SYMPOSIUM AND WORKSHOP SAFETY PLAN

African countries suffer enormous impacts due to infectious diseases such as HIV, malaria, tuberculosis, Lassa, Ebola and Dengue. Despite the high relevance of basic and clinical research studies and the abundant availability of patient-derived samples and data, most of the sixteen West African nations lag behind developed nations and many other African nations in combating these epidemics. As a result, it is increasingly recognized that there is great value in increasing opportunities for West African scientists, particularly from countries such as Sierra Leone, which have been slower to progress as compared to others like Ghana and Nigeria. For this reason, we propose to hold the first International West Africa Symposium and Workshop on Infectious Diseases in Freetown, Sierra Leone. There are four specific objectives of this meeting. First, we aim to bring together the international infectious disease community in Sierra Leone to facilitate infectious disease research on several key pathogens highly relevant to the region. To accomplish this goal, we are planning a series of keynote and plenary speakers from many leading experts in the field from within Africa and around the world, along with a poster session, talks selected from poster abstracts and other activities including a site visit. A second goal is to enhance interactions between diverse groups, such as academic basic science, epidemiological, clinical and translational science, as well as non-governmental and governmental institutions.  

The organizers of the First International West Africa Symposium & Workshops on Infectious Disease are dedicated to providing a harassment-free conference experience for everyone, regardless of actual or perceived gender identity and expression, sexual orientation, academic standing, educational rank, disability, national origin, race, religion, age, or physical appearance. Harassment in any form is not tolerated. We are dedicated to providing a secure and inclusive environment that promotes mutual respect, diversity and the free exchanges of ideas. We aim to foster a respectful and inclusive environment for all participants. We expect every attendee, staff, volunteer, and speaker to adhere to the highest standards of behavior and treat others with dignity and respect. 

This document details First International West Africa Symposium & Workshops on Infectious Disease 2024’s policy and procedures regarding our Symposium Safety Plan, as well as important resources available to attendees, including how to report incidents of harassment. If you experience or witness any form of harassment or inappropriate behavior during the symposium, we strongly encourage you to report it immediately to a member of our staff or through the designated reporting channels. All reports will be treated confidentially, and appropriate actions will be taken to address the situation. 

In accordance with NIH policy, all NIH-sponsored conferences are required to provide plans to promote safe environments at conferences. A description of this requirement can be found here:  

NOT-OD-22-074: Plans to Promote Safe Environments at Conferences Supported by NIH Grants and Cooperative Agreements 

The Quantitative Biosciences Institute at UCSF aims to provide a safe and respectful environment for all Symposium attendees and participants. Discrimination and harassment in any form will not be tolerated at any Symposium events. Behavior that makes anyone feel unwelcome or unsafe is counter to the mission of the institution and goals of the Symposium. Any violations in behavior could lead to the expulsion from Symposium events and potentially exclusion from participation in future events.   

Harassment includes, but is not limited to:  

1. Sexual Harassment. Unwanted sexual advances, requests for sexual favors, inappropriate comments, gestures, or physical contact of a sexual nature. 
2. Racial or Ethnic Harassment. Offensive or derogatory comments, slurs, jokes, or actions targeting an individual's race, ethnicity, or cultural background. 
3. Discrimination. Treating someone unfavorably or differently based on their gender, sexual orientation, disability, age, religion, or any other protected characteristic. 
4. Bullying. Intimidation, coercion, or aggressive behavior intended to create a hostile or uncomfortable environment for another person. 
5. Verbal Abuse. Using offensive language, insults, or derogatory remarks towards others. 
6. Stalking. Persistent and unwanted attention or following someone closely without their consent. 
7. Invasion of Privacy. Intruding on someone's personal space, taking photos without permission, or sharing personal information without consent. 
8. Displaying Offensive Materials. Exhibiting or distributing materials that are offensive, discriminatory, or sexually explicit 

Organizers of the Symposium retain the right to take any actions needed to keep the event a welcoming environment for all participants. The policy applies to meeting attendees, event organizers, volunteer workers and all sponsors and exhibitors. The policies apply to all Symposium-related scientific sessions and event-related social activities.  

We take all reports of alleged violations of our behavior expectations seriously. We strive to provide a safe and supportive environment for all participants, and we encourage individuals to come forward if they have experienced or witnessed any form of harassment or misconduct. If you need to report an incident or make a complaint, we offer the following confidential reporting options: 

*Dedicated Reporting Email: you can report any alleged violations by sending an email to sierraleonescience@gmail.com. This email will be monitored by designated conference organizers who will handle the matter promptly and discreetly. 

*Contact the conference organizer in one of the following manners 

1. Mail: University of California, San Francisco, Quantitative Biosciences Institute, First International West Africa Symposium & Workshops on Infectious Disease 2024, 1700 4th Street, BH308, Byers Hall, San Francisco CA, 94158 
2. Phone:  [+1] 415-514-4847 
3. Email: sierraleonescience@gmail.com  
4. In-person during First International West Africa Symposium & Workshops on Infectious Disease – ask to speak with the conference organizer 

• The First International West Africa Symposium & Workshops on Infectious Disease  Conference Organizer will take you to a private room for discussion 
• The First International West Africa Symposium & Workshops on Infectious Disease Conference Organizer may involve members of First International West Africa Symposium & Workshops on Infectious Disease leadership to ensure your report is managed properly 
• We will handle reports respectfully and you can bring someone with you for support if needed. 
• All reporting will be handled anonymously. 
• If needed, our team can help you contact local law enforcement, local support services, hotel security and any other support services needed. 

*File a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights at the address below: 

1. U.S. Department of Health and Human Services
   200 Independence Avenue, SW
   Room 509F, HHH Building
   Washington, D.C. 20201 
2. Or via phone call: 1-800-368-1019, 800-537-7697 (TDD) 
3. Website: http://www.hhs.gov/ocr/office/file/index.html 

*Notify the NIH 

1. Website: https://public.era.nih.gov/shape/public/notificationForm.era  
2. Phone: (301) 480-6701 
3. NIH Find Help webpage: https://grants.nih.gov/grants/policy/harassment/find-help.htm 

Please note: 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.  

The First International West Africa Symposium & Workshops on Infectious Disease  leadership will take seriously, investigate and take appropriate action on any report of behavior violations.  

Upon receiving a report, we will conduct a prompt and thorough investigation. This may involve gathering statements, collecting evidence, and interviewing relevant individuals who are involved or witnessed the incident. We will treat all parties involved with sensitivity, fairness, and respect. 

Based on the findings of the investigation, we will determine if a violation of our behavior expectations has occurred. This determination will be made objectively, considering all available evidence and testimonies. We will make every effort to ensure a fair assessment. 

If a violation is confirmed, appropriate disciplinary actions will be taken. The consequences for those found to have violated our behavior expectations may include, but are not limited to, the following: 

1. Verbal or written warning: In less severe cases, individuals may receive a formal warning that outlines the nature of the violation and emphasizes the importance of adhering to our behavior expectations. 
2. Removal from the conference: For more serious violations, individuals may be asked to leave the conference immediately. This decision will be made with the safety and well-being of all participants in mind. 
3. Future restrictions: Individuals who have engaged in repeated or severe violations may be prohibited from attending future conferences organized by the Quantitative Biosciences Institute at UCSF. This decision will be made on a case-by-case basis, considering the impact of their actions and the safety of our community. 

Please be assured that we are committed to a transparent and equitable process when addressing alleged behavior violations. We will communicate the outcome of the investigation, where appropriate, to the individuals directly involved. However, we will also respect the privacy of all parties involved and will not disclose confidential information without their consent or as required by law. 

All First International West Africa Symposium & Workshops on Infectious Disease attendees will be notified of the Safety Plan prior to the start of the Symposium through a link on the website, including a statement of commitment, expectations of behavior, reporting mechanisms and consequences for violation. The safety plan will also be made available at the Registration desk and will be communicated in opening slides at the start of the Symposium with a QR code. 

Any allegations that occur during the Symposium and the resulting actions will be documented by the First International West Africa Symposium & Workshops on Infectious Disease Conference Organizers and will be communicated to The First International West Africa Symposium & Workshops on Infectious Disease organizers. All resultant actions in response to allegations will also be documented accordingly. 

To ensure proper handling and documentation of allegations and resulting actions, First International West Africa Symposium & Workshops on Infectious Disease 2024 adheres to the following strategies: 

1. Incident Reporting Form. A standardized incident reporting form that captures essential details of each reported incident which include information such as the date, time, location, description of the incident, individuals involved, witnesses, and any supporting evidence. These forms are available to attendees by email request at sierraleonescience@gmail.com, or through pick up of physical copies available at the registration desk. 
2. Confidentiality Measures. We emphasize the importance of confidentiality in the reporting and documentation process. Personal information and the sensitive details of reported incidents will be treated confidentially and shared only with individuals directly involved in investigating and resolving the reported incidents. 
3. Regular Reporting and Review. The Organizers of the First International West Africa Symposium & Workshops on Infectious Disease 2024 conduct regular reviews of reported incidents and actions taken to address them. We will prepare reports that summarize the nature of reported incidents, investigation outcomes, and any disciplinary actions or interventions. We can use these reports to identify patterns or areas that may require further attention or preventive measures. 

The First International West Africa Symposium & Workshops on Infectious Disease Organizers are dedicated to providing a safe and respectful environment for all attendees, without any discrimination or harassment. If a participant engages in harassing behavior, the Symposium Organizers and Quantitative Biosciences Institute leadership may take any action deemed appropriate, including warning the offender or expulsion from Symposium activities and events.  

By adhering to these commitments, First International West Africa Symposium & Workshops on Infectious Disease 2024 aims to create an environment where all participants can engage in the conference experience with peace of mind. We value the trust and confidence placed in us by our attendees and remain steadfast in our dedication to their safety and well-being.