SQÉBC
Code of Conduct 

Introduction

This code of conduct is adapted from the QCBS code of conduct, which is itself an adaptation of the code of conduct developed by the Canadian Society for Ecology and Evolution (CSEE) in 2020. We would like to thank the QCBS management and the president of the CSEE (Dr. Stephen Heard) for granting us permission to use their code of conduct as a model.

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This code of conduct reflects the values of the SQÉBC. It applies to all activities organized as part of the SQÉBC annual conferences.

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The SQÉBC, organizing members, moderators, and evaluators are committed to maintaining a safe, equitable, diverse, inclusive, and respectful environment to promote open discussion among participants at the society's annual conferences. By participating in events organized by the SQÉBC, you agree to abide by this code of conduct, whether you are a participant, presenter, or member of the organizing committee. This code applies to everyone, including every person attending the conference or presenting their work; members exhibiting works; essays; or photos; volunteers; members of the organization; service providers; sponsors; guests; etc. You agree to maintain a productive, open, and safe scientific exchange. This exchange must be for the benefit of everyone present.

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At SQÉBC, and particularly during the annual conferences, we strive to create an environment where victims of unacceptable behavior can feel safe reporting such incidents. If you are the target of any unacceptable behavior or witness such behavior, we encourage you to file a complaint. 

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The code is available in French and English. If you notice any discrepancies in the information provided in these versions, please inform the members of the organizing committee and/or the executive committee.

 

Author status

All individuals whose names appear on a presentation or abstract must agree with all the information contained in the presentation. Failure to agree on the part of any individual whose name appears on the presentation or abstract will result in the withdrawal of the presentation.

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Submission of a presentation to the SQÉBC annual conferences indicates the intention of at least one of the persons listed as authors to attend the conference. Repeated or consecutive last-minute cancellations may result in the rejection of future submissions.

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Photographs and recordings

Photography, videography, or audio recording of presentations (including speed talks, presentations, plenaries, assemblies, panels, etc.), posters, artwork, essays, or photos without the explicit permission of an authorized person is not permitted.

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Furthermore, any use of material, recordings, and/or YouTube links associated with presentations is strictly prohibited by anyone other than the person who submitted the associated item or its associated authors (provided they have written permission from the person presenting). 

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Expected behavior

To create and promote a safe and welcoming space for all participants in SQÉBC activities and conferences, we expect our participants to behave in a professional and respectful manner. Expected behaviors include:

• Treating everyone participating in the conference with kindness, respect, and consideration.

• Communicating openly and respectfully with others in the official language of your choice.

• Engaging in debates and critiques of ideas only, not people, and avoiding personal attacks.

• Alerting conference organizers or other staff members if you notice a dangerous situation or a person in distress.

 

Unacceptable behavior

The SQÉBC has a zero-tolerance policy toward harassment in any form. Harassment is defined as one or more systemic, continuous, unwanted, and upsetting actions by one party toward another. It includes offensive gestures or speech related to ethnic origin, religion, disability, health status, appearance, gender, sexual orientation, family status, career status, or social status, as well as deliberate intimidation, stalking, unwanted photography or recording, prolonged disruption of presentations and events, unwanted attention, or unwanted physical contact. This includes sexual harassment, whether expressed through verbal, written, or physical attention (including actions designed to intimidate or coerce), such as unwanted and unnecessary physical contact, unwanted comments, suggestions, or questions about sexual activity, and the use of degrading words, images, or sounds to describe a person. Individuals who are asked to stop any harassing behavior should comply immediately. Other examples of unacceptable behavior include:

• Physical or verbal abuse of any participant.

• Engaging in discrimination against individuals or groups.

• This includes deliberately disrespecting a conference participant's chosen pronouns and gender identity.

• Using sexual or discriminatory images in public spaces or presentations.

• Intimidating behavior.

• Retaliation for reporting unacceptable behavior.

• Advocating or encouraging any of the above behaviors.

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Unacceptable behavior explained as an attempt at humor or disguised as humor is still unacceptable behaviour as defined above. Impairment due to alcohol, cannabis, or illegal substances is not an excuse for unacceptable behaviour.

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Immediate threat to public safety

Anyone who witnesses behavior that poses an immediate threat to personal or public safety should contact local law enforcement (by dialing 911) and immediately notify the event organizers.

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Reporting unacceptable behaviour

If you are the victim of unacceptable behavior or have witnessed such behavior, please immediately and confidentially inform the relevant contact persons in accordance with the procedures in place at the university concerned.

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It is important to ensure the confidentiality of the complaint process for the sake of fairness. Avoid reporting these incidents on social media or sharing them with others who are not involved in the incident. You can file an anonymous complaint. These complaints will be kept by the SQÉBC, but it will not be possible to process them without further corroboration. 

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Complaint handling

All complaints will remain confidential and will only be accessible to the resource persons responsible for handling them. All complaints will be documented and recorded. Complaints will be handled by two resource persons who are members of the SQÉBC, with the support of the Harassment Prevention Office of the university where the event takes place.

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The handling of complaints may include, in particular, a) gathering and verifying additional information from the parties concerned and witnesses, b) meetings with the parties involved (complainants, persons targeted by the complaint, or witnesses), and c) developing an action plan (to be implemented by the SQÉBC). The handling of complaints may include communicating information to the employer, home institution, or agency of the person targeted by the complaint.

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Complainants, persons targeted by a complaint, and witnesses will avoid discussing the incident while the complaint is being processed. The outcome of the process will only be communicated to complainants and persons targeted by the complaint. Persons who file complaints as witnesses may request to be informed of the outcome.

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Consequences

The SQÉBC reserves the right to withdraw an individual's access to its annual events and conferences without warning or refund, to prohibit their participation in future activities, to cancel their membership in the Society, and to notify the individual's employer of their failure to comply with this code of conduct.

Appeals against sanctions imposed under this code of conduct may be submitted after the conclusion of the meeting to the president of the SQÉBC, who will appoint an appeals committee.

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