Board Approved May 15, 2025

SSR’s Mission is to Advance the Science of Reproduction, Fertility, and Development for the Benefit of Humans and Animals. This mission is accomplished through SSR’s key values: Scientific Literacy, Inclusion, Education, Partnership, Collegiality, Curiosity and Sustainability.

SSR can flourish only with:

• credibility, honesty and integrity;

• a culture and associated conduct that foster full participation;

• openness to and welcome of a diversity of people and ideas; and

• a safe environment for all members, and those supporting or providing services.

This document works in concert with other policies that govern volunteer conduct, including, but not limited to, SSR’s Conference Code of Conduct (see below) and Financial Conflict-of-Interest Policy.

Coverage

This document applies to all SSR volunteers, including, but not limited to SSR Board members; editors; and committee members in connection with SSR-associated activities and events, that are sponsored, funded, or conducted in whole or in part by SSR, wherever located.

Conduct Standards

SSR values highly professional, ethical, and inclusive conduct.

  • Provide an environment, both virtually and in-person, in which all individuals are welcomed, are treated with respect and dignity, and are free from all forms of discrimination, bullying and harassment, including any kind of sexual, gender, disability, racial, ethnic, religious or other type of harassment.
  • Not retaliate against any person(s) who raise a conduct concern, or who assist in any way to investigate or resolve it.
  • Act with honesty and integrity.
  • Respect confidentiality, regarding sharing, copying, reproducing, transmitting, divulging or otherwise disclosing any confidential information related to SSR without approval from the SSR Board.
  • Act in absence of the influence of conflicts of interest in the work of the volunteer, achieved through avoidance and disclosure.

Disclosure

All volunteers are required to sign a statement affirming that the volunteer has:

  • Received a copy of and agreed to comply with the SSR Code of Conduct.
  • Note: failure to submit a complete and truthful disclosure, is on its own a violation and does not diminish application of this code of conduct to the volunteer.

Conflicts-of-Interest

A conflict-of-interest occurs when a volunteer’s personal, professional, or financial interests could compromise their judgment, decisions, or participation in an SSR activity or event. Financial conflicts will be handled via Financial Conflict-of-Interest Policy.

  • Duty To Disclose: when a volunteer is faced with any potential conflict of interest, they must disclose the conflict with the SSR Executive Director and/or Staff Liaison.
  • Determining Whether a Conflict of Interest Exists: after a conflict is disclosed, the Executive Council (SSR President, Vice-President, Vice-President-Elect, Past-President, Secretary and Treasurer) shall decide if a conflict of interest exists.
  • Adjudication on a Conflict of Interest: the volunteer may make a presentation, but thereafter, shall leave the meeting. The Executive Council will discussion, and vote on, the transaction and resolution involving the conflict of interest.

Reporting Harassment or Violation of SSR’s Code of Conduct

If you experience or witness any form of harassment or violation of this code of conduct, please immediately report it to the SSR Executive Director and/or Staff Liaison. An incident report will be immediately communicated (within 4 hours) to the SSR President and shared with the Executive Council. The names of all individuals involved will always remain confidential within the group of Executive Officers. If a member of the Executive Council is a subject of the report, they must be completely recused from any discussion, vote, or adjudication of the reported violation.

The following information should be gathered:

  • Name of the accused(s), contact information, and affiliation with SSR.
  • If a target is involved, name of identified target(s) and contact information, if known.
  • Name and contact information of person raising the concern and how the person became aware of the concern.
  • Names and contact information of any witnesses or others with pertinent information.
  • Description of the conduct concern, with the date, approximate time, location/setting/activity, and all known relevant facts and circumstances.
  • A clear statement of any facts that may indicate an ongoing concern of imminent threat to safety of any person(s) or safety or condition of property.
  • Any other information that would help SSR understand the full nature of the conduct concern.
  • If an “individual most directly involved” asks for confidentiality of identity or that of others most directly involved, reasonable steps must be taken to maintain confidentiality, unless safety or law requires otherwise.

If an anonymous written report is made, efforts to confirm the accuracy of reported conduct concern will be made, if possible. If an individual wants to make an oral report of a conduct concern, the individual will be able to choose to (a) consent to being recorded when making the report, or (b) have the report treated as an informal report that SSR may not be able to investigate, unless adequate information is clearly provided.

The Executive Council will determine how to respond based on guidelines from the HHS Office for Civil Rights. Any process or approval requirements set forth in the Bylaws regarding disciplinary action shall be followed. Response will also be documented and will include a notification of the unacceptable behavior to the individual, with specific instructions to cease activity, and/or in certain cases, may include asking the offending party to leave the event. SSR will not permit or condone any acts of retaliation against those who have filed or corroborated a reported offense, such actions will dictate the offending party be dismissed from the event immediately.

In addition, or as an alternative to contacting the SSR Executive, staff and Executive Council, anyone with questions or complaints related to harassment are encouraged to visit the U.S. Department of Health and Human Services (HHS) Office for Civil Rights (OCR) here. Filing a complaint with SSR is not required before filing a complaint of discrimination with HHS OCR, and seeking assistance from SSR in no way prohibits filing complaints with HHS OCR.

Potential Consequences

When a violation is found, consequences may include one or more of the following:

  • private reprimand;
  • public reprimand;
  • revocation or denial of volunteer privileges;
  • removal or suspension from a volunteer position;
  • removal or suspension from a leadership position;
  • denial or revocation of honors or awards;
  • permanent denial of serving as a SSR volunteer and/or SSR member (for egregious misconduct).

Conference Code of Conduct for the Society for the Study of Reproduction (SSR)

Modified May 8, 2025; Board Approved May 15, 2025

1. Purpose

The Society for the Study of Reproduction (SSR) is committed to providing a welcoming and respectful environment for all participants. This Code of Conduct sets forth expectations for behavior at SSR events to ensure a harassment-free and inclusive experience for everyone.

2. Expected Behavior

All participants are expected to:

•         Treat others with respect and consideration, valuing a diversity of views and opinions.

•         Communicate openly and thoughtfully, with constructive criticism and feedback.

•         Be mindful of your surroundings and fellow participants.

•         Alert SSR leadership if you notice a dangerous situation or someone in distress.

•         Follow meeting and session protocols, including any health-related requirements. 

3. Unacceptable Behavior

Unacceptable behavior includes, but is not limited to:

•         Harassment, intimidation, or discrimination in any form.

•         Verbal or physical abuse of any attendee, speaker, sponsor, exhibitor, or SSR staff member.

•         Disruption of presentations or other events.

•         Inappropriate physical contact or unwelcome attention.

•         Use of sexual or discriminatory imagery in public spaces (including slides or presentations).

•         Any illegal activity or behavior deemed unsafe or harmful.

4. Prohibited Acts

The Society for the Study of Reproduction prohibits discrimination, bullying, and all forms of harassment including sexual, gender, disability, racial, ethnic, or other types. SSR is committed to providing a meeting environment where all individuals are welcomed, treated with respect and dignity, and are free from harassment and discrimination.

5. Reporting Violations

If you experience or witness any form of harassment or violation of this Code of Conduct, please immediately report it to an SSR staff member or an SSR Board of Director. Incidents can also be reported through executivedirector@ssr.org. To report behavior that constitutes an immediate or serious threat to public safety at an in-person conference, contact 911.

6. Reporting Procedure

Upon receiving a report:

•         The incident will be reported to the SSR President and Executive Council.

•         The names of all individuals involved will remain confidential within the Executive Committee.

•         The Executive Committee will document allegations and respond based on guidelines from the HHS Office for Civil Rights.

•         SSR reserves the right to take appropriate actions for any lawful reason that is in violation of this Code of Conduct, including: a notification of unacceptable behavior to the individual with specific instructions to cease, and in serious cases, expulsion from the conference.

•         SSR prohibits retaliation against individuals who report incidents.

7. Additional Resources

In addition, or as an alternative to contacting an SSR staff or a member of the Executive Committee, anyone with questions or complaints related to harassment are encouraged to visit the HHS Office for Civil Rights website here, Filing a Civil Rights Complaint. Filing a complaint with the conference organizer is not required before filing a complaint of discrimination with HHS OCR, and seeking assistance from the conference organizer in no way prohibits filing complaints with HHS OCR.

NOTE: This is an NIH-supported event, if there are concerns about harassment, you may also notify NIH. There are two ways to do this 1) Via telephone 301.480.6701 or 2) Click here.

8. Acknowledgment

Attendance at the SSR annual meeting implies acceptance of this Code of Conduct. All participants are expected to adhere to these guidelines throughout the event.

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