mandate of the Conduct Review Team.

In the case of (a) or (c), the complaint shall be dismissed, and the complainant and respondent shall be notified in writing by the committee. This decision shall not be subject to appeal, and the complaint may not be filed again.

In the case of (b), where the committee finds clear and convincing evidence of a violation of the Code of Conduct, the Conduct Review Team shall prepare a written decision setting forth:

  • The nature of the complaint,
  • The basis for the Conduct Review Team’s decision, and 
  • The Conduct Review Team’s recommendation of an appropriate course of action. 

This decision will be provided to the complainant and the respondent, as well as to the Conference Planning Committee.

In the event a violation is confirmed by the Conduct Review Team, the Conduct Review Team may recommend sanctions including but not limited to expulsion from the conference or any other such redress to the ethical violation as the committee may find appropriate in the circumstances.

Incident Reporting Form

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