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 committed to diversity in the recruitment, selection, invitation, and full participation of all who attend our meetings and courses. This helps ensure the scientific discussions at CSHL events are lively, productive, and representative of many different perspectives, backgrounds, and experiences. It is also one small way to help rectify biases that have historically been incorporated into many scientific systems and structures.

To achieve this goal, we 1) conduct concerted outreach and networking activities in partnership with course instructors, 2) have policies in place that emphasize both diversity and scientific merit in speaker and trainee selection, and 3) foster a safe, welcoming, and inclusive environment for all course participants. The activities described below are done in close consultation with CSHL’s Office of Diversity, Equity, & Inclusion. The Code of Conduct for CSHL courses is included in this webpage and distributed to all participants prior to their arrival in Cold Spring Harbor.

We work with course instructors to assemble slates of invited lecturers that are diverse across many dimensions such as gender, institution, geographic region, and race/ethnicity. Our training programs are also inclusive of scientists who are women, sexual or gender minorities, have disabilities, and/or are from U.S. racial/ethnic groups that are currently underrepresented in the biological sciences (Hispanic/Latinx, Black/African American, American Indian/Native American/Alaska Native, and Native Hawaiian or Pacific Islander).

Women in Science
The representation of women in biological and biomedical research decreases in advanced academic ranks and at the most senior, influential positions of academic leadership. At the graduate student level women now comprise more than half of all PhDs awarded, but they are still only 25-30% of full professors and senior leaders (see the National Center for Science & Engineering Statistics biennial reports on Diversity and STEM. Our policies aim to increase the percentage of women in visible leadership roles at CSHL courses including instructors and invited lecturers.

Family Accommodations
CSHL has a number of inclusive policies in place when it comes to course instructors who have young children. Click the Info link above for full details. Unfortunately, family housing on the CSHL campus is limited and we therefore cannot offer housing to course trainees who wish to bring family members with them to Cold Spring Harbor.

Scientists from Developing Countries
CSHL encourages attendance and active participation in its courses by scientists from the developing world. We actively seek partnerships with funding organizations to help offset travel and tuition costs for scientists from these countries. The individual course webpages as well as the Sponsors webpage describe all sources of financial support that are available.

U.S. Racial/Ethnic Groups Underrepresented in Science
Despite comprising more than one-third of the U.S. population, Black and Indigenous groups in the U.S. are still vastly underrepresented in the biological and biomedical research workforce: As of 2021, these groups collectively comprised just 17% of biological/biomedical PhD students and 7% of biological/biomedical faculty in U.S. institutions (see the National Center for Science & Engineering Statistics biennial reports on Diversity and STEM). The Meetings & Courses Program works closely with other divisions and programs within CSHL to support career pathways for students from racial/ethnic minority groups, including: the DNA Learning Center, the STARS Program, the Partners for the Future program, CSHL’s longstanding summer Undergraduate Research Program, the NIH-funded Postbaccalaureate Research Education Program, and CSHL’s School of Biological Sciences PhD program. In addition, we actively seek funding to facilitate the full participation of scientists from racial/ethnic minority groups in CSHL courses. Individual course webpages as well as the Sponsors webpage describe all sources of financial support available.

Scientists with Disabilities
CSHL strives to ensure that the campus and its facilities are meaningfully accessible to scientists with disabilities. We provide those with disabilities equal opportunity to participate in and benefit from our educational programs via accessible spaces and individual accommodations. Preferred housing for people with disabilities or limited mobility is available, as are transportation services and accommodations for assistants or companions of limited-mobility participants. Please contact the Meetings & Courses Program office by email at meetings@cshl.edu for comprehensive accessibility information that is not provided in meeting registration forms.

We welcome feedback and suggestions on how to further improve efforts for effectively recruiting students and scientists from diverse groups and encouraging their participation in our educational programs. Please email any comments or suggestions to Dr. David J. Stewart, Executive Director of the 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.