Policies and Conduct
Workshop on Emerging Technologies for Astrophysics Missions
Anti-Harassment Policy
Link to NASA’s Anti-Harassment Policy
https://www.nasa.gov/odeo/nasa-anti-harassment-program/
Statement of Policy
NASA, as an employer and a Federal agency, is committed to creating and maintaining an environment that encourages and empowers each individual employee to perform
at his or her best. Harassment, therefore, has no place at NASA. It is NASA’s longstanding
policy that harassment in the workplace is prohibited and will not be tolerated. This prohibition
applies to harassment by anyone, including supervisors, coworkers, and contractor personnel,
in the workplace at any NASA facility.
The Agency’s Anti-Harassment Procedures are designed to assist NASA in
1) preventing harassing conduct before it becomes severe or pervasive, i.e., harassment
within the meaning of antidiscrimination laws;
2) conducting a prompt, thorough, and impartial investigation into allegations of harassing
conduct; and
3) taking immediate and appropriate corrective action when the Agency determines that
harassing conduct has occurred.
Definition of Sexual Harassment
Harassment (or harassing conduct) is defined by NASA Anti-Harassment Procedures as
Any unwelcome conduct, verbal or physical, regardless of whether it is
based on an individual’s race, color, gender, national origin, religion, age,
disability, sexual orientation, status as a parent, gender identity, genetic
information, or retaliation… when: (1) the behavior can reasonably be
considered to adversely affect the work environment or (2) an employment
decision affecting the employee is based upon the employee’s acceptance
or rejection of such conduct.
Examples of behavior inconsistent with NASA’s anti-harassment policy include, but are not limited to, the following:
- Threatening that rejection of sexual overtures will affect appointments, promotions,
transfers, or evaluations.
- Creating belittling caricatures or objects depicting persons of a particular race, national
origin, religion, or other protected category.
- Telling racial or ethnic jokes or stories.
- Teasing, mimicking, or repeatedly commenting on an individual’s disability, accent, or
other protected category.
- Making offensive comments, jokes, or suggestions about an employee’s gender.
- Making obscene or lewd comments, slurs, jokes, epithets, suggestions, or gestures.
- Commenting on an employee’s body or sexual characteristics.
- Displaying nude or sexually suggestive objects, pictures, images, or cartoons.
- Continuing prohibited behavior after a coworker has objected.
- Laughing at, ignoring, or retaliating against an employee who complains.
Note: The conduct must be unwelcome. Therefore, the perspective of the recipient—i.e.,
the person subjected to the behavior—as to whether the behavior is viewed as offensive,
demeaning, or hostile is a primary consideration in determining whether the behavior
constitutes harassing conduct.
Definition of Other Harassment
NASA’s discrimination policy prohibits discrimination in all aspects of the organization, including employment, programs, and facilities. NASA’s policy covers a wide range of factors, including:
race, color, religion, national origin, sex, gender identity, sexual orientation, pregnancy, disability, and age.
Definition of Discrimination
Discrimination refers to bias or prejudice resulting in denial of opportunity, or unfair treatment regarding selection, promotion, or transfer. Discrimination is practiced commonly on the grounds of age, disability, ethnicity, origin, political belief, race, religion, sex, etc. factors which are irrelevant to a person’s competence or suitability.
Definition of Retaliation
Retaliation refers to taking some action to negatively impact another based on them reporting an act of discrimination or harassment.
Scope of Policy
This policy applies to all employees and attendees at workshop activities, including scientists, students, guests, staff, and contractors, participating in the scientific sessions, tours, and social events or any other activity associated with the workshop.
Reporting an Incident
When a contract employee is alleging harassment by a NASA employee, or vice versa, this
should be reported to the CAHC for further guidance and processing consistent with NASA
Anti-Harassment Procedures. While NASA does not have the authority to address and rectify
allegations of harassment raised by contractors against other contractors, it is expected
that all contract employees performing duties on NASA premises will refrain from engaging
in harassing conduct. NASA management has an obligation to ensure that NASA employees
are working in an environment free of harassment. Therefore, in instances where a NASA
employee has been advised of a contract employee being harassed by another contract
employee at a NASA facility, the NASA employee should report this concern to the Contracting
Officer’s Technical Representative (COTR) or director of procurement for referral to the
appropriate contracting official.
Retaliation Is Prohibited
NASA will not tolerate any form of retaliation against persons who file a complaint or assist in the investigation. Retaliation is a serious violation of this policy and, like harassment or discrimination itself, will be subject to disciplinary action.
Disciplinary Action
Individuals engaging in behavior prohibited by this policy as well as those making allegations of harassment in bad faith will be subject to disciplinary action. Such actions range from a verbal warning to ejection from the workshop or activity in question. Repeat offenders may be subject to further disciplinary action, such as being banned from participating in future workshops, meetings or other activities.
Code of Ethics
Preamble
NASA includes people of different abilities, backgrounds, and perspectives who share an interest in promoting and advancing Science and Technology. Therefore the meaning of, and adherence to, guidelines for responsible scientific, educational, research, and professional conduct and best practices in any code of ethics will likely be subjects of continual debate among community members.
This NASA Code of Ethics is presented as a set of guidelines and best practices for professional behavior, including participation in NASA-sponsored activities (e.g., meetings, publications, governance, etc.) and in other astronomical activities (e.g., research, education, publishing, peer review, etc.). In order to promote and uphold these guidelines and best practices, they must be communicated to participants and to others interacting with the astronomy community.
However, these guidelines hold no authority or meaning if they are breached without consequence. Therefore, a process to guide the resolution of suspected breaches is also an important component of the NASA Code of Ethics.
Within the larger astronomical community, there are many stakeholders (e.g., universities, research institutions, associations, funding agencies, collaborations, individuals, etc.). Each stakeholder bears responsibility for upholding a set of common scientific, educational, and ethical standards and for assigning consequences when these standards are breached. NASA is only one of these stakeholders. In many cases of ethical breach, NASA is not the entity where primary jurisdiction for investigative or corrective measures resides. NASA has neither the personnel, financial or technical resources, nor oversight authority to accept responsibility for investigating and adjudicating suspected breaches of ethics that are the rightful jurisdiction and responsibility of other community stakeholders.
NASA is organized around the mission to drive advances in science, technology, aeronautics, and space exploration to enhance knowledge, education, innovation, economic vitality, and stewardship of Earth.
While much of the NASA Code of Ethics concerns what NASA employees should not do and what actions can be taken when NASA employees do violate the Code, it is important to acknowledge the good that members of our community do in contributing to the of our scientific community.
Ethics Statement
Within the Code, there are six values presented which are also used in regards to helping and practicing with clients honorably. These six values are: service, social justice, dignity and worth, importance of human relationships, integrity, and competence.
Conduct Toward Others
All people encountered in professional life should be treated with respect. At no time is abusive, demeaning, humiliating, or intimidating behavior acceptable; abuses of power are unacceptable. Scientists should work to provide an environment that encourages the free expression and exchange of scientific ideas. They should promote equality of opportunity and fair treatment for all their colleagues, regardless of gender, race, ethnic and national origin, religion, age, marital status, sexual orientation, gender identity and expression, disability, veteran status, etc. Scientific ability must be respected wherever it is found.
More senior members of the profession, especially research supervisors, have a special responsibility to facilitate the research, educational, and professional development of students and subordinates. This includes providing safe, supportive work environments (e.g., free from bullying or harassment), reasonable and fair compensation, appropriate acknowledgment of their contribution to any research results, as well as respect for them as individuals and protection of their academic freedom (e.g., freedom to disagree with or dispute wider community-held positions without fear of retaliation). In addition, supervisors should encourage young professionals in their career aspirations.
Outlined below in more detail are examples of unacceptable behaviors, such as bullying and unlawful harassment, sexual or otherwise. NASA recognizes these behaviors, either in-person or online, as examples of scientific misconduct, given their impact on scientific practices and the ability of individuals to conduct science. The behaviors described may be intentional or unintentional. However, where an allegation is made, it is important to resolve the situation in a way that ensures that the behavior has been appropriately addressed.
Harassment
Harassment because of race, religion, color, gender, age, national origin, disability, marital status, sexual orientation, gender identity expression, or any other protected class, violates the NASA Code of Ethics.
Behaviors that, if engaged in because of race, religion, color, gender, age, national origin, disability, marital status, sexual orientation, gender identity expression, or any other protected class, may give rise to a hostile work environment in violation of Title VII of the Civil Rights Act of 1964 or other applicable laws. These include, but are not limited to, the following: verbal harassment (e.g., comments that are offensive or unwelcome, including epithets, slurs, teasing, and stereotyping), nonverbal harassment (e.g., obscene gestures; distribution, display, or discussion of inappropriate written or graphic material or material that ridicules, denigrates, insults, belittles, or shows hostility or disrespect toward an individual or group), or physical harassment, including unwelcome, unwanted physical contact (e.g., physical assault or violating an individual’s personal space).
Sexual Harassment
Sexual harassment is defined as unwanted conduct of a sexual nature. There are generally two types of sexual harassment:
- “Quid pro quo” harassment, where submission or refusal to submit to unwelcome sexual attention, requests for sexual favors, and/or other verbal or physical conduct of a sexual nature affects decisions such as preferential treatment, hiring, or promotions.
- “Hostile work environment,” where the harassment creates an offensive and unpleasant working environment. Hostile work environment often includes sexually oriented conduct that is sufficiently pervasive or persistent so as to unreasonably interfere with an individual’s job performance or has the purpose or effect of creating an intimidating, hostile, or offensive work environment. A hostile work environment can also result from a single egregious act.
Sexually oriented conduct can include verbal sexual harassment (e.g., innuendoes, suggestive comments, jokes of a sexual nature, sexual propositions, lewd remarks), nonverbal sexual harassment (e.g., the distribution, display, or discussion of sexually oriented written or graphic material), or physical sexual harassment (e.g., unwelcome, unwanted, unrequested, or uninvited physical contact)[1]. Such behaviors may also give rise to a hostile educational environment for students, in violation of Title IX of the Educational Amendments of 1972.
Bullying
Bullying is defined as unwelcome or unreasonable behavior that demeans, intimidates, humiliates, or sabotages the work of people, either as individuals or as a group. Bullying behavior is most often aggressive, persistent, and part of a pattern, but it can also occur as a single egregious incident. It is usually carried out by an individual but can also be an aspect of group behavior. Exercising appropriate authority, directing the work of others pursuant to their job responsibilities, and respectful scientific debate are not considered bullying behavior.
Examples of bullying behaviors include, but are not limited to, verbal bullying (e.g., threatening, slandering, ridiculing, or maligning a person; making abusive or offensive remarks), physical bullying (e.g., pushing, poking, assaulting, threatening assault, or damaging a person’s work area or property), gesture bullying (e.g., nonverbal threatening gestures), or sabotaging an individual’s work.
Research
Data and research results should be recorded and maintained in a form that allows review, analysis, and reproduction by others. It is incumbent on researchers involved in studies (especially publicly supported ones) to make results available in a timely manner. The fabrication, falsification, or selective reporting of data with the intent to mislead or deceive is unethical, unacceptable, and fraudulent, as is the appropriation of unpublished proprietary data or research results from others without permission and attribution. Data obtained from public databases should be cited in accordance with the guidelines and recommendations of the source from which they are obtained.
It should be recognized that honest error is an integral part of the scientific enterprise. It is not unethical to be wrong, provided that errors that could be misleading are promptly acknowledged and corrected when they are detected.
Publication and Authorship
Since its founding, NASA has been dedicated to the advancement of aeronautics and space science. The NASA scientific and technical information (STI) program plays a key part in helping NASA maintain this important role. The NASA STI program operates under the auspices of the Agency Chief Information Officer. It collects, organizes, provides for archiving, and disseminates NASA’s STI. The NASA STI program provides access to the NASA Aeronautics and Space Database and it public interface, the NASA Technical Report Server, thus providing one of the largest collections of aeronautic al and space science STI in the world. Results are published in both non-NASA channels and by NASA in the NASA STI Report Series, which includes the following report types:
Technical Publication
Reports of completed research or a major significant phase of research that present the results of NASA programs and include extensive data or theoretical analysis. Includes compilations of significant scientific and technical data and information deemed to be of continuing reference value. NASA counterpart of peer-reviewed formal professional papers, but has less stringent limitations on manuscript length and extent of graphic presentations.
Technical Memorandum:
Scientific and technical findings that are preliminary or of specialized interest, e.g., “quick-release” reports, working papers, and bibliographies that contain minimal annotation. Does not contain extensive analysis.
You can find an electronic version of our Science Technical Information and NASA Scientific Technical Report guidelines at http://www.sti.nasa.gov/ and http://ntrs.nasa.gov/
Guide to NASA Workshop Etiquette
We ask all attendees to work together to enhance the value of ETAM Workshop and Meetings by keeping in mind the following points.
Executive Summary
- Do wear your NASA identification or visitor badge at all times during the meeting.
- Do obey the “golden rule,” i.e., treat others as you would have them treat you.
- Do be quiet during presentations; use computers and mobile devices discreetly.
- Do silence all cell phones and other electronic devices with audible alerts.
- Do not blog, tweet, or otherwise post private conversations online.
- Do pick up after yourself by depositing trash in the appropriate receptacles.
General Considerations
This ETAM Workshop is not a public event. All attendees must be invited and register using the appropriate registration link. The only exceptions involve meetings or other activities in the future specifically noted as being open to the public.
Identification badges must be worn at all times during workshops and meetings. These badges help meeting attendees, NASA staff, and security personnel identify registered participants. Attendees not wearing their name badges may be denied entrance to this workshop and the breakout meeting rooms. If you lose your name badge, visit the ETAM Workshop registration desk to obtain a new one.
Attendance at this ETAM workshop is not a right but a privilege, and attendees are expected to behave professionally. NASA is committed to providing an atmosphere that encourages the free expression and exchange of scientific ideas. NASA is further dedicated to the philosophy of equality of opportunity and treatment for all members and other meeting attendees, regardless of gender, race, ethnic origin, religion, age, marital status, sexual orientation, disabilities, or any other reason not related to scientific merit. It is NASA policy that all participants in all activities related to NASA ETAM workshops and meetings will enjoy an environment free from all forms of discrimination, harassment, and retaliation. Harassment, sexual or otherwise, is a form of misconduct that undermines the integrity of Society meetings. Violators will be subject to discipline in accordance with the attendee’s institutional anti-harassment and HR policies.
NASA meeting staff are trained professionals, expert at organizing and conducting scientific meetings. They work with professional contractors who specialize in providing audio-visual and other services, and with professional hotel and convention-center staff as well. NASA retains security services to ensure the safety and security of all workshop and meeting attendees. Help us ensure a safe, secure, and professional environment by acting appropriately, reporting inappropriate behavior, and paying attention to those around you and your environment.
Attendees who are notably disrespectful or who act in an unprofessional manner toward meeting staff, contractors, other attendees, or hotel staff will be required to leave the workshop or meeting and may have their registration rescinded without refund. In extreme cases, NASA may call law-enforcement authorities and/or pursue legal action. Only with your help can we ensure the most productive scientific workshop.
Computers & Internet Service
NASA provides guest wireless internet service throughout each workshop or meeting, but we cannot guarantee full coverage in all locations. We provide priority access in common areas, throughout building 3 conference center. This means you may experience limited connectivity in other areas on the Ames campus. Wireless access information has been emailed to you. Please note that the wireless service is not encrypted but it is individual for each registrant. .
If you do make use of wireless internet access during a presentation, or even if you are just taking notes on your computer, please keep your activities as quiet as possible so as to minimize distractions to other attendees and the speaker. If you must use a computer during a session, please consider sitting near the back of the room so as not to distract the speaker or session chair. These same guidelines apply to mobile phones, tablets, and other electronic devices.
NASA reserves the right to ban users from its meeting network and to use site blocking, port blocking, and traffic shaping to ensure adequate bandwidth for all.
NASA Information Technology staff monitor the network throughout the day and reserve the right to disconnect any device that is causing network problems or harm to other devices.
In addition to the foregoing, please follow these guidelines:
- Keep your software up to date and use a firewall and virus/spyware protection when necessary.
- No device should be running as a server for off-site clients.
- Absolutely no routers may be attached to the network without prior authorization from NASA IT staff.
- Due to FCC regulations and physical laws, some of the available wireless spectrum can become overcrowded and temporarily unusable, which limits connectivity and download/upload speeds. We work hard to avoid this without breaking the laws set by the government or physics.
- Wireless connections will be dropped due to inactivity in accordance with NASA IT policy and procedures. You will be able to log back in and reconnect.
Mobile Phones & Related Devices
Cell phones, tablets, pagers, and similar electronic devices should be silenced. Before each workshop session begins and before you enter an active session, please silence your cell phone and any other devices that have audible alerts. Switching phones to vibrate rather than ring is not sufficient, as the vibrations can be heard or felt by those nearby.
Do not dial or take a phone call during a session. Please exit the session room before beginning or answering a call. All modern mobile phones have caller-ID and call-back features — please make use of them.
Blogging & Tweeting
If you blog, tweet, or otherwise post near-real-time material from the meeting online, you must follow the guidelines above concerning the use of computers, tablets, mobile phones, and NASA wireless bandwidth.
Please do not publicly report private conversations or information learned in this workshop— only public comments outside of workshop sessions are fair game for blogging, tweeting, etc.
Remember that many presentations at this ETAM workshops concern work that has not yet been peer-reviewed. So think twice before posting a blog entry or tweet that is critical of such work. It is helpful to receive constructive criticism during the Q&A after your talk or while standing next to your poster, but it is hurtful to be raked over the coals online before your session is even over and with no easy way to respond.
New York Times editor Bill Keller said it well. When it comes to meetings among colleagues, he explained, “We need a zone of trust, where people can say what is on their minds without fear of having an unscripted remark or a partially baked idea zapped into cyberspace. Think of it as common courtesy.”
Sessions & Questions
All oral and visual presentations must be approved by the science organizing committee in advance. Visual presentations should be coordinated with the workshop IT point of contact. You can send your presentation to ARC-LOC@nasa.gov to be uploaded ahead of your talk.
Session chairs are in charge of their sessions. They are empowered to stop questioning and to rearrange or otherwise adjust time slots (or not) based on tardiness or non-attendance of a scheduled speaker/presenter. The chair cannot extend session times beyond the common limits for regular contributions including the time for Q&A or breakout discussions.
When asking questions of speakers and other attendees, please be professional, courteous, and polite. This is especially important when questioning students presenting their ideas or research.
Be considerate of other people wishing to ask questions. If you have multiple or detailed questions, speak with the presenter after the session.
Photography & Video
Many events and presentations at NASA workshops and meetings are recorded for posterity by a NASA photographer or session organizers. Some sessions, may be videotaped and shared with other attendees. Your attendance at a NASA meeting signifies your agreement to be photographed or videotaped in the course of normal meeting business.
If you take pictures during the meeting, please be considerate of others. Do not use a flash when taking pictures during sessions.
Eating, Drinking & Smoking
Because our workshops are so full of great content, it can be hard to find time to eat breakfast or lunch. If you must eat or drink while attending a session, please do so quietly and be sure to deposit your trash properly after the session ends.
Some venues have strict policies against eating or drinking in particular areas. Meeting attendees are expected to follow these policies. Attendees may not bring their own alcoholic beverages or drink them at the meeting venue outside of areas or times when they are sold. Obviously this does not apply to bars, restaurants, or other facilities co-located with our meeting venues.
NASA workshops are strictly non-smoking, consistent with laws in the localities where we hold our conferences. When possible, smoking areas will be clearly identified.
Activities Other than Official ETAM Workshop Events
Social interactions that occur outside of official NASA activities are not sponsored by NASA and should not be considered NASA activities. NASA’s business and social programs and activities are limited to those that are planned and officially publicized through NASA. NASA is not responsible for any other activities that may take place before or after such programs and activities.
Participation in any such outside activities is purely voluntary. Any such outside gatherings or events are solely the responsibility of those who decide to participate in them.
If you choose to attend any outside gathering or participate in any such non-NASA-sponsored activity, however, please be mindful that you are still expected to uphold the same standards of personal conduct with respect to fellow members as you would at an NASA-sponsored program or activity. Please also be extremely mindful of your own safety as well as that of your colleagues at all times: if you choose to use alcohol, do so only in moderation, and keep the safety and behavior of yourself and your colleagues uppermost in your mind.