Code of Conduct for Learning and Teaching Events 

This code is based upon that of CALC 2021 and used with permission from their conference organisers. Other codes of conduct to influence evaluation of this include LILAC 2022 and the Open Education Conference.

Our aim at this conference is to provide a supportive and inspiring space for all attendees; this includes all delegates, organisers, and presenters. As such, all attendees are expected to show respect and courtesy to all other attendees during all aspects of the conference, including online spaces associated with the conference.

In order to be transparent about the expected behaviour during the conference, all attendees are required to read, understand and conform to this Code of Conduct.  

Our conference is influenced by the principles for respectful enquiry used by Advance HE. This is what we mean by ‘respect and courtesy’ :

  • Listen to understand
  • Honour confidentiality
  • Pay attention to the voices of marginalised groups
  • Be mindful of the impact of what we say
  • Give and receive caring feedback
  • Be curious about emotional responses

Conduct during the Conference

Unacceptable conduct towards any conference attendee will not be tolerated. Unacceptable conduct includes, but is not limited to, intimidating, aggressive or abusive behaviour, harassment, or discriminatory behaviour. This includes conduct directed towards another attendee or conduct between two or more attendees about another attendee, and includes behaviour both in person and in online spaces associated with the conference.  

  • Intimidating, aggressive or abusive behaviour includes, but it not limited to, conduct that seeks to silence, denigrate or belittle other attendees, bullying behaviours, exclusionary or offensive jokes and excessive and inappropriate swearing.   
  • Harassment includes, but is not limited to, inappropriate comments or statements about or towards another attendee (whether verbal or written), unwelcome following of attendees, sustained disruption of talks or other events, unwelcome photography or recording, deliberate and/or sustained misgendering of an attendee and unwelcome or inappropriate physical contact.  
  • Discriminatory behaviour includes negative or offensive comments and/or language related to gender, age, sexual orientation, race or ethnic background, nationality, religion (or non-religion), disability, social class, physical appearance or body size. Comments that seek to undermine or unfairly critique the opinions or experiences of an attendee based on their qualifications or level of experience are also considered discriminatory. 

Reporting an Incident

The organisers will investigate all incidents reported during the event with discretion and confidentiality. Attendees can report incidents in person to the conference organisers; a private space will be provided for this conversation. Incidents may also be reported via an email to [TES@yorksj.ac.uk]. 

Attendees may also use other formal channels for reporting incidents, including contacting line managers, supervisors, personal tutors etc. Where appropriate, complaints will be escalated via the University’s formal channels. The University’s Dignity at Work policy may be a useful resource for colleagues to access: https://www.yorksj.ac.uk/policies-and-documents/dignity-and-respect/.

Organisers will treat each complaint on a case-by-case basis and work with the complainant to risk assess the situation. In beginning an investigation, we will take the lead from the complainant to ensure they feel as safe as possible. Those reporting an incident will be asked to provide a description of the incident, identifying information (name, online identity) of the accused attendee, approximate time and the virtual location of the incident, as well as the surrounding circumstances and any other attendees involved. Investigations will continue only with the consent of those making the complaint. The attendee will be asked for contact information so that the outcome of the investigation can be shared.     

Organisers will investigate further, speaking to the alleged offender(s) when appropriate or by referring a complaint to a line manager or using another formal University channel. During an investigation, it may be required that the alleged perpetrator avoid all contact with the complainant, if appropriate and where requested by the complainant. Where a complaint is upheld, sanctions may include giving a verbal or written (when online) warning to the offender, requesting that any offending material is removed or deleted, requiring the individual to avoid any further interaction, and ejecting the offender from the event platform.

The attendee making the complaint will be informed of the outcome of their complaint. When there is common knowledge of an incident, the organisers may (with the consent of the original attendee who made the complaint) make a public statement either at or after the conference. Any such statement will not include personal or identifiable details of either party.     

Organisers will endeavour to investigate any reported incident thoroughly and fairly. The decision arrived at is final (e.g. a decision to remove a person from the event following an investigation cannot be contested further). Following the event, we are open to feedback and further discussion that does not deny the facts of the occurrence.  

 

Conduct for Speakers

In order to ensure a supportive, inclusive and enjoyable conference for all attendees, the following are additional requirements for those leading sessions or involved in keynote or breakout sessions.  

  • Sessions may cover content and/or use language that could cause distress to some attendees. This does not necessarily mean it should not be included, but sufficient warning should be given in session descriptions and as such content comes up in the session. The aim should be to inform, not shock attendees – potentially offensive language should not be used gratuitiously.  
  • Presenters should be mindful of including activities (particularly physical tasks) that some attendees are unable to engage in and are there excluded from. When planning, presenters should consider alternatives – the organisers can advise further on appropriate options.
  • Presenters may choose, but are not obliged, to provide time at the end of their presentations for questions and/or comments. Session chairs will help ensure that the difference between questions and comments is maintained.  
  • If deemed necessary, in exceptional circumstances, the chair/facilitator will be able to mute a participant, stop a screenshare, remove a participant from a meeting or end a meeting entirely.

General Conference Etiquette

Whilst these points do not constitute part of the Conference Code of Conduct, below are some general guidelines that we believe help improve the experience of the conference for everyone.  

  • Time for questions at the end of presentations should be used for questions that clarify a point the presenter has made, or to request further information about their presentation. They shouldn’t be used as a cover for expressing opposing/unsupportive opinions or theories in the form of a question. Presenters may choose to plan additional time for comments where attendees are welcome to share their thoughts and opinions.  
  • Social media platforms like X can be a useful tool to continue and further discussions from the conference. Care should be taken, however, that discussions are productive and kind. While attendees have the freedom to criticise, this should be used constructively, and when critiquing a point made, it is generally preferable to wait until a speaker has finished so they have the opportunity to read the post and respond accordingly. Intentional sub-tweeting is never acceptable.