LISA IX - Code of Conduct

Library and Information Services in Astronomy (LISA)is a series of scientific meetings intended for networking and collaboration for librarians, information professionals, scientists and others. We value the participation of each member of the community and want all attendees to have an enjoyable and fulfilling experience. Accordingly, all attendees are expected to show respect and courtesy to other attendees throughout the conference and at all conference events.
At LISA IX, all delegates, attendees, speakers, exhibitors, organisers and volunteers at any LISA IX event are required to conform to the following Code of Conduct. This is adapted from the Code of Conduct for the Royal Astronomical Society’s online National Astronomy Meeting. The organisers are committed to enforcing this code throughout the event, and any decision taken by the organisers in respect of it is final.

Code of Conduct

The organisers of LISA IX are dedicated to providing a harassment-free conference for everyone, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age, religion or nationality. We will not tolerate harassment of conference participants in any form.

All communication should be appropriate for a professional audience including people of many different backgrounds. In particular, sexual language and imagery is not appropriate during any conference activity, including during any informal social gatherings outside the official programme.

Conference participants violating these rules may be sanctioned or expelled from the conference without a refund at the discretion of the conference organizers.
Harassment includes, but is not limited to:

• Written or verbal comments which have the effect of excluding people on the basis of membership of any specific group, such as gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age, religion or nationality. This includes sexist, racist, homophobic, transphobic, ableist, or exclusionary jokes.
• Comments made, either through speech or chat on any meeting-related online platform (including social media), that are exclusionary, derogatory, or threatening toward another participant or community.
  Sexual language and imagery.
• Violent threats or language directed against another person, including incitement to violence, suicide, or self-harm.
• Deliberate intimidation, stalking, or following.
• Harassing photography or recording.
• Continuing to initiate interaction (including photography or recording) with someone after being asked to stop.
• Sustained disruption of talks or other events.
• Unwelcome sexual attention.
• Advocating for, or encouraging, any of the above behaviour.

Enforcement

All LISA IX participants, including exhibitors and guests, are subject to the anti-harassment policy. If an individual is made aware that they are contravening these guidelines or making participants uncomfortable, they are expected to desist immediately.

The LISA IX organisers retain the right to take any actions to maintain a welcoming environment for all participants. This includes warning the offender, at the sole discretion of the organisers, or expulsion from the conference with no refund.

The LISA IX organisers may take action to redress anything designed to, or with the clear impact of, disrupting the event or making the environment hostile for any participants.

We expect participants to follow these rules at all event venues and social activities, whether organised by the conference or informally by other participants.

Video production guidelines

Dear speakers,

Thank you for sharing your expertise with us during the ninth conference of Library and Information Services in Astronomy. We are looking forward to learning from you and hearing about your projects and research. LISA IX will take place using a combination of Zoom and Slack.  Zoom will be used to stream prerecorded presentations at scheduled times and interactions during the live Q&A portion of the presentation as well as other aspects of the conference.  Slack will be used for asynchronous Q&A, as well as general discussions throughout the conference.

Contributors of papers and posters are invited to make prerecorded videos. Brief guidelines are provided below, along with details of how to submit the finished recording, and where to upload poster PDFs and presentation slides.

If you have any questions, please contact info[at]lisa9.org, or join the LISA IX Slack workspace - speakers will be added to the private 'help for speakers' channel.

Deadline

1st June 8am BST is the new deadline for uploading recordings to the link emailed to speakers, and for uploading slides and posters to Zenodo (see below).

Formats

Talk: 20 minute video

Poster: 5 minutes

How to record your video

You can use either your computer, your phone, or a DSLR camera to record your video you’d like to use.

Computer

If you have a computer with a built-in camera and microphone with reasonable sound quality, this can be a good option for recording your conference presentation. If it’s possible to use a plug-in USB or bluetooth microphone, this can help to eliminate background noise.

Many of us have been using Zoom to record presentations. Here are guidelines which have been written for people who have access to an institutional Zoom account. If you have an individual free Zoom account, the process is the same, but you will have to save your recording on your computer instead of in Zoom cloud storage.

If you have PowerPoint, this can also be used to create a narrated video presentation. This guide for lecturers explains the process.

Phone

Most phones have good cameras, front and back, and microphones, so make a good default device for recording. You’ll need to find a way to prop up your phone at eye level, and make sure that you’re close enough for the sound to be clear. Audio quality is very important, so make sure there’s no background noise.

DSLR Camera

DSLR cameras will produce good quality video, but make sure that the sound quality is also good.

Submission of recordings

To help us keep track of your video presentation, please use this file name format: LastName_First Name_AbbreviatedPresentationTitle

We will have contacted speakers by email with the link to upload recordings of paper and poster presentations. Please contact info[at]lisa9.org if you have any questions about the uploading process.

Poster PDFs and presentation slides

For your poster PDFs and visual aids like presentation slides, we invite you to register an account on the Zenodo website, preferably by linking to your ORCID ID if you have one (signing up for an ORCID is free and easy).

Zenodo will be used as a repository for all presentation slides and posters from the LISA IX conference.  Once you have created your Zenodo account, please use this link to create a Zenodo record for your presentation and upload the PDF of your presentation slides: https://zenodo.org/deposit/new?c=lisa-ix

LISA IX is now open for registration via Eventbrite.There are two different options for registration:

• Registration (free of charge)

• Register and donate to LISA

Registration is free of charge, but places are limited. If you are unable to take part in the conference, please cancel your ticket so that it can be allocated to someone else.

Registration closes on 11 June 2021.

Everyone who registers for the conference will be expected to adhere to the Code of Conduct.

The information you submit will be processed by the Royal Astronomical Society and shared with the LISA IX Scientific Organising Committee for the purposes of organising the conference. For more information on how the Royal Astronomical Society manages your data, see our privacy policy.