Dengue Endgame Summit Safety Plan

1. Statement of Commitment

The organizers of the Dengue Endgame Summit are committed to providing a safe, respectful, welcoming, and harassment-free environment for every participant, regardless of race, color, national origin, ethnicity, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, disability, veteran status, immigration status, socioeconomic status, career stage, or any other characteristic protected by federal, state, or local law. Scientific exchange depends on the ability of all attendees to participate fully and without fear. The summit is a single-track, discussion-intensive meeting, and we expect all participants — speakers, moderators, poster presenters, sponsors, exhibitors, staff, and guests — to help sustain a professional and collegial atmosphere in every session, poster hall, social event, shuttle, and online space associated with the meeting. Harassment and discrimination in any form will not be tolerated.

2. Expectations of Behavior

All attendees are expected to:

• Treat all participants, organizers, venue staff, and guests with respect, courtesy, and professionalism.
• Engage in scientific debate and critique in a constructive manner, directed at ideas and data rather than at individuals.
• Respect the dignity, privacy, and boundaries of others, including obtaining consent before photographing, recording, or sharing another attendee’s presentation, poster, or personal information.
• Comply with all venue rules and the lawful instructions of summit organizers and Hotel Saranac staff.

Harassment and discrimination are prohibited. For the purposes of this Plan, prohibited conduct includes, but is not limited to, the following behaviors when directed at or experienced by any participant:

• Sexual harassment — unwelcome sexual attention or advances, requests for sexual favors, unwelcome physical contact, sexual assault, sexually explicit or suggestive comments, images, or gestures, and quid pro quo pressure.
• Racial, ethnic, or national-origin harassment — slurs, epithets, derogatory or demeaning remarks, jokes, or imagery based on race, color, ethnicity, or national origin.
• Other discriminatory harassment — harassment or demeaning conduct based on religion, sex, gender identity or expression, sexual orientation, pregnancy, age, disability, veteran status, or any other characteristic protected under federal civil rights laws or applicable organizational policy.
• Bullying, intimidation, and abuse of power — threatening, hostile, or humiliating behavior, including misuse of a position of seniority or influence over trainees or junior colleagues.
• Stalking, unwanted following, or persistent unwanted contact, in person or online.
• Disruptive conduct that interferes with presentations, discussion, or other participants’ ability to engage, including sustained disruption of speakers.
• Retaliation against any person who reports a concern in good faith or who participates in the review of a report.

A single serious incident may constitute a violation; repeated lesser incidents may also, cumulatively, constitute a violation. Whether conduct is welcome or unwelcome is judged from the perspective of the person experiencing it.

3. How to Confidentially Report a Violation to the Organizers

Any participant who experiences, witnesses, or becomes aware of a possible violation of these expectations is encouraged to report it to the summit organizers as soon as possible. Reports are handled discreetly, and the identity of the reporting individual and others involved will be kept confidential to the fullest extent possible, consistent with the need to assess the report and take appropriate action. You may report in any of the following ways:

• In person, to any member of the Summit Organizing Committee (SOC) or to registration-desk staff, who are identifiable by badge throughout the meeting.
• By confidential email to the designated conduct contacts: Adam T. Waickman, PhD (waickmaa@upstate.edu) or Christina D. Campagna, MPH (campagch@upstate.edu).

If anyone’s immediate safety is at risk, contact venue security or call 911 (Saranac Lake Police Department / Franklin County emergency services) without delay.

4. Assessment of Allegations and Consequences for Violations

The Summit Organizing Committee will promptly review any report it receives. The co-organizers (or a designee not involved in the report) will acknowledge the report, gather relevant information, and, where appropriate, speak separately with the individuals involved. Reviews are conducted as confidentially and impartially as circumstances allow. When appropriate, the organizers will consult the SUNY Upstate Medical University Office of Institutional Equity / Title IX Office and institutional counsel, and will coordinate with Hotel Saranac and the Trudeau Institute and their affiliated counsel as needed.

During review, the organizers may take reasonable interim measures to protect participants — for example, adjusting seating, session roles, or event access. If the organizers determine that a violation has occurred, the response will be proportionate to the severity of the conduct and may include one or more of the following:

• A verbal or written warning.
• A directive to stop the behavior and/or to avoid contact with specific individuals for the remainder of the event.
• Removal from a session, the poster hall, or a social event.
• Expulsion from the summit without refund of registration.
• Prohibition from attending future Dengue Endgame Summits.
• Notification of the individual’s home institution, sponsor, and/or professional society, as appropriate.
• Referral to law enforcement and/or notification of NIH, where warranted.

Retaliation against anyone who reports a concern in good faith or participates in a review is itself a violation and will be addressed through the same process. Reports made in good faith that are not substantiated will not result in any adverse action against the reporter.

5. Additional Avenues: Conference Organizers and the HHS Office for Civil Rights

Individuals who have questions, concerns, or complaints related to harassment or discrimination are encouraged to contact the summit organizers using the channels in Section 3 and/or the U.S. Department of Health and Human Services (HHS) Office for Civil Rights (OCR). OCR enforces federal civil rights laws that prohibit discrimination in programs and activities that receive federal financial assistance.

6. How to File a Complaint with HHS OCR

A complaint may be filed with HHS OCR by any person who believes that they, or someone else, has been subjected to discrimination. Complaints are generally filed within 180 days of the alleged discriminatory act. Complaints may be submitted through the OCR Complaint Portal, by mail, or by email:

• Online: OCR Complaint Portal — ocrportal.hhs.gov/ocr/
• Instructions and forms: HHS OCR — Filing a Civil Rights Complaint
• Email: ocrmail@hhs.gov • Phone: 1-800-368-1019 (TDD 1-800-537-7697)

7. Reporting to the Organizers Is Not a Prerequisite

Filing a complaint with the conference organizers is not required before filing a complaint of discrimination with HHS OCR. Seeking assistance from the conference organizers in no way prohibits or limits an individual’s ability to file a complaint with HHS OCR, with their home institution, or with law enforcement. These avenues are independent, and an individual may pursue any or all of them.

8. How to Notify NIH of Concerns

If there are concerns that harassment — including sexual harassment, discrimination, or other forms of inappropriate conduct that can result in a hostile environment — is affecting this NIH-supported summit, NIH wants to know. Individuals may notify NIH, and notification may be made anonymously:

• Information and resources: NIH — Find Help webpage
• Submit a concern: NIH — Report a Concern (Notify NIH) • Phone: (301) 480-6701

Because NIH is not a law enforcement agency, NIH strongly encourages individuals to also report allegations of harassment or assault to the appropriate authorities, which may include local police or an institution’s Equal Employment Opportunity, Human Resources, or Title IX office.