Caregiving Conference

Statement of Commitment to Provide a Safe Environment

The Scientific Planning Committee (SPC) of the Caregiving Research Conference is committed to providing a professional, respectful, inclusive, and welcoming environment for all conference participants. To support this commitment, we have established the following Conference Code of Conduct.

As part of our NIH R13-funded conference, we seek to foster a community in which all participants can engage fully in advancing family caregiver support and well-being through research, education, collegial exchange, and professional development. All attendees, speakers, moderators, exhibitors, sponsors, staff, and volunteers are expected to conduct themselves in a manner that promotes respectful exchange of ideas and the full participation of all individuals.

By attending the conference and participating in conference-related activities, participants voluntarily agree to abide by this Conference Code of Conduct. We value your participation and are committed to providing an environment that is safe, respectful, and conducive to productive scientific and professional exchange.

Expected Standards of Behavior

Participants are expected to:

• Treat all individuals with professionalism, courtesy, dignity, and respect.
• Foster an environment that values diverse perspectives and constructive scientific discussion.
• Communicate respectfully, even when expressing disagreement or engaging in debate.
• Respect personal boundaries, privacy, and confidentiality.
• Comply with conference policies, venue rules, and applicable University of Utah policies.

Prohibited Conduct

Harassment, discrimination, intimidation, or disruptive behavior of any kind will not be tolerated. This policy applies to speakers, staff, volunteers, attendees and sponsors. Prohibited behaviors include, but are not limited to:

• Sexual harassment, including unwelcome sexual advances, requests for sexual favors, or other verbal, nonverbal, or physical conduct of a sexual nature.
• Harassment or discrimination based on race, color, ethnicity, national origin, ancestry, religion, age, sex, gender identity or expression, sexual orientation, disability, veteran status, or any other protected characteristic.
• Offensive, derogatory, or demeaning comments, slurs, jokes, or gestures directed toward an individual or group.
• Intimidation, bullying, stalking, deliberate intimidation, or threatening behavior.
• Unwanted physical contact or invasion of personal space.
• Persistent or repeated unwanted attention after a request to stop.
• Deliberate disruption of presentations, discussions, networking events, or other conference activities.
• Retaliation against any individual who reports concerns or participates in the review of a complaint.

All participants share responsibility for maintaining a safe, respectful, and inclusive conference environment.

Report an Incident

The SPC  encourages the prompt reporting of any concerns or alleged violations of the Conference Code of Conduct so that appropriate action can be taken.

During all conference events, three designated members of the SPC will serve as Conference Safety Contacts: the current Conference Chair, Dr. Lee Ellington; Conference Co-Chair, Dr. Erin Kent; and Immediate Past Conference Chair; Dr. Heidi Donovan. These individuals will be introduced during the conference welcome session, identified with photographs and contact information on the conference website and in the digital conference program. 

Participants who experience, witness, or become aware of conduct that may violate the Conference Code of Conduct are encouraged to report their concerns to any of the Conference Safety Contacts as soon as possible. Reports will be received respectfully, managed as discreetly as possible, and shared only with those who need the information to assess the situation and determine an appropriate response.

If a participant believes there is an immediate threat to personal safety or a medical emergency, they should first contact venue security or emergency services (911) and then notify a Conference Safety Contact as soon as it is safe to do so.

Assessment of Reports and Consequences for Violations

Reports of alleged violations of the Conference Code of Conduct will be reviewed by a Conference Safety Review Committee consisting of the three designated Conference Safety Contacts and the current Scientific Planning Committee (SPC). The Committee will assess each report as promptly as possible by gathering available information, including, as appropriate, interviews with the individual making the report, the individual alleged to have engaged in the conduct, and any witnesses. Reports will be managed as discreetly as possible while protecting the privacy of all individuals involved and ensuring a fair review.

If the Committee determines that a violation of the Conference Code of Conduct has occurred, it may take action commensurate with the nature and severity of the violation. Such actions may include a verbal or written warning, removal from a conference session or event, expulsion from the conference without refund, prohibition from attending future conference-sponsored events, notification of the individual's home institution or employer when appropriate, and/or referral to venue security or law enforcement if warranted.

Contact Information for Questions, Concerns, or Complaints Related to Harassment

Individuals who have questions, concerns, or complaints related to harassment, discrimination, or other inappropriate conduct are encouraged to contact one of the designated Conference Safety Contacts or the U.S. Department of Health and Human Services (HHS) Office for Civil Rights (OCR).

Information about how to file a civil rights complaint with HHS OCR is available on the HHS Office for Civil Rights – Filing a Civil Rights Complaint webpage: https://www.hhs.gov/civil-rights/filing-a-complaint/index.html.

Filing a complaint with the Conference Safety Contacts is not required before filing a complaint of discrimination with HHS OCR. Likewise, reporting concerns to the Conference Safety Contacts or participating in a review by the Conference Safety Review Committee does not preclude or limit an individual's ability to file a complaint with HHS OCR.

Individuals may also notify the National Institutes of Health (NIH) about concerns involving harassment, including sexual harassment, discrimination, or other forms of inappropriate conduct at NIH-supported conferences. Information is available on the NIH Find Help webpage: https://grants.nih.gov/grants/policy/harassment/find-help.htm.

The Conference Safety Review Committee will cooperate with NIH, HHS OCR, and University of Utah officials, as appropriate, in the review of reported concerns.

Prohibition Against Retaliation

Retaliation against any individual for reporting a concern in good faith or for participating in the review of a reported concern is strictly prohibited. Any allegation of retaliation should be reported promptly to the Conference Safety Contacts and will be reviewed and addressed in accordance with this Conference Safety Plan.

Sharing the Conference Code of Conduct

            Communicating plan to conference attendees

• The Code of Conduct will be posted on the conference website, on the conference program, and a QR code will be provided on conference banners and conference rotating power point. It will be announced during the welcome ceremony and available on the conference bulletin board and at the registration tables.

            Plan for Documenting Allegations and Resulting Actions

The Conference Safety Contacts will maintain written documentation of all formal reported allegations of violations of the Conference Code of Conduct, regardless of the outcome. Documentation will include, as appropriate, the date and nature of the report, individuals involved, a summary of the information gathered, actions taken by the Conference Safety Review Committee, and the final resolution.

Records will be maintained in a secure, access-restricted location by the Conference Chair and shared only with members of the Conference Safety Review Committee or officials who have a legitimate need to know in order to evaluate the report or implement an appropriate response.

Documentation will be retained in accordance with applicable University of Utah record retention policies and may be used to inform follow-up actions, future conference planning, or responses to requests from NIH or other appropriate authorities, as applicable.

Steps to Ensure a Safe Conference Environment

The SCP is committed to fostering a conference environment that is safe, respectful, inclusive, and welcoming for all participants. To promote these goals, conference organizers will:

• Publish the Conference Code of Conduct as described above.
• Introduce the designated Conference Safety Contacts during the opening session and identify them by name, photograph, and role in conference materials.
• Clearly communicate expectations for professional conduct and the procedures for reporting concerns at the beginning of the conference.
• The Chair of the conference will ensure that Conference Safety Contacts are familiar with the Conference Code of Conduct, reporting procedures, and their responsibilities for receiving and responding to concerns.
• Encourage participants to promptly report concerns or observed violations so that appropriate action can be taken.
• Respond promptly and fairly to reported concerns while protecting privacy to the extent possible.
• Promote an environment that values respectful scientific exchange, professionalism, inclusion, and the full participation of all attendees.
  • University Confidential Reporting & Crisis Resources
  • Rape Recovery Center  Advocates can be reached 24 hours a day 

The SCP will review the implementation of this Safety Plan following the conference and use lessons learned to strengthen future conference policies and procedures.

Document with University of Utah Policies and Resources will be included with the Conference Code of Conduct consistent with off-campus safety and reporting.

The University of Utah and its conference organizers are committed to fostering an environment dedicated to scientific excellence, the free exchange of ideas, and the advancement of knowledge. We strive to ensure that all participants in University related programs and activities can work and learn together in a space free from harassment, exploitation, intimidation, or any form of prohibited conduct. 

University of Utah Office of Equal Opportunity and Affirmative Action (OEO/AA)
The University of Utah Office of Equal Opportunity and Affirmative Action (OEO/AA) is dedicated to ensuring a fair and equitable environment where all individuals can pursue academic and professional activities and access University programs without discrimination or harassment.  https://oeo.utah.edu/

Confidential resources (to the extent allowed by law) are available to individuals who experience sexual harassment, sexual violence, or other prohibited conduct. Advocates can be reached through:

Key University Policies and Reporting Resources:

The University has established policies and procedures to maintain a safe work and learning environment wherever University activities occur. Relevant policies include:

Harassment, Stalking & Sexual Misconduct

• Policy 1-012: University Non-discrimination policy
  Defines the University's commitment to preventing harassment, stalking, and sexual misconduct. Applies to all individuals conducting business with or visiting the University.
• Rule 1-012B: Sexual Misconduct Complaint Rule
  Outlines the process for resolving complaints of sexual misconduct and describes available resources for victim-survivors.

Abusive Conduct

Policy 1-021: Abusive Conduct

Policy 1-012 applies to all University of Utah employees and to all academic and administrative units, including University of Utah Hospitals and Clinics.

Abusive Conduct and a Culture of Respect

The University of Utah complies with state laws prohibiting abusive conduct in the workplace. Abusive conduct includes physical, verbal, or nonverbal behavior by an employee toward another employee that a reasonable person would determine meets one or more of the following criteria;

• Intends to intimidate, humiliate, or cause unwarranted distress;
• Exploits a known physical or psychological disability; or 
• Is unwarranted and results in substantial physical or psychological harm caused by intimidation, humiliation or distress.

Hazing & Bullying

Policy 6-400: Code of Student Rights and Responsibilities (Student Code)

This policy prohibits physical or verbal assault, sexual harassment, hazing, threats, intimidation, coercion, or any behavior that endangers the health or safety of any member of the University  community including conference participants. These prohibitions apply on University premises, at University activities, and at any location where the University has supervisory responsibility under state or local law. 

Reporting Obligation by University Employees
Responsible employees are required by University policy 1-012 to report any information they receive about possible sexual misconduct or discrimination to the Office of Equal Opportunity & Affirmative Action (OEO/AA). 

Other Policies, Rules, & Guidelines

Relevant University policies include:

• Policy 1-004: Intimidation and Violence in the Academic Environment
• Policy 1-020: Required Professional Boundaries in Relationships
• Policy 5-111: Corrective Action and Termination Policy for Staff Employees
• Policy 6-316: Code of Faculty Rights and Responsibilities
• Utah Victims Bill of Rights
• Policy 7-001: Policy for Research Misconduct
• Code of Faculty Rights and Responsibilities
• Code of Conduct for Staff