The National Society of Hispanic Physicists, like other professional societies, forms the professional home and community of scientists and aspiring scientists. And our community is partly defined by the values we embrace and hold in common.

These values can be explored by looking at three fundamental elements of the scientific community.

The first element is mirrored in a portion of the Diversity Statement of NSHP (adopted by the NSHP Board, 15 February 2009)

The National Society of Hispanic Physicists (NSHP) believes that all individuals, regardless of gender, age, race, ethnic background, disability, sexual preference, or national origin, must be provided with equality of opportunity to pursue and advance in physics careers.

Respect for the individual and the recognition of the potential of each person is fundamental to the science community.

A second critical element of the scientific community is the research group. Each member of the group is a valuable contributor, and the group provides an environment for each person to learn to lead, to follow, and to participate fully in communal work.

And the third critical element is the nature of scientific inquiry. Scientists ask questions, test ideas, accept failure as the price for knowledge, expect evidence-based thinking, and can work with doubt and uncertainty.

These three elements contain the core values that make up the expectations of “professional behavior” and a code of conduct for our science community.

NSHP and its members strive to promote an atmosphere where everyone in the community is valued, respected, and given space to develop as scientists and as community members. Members of NSHP hold this expectation of themselves and of each other and commit to upholding a high level of integrity and ethical behavior in research, teaching, communication, and being a member of the science community.

Pursuing the study of physics is the right of anyone. But each right has an accompanying responsibility. Each member of NSHP strives to develop a sense of personal integrity at least partially based on honesty, clarity and accuracy in communication, being able to admit to mistakes, and a willingness to learn from them.

Meeting Code of Conduct
All participants of an NSHP meeting, including but not limited to members, speakers, visitors, contractors, facility staff, etc., are expected to accept and abide by the Code of Conduct described below.

If a meeting is held jointly with another society, participants are expected to study both Codes of Conduct and follow the conference rules of both societies.

NSHP and its members strive to provide a meeting experience free from harassment, discrimination, or retaliation.

However, despite this high ideal, it is critical to recognize that biases exist and may be part of the human condition. Despite our best efforts anyone of us can temporarily fail in our high ideal, just as anyone of us can be a target of some bias.

Harassment is difficult to define but basically embraces a pattern of speech and/or physical conduct that causes an intimidating, offensive or hostile environment for others. Harassment also includes establishing an environment in a shared space that others find offensive or demeaning. The range of harassing conduct may range from nonverbal, noncontact microaggressions to verbal abuse to actual physical assault.

Though any form of harassment may constitute unprofessional behavior, some forms are illegal. Protected characteristics include age, gender, national origin, race, religion or disability.

Discrimination occurs if biases or other forms of prejudices result in a potentially inaccurate or incomplete assessment of someone’s competence or ability leading to a denial of opportunity or an imbalanced evaluation. Both personal and systemic discrimination may occur and is frequently based on race, age, gender, disability, religion, political basis, etc. basically, any characteristic that may not be directly relevant to professional competence.

Retaliation refers specifically to any action or word that explicitly, or subtly, threatens someone from reporting acts of discrimination or harassment. Retaliation or threats of retaliation are prohibited.

It is critical to remember that NSHP is composed of members from a variety of cultures each of which may have very different expectations of physical contact, dialogue, personal space and relationships. It is best to keep all relationships “professional” which means limited or no physical contact, respectful and almost formal conversations, and not pursuing a relationship, other than a professional one, if there is a power dynamic between the participants.

See the Appendix for additional characteristics of inappropriate behavior.

The Policy
Despite our attempts to provide a collegial environment, something may occur that requires a member to respond to, or report, conduct that is unprofessional. You have the right to speak up to, or report, an incident whether you are the target or a witness.

Prior to responding it is good to remember three critical factors.

• Biases exist, discrimination and harassment does occur. There are times harassment is clearly occurring. But other times it is more subtle and you may not be sure that it occurred. Chances are that if it disturbed you then it did occur and you should follow up.

• The NSHP is a volunteer organization and our meetings are optional. These factors impose limits on what we can do. Though members of the Board may have received training in dealing with harassment cases at their home institutions, the training is based on having the resources and framework of their Human Resource departments. These are not available to us at our meetings. In addition, any member of our community (with the exception of facility staff) is there voluntarily and we have little options to enforce any decision.

• You should still initiate a report. As a member of our community you have the right and the responsibility of helping maintain our expectations of each other. Though, without witnesses, it is difficult to act on a single complaint, multiple complaints may leave a pattern that can be used.

Should You Speak Up?

People who are the target of harassment or discrimination hesitate to speak up at the time of the incident or to make a report afterwards and may ask – Should I speak up?

Certainly if you felt threatened, insulted, and/or uncomfortable you should speak up. If the harassing behavior or conduct exceeded a simple misunderstanding, you should speak up. And if the harassing behavior or conduct was part of a pattern, you should speak up.

Should I speak up at the time of the incident?

Many people who are subject to harassing behavior are so taken by surprise they lose the opportunity to respond appropriately at the time. Other times the harassment leaves an individual feeling unsafe. Hopefully, that will not occur during a meeting or between participants of the scientific community.

Assess the situation. Speak up now or wait to file a report?

If a reminder of the need for professional conduct between participants does not stop the harassing behavior then removing yourself from the area may be your best option.

Prepare to File a Report

The first thing you should do is write down what occurred. Even if you decide not to go forward with a report, the act of writing things down can be a way of distancing the event while keeping an immediate memory of the event. (Treat this record as confidential and avoid letting a leak occur.) In particular, write down any witnesses or potential witnesses and preserve any emails or other notes, photos, etc.

You now have a choice. You may contact a member of the NSHP Board to initiate an investigation within NSHP or begin an investigation with the society that is co-hosting the meeting.

Contact a Board Member

If you choose to pursue a report within NSHP contact a Board member by email with a request for a private meeting. But the word “private” is a clue that the Board member must now treat the request as confidential and cannot discuss this with anyone within the limits of the law. However, many Board members at their home institutions are required to report certain events.

The meeting will occur in a public space though privacy will be maintained. Board members frequently talk with others under these conditions and so anonymity can still be preserved.

If NSHP is meeting jointly with another society, most Board members will encourage you to pursue the reporting policy and procedure of the society co-hosting the meeting.

Board members have limited investigative avenues. But registering a complaint is enough to flag reported harassers. Possible options for the Board at this stage are to have a conversation on professional conduct and to limit NSHP participation and recognition.

Though a report of the incident will be kept, the anonymity of the person(s) making the report will be preserved if possible. However, confidentiality cannot be guaranteed since the identity of the complainant might be deduced during an investigation.

Board members commit to maintain the confidentiality of the report even after they stop being members of the Board.

Appendix
Characteristics of Inappropriate Behavior

Participants should recognize that they should avoid actions or statements based on a colleague’s age, race, ethnicity, sexual orientation, gender identity, gender expression, marital status, nationality, political affiliation, ability status, educational background, or any other characteristic protected by law.

Harassment occurs in many forms.

Examples of verbal abuse include but are not limited to insults, derogatory comments, mockery, foul or obscene language, intimidating language, and unwelcome jokes or comments. Physical harassment may take the form of gestures, stalking, violating personal space, impeding or blocking someone else’s movement, physical interference, unwanted touching or attention, and other actions.

Harassment can also occur through offensive emails, texts, voicemail, social media postings, pictures, drawings, or cartoons. In addition, photographing or recording someone without their permission may also be harassment.

Sexual harassment includes unwelcome advances or propositions; suggestive gestures, facial expressions, or conversation; displaying sexually suggestive objects, pictures, or recordings; unwanted physical contact or impeding or blocking movements. Conduct may be consensual but if one person withdraws that consent, for any reason, then any further action without consent becomes harassment and may lead to a charge of assault, which is grounds for legal action. Sexual harassment may occur between people of the same or opposite sex and is prohibited regardless of the gender of the harasser.

The above is not a complete list of what may be deemed harassment.