NatSCA Meetings Policies

NatSCA is a welcoming and friendly organisation. Our meetings (events, training, conferences) are open to all, and are targeted towards providing the best possible service to our members and others working with and in support of natural science collections. Further, we hope that our events provide an opportunity to learn with and from people from beyond our sector. As a volunteer-led charitable organisation, collaboration and cooperation are essential to our work. We have developed these policies for our meetings to ensure that everyone feels welcome and encouraged to participate. We welcome feedback on how best to build on these intentions in the future.

Code of Conduct

NatSCA aims to organise meetings at which an open, friendly and fun atmosphere is paramount. We know from our evaluation that delegates find networking and talking over shared challenges informally with colleagues is at least as important as the content of the presentations.

To our knowledge, NatSCA has had no experience of harassment at any of their meetings to date, and we are not anticipating a change in this. Nonetheless, we wish to be proactive in ensuring that we make sure that we provide a welcoming environment for all, and if any problems occur that attendees are supported appropriately. Behaviour and language that are acceptable to one person may be unwelcome and/or offensive to another. It is important to remember that a community where people feel uncomfortable or threatened is neither healthy nor productive.

We will not tolerate harassment of meeting participants in any form. Sexist language and potentially offensive human sexual imagery is not appropriate in a conference venue, including talks and posters. Any unwelcome conduct, verbal or physical, including when based on an individual’s race, colour, gender, national origin, religion, age, disability, sexual orientation, status as a parent, gender identity, or physical appearance, should be reported to a member of the NatSCA Committee as soon as possible. Any sexual harassment, including unwelcomed verbal comments or physical actions, should be reported to a member of the NatSCA Committee as soon as possible. Reports do not have to be made by the recipient of the harassment. Please report any such behaviour that you encounter. All reports will be recorded, and Committee members will determine any action that needs to be taken, including the ejection of those responsible for such behaviour.

This code also applies to participants of administrative meetings (e.g. Committee and Working Groups).

Photography and Social Media Policy

We like to share. Advocacy for the natural sciences collections community, spreading interesting work, and showing off about successes are a big part of what we do. Equally, we encourage our event participants to
share their experiences of our events. Not everyone can attend our events, and social media is a key way of others taking part from outside. Please use the event-specific hashtag, and tag @Nat_SCA on Twitter.

We strongly encourage registrants and speakers to write about the meeting on blogs, social media, and via other media within the following limit: please respect the wishes of speakers & poster presenters who ask for the content of their presentations not to be shared outside of the meeting.

To these ends, we may take photographs, videos and recordings at our meetings. NatSCA reserves the right to use photographs and videos taken and testimonials given during any event or gathered through our evaluation for educational, reporting, promotional, advertising, and fundraising purposes.

Speakers, please ensure that you have permission to use any content that appears in your presentations or posters. It is the responsibility of the speaker to obtain such permissions.

Much of the content of this document was adapted from the policies of the Systematics Association and SPNHC, to whom we are grateful.

To download this policy as a PDF, please click here.