The GYA is, by definition, an inclusive and diverse academy. Our meetings often raise important and provocative issues that are to be discussed respectfully. Our members come from many different backgrounds and regions, and there is therefore potential for different understandings of what forms appropriate communication or behaviour.

We have developed this code of conduct for our meeting to explicitly outline that our discussions are conducted in a diplomatic and respectful manner.

The GYA is committed to providing a safe and productive meeting environment that fosters open dialogue and the exchange of ideas, promotes equal opportunities and treatment for all participants, and is free of harassment and discrimination.

All participants are expected to treat others with respect and consideration, follow venue rules, and alert staff or security of any dangerous situations or anyone in distress.

Speakers are expected to uphold standards of scientific integrity and professional ethics. The GYA recognises that there are areas of discussion that will be controversial. The GYA Annual Meeting can serve as an effective forum to consider and debate viewpoints in an orderly, respectful, and fair manner.

The policies herein apply to all attendees, speakers, exhibitors, staff, contractors, volunteers, and guests at the Annual Meeting and related events.

The GYA does not allow any form of harassment, sexual or otherwise. Harassment includes speech or behaviour that is not welcome or is personally offensive, whether it is based on ethnicity, gender, religion, age, body size, disability, veteran status, marital status, sexual orientation, gender identity, or any other reason not related to scientific merit. It includes stalking, unnecessary touching, and unwelcome attention. Behaviour that is acceptable to one person may not be acceptable to another, so use discretion to be sure that respect is communicated. Harassment intended in a joking manner still constitutes unacceptable behaviour. If any member is feeling uncomfortable, please immediately talk to a GYA Co-Chair, member of the Executive Committee or a GYA office staff member.

Communication and Social Media Guidelines

To find a balance between the needs and expectations of speakers and attendees and to make the meeting a safe and comfortable space for everyone, we ask you to please read the following guidelines before you tweet (or blog, or Instagram, or Pinterest, or Google+, or LinkedIn, or share information through any other communication platform).

  • During the Keynote, Panel, and Member Lightning Talk sessions we encourage open, respectful discussion of content on social media (e.g. Twitter, Facebook, Google+, etc.) and blogging platforms. Please use the following hashtag: #gyagm2018
  • While the default policy during the plenary sessions is to allow open discussion of presentations on social media and blogging platforms, please respect any request from speakers to not share the contents of their presentation online. Speakers who do not wish to have their research shared on Twitter, Facebook, or other social networks should make an announcement before and during her/his presentation. We encourage speakers to also use an opt-out Twitter image on every slide of her/his presentation to ensure the preference is known. An example of an opt-out Twitter image can be found here: http://egu2016.eu/egu2016_twitter_no.png
  • For GYA elections, please note that this is a private GYA-member process and therefore it is not appropriate to share the details on social media – for example, we do not share the number of votes scored by each candidate or whether there are run-off ballots. The final selection (successful candidates) can be announced and celebrated!
  • During all other sessions we respectfully ask all participants to adhere to the Chatham House Rule: participants are welcome to use the information received, but neither the identity nor the affiliation of the speaker(s), nor that of any other participant, should be revealed unless there is express permission to do so.
  • Photographs and Videos: Please do not post photographs or videos of social occasions or events within the AGM that have recognizable people without the express permission of the individuals concerned. We have official GYA photographs that can be shared, but it is crucial that we respect the right of individuals to not have unofficial footage taken or shared on social media.

In General

  • Be aware of the potential for large cultural and individual differences in what is seen as appropriate information to be shared. If in doubt, please ask before posting.
  • We expect all meeting participants to engage to behave with the highest of decorum in their communications online and in person. We do not allow improper behaviour at our meeting, including harassment, intimidation, discrimination or disrespect.
  • These guidelines are precautionary to ensure everyone has respect for each other at the top of their minds coming in to our amazingly diverse meeting. Let us use our differences to learn from each other in a safe and mutually beneficial environment!

Find a downloadable version of this article here: AGM Code of Conduct (PDF)