VENUS / Salish Sea Workshop 15-17 July 2025

Event and Workshop Community Agreement & Code of Conduct

Event and Workshop Community Agreement & Code of Conduct

Ocean Networks Canada (ONC) values discussing science from multiple perspectives, cultures, and knowledge bases. The goal of ONC-hosted workshops is to create an environment where everyone feels welcome to participate, speak up, ask questions, and engage in conversation. ONC recognizes the inherent worth of every participant; as such, ONC is committed to fostering a harassment-free and inclusive environment where cultures are referenced through a positive and inclusive lens, and where attendees are treated with respect and dignity and feel physically, emotionally, psychologically, culturally safe. We invite all participants of ONC-hosted workshops to contribute to creating safer and positive experiences for everyone.

The information in this Community Agreement & Code of Conduct formalizes the expectations of all participants (in person or virtual) to be intentional and thoughtful in their interactions and it covers any venue where an ONC-hosted workshop takes place, including offsite workshop-related events or social gatherings.

Strategies that improve communication in online and in-person environments

Embrace joy and humour. Be welcoming to others. Make an effort to build new connections by taking note of who is participating. Use inclusive and appropriate language. Embrace different communication styles and dialogues about science. Be open to suggestions and feedback. Create opportunities for everyone to participate and share their thoughts and opinions while also respecting those who choose not to do so.

Share and invite others to share their personal pronouns and use them correctly. For online events, please understand that: not everyone has access to a quiet workspace; the current online environment is also family space for many participants; external interruptions, muting and unmuting, and unstable Internet are all realities that need to be addressed with patience and good humour.

Strategies that enhance the ability to be culturally safe

Reflect on one’s own culture and attitudes and avoid stereotyping. Use clear, judgment-free, open and respectful communication. Develop trust. Be prepared to engage with others in a two-way dialogue where knowledge is shared. Be considerate about how you discuss and frame sensitive topics to avoid causing harm. Be inclusive of cultural perspectives and contributions that are different from your own. Be respectful and aware of diverse experiences and histories as current relationships, collaborations, and language are shaped by colonial histories.

Do not prioritize or value some knowledge over others. Have equitable discussions, allowing time for historically underrepresented voices and opinions. Ask participants, specifically Indigenous and Traditional Knowledge Holders, for explicit permission to use stories, ideas, and information shared during this meeting or future collaborations. Do not appropriate knowledge shared during this meeting or future collaborations. Be accountable: when we fail to meet these guidelines, work together to identify problems and adjust your approach accordingly.

Individuals who participate in an ONC-hosted workshop should conduct themselves in a manner that adheres to the spirit of this Community Agreement & Code of Conduct.

Unacceptable Behaviour

To support safer online and in-person events and discussions, ONC specifically prohibits posting workshop materials, photos of participants, screenshots of chat room discussions and questions, or recordings of the workshop outside of our virtual space without consent.

Behaviours that will not be tolerated

Violence and threats of violence. Incitement of violence towards any individual. Derogatory comments related to gender, gender identity and expression, sexual orientation, disability, mental illness, neurotype, physical appearance, body size, race, religion, or socio-economic status. Gratuitous or or off-topic sexual images or behaviour.

Physical contact or simulated physical contact (e.g. textual messages depicting physical contact) without affirmative consent. Unwelcome sexual attention. This includes sexualized comments or jokes, inappropriate and unwelcome sexual advances. Deliberate intimidation, stalking or following (online or in person). Sustained disruption of community events, including talks and presentations. Advocating for, or encouraging, any of the above behaviour.

Guidelines for Speakers

Speakers are responsible for the content of their presentations, but must be cognizant of potentially offensive actions, language, or imagery in their presentations; consider whether it is necessary to convey such a message; and, if so, alert the audience at the beginning of the talk should this type of content be included.

Reporting Procedure 

If any attendee believes they or another attendee has been subject to conduct that violates this Community Agreement & Code of Conduct, they should report the violation to an ONC workshop organizer or ONC staff as soon as possible verbally and/or by completing the online incident reporting form. All reported concerns will be treated seriously and investigated promptly. Attendees are expected to cooperate fully and honestly with any investigation.

*** Call 911 if, at any time you feel that you are in immediate danger. After calling 911, if you are onsite at ONC, you may also alert UVic Campus Security at 250-721-7599.

Consequences

If an attendee has been asked to stop a harassing behaviour, they are expected to comply immediately. At ONC’s sole discretion, any violation of this Community Agreement & Code of Conduct may result in removal from or denial of access to the workshop without a refund of any applicable registration fees, and/or disqualification from attendance at future conferences, depending on the circumstance. After a full investigation, additional consequences may be applied, including jeopardizing future collaborations with staff and notification of the attendee’s employer.

No Retaliation

ONC will not tolerate any actual or attempted reprisals or retaliation against individuals who raise, in good faith, a concern that this ONC-hosted Workshop Community Agreement & Code of Conduct has been violated, or who participate in the investigation of such a concern. ONC takes all allegations of harassment and discrimination seriously and is committed to ensuring an ONC-hosted workshop environment is free of all harassment and discrimination.

Other Information

Speaker Rider for Meaningfully Inclusive Events (opennews.org)