CSWA Announcements

1. CSWA Announcements • The first Longitudinal Survey - a survey of current graduate students - will be sent out on June 4, 2007. • The CSWA has drafted a brochure that briefly described the Pasadena Recommendations, and points to the web site for further information - please pick up a copy! • AASWOMEN listserv difficulties - go to our web site http://www.aas.org/cswa to see back issues.

2. “Yes, Virginia, Discrimination and Harassment Do Still Happen” CSWA Session - May 31, 2007

3. Session Goals • To (re)educate people about what can constitute harassment • To briefly review what a victim should do if a grievance procedure exists • To begin to develop a set of guidelines for the AAS and its divisions for a grievance procedure associated with incidents at official AAS/Division functions

4. What Prompted this Session? • CSWA members discovered that many of us knew of colleagues who had had recent experiences with harassment. • We are not trained to deal with this. • A subsequent series of items in AASWOMEN indicated that harassment has not gone away. • There is a need to (re)educate people periodically. • We determined that there is no written procedure to file a grievance with the AAS if an incident happened during one of their official functions.

5. Recent Examples - What Would You Do If… • An astronomer propositions you or touches you inappropriately while on an observing run? • A colleague in your department blames you for a delay in their sabbatical, claiming they had to teach for you while you were on your (university approved) maternity leave, and threatens to impact your tenure decision? • A member of the selection committee for a postdoctoral position tells a number of female applicants “If you’re nice to me, I’ll see that your application is well received”?

6. Recent Examples - What Would You Do If… • A security agent at your institutions “graduates” from offensive comments to inappropriate physical contact? • Your major professor tells you that you need to share his hotel room at the AAS to save grant money? • A colleague at a conference uses the pretense of beginning a collaboration to get you alone and then propositions you and gropes you?

7. Things to remember: • The victim doesn't EVER have to confront her/his harasser and say "no," or anything about the behavior. Harassment training always makes this point clear. Ideally, you would be able to stand up to someone, but that isn't required, because it places the burden on the victim. • It is not helpful to have "allegations" flying about over which a community can take sides. Also you don't want to have the offender make you "look bad for slandering him/her." So keeping it quiet is important.  Select just a few key people, who support you and who the offender respects,  to be involved in the procedure.

8. Things to remember (cont.): • Trying to deal with a harassment problem “informally” nearly always backfires - people are skeptical, confidentiality is often promised but not delivered, and there is often a “drawing the wagons in a circle” effect. • Expect tough questions - but most are required. • COME FORWARD. If no one ever files a complaint, the behavior will continue. And chances are very good that you are not the only one who has been harassed. • YOU DID NOTHING WRONG.

9. Things to remember (cont.): • Most universities and institutions have a procedure to address complaints of sexual harassment and gender discrimination. This procedure should be outlined on their web site, but if the link is not obvious, try searching on ‘sexual harassment complaint.’ Details can vary, but the first few steps you take as the victim should be roughly the same. Find out what the policy and procedures are, and follow them!!

10. What To Do If a Grievance Procedure Exists 1. Write everything down! Times, places, nature of the incident, and comments made. Save emails, notes, etc. Document, document, document! 2. Tell someone you trust: advisor, best friend, parent, sibling, etc. Talk about the pros and cons of filing an official complaint. 3. If your university is fortunate enough to have an ombudsperson, consider talking to him/her. The ombudsperson is an independent, confidential, and impartial resource available to facilitate cooperation and consensus through education and mediation. Bring copies of the items from (1) to your meeting. You can also bring your trusted confident from (2) if this helps calm your nerves. Prepare for the meeting. Know your facts. Be organized.

11. What To Do If a Grievance Procedure Exists (cont.) 4. If you decide to file a complaint, your first official step could be a meeting with your department chair. The ombudsperson and/or your confidant from (2) can come with you. It helps to know there is someone in your corner. 5. You will most likely have to write and sign an official letter of complaint, documenting the nature of the harassment and/or discrimination. Be as detailed as possible. This is where the information from item (1) is most useful. Take time to write this letter. Ask the ombudsperson and/or your confidant from (2) to read it over. Edit is thoroughly.

12. What To Do If a Grievance Procedure Exists (cont.) 6. If you have any supporting documentation or statements from witnesses, these should be submitted to the chair at the same time as your official letter of complaint. 7. Once you submit this letter, the department chair is compelled to address your complaint. At my university, the letter goes up the chain of command to the dean. The person against whom the complaint is lodged is also notified and must provide a written response.

13. What happens if the incident occurs outside of the confines of your institution? Attending a conference? On travel? Serving on a panel or TAC?

14. AAS Policy Statement ARTICLE X. NON-DISCRIMINATION IN PROFESSIONAL ACTIVITIES • As a professional society, the AAS must provide an environment that encourages the free expression and exchange of scientific ideas. In pursuit of that environment, the AAS is committed to the philosophy of equality of opportunity and treatment for all members, regardless of gender, race, ethnic origin, religion, age, marital status, sexual orientation, disabilities, or any other reason not related to scientific merit. All functions of the Society must be conducted in a professional atmosphere in which all participants are treated with courtesy and respect. It is the responsibility of the chairperson of an AAS committee, of the organizers of any AAS meeting, and of the members themselves to ensure that such an atmosphere is maintained. Furthermore, the rich diversity of the Society’s membership and of the astronomical community in general is a resource that should be drawn upon when selecting organizing committees, invited speakers, and nominees for office and for special prizes.

15. But what if something happens?

16. APS Policy on Equal Professional Opportunity Principles • The APS, to achieve its goal of advancement and diffusion of the knowledge of physics, affirms a policy of equal opportunity for all Society members. This policy requires that the Society and its members conduct their professional activities without discrimination or harassment in regard to personal factors irrelevant to the purposes of the Society including (but not limited to) gender, race, national origin, age, religion, marital status, political views, sexual orientation, or disability. Because respect for individuals is integral to achieving this goal, it is the policy of the APS that harassment of colleagues and co-workers in the professional environment, including sexual or racial harassment, is unacceptable behavior.

17. APS Policy on Equal Professional Opportunity (cont.) • The American Physical Society is dedicated to the broadest possible participation of its members in activities of the Society. We therefore reaffirm the Society's long-standing commitment to removing barriers impeding the entry of women and minorities to the career of physics, and to fostering their full-fledged participation in our profession.

18. APS Policy on Equal Professional Opportunity (cont.) Guidelines for Implementation • The major functions of the APS are in the areas of publications; professional meetings; nominations; elected governance and associated committees; awards and honors; and outreach programs. In carrying out these functions, members should adhere to the objectives of enhancing equal opportunity and encouraging broad participation in our profession and in the activities of the APS. • The APS expects all members, both in their participation in activities of the Society and within their professional workplace, to act in accordance with these principles. Society members are also encouraged to foster the enactment at their workplaces of comparable policies. • The elected officers of the Society, in consultation with the governance committees, are responsible for dealing with issues arising from this policy statement. Any person who becomes aware of inappropriate conduct should contact the Executive Officer of the Society.

19. AGU Policy for Dealing with Harassment by Staff, Volunteers, and Vendors Statement of Policy • AGU's policy is to insist upon mutually respectful interactions between people and to strictly comply with all laws applicable to AGU activities. United States federal and most state laws strictly prohibit sexual harassment, as well as harassment based on race, color, religion, gender, national origin, age, and disability. • AGU's policy specifically prohibits sexual harassment, as well as harassment based on race, color, religion, gender, national origin, age, sexual orientation, and disability by or against any staff member, vendor, customer, officer or other member engaged in an AGU activity. Violators of the policy will be subject to discipline. Those bringing complaints will not be subjected to discipline or retaliation for complaining.

20. AGU Policy for Dealing with Harassment by Staff, Volunteers, and Vendors (cont.) Scope of Policy • This policy includes, but is not limited to, official AGU activities, such as day-to-day operations, meetings, publication, education programs, committee activities, sales etc. The policy does not apply to conduct having no relationship to employment, member participation in AGU activities, or other business relationships.

21. AGU Policy for Dealing with Harassment by Staff, Volunteers, and Vendors (cont.) Definition of Sexual Harassment • Sexual harassment refers to unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature. Behavior and language that are welcome/ acceptable to one individual many be unwelcome/offensive to another. Consequently, individuals must use discretion to ensure that their words and actions communicate respect for others. This is especially important for individuals in positions of authority because individuals with lower rank or status may be reluctant to express their objections or discomfort regarding unwelcome behavior.

22. AGU Policy for Dealing with Harassment by Staff, Volunteers, and Vendors (cont.) • The following are examples of behavior that when unwelcome may constitute sexual harassment: • Sexual flirtations, advances, or propositions • Verbal comments or physical actions of a sexual nature • Sexually degrading words used to describe an individual • A display of sexually suggestive objects or pictures • Sexually explicit jokes • Unnecessary touching

23. AGU Policy for Dealing with Harassment by Staff, Volunteers, and Vendors (cont.) • Sexual harassment is considered to have occurred when: • Submission to conduct such as that listed above is made either explicitly or implicitly a term or condition of an individual's employment, participation in volunteer service and/or programs, or other business relationship. • Submission to or rejection of such conduct by an individual is used as the basis for employment, participation in volunteer service and/or programs, or any business relationship decision affecting such individual. • Such conduct has the purpose or effect of interfering with an individual's work performance or creating an intimidating, hostile, or offensive working or business environment.

24. AGU Policy for Dealing with Harassment by Staff, Volunteers, and Vendors (cont.) Definition of Other Work-Related Harassment • Harassment on the basis of race, color, religion, gender, national origin, age, sexual orientation, or disability prohibited by this policy includes: • epithets, slurs, negative stereotyping or threatening, intimidating or hostile acts, that relate to race, color, religion, gender, national origin, age, sexual orientation, or disability; and • written or graphic material that denigrates or shows hostility or aversion toward an individual or group because of race, color, religion, gender, national origin, age, sexual orientation, or disability and that is circulated or placed on walls, bulletin boards, or elsewhere in work-related environments.

25. AGU Policy for Dealing with Harassment by Staff, Volunteers, and Vendors (cont.) Reporting and Investigating of Incidents of Harassment • All incidents of harassment involving any AGU staff member, officer or other member engaged in an AGU activity, and/or vendor should be reported immediately to AGU's General Secretary, Executive Director or another member of the Executive Committee or AGU's Human Resources Manager. All harassment complaints will be treated seriously and will be investigated promptly. Confidentiality will be maintained so far as realistically possible.

26. AGU Policy for Dealing with Harassment by Staff, Volunteers, and Vendors (cont.) Disciplinary Action • Individuals engaging in harassment prohibited by this policy and those making allegations of harassment in bad faith will be subject to disciplinary action. Such actions range from a verbal warning to termination of employment, or affiliation, or other business relationship depending upon the gravity of the offense and whether it is an initial or repeated offense.

27. AGU Policy for Dealing with Harassment by Staff, Volunteers, and Vendors (cont.) Investigation and Elements of a Fair Process 1.The investigator must be impartial, with an open mind until the end. Anyone who believes that he or she has a conflict of interest, should not serve as an investigator. 2.In most cases the complainant will be interviewed first and the written complaint reviewed. If the complainant has not already written a formal complaint, he or she should be asked to do so. 3.The nature of the complaint should be explained to the respondent, who should have the opportunity to understand the major elements of the complaint. The respondent should be told the nature of the concerns in sufficient detail so that he or she has a reasonable chance to defend or explain himself or herself with respect to each concern.

28. AGU Policy for Dealing with Harassment by Staff, Volunteers, and Vendors (cont.) Investigation and Elements of a Fair Process (cont.) 4.The respondent should be given a reasonable chance to respond to the evidence of the complainant and to bring his or her own evidence. 5.If the facts are in dispute, further investigatory steps may include interviewing those named as witnesses. 6.If for any reason the investigator(s) is in doubt about whether or how to continue they will seek appropriate counsel. 7.When the investigation is complete, the investigator(s) should report the findings to decision makers.This is a brief summary of AGU's policy on Dealing with Harassment. This is a brief summary of AGU's policy on Dealing with Harassment. The full policy and process are available from AGU's Human Resources Manager.
his document relies heavily on the guide, Dealing with Harassment at MIT. 1993 Massachusetts Institute of Technology.
—Adopted by Council, December 8, 1994

29. What would we like to see in an AAS policy?