Annual Meeting Policies

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ASHG Code of Conduct

The American Society of Human Genetics is committed to fostering a welcoming environment that is safe, collaborative, and productive for supporting dialogue and discovery for all attendees at ASHG-sponsored events, and values the participation of all attendees and participants in its events. All who register to participate, attend, speak at, or exhibit at an ASHG event or meeting agree to comply with this Policy. ASHG has partnered with an organization dedicated to confidential intake for allegations of misconduct. If you have such a report, please contact NAVEX Global Ethics Point by phone (via the toll-free hotline at 844-519-9731) or through ASHG’s dedicated reporting website.

ASHG expects that all attendees, media, speakers, organizers, staff, and exhibitors associated with any official ASHG-sponsored event will adhere to the following principles:

  • Respect common-sense rules for public behavior, personal interaction, courtesy, and respect for private property.
  • Be considerate and respectful of differing perspectives during the meeting.
  • Respect the rules and policies of the Society.

ASHG prohibits any form of harassment, sexual or otherwise. Accordingly, some behaviors are specifically prohibited, whether directed at other attendees, ASHG staff, speakers, exhibitors, or event venue staff:

  • Intimidation, stalking, harassment, inappropriate physical contact, unwelcome sexual attention, or discrimination towards fellow attendees, Society staff, and others.
  • Abusive, harassing, or threatening behavior towards any other attendee, volunteer, or staff. This behavior will not be tolerated and may result in expulsion from the event.
  • Yelling at, threatening, or personally insulting participants or presenters (verbally or physically).

Participants asked to stop engaging in hostile or harassing behavior are expected to comply immediately. The conduct rules apply to the entire ASHG Annual meeting, including official ASHG-sponsored events and related ASHG-sponsored social events, as well as the annual meeting and Society online presence (i.e., ASHG Society and meeting hashtags, Facebook pages, and other social media). All participants are expected to treat others with respect and consideration, follow appropriate rules, and alert staff of any dangerous situations, violations of this Conduct Policy, or of anyone in distress.

Violations of this Conduct Policy should be reported immediately. If you feel physically unsafe or believe a crime has been committed, you should report it to the police immediately.

To report a violation to ASHG:

  • At any time (during or after the Annual Meeting), you can make a report through ASHG’s dedicated website, which will collect and promptly relay information in a secure and sensitive manner. Policies and procedures for ASHG’s management of allegations are available below. As needed, staff may involve venue security or direct you to local law enforcement as appropriate based on the specific circumstances.

Event attendees and participants are expected to cooperate with any ASHG investigation into reports of a violation of this Conduct Policy by providing information requested by ASHG that is relevant to ASHG’s investigation.

At ASHG meetings and other events, participants often combine professional activities with social interaction with other participants, venue staff, and other attendees. While ASHG encourages such networking and strengthening of connections between participants, ASHG reserves the right to remove any participant whose social attentions become unwelcome to another and who persists in such attentions after their unwelcome nature has been communicated. ASHG also reserves the right to remove any participant or attendee who appears inebriated and who engages in conduct that interferes with the ability of other attendees to participate in and enjoy the meeting. ASHG may remove any individual from attendance or other participation in any ASHG-sponsored event without prior warning or refund. If ASHG, in its reasonable judgment, determines that an individual has violated this Conduct Policy, ASHG may also prohibit the individual from attending or participating in future ASHG events, in-person or virtually. ASHG will also report on the outcome of any investigation to individuals who have reported a violation of this Conduct Policy.

Procedures: After an Incident is Reported

Allegations regarding misconduct by anyone attending or participating in the ASHG Annual Meeting are taken very seriously. These include but are not limited to all ASHG registrants, exhibitors, authors, and vendors participating at the meeting. ASHG encourages prompt reporting of violations so immediate action can be taken to address the concern. Complaints may also be raised after the ASHG event has concluded, according to the following procedures.

  • ASHG has partnered with an organization dedicated to confidential intake for allegations of misconduct. If you have such a report, please contact NAVEX Global Ethics Point by phone (via the toll-free hotline at 844-519-9731) or through ASHG’s dedicated reporting website. They will ensure full information is received in a considerate fashion and that ASHG has information necessary to take any further action. It will also ensure you have a record of the information you provided. Reports may not be submitted anonymously as that would preclude an adequate investigation. Depending on the nature of complaint, complete confidentiality cannot be guaranteed, but all complaints will be handled with discretion and with the aim of preserving confidentiality to the extent compatible with conducting an appropriate investigation.
  • Once an allegation is received, the incident will be reviewed promptly by the ASHG Chief Executive Officer, Chief Operating Officer, and members of ASHG’s Working Group on Professional Conduct, a subset of Board members. Note: if any of the above individuals were to be named in an allegation, they would be excluded from seeing the information.
  • Based on this initial information, the complainant will be interviewed by telephone for support. The complainant will be asked to provide their views on what they would like to have happen next. Based on the sole assessment of the ASHG advisory group, the Society may determine a range of next steps.
  • If the allegation is pursued, two ASHG representatives will raise the complaint with the alleged offender, who will be given a chance to respond. If facts are not in dispute, action will be taken by the ASHG Board based on its assessment of the level of misconduct.
    • In many cases, we hope that a conversation—including a request to understand the negative impact of the behavior and to cease the inappropriate behavior—will be sufficient. However, the Society reserves the right to take additional steps.
    • If the severity of the allegation is high, it is a possible repeat offense, or it is determined that the case is beyond ASHG’s capacity to assess claims and views on either side, ASHG may refer the case to the alleged offender’s home institution (Office of Research Integrity or similar), employer, licensing board, or law enforcement for their investigation and decision.
  • If the conduct violates ASHG’s Policy, ASHG may expel the individual from membership in the Society.
Guests

Consistent with CDC guidance, ASHG will require up-to-date vaccination against COVID-19 for registrants, registered guests (including any eligible minors), exhibitors, and exhibitor guests (“attendees”) to enter the Convention Center. There will be no exemptions from this policy as allowing such exemptions could put attendees at risk.  As of July 19, 2022, up-to-date vaccination means a person has received all recommended COVID-19 vaccines, including the primary series and any booster dose(s) when eligible according to their age as outlined here. Attendees who meet the up-to-date standards as published by the CDC as of October 22, 2022 will be deemed “up-to-date” for the Annual Meeting even if the CDC issues new recommendations for booster shots after that date, but please monitor any changes in CDC recommendations up through that date.

  • Vaccine recommendations are different depending on age, the vaccine first received, and time since last dose.
  • The ASHG 2022 guest registration will open in October.  All registered adult guests and children eligible for vaccination (both under and over five) will be required to provide proof of up-to-date vaccination against COVID-19.  As of the date of this update, children under 6 months of age are not required to be vaccinated against COVID-19.
  • The verification and vaccine card upload site, provided by our partner SafeExpo, will open in late September.
  • Due to safety and health concerns for all participants, only registrants, registered guests, registered exhibitors, and registered event staff will be allowed entrance to the convention center during the official dates of the meeting, October 25-29.
  • Babies under the age of 6 months who are accompanied by a registered parent or guardian who is up to date on vaccination may be brought into the convention center. They do not need to be registered as ASHG 2022 guests.
Childcare offered by KiddieCorp, Inc.

We appreciate your patience as we have worked to investigate ways to accommodate members who need to travel with children, while facilitating a safe environment for all, in accordance with COVID-19 vaccination and public health guidance. ASHG has arranged for our long-term partner Kiddie Corp to offer childcare services at the headquarters hotel, the JW Marriott Hotel (location is subject to change). See below for additional details:

  • Details, pricing, and reservation information are available on the KiddieCorp website, including the COVID-19 policies and assumptions of risk waiver that must be completed.  Registration can be completed online by credit card or by printing and mailing the form with check payment. Please check the appropriate box when submitting your request.
  • All parents/guardians using Kiddie Corp’s service will be required to sign an assumption of risk waiver and to have their children comply with Kiddie Corp’s COVID-19 health and safety protocols, including vaccination of children eligible for vaccination and mask wearing for children over 2 years of age.
  • Attendees must register their children as an ASHG 2022 guest if they use KiddieCorp services. There will be no registration fee to register your child as an ASHG 2022 guest, but you will be required to pay appropriate fees to KiddieCorp for their services.
  • The cost for the children’s KiddeCorp program is $65 on Tuesday, $65 for half days and $125 for full days Wednesday through Friday, and $55 for Saturday per child. Payment must be received in advance.
  • To ensure a safe and fun-filled environment, any child who is ill will not be admitted to the children’s program. KiddieCorp will follow CDC guidelines to ensure the safety of all participants. Guidelines are subject to change based on CDC and state requirements.
  • Eligible children must be vaccinated to participate in the program. Staff and children over the age of 2 years will wear masks. Common surfaces, toys, and equipment will be disinfected frequently throughout the program.
ASHG Logo

The American Society of Human Genetics name and acronym, logo, meeting name, and meeting logo are the property of the Society and may not be used without prior written permission. For more information, please contact meetings@ashg.org. The use of ASHG’s name is forbidden on promotional material for any exhibiting company. References may be made to the meeting in one of the formats listed below on exhibitor advertising, provided it is first approved by the Society.

Recording Policies: Camera, Video, Audio

Attendees are strictly prohibited from taking photos, videos, or audio recordings of speakers presenting their slides. ASHG aims to encourage presentation of the latest findings by protecting researchers sharing unpublished information and protecting patient privacy, as well as prevent disruption in the session rooms.  In addition, authors presenting are encouraged to indicate on their slides that photos or recordings should not be taken, using an image file supplied by ASHG. Attendees, including journalists and members of the media, may not share or republish slides, unpublished data, or presentation materials (including poster information) from press conferences or scientific presentations without explicit written permission from the presenter. All attendees are expected and required to abide by any recording or photography requests made by a presenter in a scientific session. When registering, you are required to agree that you will adhere to this policy.

Poster authors who do not want their posters to be photographed will have to indicate as such on their posters, using an image file supplied by ASHG. Official screenshots, photographs, and session recordings will be taken at the ASHG Annual Meeting. You also agree to appearing in any subsequent release by ASHG of recorded sessions. Attendees, including journalists and members of the media, may not share or republish slides, unpublished data, or presentation materials (including poster information) from press conferences or scientific presentations without explicit written permission from the presenter. All attendees are expected and required to abide by any recording or photography requests made by a presenter in a scientific session.

Social Media Guidelines and Best Practices

ASHG welcomes social media use at the ASHG Annual Meeting, including live tweeting. In particular, we ask social media users to adhere to the following:

  • Follow ASHG on Twitter (@GeneticsSociety) and Instagram (@GeneticsSociety) and use the #ASHG22 meeting hashtag to join the conversation about the ASHG 2022 Annual Meeting.
  • Employ commonly used hashtags that relate to the content to increase engagement.
  • Treat all participants, attendees, ASHG staff, and vendors with respect and consideration, valuing a diversity of views and opinions.
  • Be respectful and collaborative; communicate openly and with respect for others, critiquing ideas rather than individuals.
  • Avoid personal attacks directed toward other attendees, participants, ASHG staff, and suppliers/vendors.
  • Credit (identify) presenters by name.
  • Do not take or share photographs of individuals under 18 on social media without explicit verbal or written permission of a parent or guardian.

Questions?

Contact ASHG

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