Policy Name: Code of Conduct for Participants in AIP Activities
Owner: Executive Office
Date of Adoption: March 7, 2025
Date of last Amendment: March 7, 2025
The Code of Conduct sets expectations for the behavior of anyone participating in or supporting an AIP program or sanctioned activity including, but not limited to: AIP meetings or events, participation in volunteer bodies (whether appointed or elected), awards, and publications. (In this document, such individuals will be referred to as PARTICIPANT). This policy applies to activities organized by AIP, AIP Foundation, Society of Physics Students, and Sigma Pi Sigma.
AIP is focused on broadening participation and representation in the physical sciences. AIP and its stakeholder community can flourish only with:
- high standards of climate, culture, and associated conduct that foster full participation for all;
- authentic openness to and welcome of the full spectrum of people and ideas needed to advance the physical sciences;
- a safe environment for those contributing to or supporting AIP activities;
- an enterprise that engenders trust of participants, partners, funders, and the public; and
- high-quality work that has credibility and integrity.
Participants are expected to:
- Conduct themselves in an ethical and professional manner;
- Hold themselves to the highest standard of professionalism, including acting with honesty and integrity;
- Champion a culture of mutual respect that advances behaviors to ensure all feel heard, valued and welcome;
- Understand and comply with AIP’s policies and procedures, and obey all laws and regulations;
- Report any suspected adverse conduct/ethics violations by using the reporting channels identified below; and
- Maintain the confidentiality of any proprietary or privileged information obtained during service to AIP.
The following types of conduct are prohibited:
- Harassment, sexual harassment, discrimination, bullying, and abuse of power
- Abusive language and/or behavior of any kind
- Retaliation, including intimidating, threatening, or coercing others
- Disruptive behavior during meetings or other events
- Undisclosed conflicts of interest
- Failing to disclose conflicts of interest
- Scientific misconduct
Personal or professional misconduct occurring inside or outside of AIP activities will be considered when evaluating nominees for fellowships, awards, and other forms of recognition by AIP.
Instances of misconduct may also be subject to sanctions such as, but not limited to, dismissal from a volunteer role, removal of an honor, or a prohibition from attending future AIP events.
Agreement to Abide by this Code of Conduct
Everyone who registers for, volunteers for, or participates in an AIP meeting or activity agrees to abide by this Code of Conduct. Persons in positions of leadership are especially compelled to ensure that this Code is enforced and report all suspected violations.
Reporting Misconduct
A. Filing a Complaint: Any individual covered by this policy may file a complaint describing the alleged misconduct through one of the following reporting channels:
- Online: NAVEX (aip.ethicspoint.com ), a third-party confidential platform
- Reporting Hotline: 844-800-0967
- Email: AIP Talent & Culture Officer (AIPEthics@aip.org ).
Complaints should include as detailed information as possible. The report of an incident should include all relevant information (times, places, nature of the incident, and comments/responses). Emails, text, notes, and any other supporting documents should be submitted with the report. Confidentiality will be honored, to the extent permitted, to protect the rights of others.
B. Alternative to Filing a Complaint: If the belief is that a more informal approach such as mediation will likely prevent a recurrence, a resolution may be sought by emailing the AIP Talent & Culture Officer, through this address: AIPEthics@aip.org .