MEETINGS POLICIES 

Cold Spring Harbor Laboratory invites participation in our meetings from all eligible applicants irrespective of gender, race/ethnicity, disability status, religion, or nationality.


Confidentiality & Reporting at CSHL Meetings
Diversity & Inclusion
Code of Conduct & Alcohol Use




CONFIDENTIALITY & REPORTING AT CSHL MEETINGS

All abstracts, oral presentations, and posters at CSHL meetings are the responsibility of the presenting author(s). Publication of an abstract, talk, or poster does not imply endorsement of the research by CSHL.

Confidentiality & Use of Information
Cold Spring Harbor Laboratory (CSHL) meetings attract scientists for intensive discussions of the latest discoveries in a broad range of biological and biomedical research areas. CSHL encourages the presentation of unpublished data at all meetings. Therefore, material presented at CSHL meetings — including abstracts, oral presentations, and posters — must be treated as confidential personal communication and cited only with full consent of the presenting author(s). Photos and audio/video recordings of oral presentations or individual posters are strictly prohibited, except with advance permission of the presenter(s), organizers, and CSHL.

Reporting
Journalists, science writers, and scientific editors are encouraged to attend CSHL meetings because they provide unparalleled opportunities for reporting on and keeping current with a wide variety of topics. Anyone intending to report on research presented at a CSHL meeting must obtain permission from the presenting author(s) before communicating results or relevant discussion to news media platforms, third party groups, message boards, blogs, or other online resources.

Reporters should approach scientists out-of-session (e.g., during coffee breaks, poster sessions, or wine and cheese receptions) for informal discussions, formal interviews, and/or to obtain permission to report on their work. Please be sure to identify yourself as a member of the media and distinguish whether comments will be on- or off-record. Any quotes or citations must have the express consent of the scientist and/or principal investigator of the research project. CSHL reserves the right to take appropriate action in the event that this policy is abused.

CSHL will waive registration fees for scientific writers and journal editors who 1) plan to file meeting reports and/or 2) are researching background information for future books or articles. Editors who wish to attend a meeting for other purposes (e.g., to network with potential manuscript authors) will be responsible for regular academic registration fees. Journalists and reporters from other media outlets should contact the conference coordinator directly for registration rates.

Social Media
In the spirit of open scientific communication, CSHL supports the use of social media during meetings. However, we do so while simultaneously supporting an individual presenter’s preference to not allow his/her talk, poster, or unpublished results to be broadcast via social media. You must therefore obtain permission from an individual presenter before discussing his/her research via social media. (Note that some meetings have systems for obtaining permission en masse.) If you plan to use social media during a CSHL meeting, please use the designated hashtag and adhere to the official guidelines that are sent via email prior to the start of the meeting. If there is confusion about the role of social media at a meeting you attend, please ask the organizers, session chairs, or a Meetings & Courses staff member.

Advance Information
Full programs and abstracts are distributed electronically to registered participants approximately three business days prior to the start of a meeting, and printed copies are available upon arrival at CSHL. To encourage participants to stay at CSHL for the duration of the meeting and thus maximize scientific interactions, CSHL does not circulate program information far in advance of meetings.

Attribution
The quality, timeliness, and impact of CSHL meetings result in part from a great deal of thought and effort that go into selecting discussion topics, organizers, and speakers for each meeting. As a means of recognizing this effort, we would be grateful if all reports explicitly mention Cold Spring Harbor Laboratory as well as the name of the meeting that is being reported.




DIVERSITY & INCLUSION


Cold Spring Harbor Laboratory’s Meetings & Courses Program is strongly committed to diversity in the recruitment, selection, and invitation of participants for all our meetings and courses. Due consideration is given by all conference organizers and course faculty to the inclusion of qualified individuals from groups underrepresented in the sciences, including women and scientists from developing countries, as well as African-, Hispanic-, and Native American scientists from the U.S.

Women in science
Numerous reports have shown that the representation of women in scientific disciplines decreases in advanced academic ranks, with the highest representation of women at the postdoctoral level and the lowest at the full-professor level (see, e.g., the 2006 National Academies report). Therefore, Cold Spring Harbor Laboratory's Meetings & Courses' Diversity Policy aims to increase the percentage of female scientists who play leadership roles as organizers, instructors, and invited speakers in all our conferences, courses, and workshops, irrespective of field. Wherever possible, organizers and instructors are encouraged to strive for parity in terms of invitations to session chairs, discussion leaders, and invited speakers.

Scientists from developing countries
The Laboratory's Meeting and Courses Program encourages attendance and active participation by scientists from the developing world. In recognition of the fact that the associated costs of attendance at our meetings and courses (i.e., travel, registration/tuition, housing, and food) are a challenge for scientists from developing countries, the Laboratory actively seeks partnerships with funding organizations. For example, the International Brain Research Organization through the auspices of the Society for Neuroscience provides full scholarships for a small number of selected students from the developing world to attend certain neuroscience courses at the Laboratory.

U.S. citizens and permanent residents from under-represented minority groups
Cold Spring Harbor Laboratory strongly believes that effective recruitment and retention of individuals from under-represented minority groups require a commitment to create an inclusive environment at all levels of its research and educational components. The Laboratory has thus adopted innovative ways of promoting minority representation in the biological sciences, including:

K-12 educational programs offered by the Dolan DNA Learning Center

The Partners for the Future program, which offers local high school students research opportunities at the Laboratory

The summer Undergraduate Research Program

The Watson School of Biological Sciences graduate program

The Cold Spring Harbor Laboratory/Stony Brook shared graduate program

We feel the efforts of the different programs help engender an atmosphere that is inclusive of diversity. In addition, they serve to provide diverse role models at every educational level, which are important influences in attracting young students to the sciences and in particular, to the Laboratory.

Individuals with Disabilities
Scientists with disabilities are welcome and encouraged to participate in Cold Spring Harbor Laboratory meetings and courses. Cold Spring Harbor Laboratory strives to ensure that the campus and its facilities are meaningfully accessible to individuals with disabilities and aims to provide persons with disabilities equal opportunity to participate in and benefit from our educational programs.

Please contact the Meetings & Courses Program office by email at meetings@cshl.edu for accessibility information and additional information regarding special services, for example:

•Preferred housing for persons with disabilities or limited mobility.
•Complimentary registration for assistants or companions
•Specialized transportation services

Next-generation scientists
Our Professor for a Day program aims to introduce gifted high school students to contemporary science in a real world setting. The students attend talks and a poster session for a day during one of the many scientific meetings hosted by the Laboratory. In doing so, they see what science involves outside laboratory experiments, in particular how scientists communicate their work and subject it to peer review. The students thus learn that working at the bench is only one aspect of being a good scientist, and that communication and discussion are also vital.

The Laboratory welcomes feedback and suggestions on how to further improve our efforts for effectively recruiting individuals from diverse populations and encouraging their participation in our educational programs. Please email any comments or suggestions to Dr. David J. Stewart, Executive Director, Meetings & Courses Program.




Code of Conduct for all Participants in Cold Spring Harbor Meetings

Cold Spring Harbor Laboratory is dedicated to pursuing its twin missions of research and education in the biological sciences. The Laboratory is committed to fostering a working environment that encourages and supports unfettered scientific inquiry and the free and open exchange of ideas that are the hallmarks of academic freedom. The Laboratory aims to maintain a safe and respectful environment for all attendees of our meetings and courses program and associated support staff by providing an environment free from discrimination and harassment, in accordance with federal, state or local law.

Consistent with the Laboratory’s missions, commitments and policies, the purpose of this Code is to set forth the Laboratory’s expectations for the professional conduct of individuals participating in the Laboratory's meetings program, including organizers, session chairs, invited speakers, presenters, attendees and sponsors. This Code is intended to be consistent with the policies the Laboratory has in place governing conduct by its own faculty, trainees, students and employees.

By registering and attending meeting participants agree to:
1. Treat fellow meeting participants and Cold Spring Harbor staff with respect, civility and fairness, and without bias based on race, color, religion, sex, national origin, citizenship status, sexual orientation, gender identity or expression, age, disability, marital status, veteran status, genetic information, or any other criteria prohibited under applicable federal, state or local law.
2. Use all Cold Spring Harbor Laboratory facilities, equipment, computers, supplies and resources responsibly and appropriately, as you would at your home institution.
3. Abide by the alcohol policy (see below).

Similarly, meeting participants agree to refrain from:
1. Discrimination in violation of Laboratory policy based on age, gender, race, ethnicity, national origin, religion, disability, or sexual orientation.
2. Behavior that is disrespectful of others and unprofessional interpersonal behavior that interferes with the working and learning environment.
3. Unwanted physical contact with others or threats of such contact.
4. Sexual harassment or harassment based on age, gender, race, ethnicity, national origin, religion, disability or sexual orientation.
5. Loss of civility that interferes with the working and learning environment (for example shouting, personal attacks or insults, throwing objects or other displays of temper).
6. Misappropriation of Laboratory property or excessive use of resources for personal use.


Breaches or Violations of the Code of Conduct
Cold Spring Harbor Laboratory aims to maintain a conference environment in accordance with the principles and expectations outlined in the Code of Conduct. Meeting organizers are tasked with providing leadership during each meeting, and may be approached informally about any breach or violation. Breaches or violations should be reported to program leadership in person or by email:
Dr. David Stewart  Grace Auditorium, Office 204; 516 367 8801; stewart@cshl.edu
Dr. Charla Lambert Hershey Laboratory, Office 214; 516 367 5058 ; clambert@cshl.edu
The Laboratory will take action as needed to resolve the matter, up to and including immediate expulsion of the offending participant(s) from the meeting, dismissal from the Laboratory, and exclusion from future academic events offered by CSHL.

Meeting Alcohol Policy
1. Consumption of alcoholic beverages is not permitted in CSHL public areas other than at the designated social events (wine-and-cheese party, picnic or banquet), in Blackford bar or under the supervision of a licensed CSHL bartender.
2. No provision of alcohol by meeting sponsors is permitted unless arranged through CSHL.
3. Meeting participants consuming alcohol are expected to drink only in moderation at all times during the meeting.
4. Excessive promotion of a drinking culture at any meeting is not acceptable or tolerated by the Laboratory. No meeting participant should feel pressured or obliged to consume alcohol at any meeting-related event or activity.




 

Cold Spring Harbor Laboratory
Meetings & Courses Program
PO Box 100, 1 Bungtown Road
Cold Spring Harbor, NY 11724-2213
Phone (516) 367-8346
Fax: (516) 367-8845

meetings@cshl.edu