Meetings & Courses Program

Crossroads of Biology

COURSE POLICIES

Cold Spring Harbor Laboratory (CSHL) invites participation in our courses from all eligible applicants irrespective of gender, race/ethnicity, disability status, religion, or nationality. By attending any part of a CSHL course, participants agree to abide by the policies described below during their time in Cold Spring Harbor, as well as all applicable federal, state and local laws.


Data Privacy
Diversity & Inclusion
Code of Conduct & Alcohol Use
CSHL Beach Use Policy
Photograph Release Waiver & Attribution Policy



DATA PRIVACY

The Cold Spring Harbor Laboratory (CSHL) Meetings & Courses Program is committed to protecting all personal data submitted to us by course participants, in compliance with U.S. and international laws.

The types of personal information we collect depend on your intended activity at CSHL. At minimum, we collect your name, primary address, phone number, email address, and professional details such as career stage, laboratory head, etc. We also ask that you specify gender and any dietary requests on application forms, as CSHL arranges housing and food accommodations for nearly all of its course participants. Course applicants are additionally asked to submit a combination of personal statements, resumes/CVs, financial aid requests, and letters of reference. For U.S. citizens and residents, we also request demographic information such as race and ethnicity on a voluntary basis, which is used for U.S. federal reporting purposes.

The CSHL Meetings & Courses Program is the sole repository of all information collected through our website. We do not sell, rent or share personal information with other organizations. Anonymized data aggregated from course registration and application forms are used in federal grant applications and grant reports. Payment information provided during registration is processed through standard encryption protocols by a third-party provider (Authorize.net) and is not stored at CSHL.

The Meetings & Courses Program utilizes personal information provided by you to organize and manage the CSHL event(s) you attend. Based on your participation history with CSHL, we will alert you to highly related activities and events offered by us in the future. Any such correspondence will include the option to permanently opt out of future announcements and notifications. We may also contact you years after taking a course for the purpose of evaluating the course’s long-term impact, and/or to announce events, networks, and online groups for alumni of that course.

If you think we are not abiding by this Data Privacy policy, please contact us via email or postal mail at Cold Spring Harbor Laboratory Meetings & Courses Program, 1 Bungtown Road, Cold Spring Harbor NY 11724.


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, scientists from developing countries, and U.S. scientists from racial and ethnic populations underrepresented in the sciences (Black/African-American, Latino/Hispanic, Native American/American Indian/Alaska Native, Native Hawaiian/Other Pacific Islander).

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:

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

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

  3. The summer Undergraduate Research Program

  4. CSHL School of Biological Sciences graduate program

  5. 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, we have preferred housing for persons with disabilities or limited mobility, complimentary registration for assistants or companions of limited-mobility participants, and 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 CSHL COURSES

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. To this end, the Laboratory aims to maintain a safe and respectful environment that is free from harassment and discrimination for all attendees of our meetings and courses as well as associated support staff, in accordance with federal, state and local laws.

Consistent with the Laboratory's missions, commitments and policies, the purpose of this Code is to set forth expectations for the professional conduct of all individuals participating in the Laboratory's advanced courses program including instructors, lecturers, assistants, trainees, vendors and aides. This Code’s prohibition against discrimination and harassment is consistent with the Laboratory’s internal policies governing conduct by its own faculty, trainees, students and employees.

By attending any part of a CSHL course, participants agree to:

  1. Treat fellow course participants and CSHL staff with respect, civility and fairness, without bias based on sex, gender, gender identity or expression, sexual orientation, race, ethnicity, color, religion, nationality or national origin, citizenship status, disability status, veteran status, marital or partnership status, age, genetic information, or any other criteria prohibited under applicable federal, state or local law.

  2. Use all CSHL facilities, equipment, computers, supplies and resources responsibly and appropriately, as you would at your home institution.

  3. Abide by the CSHL Course Alcohol Policy (see below).

Similarly, course participants agree to refrain from:

  1. Harassment and discrimination in violation of Laboratory policy based on sex, gender, gender identity or expression, sexual orientation, race, ethnicity, color, religion, nationality or national origin, citizenship status, disability status, veteran status, marital or partnership status, age, genetic information, or any other criteria prohibited under applicable federal, state or local law.

  2. Sexual harassment, sexual misconduct, unwanted physical contact with others, or threats of such contact.

  3. Disrespectful, uncivil and/or unprofessional interpersonal behavior that interferes with the working and learning environment.

  4. Misappropriation of Laboratory property or excessive personal use of resources.

Breaches or Violations of the Code of Conduct
Course leaders (instructors) are responsible for maintaining a learning environment in accordance with the principles and expectations outlined in this Code of Conduct. Course leaders (instructors), either jointly or individually, are the primary individuals to resolve breaches of the Code of Conduct that may arise during their course, and should aim to resolve conflicts and counsel course participants in a non-threatening, constructive and private manner as appropriate.

In cases where course leaders fail to or are unable to resolve conflicts or breaches of the Code of Conduct, or are themselves considered to be in breach or violation, said conduct should be reported to program leadership in person or by email:

  • Dr. David Stewart, Grace Auditorium Room 204, 516-367-8801 or x8801 from a campus phone, stewart@cshl.edu
  • Dr. Charla Lambert, Hershey Laboratory, Room 214, 516-367-5058 or x5058 from a campus phone, clambert@cshl.edu

Reports can be submitted by those who experience harassment or discrimination while at CSHL, as well as by those who witness violations of the behavior laid out in this Code. Reports may also be submitted online via this form. The Laboratory will take action as needed to resolve the matter, up to and including immediate expulsion of the offending participant(s) from the course, dismissal from the Laboratory, and exclusion from future academic events offered by CSHL.

For meetings and courses funded by NIH awards: Participants who experience, witness, or are otherwise knowledgeable of harassment or discrimination at meetings or courses funded by NIH awards may contact the Health & Human Services Office for Civil Rights (OCR). See this page for information on filing a civil rights complaint with the OCR. Filing a complaint with CSHL is not required before filing a complaint with OCR, and seeking assistance from CSHL in no way prohibits filing complaints with OCR. You can also notify NIH directly about sexual harassment, discrimination, and other forms of inappropriate conduct at NIH-supported events via this page, by email to GranteeHarassment@od.nih.gov, or by calling (301) 480-6701.

For meetings and courses funded by NSF awards: Participants who experience, witness, or are otherwise knowledgeable of harassment, discrimination or other forms of inappropriate conduct at meetings or courses funded by NSF awards may notify NSF by contacting the Office of Equity and Civil Rights (OECR) via email at programcomplaints@nsf.gov, or calling (703) 292-8020.  See this page for further information on how to file a complaint with the NSF. Filing a complaint with CSHL is not required before filing a complaint with NSF, and seeking assistance from CSHL in no way prohibits filing complaints with NSF. 

Law Enforcement Reporting

•For on-campus incidents, reports to law enforcement can be made to the Security Department at 516-367-5555 or x5555 from a campus phone.

•For off-campus incidents, report to the local department where the incident occurred.  

In an emergency, dial 911.

Definitions and Examples

Uncivil/disrespectful behavior is not limited to but may take the following forms: Shouting, personal attacks or insults, throwing objects, and sustained disruption of talks or other course-related events.

Harassment/discrimination is not limited to but may take the following forms:

  • Threatening, stalking, bullying, demeaning, coercive, or hostile acts that may have real or implied threats of physical, professional, or financial harm.
  • Signs, graphics, photographs, videos, gestures, jokes, pranks, epithets, slurs, or stereotypes that comment on a person’s sex, gender, gender identity or expression, sexual orientation, race, ethnicity, color, religion, nationality or national origin, citizenship status, disability status, veteran status, marital or partnership status, age, genetic information, or physical appearance.

Sexual misconduct is not limited to but may take the following forms:

  • Unwelcome and uninvited attention, physical contact, or inappropriate touching.
  • Groping or sexual assault.
  • Use of sexual imagery, objects, gestures, or jokes in public spaces or presentations.
  • Any other verbal or physical contact of a sexual nature when such conduct creates a hostile environment, prevents an individual from fulfilling their professional responsibilities at the course, or is made a condition of employment or compensation either implicitly or explicitly.

COURSE ALCOHOL POLICY

  1. No consumable alcohol should be stored or consumed in course laboratories, prep rooms, cold rooms or scientific refrigerators.

  2. Consumption of alcohol is incompatible with the operation of scientific or laboratory equipment, and operation of such equipment while under the influence of alcohol is strictly forbidden.

  3. Moderate consumption of wine and beer at evening seminars, informal discussions and gatherings is acceptable. Course leaders should ensure that adequate non-alcoholic beverages are available whenever alcohol is served.

  4. No provision of alcohol by vendors is permitted.

  5. Course participants consuming alcohol are expected to drink only in moderation at all times during the course.

  6. Excessive promotion of a drinking culture within any course is not acceptable or tolerated by the Laboratory. No course participant should feel pressured or obliged to consume alcohol at any course-related event or activity.



CSHL BEACH USE POLICY

  1. Use of the beach is restricted to CSHL staff and guests. Groups of 10 or more must have approval from CSHL Security (x8870 from a campus phone).

  2. Beach and picnic area are closed from midnight to 6 a.m.

  3. Open fires are prohibited by New York State law.

  4. Contact CSHL Security for use of kayaks and sailboats (x8870 from a campus phone).

  5. Swim at your own risk.



PHOTOGRAPH RELEASE WAIVER & ATTRIBUTION POLICY

By participating in a Cold Spring Harbor Laboratory course, you grant CSHL and its photographer(s) the freedom to photograph you while on CSHL property during the course, and to use those photos in CSHL publications, websites, social media accounts, and/or other materials.

Personal use of CSHL photographs, obtained through official CSHL galleries or social media accounts, is allowed with proper attribution. Commercial use or repurposing of CSHL photographs and media is not allowed without permission; inquire via email.