Logo

Code of Conduct

The Virginia Academy of Science (VAS) has adopted this Code of Conduct to foster a culture of integrity, collegiality, and respect. VAS is committed to creating an environment that encourages the open exchange of scientific ideas, promotes equitable opportunities and fair treatment for all participants, and ensures a safe, inclusive, and prejudice-free learning and professional environment.

VAS respects and values people of all races, ethnicities, genders, gender identities or expressions, sexual orientations, religions or spiritual beliefs, ages, disabilities, nationalities, regions, and socioeconomic backgrounds. This Code of Conduct applies to all VAS members, Fellows, and individuals granted honors, awards, or privileges to participate in VAS activities. By joining VAS, members acknowledge and affirm their commitment to abide by this Code of Conduct.

This Code establishes minimum standards of ethical and professional behavior. It does not address every possible situation; therefore, members are expected to comply with both the letter and the spirit of the Code. Applicable state and federal laws supersede this policy where relevant.

Scope and Applicability

This Code of Conduct applies to all VAS members as a condition of membership. It also applies to all attendees, speakers, exhibitors, staff, and volunteers participating in any VAS-sponsored meeting, event, workshop, or activity. In certain circumstances, this Code may apply to conduct occurring outside of VAS activities if that conduct negatively impacts a member’s professional reputation or the integrity of VAS.

VAS does not tolerate bullying, discrimination, or harassment of any kind, including conduct based on academic or professional discipline, race, ethnicity, color, national origin, ancestry, sex, creed, religion, age, genetic information, sexual orientation, gender identity or expression, disability, veteran status, marital status, medical condition, pregnancy, education level, socioeconomic class, political affiliation, or parental status.

Expectations of Members

Members of the Virginia Academy of Science are expected to:

  • Present research, data, and reports honestly, without falsification, fabrication, misleading statements, or omission of relevant facts.
  • Refrain from making false, biased, or unwarranted claims about another scientist, student, or professional colleague that could harm an individual’s reputation or professional opportunities.
  • Properly cite authorship, avoid plagiarism, and acknowledge the contributions of others.
  • Promote a culture of inclusivity, equity, safety, and respect, ensuring that all members have opportunities to participate and contribute.
  • Avoid belittling, undermining, or isolating individuals in their scientific work or careers.
  • Ensure that no individual is excluded or disadvantaged by withholding information or denying access to opportunities such as training, grants, fellowships, or meetings.
  • Reinforce the values of this Code when moderating sessions or participating in discussions at VAS events.
  • Avoid hostile or disruptive behaviors, including yelling, name-calling, slurs, epithets, teasing, shaming, stereotyping, or aggressive gestures.
  • Refrain from disrupting or heckling professional presentations, panels, or poster sessions unnecessarily.
  • Never engage in unwanted sexual advances, propositions, or physical contact, including touching, pinching, patting, grabbing, brushing against, or poking another person.
  • Do not distribute, display, or discuss inappropriate written or graphic material that denigrates, insults, or shows hostility toward an individual or group.
  • Follow all posted or stated venue rules and policies at meetings and events.
  • Alert a member of the VAS Executive Committee if there is a dangerous situation or if someone appears to be in distress.
  • Speak up when witnessing a possible violation of this Code when it is safe to do so, or report concerns to the Executive Director if speaking up is not possible or comfortable.

VAS reserves the right to intervene if conduct during any VAS activity becomes hostile, disruptive, or aggressive.

Reporting a Violation

Alleged violations of this Code of Conduct may be reported informally or formally by submitting a complaint to the Executive Officer of VAS at vasoffice@vacadsci.org. If the alleged violation involves the Executive Officer, the complaint should be directed to the President of VAS at president@vacadsci.org.

If criminal activity is suspected or has occurred, individuals should contact local law enforcement first and then notify VAS as appropriate.

All complaints must be made in good faith, meaning they are supported by a reasonable factual basis. VAS will not tolerate complaints made in bad faith or retaliation against individuals who submit good-faith complaints. Retaliation includes intimidation, threats, or adverse actions against anyone reporting a concern.

Complaint Resolution and Confidentiality

Upon receipt of a complaint, both the complainant and the respondent will be allowed to address the Executive Officer regarding the alleged violation. Relevant information will be shared with the VAS Ethics Committee for review and discussion. The Committee may request additional information or direct communication with any involved party.

VAS Ethics Committee:

Shall be composed of three committee chairs (as long as they are not serving on the Executive Committee) selected in the order of preference listed below:

  • Constitution and Bylaws
  • Awards
  • Long Range Planning
  • Membership
  • Finance and Endowment

The Ethics Committee may select its own chair and shall be responsible for:

Promoting awareness and understanding of the Code of Conduct;

  • Receiving and reviewing reported concerns or alleged violations in a fair, timely, and confidential manner;

  • Making recommendations to the Council regarding appropriate actions when necessary; and

  • Proposing revisions to the Code of Conduct as needed to ensure it reflects best practices and the mission of the Academy.


Initial Safety Measures:
When necessary, temporary safety measures may be implemented immediately, including separating individuals, restricting participation in VAS activities, or taking other appropriate actions.


Oversight and Determination:
Within 48 hours of implementing any initial safety measure, the Executive Officer will provide an update on next steps. A final determination will generally be made within 14 days. Given the many variables and factors that may arise, additional time may be needed in some cases. Any deviation from the time frames in this document will be communicated to both the Complainant and Respondent simultaneously, along with a new timeline and explanation of the reason for the extension of time. After reviewing all available information, the Ethics Committee will deliberate and vote on an appropriate resolution.


Consequences

If a violation is found, consequences will be imposed in proportion to the severity of the violation and the harm caused or threatened. Possible actions include, but are not limited to:

  • Warnings or reprimands
  • Required no-contact directives
  • Temporary or permanent removal from VAS membership
  • Bans from participation in VAS leadership roles, events, grant competitions, and/or publications

If the Ethics committee recommends a documented consequence, the case must be explained to Council, and Council should vote to approve or reject the recommended consequence.

As representatives of the Commonwealth’s scientific community, VAS may also pursue a rehabilitative approach to conflict resolution when appropriate. In some cases, individuals may appeal for reinstatement based on demonstrated ethical and professional improvement, subject to conditions determined by the Executive Officer and Ethics Committee.


As approved by Council March, 2026,