SETAC Policies

SETAC adhere to the highest standards of integrity and professionalism, and all members and stakeholders are expected to comply with our policies.

SETAC also has promulgated policies and processes that address the breach of these policies within our society.

Meeting Policies

SETAC provides open, safe forums for the purpose of exchanging ideas and information on the study, analysis and solution of environmental problems, the management and regulation of natural resources, promotion of scientific research and the development of strong environmental education.

Inclusion

Consistent with SETAC’s values, we strive for both scientific and individual diversity and inclusivity in our operations and programming. Some of the initiatives to achieve and support these values include:

We are committed to providing a welcoming, productive and safe environment for all meeting participants and staff.
We follow by-laws and charters that ensure diversity and inclusion in all governance bodies and committees
We offer students and underrepresented professionals financial assistance (meeting registration waivers and monetary stipends) to support their attendance
We follow procedures that ensure inclusivity when selecting keynote and plenary speakers at our events
We select venues that are accessible for physically disabled individuals
We retain sign language interpreters when requested in advance
We make family rooms available at events

Recording, Photographing and Copying

SETAC embraces a set of values, two of which include transparency, integrity, and civil dialogue. As part of our commitment to be an open and transparent society, we encourage meeting attendees to capture and share the research being presented as long as they do so in a respectful manner, honor the intellectual property of the presenter, and they provide appropriate attribution.

Attendees Photography “Opt-out” Policy

While the default assumption is to allow for open discussion of and access to scientific content of presentations at SETAC events, please respect a presenter’s request to refrain from recording, photographing, copying or disseminating the contents of their talk or poster. Presenters may have various reasons for opting out, such as guarding intellectual property or not wanting preliminary data disseminated while they are seeking feedback from peers. We will provide the following tools to help communicate all “no recording” restraints:

A “No Recordings or Copying” icon that presenters can download and place on slides or posters.
The session chair and the presenter will verbally indicate any such restriction prior to a talk.
We will also provide the “No Recordings or Photos” icon as a sticker on site that can be affixed to posters.

These steps will make it clear that a presenter does not want their results photographed or discussed on Twitter or other social media.

Meeting attendees should familiarize themselves with our social media guidelines.

Any photos should be discrete. Individuals should never distract from the talk, block other attendees’ view, or disrupt discussion or engagement by the posters.

Media Attendees

Media attendees, please see the media guidelines.

Presenter Responsibilities

Conflict of Interest Disclosures

Obvious conflicts of interest, and those that may be perceived by the scientific community as such, must be reported in each presentation. Research funding or other support from outside the authors’ stated affiliation must also be disclosed. Disclosures should appear in a prominent location in a presentation – such as a standalone slide ideally at the beginning of a presentation or a box in a poster.

Copyright

Your efforts as a presenter at the SETAC Europe meeting are valuable, and we want to ensure you are aware of the legal and society requirements regarding to previously published material that may appear in your presentation.

All abstracts are published in the abstract book of this meeting, and SETAC retains the rights to all material published therein.

SETAC does NOT retain copyright on presentations nor publish presentations. However, when you agree to have your presentation recorded, provide a recording of a presentation, or upload an image of your poster presentation, you declare that you have the right to grant SETAC Europe permission to use, reproduce, display or distribute (internally or externally) materials from the presentation, including derivative works. For instance, SETAC can report on presentations in the Globe, tweet summaries of a presentation on SETAC social media, and use images (photos) in SETAC’s marketing materials. Being able to grant these rights may require more stringent attention to permissions than you are accustomed to obtaining for a one-off classroom presentation or an unrecorded meeting presentation, and it is critical that you adhere to the SETAC Copyright Policy.

Presenters are encouraged to use the “no recording or copying” icon on their slides or poster to discourage content copying. While SETAC will respect the use of these icons and will not use your material in any way, presenters should be aware that there is no way to fully enforce participant compliance with the policy. Therefore, presenters are encouraged to censor any material they do not wish to share publicly.

Caution

SETAC does not allow presentations that are advertisements of a service or product.