Code of Conduct for SfN Events

I. Purpose

The Society for Neuroscience (SfN) is committed to supporting scientific discovery, fostering professional dialogue, and creating a welcoming environment in which all individuals can participate fully, safely, and respectfully.

SfN believes that scientific advancement is best achieved in an environment characterized by professionalism, integrity, mutual respect, and inclusion. Harassment, discrimination, intimidation, retaliation, violence, and other conduct that interferes with the participation, safety, or dignity of others are inconsistent with SfN's mission and values and will not be tolerated.

This Policy establishes expectations for conduct at SfN-sponsored events and outlines the procedures and authority for responding to violations.

II. Scope

This Policy applies to all individuals participating in or attending an SfN-sponsored event, whether in-person, virtual, or hybrid, including but not limited to:

• Members
• Registrants
• Volunteer leaders
• Officers and Council members
• Committee members
• Invited speakers, moderators, and faculty
• Exhibitors and sponsors
• Media representatives
• Guests
• Venue and supplier personnel
• Nonregistered individuals present in event-controlled spaces
• SfN staff

This Policy applies to all SfN-sponsored meetings, conferences, workshops, training programs, networking events, receptions, exhibits, and related activities.

Participation in an SfN-sponsored event constitutes agreement to comply with this Policy.

III. Standards of Conduct

All participants are expected to:

• Treat others with courtesy, dignity, and respect
• Foster an environment that supports scientific exchange and professional collaboration
• Communicate professionally and constructively
• Respect differing viewpoints and experiences
• Respect personal boundaries and privacy
• Comply with applicable laws, venue policies, health and safety requirements, and event procedures
• Follow reasonable instructions provided by SfN staff, event leadership, venue personnel, or security personnel
• Help maintain a safe and welcoming environment for all participants.

IV. Prohibited Conduct

Prohibited conduct includes, but is not limited to, the following:

A. Harassment and Discrimination

• Verbal, written, visual, or physical conduct that demeans, humiliates, intimidates, threatens, or discriminates against another individual;
• Conduct based on race, color, ethnicity, national origin, religion, age, disability, sex, sexual orientation, gender identity or expression, veteran status, or any other characteristic protected by applicable law;
• Sexual harassment, including unwelcome sexual advances, requests for sexual favors, inappropriate comments, gestures, images, or physical contact;
• Stalking, deliberate intimidation, or persistent unwanted attention.

B. Threatening or Unsafe Conduct

• Physical assault or attempted assault;
• Threats of violence;
• Conduct that creates a reasonable concern for personal safety;
• Possession or use of prohibited weapons;
• Destruction of property;
• Criminal conduct occurring at or in connection with an SfN-sponsored event.

C. Disruptive Conduct

• Disruption of presentations, meetings, exhibits, or event activities;
• Disorderly conduct, including conduct resulting from intoxication;
• Failure to comply with event policies or reasonable instructions from SfN staff, event leadership, venue personnel, or security personnel;
• Conduct that interferes with the ability of others to participate in the event.

D. Retaliation

• Retaliation against any individual for reporting a concern, participating in an inquiry, providing information, or supporting another participant who raises a concern.

E. Misuse of Event Spaces or Resources

• Disruptive solicitation or distribution of materials that interferes with an SfN event, session, activity, or the experience of attendees;
• Unauthorized recording, photography, livestreaming, or broadcasting where prohibited by event policies;
• Misuse, theft, damage, or destruction of event or venue property.

V. Reporting Concerns

Participants who experience or witness conduct that may violate this Policy are encouraged to report the matter promptly.

Reports may be made:

• Via email to hrofficer@sfn.org
• To SfN and venue security personnel

Individuals facing an immediate threat to personal safety should contact venue security, emergency services, or local law enforcement immediately.

SfN will review reports promptly and take action as appropriate under this Policy.

VI. Confidentiality

SfN will make reasonable efforts to protect the privacy of individuals involved in a report and will share information only as necessary to evaluate concerns, implement appropriate actions, comply with legal obligations, or protect participant safety.

Because effective review may require communication with relevant individuals or organizations, complete confidentiality cannot be guaranteed.

VII. Relationship to Institutional Processes

SfN recognizes that employers, universities, research institutions, hospitals, funding agencies, licensing bodies, and other organizations are generally best positioned to investigate allegations involving their personnel.

When appropriate, SfN may refer concerns, findings, or disciplinary actions to an individual's institution, employer, licensing body, funding agency, sponsor, or other relevant authority.

VIII. Response and Enforcement Framework

SfN reserves the right to respond to conduct that violates this Policy in a manner that is reasonable, proportionate, and consistent with participant safety and the integrity of the event.

Responses may occur at one or more of the following levels.

Level 1: Immediate Safety Response

Level 1 responses address conduct that presents an immediate threat to the safety, security, health, or well-being of participants or the orderly operation of an event.

Examples include:

• Physical violence or assault
• Sexual assault
• Credible threats of violence
• Stalking creating immediate safety concerns
• Possession of prohibited weapons
• Serious harassment requiring immediate intervention
• Criminal conduct
• Conduct requiring intervention by security or law enforcement.

Actions may include:

• Immediate intervention
• Removal of individual(s) from a session, activity, or event area
• Temporary suspension or revocation of event credentials
• Removal of individual(s) from event premises
• Restriction of access by individual(s) to event facilities
• SfN-contracted and venue security personnel
• Contacting law enforcement or emergency services
• Other protective measures necessary to safeguard participants
• Notification to an employer, institution, sponsor, or affiliated organization

Level 2: Event Conduct Response

Level 2 responses address conduct that violates this Policy but does not require emergency intervention.

SfN staff or designated leadership may:

• Receive and document reports
• Collect relevant information for an investigation at the event or later
• Consult with appropriate SfN leadership
• Evaluate the severity, frequency, and circumstances of the conduct
• Determine an appropriate response

Actions may include:

• Verbal coaching or warning
• Written warning
• Increased monitoring or security presence
• Restriction from specific activities, sessions, networking events, or event spaces
• Removal from a session or activity
• Suspension or revocation of registration credentials
• Removal from the event without refund
• Notification to an employer, institution, sponsor, or affiliated organization

Whenever practicable, corrective action should be progressive and proportionate. However, SfN may impose more significant sanctions immediately when circumstances warrant.

Level 3: Governance and Membership Response

Level 3 responses involve actions affecting an individual's formal relationship with SfN beyond the immediate event.

The SfN Council shall serve as the final decision-making body for governance actions arising under this Policy, except where authority is otherwise delegated by the SfN Bylaws or Board-approved policies.

Examples include:

• Removal from volunteer leadership positions
• Removal from committee appointments
• Withdrawal of speaking invitations
• Restrictions on future participation in SfN-sponsored events
• Membership disciplinary proceedings
• Conduct involving officers, Council members, or other governance leaders
• Other matters determined by the Council to warrant governance review

When necessary to protect participant safety or to preserve the orderly operation of an event, the Executive Director or designee may implement interim measures pending Council review.

Interim measures may include:

• Suspension of volunteer duties
• Temporary removal from an event
• Temporary participation restrictions
• Other protective actions deemed necessary

Following review, the Council may:

• Issue a formal reprimand
• Remove an individual from a volunteer position
• Revoke a committee appointment
• Withdraw a speaking invitation
• Restrict future participation in SfN-sponsored events
• Refer the matter to an employer, institution, licensing body, or funding agency
• Initiate membership disciplinary proceedings pursuant to the SfN Bylaws
• Take any other action authorized under SfN governing documents

Voting Requirement

Except where otherwise required by the SfN Bylaws, Articles of Incorporation, or applicable law, significant governance actions under this Policy shall require approval by a majority vote of a quorum of the SfN Council.

IX. Documentation

SfN shall maintain records of reports, reviews, investigations, and actions taken under this Policy in accordance with applicable record-retention practices, privacy obligations, and legal requirements.

X. Reservation of Authority

SfN reserves the right to determine the appropriate response to any conduct based on the facts and circumstances presented.

Nothing in this Policy limits SfN's ability to take immediate action necessary to protect participant safety, comply with legal obligations, preserve the integrity of an SfN-sponsored event, or ensure the successful operation of Society activities.

XI. Addressing Grievances

If you feel you have been falsely or unfairly accused of violating this Code of Conduct, notify SfN as soon as possible in writing directed to hrofficer@sfn.org with a precise description of your grievance. Your grievance will be handled in accordance with procedures established by the SfN Council.