TRAC Conduct Policy

TRAC Draft Conduct Policy

4/4/18

TRAC aims to provide a forum for debate and discussion amongst senior academics and professionals, young scholars, students, and the wider archaeological community, in addition to engaging with, and valuing, a diverse community.

TRAC Speaker Policy

Session Organisers

  • Should aim to assemble a diverse panel of speakers in terms of gender, age, ethnicity, sector, and career status.
  • Reach out beyond initial networks to attract speakers by circulating your CFPwidely on email lists and social media, as well as asking for speaker recommendations.
  • Field enquiries in a polite and positive manner.
  • Try to avoid session line-ups with speakers consisting of:
    • One gender
    • One nationality
    • One sector (academic, museum, commercial, public)
    • One career level (all lecturers, all students)

Conference Organisers

  • Should provideaccommodations for those with caring responsibilities, e.g.:
    • Day conference rates or bursaries to cover caring responsibilities, rooms for breast-feeding, quiet areas.
    • Information on child care
    • Conference dates that span weekdays and weekends
    • Normalise the presence of children
  • Provide a diverse range of social activities including non-alcoholic networking events.
  • Select a fully accessible venue
    • Visible signage, information on venue facilities available in advance.
  • Investigate filming/live steaming options.
  • Encourage the use of social media to allow those unable to attend in person to follow the conference.
  • Ensure a range of delegates have opportunities to ask questions.
  • Select a wide-range of sessions, in terms of both content (region, period, theoretical approach, methodology) and organisers.
  • Avoid session titles full of jargon or in-jokes.
  • What about accessibility, e.g. for those with impaired hearing or limited mobility

Conference Speakers

  • Inquire as to the composition of the panel before agreeing to speak on it.
  • If you are unable to attend, offer a list of diverse alternative speaker suggestions.
  • Ensure your presentation is accessible to a wide range of delegates, e.g.:
    • Avoid using references to current events/geographic locations which require pre-knowledge of a specific geographic location (UK)
    • Avoid paper titles full of jargon or in-jokes
    • Avoid flashing images/lights on slides
    • Aim for appropriate use of fonts/colour/size for partial sighted and colour blinded

This conference policy has drawn upon the TAG Deva guidelines for session organisers;  https://inclusivearchaeology.wordpress.com/best-practice-code-of-conduct/; and

http://journals.plos.org/ploscompbiol/article?id=10.1371/journal.pcbi.1003903#pcbi.1003903-Lorne1

Anti- Harassment Policy

MEDIUM FORM

TRAC is dedicated to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age, or religion. We do not tolerate harassment of conference participants in any form. Sexual language and imagery is not appropriate for any conference venue, including talks. Conference participants violating rules may be sanctioned or expelled from the conference at the discretion of the conference organisers. Our anti-harassment policy can be found at [website link].

LONG VERSION

Harassment includes, but is not limited to:

  • Disparaging verbal comments related to the gender,identity and expression, sexual orientation, disability, physical appearance, body size, race, age, or religion of other delegates
  • The display of sexual images in public spaces
  • Deliberate intimidation, stalking, or following
  • Harassing photography or recording
  • Sustained disruption of talks or other events
  • Inappropriate physical contact
  • Unwelcome sexual attention
  • Advocating for, or encouraging, any of the above behaviour

Enforcement

Participants asked to stop a harassing behaviour are expected to comply immediately. If a participant engages in harassing behaviour, conference organisers retain the right to take any actions to maintain the event as a welcoming environment for all participants. This includes warning the offender or expulsion from the conference. Conference organisers may take action to redress anything designed to, or with the clear impact of, disrupting the event or making the environment hostile for any participants. We expect participants to follow these rules at all event venues and event-related social activities. We believe delegates should follow these rules outside event activities as well.

Reporting

If someone makes you or anyone else feel unsafe or unwelcome, please report it as soon as possible. Conference organisers can be identified by [special badges]. Harassment and other code of conduct violations reduce the value of our event for everyone. We want you to be happy at our event.

You can make a report by:

  • Contacting a member of the conference organising a team
  • Contacting a member of the TRAC Standing Committee.
  • Emailing admin@trac.org.uk

When taking a personal report, our staff will ensure you are safe and cannot be overheard. They may involve other event staff to ensure your report is managed properly. Once safe, we’ll ask you to tell us about what happened. This can be upsetting, but we’ll handle it as respectfully as possible and you can bring someone to support you. You won’t be asked to confront anyone and we won’t tell anyone who you are.

The conference team will be happy to help you contact venue security, local law enforcement, local support services, provide escorts, or otherwise assist you to feel safe for the duration of the event.

[Email address for organizers]

[Phone number for conference security or organisers]

[Phone number for hotel/venue security]

[Local law enforcement]

[Local sexual assault hot line]

[Local emergency and non-emergency medical (e.g., urgent care, day clinic0}

[Local taxi company]

 

INTERNAL POLICY

This is for internal use.

Warning

Any member of the conference organising team can issue a verbal warning to a participant that their behaviour violates the conference’s anti-harassment policy. Warning should be reported to [admin@trac.org.uk] as soon as practical. The report should include:

  • Identifying information of the participant (name)
  • The time you issued the warning
  • The behaviour that was in violation
  • The approximate time of the behaviour (if different than the time of warning)
  • The circumstances surrounding the incident
  • Your identity
  • Other people involved in the incident

Presentations

Presentations should not be stopped for one-time gaffes or minor problems, although a member of conference staff should speak to the presenter afterward. However, staff should take immediate action to politely and calmly stop any presentation or event that repeatedly or seriously violates the anti-harassment policy. For example, simply saying: “I’m sorry, this presentation cannot be continued at the present time” with no further explanations will suffice.

Taking reports

When taking a report from someone experiencing harassment you should record what they say and reassure them they are being taken seriously, but avoid making specific promises about what actions the organizers will take. Ask for any other information if the reporter has not volunteered it (such as time, place) but do not pressure them to provide it if they are reluctant. Even if the report lacks important details such as the identity of the person taking the harassing actions, it should still be recorded and passed along to the appropriate staff member(s). If the reporter desires it, arrange for an escort by conference staff or a trusted person, contact a friend, and contact local law enforcement (if necessary or requested by the reporter). Do not pressure the reporter to take any action if they do not want to do it. Respect the reporter’s privacy by not sharing unnecessary details with others, especially individuals who were not involved with the situation or non-staff members.

[Repeat information to gather when making a report here]

Expulsion

A participant may be expelled by the decision of any of the above listed entities for whatever reasons they deem sufficient. However, here are some general guidelines for when a participant should be expelled:

  • A [first/second/third/seventeenth] offense resulting in a warning from staff is issued
  • Continuing to harass after any “No” or “Stop” instructions given
  • A single serious offense (e.g., punching or groping someone)
  • A single obviously intentional offense (e.g., taking inappropriate photos)

As a general rule, conference staff should not make any public statements about the behaviour of an individual during or after the conference. Please consult with other staff members when possible but act when necessary.

This policy is based on an example policy from the Geek Feminism wiki, available at [http://geekfeminism.wikia.com/wiki/Conference_anti-harassment/Policy]

TRAC is the organisation behind the annual Theoretical Roman Archaeology Conference, TRAC Workshops, TRAC Proceedings (1991-2016), and the TRAC Themes in Roman Archaeology series. This site is maintained by the TRAC Standing Committee. Contact us for further details or inquiries.

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