7. Other Policies

1. HAPS is a friendly organization based on respect for everyone. We expect people engaging with HAPS in any way to be kind, considerate, and respectful to others. There is a list of some ways in which a person can violate this principle at the bottom of this section, but fundamentally, just be nice.

2. Having a problem with someone and need help working out a solution? Contact a HAPS board member, steering committee chair, or employee, and we will follow up. Or send an email to info@hapsconnect.org.

3. Individuals are expected to live up to both the spirit and the letter of our conduct expectations in all HAPS-related activities.

4. Unacceptable Behaviors Include:

a. Intimidating, harassing, abusive, discriminatory, derogatory or demeaning speech or actions by any participant

b. Harmful or prejudicial verbal or written comments or visual images related to gender, sexual orientation, race, ethnicity, religion, disability, or other personal characteristics

c. Inappropriate use of nudity and/or sexual images or descriptions in public spaces (including presentations, presentation slides, or posters)

d. Deliberate intimidation, micro-aggression, stalking, or following

e. Harassing photography of any kind

f. Photographing slides of oral presentations and/or posters without the express permission of the presenter/author

g. Recording of sessions or events without the express permission of the presenter/author

h. Disruption of scientific sessions or other events

i. Unwelcome and uninvited attention or contact

j. Physical assault (including unwelcome touch or groping)

k. Real or implied threat of physical, professional, or financial harm

l. Retaliation against an individual for reporting a violation of this code

m. Intentionally filing a false report is a violation of this code

n. Signs of impairment due to intoxication and/or influence of non-prescription drugs

5. Addressing Unacceptable Behavior:

a. Any person who has been subjected to Unacceptable Behavior should, to the extent they feel comfortable doing so, confront the perpetrator and ask that they cease such conduct. Anyone asked to stop an Unacceptable Behavior is expected to comply immediately.

b. Alternatively, any person who has been subjected to, or personally witnessed, Unacceptable Behavior may report such conduct to a member of the HAPS Board of Directors, the HAPS Executive Director, HAPS Staff, or Security, when appropriate.

c. For in person events, notwithstanding the foregoing, any person who has been the victim of an assault or other criminal behavior, or who believes their physical safety is at risk, should immediately call 911 or contact event security.

6. Consequences include:

a. Unacceptable Behavior from any participant is not condoned and may result in disciplinary action.

b. If Unacceptable Behavior is reported while a HAPS activity is ongoing, the HAPS Board of Directors, the HAPS Executive Director, Staff, or Security, when appropriate, may take any action they deem necessary and appropriate, including immediate removal of the violator from the activity without warning or refund. HAPS also may prohibit the violator from participation in any future HAPS activity. Violators may also face additional consequences such as termination of Society membership and reporting the unacceptable behavior to the violator’s employer and to appropriate authorities..

7.2 Member Misconduct

A. Convening the Ethics Panel

1. A good faith effort by all parties should be made to resolve any issue before the Ethics Panel is convened.

2. The Ethics Panel may be convened as a result of any of the following circumstances:

a. Passage of a motion to convene the Ethics Panel made in an executive session of the Board of Directors.

b. Passage of a motion to convene the Ethics Panel made at the Annual General Membership Meeting.

c. A written complaint by any person, signed by the complainant, submitted to the Board of Directors. The complainant shall be advised that full disclosure of the complaint will be made to all concerned parties.

3. Deliberations about whether to convene the Ethics Panel should be limited to as few individuals as possible. Non-members who are not involved in the issue will not be included.

B. Conducting an Investigation

1. Panel Duties

a. Determine the validity of the charge(s).

b. Conduct an investigation if the charge(s) appear(s) to be valid.

c. Provide the opportunity for the individual involved to respond to the charge(s).

d. Determine if conduct contrary to the best interests of the Society has occurred.

e. Issue a judgment and recommend disciplinary actions.

f. Report the panel’s findings and recommendations to the Board of Directors, to the member involved, and to the complainant (if any) within thirty (30) days after the completion of an investigation.

2. All deliberations and findings of the Ethics Panel are confidential.

3. The panel can meet using any method of communication that they choose.

4. Actions by the panel require a majority vote of its total membership.

5. Legal counsel may be consulted as necessary or appropriate.

C. Disciplinary Actions and Appeals

1. The Ethics Panel shall report its recommendations to the Board of Directors, the accused, and the complainant (if any).

2. Possible recommendations:

a. that no substantive misconduct has occurred, and hence no further action is required.

b. that there is no clear evidence of misconduct, but that there is concern about the member’s conduct. The Ethics Panel may issue a letter of concern.

c. that the Board request that the member cease and desist a specific conduct or practice and to admonish against further transgressions.

d. that the Board issues a private reprimand or public censure.

e. that the Board suspends membership or membership privileges for a specific period or until verification of compliance has been received.

f. that the member be dismissed from the membership rolls with the option of reapplying for membership after a specified period.

g. that the member be permanently expelled from HAPS.

3. The involved member or the complainant may appeal the recommendations of the Ethics Panel to the Board of Directors. Notification of the intent to appeal must be made within ten (10) days of the issuance of the Ethics Panel’s report.

4. The involved member or the complainant shall have thirty (30) days from the date of notifying the Board to prepare an appeal.

5. The board meeting to consider the appeal shall be conducted in person or by conference call.

a. The board must have a 3/4 quorum to conduct the meeting to consider the appeal.

b. The involved member or the complainant may represent his or her self or bring counsel to the board meeting.

c. One member, preferably the Chair, of the Ethics Panel must attend the meeting.

5. After hearing an appeal, the Board of Directors may accept, modify, or reject the recommendation(s) of the Ethics Panel. The decision of the Board of Directors shall be final and cannot be appealed.

6. The President shall notify the involved member and the complainant (if any) of the Board’s final decision.

7.3 Conflict of Interest Policy

A. Introduction

1. The Conflict of Interest Policy governs conflicts of interest involving (i) members of the Board of Directors, Steering Committee, and any other committees empowered to act on behalf of the Board of Directors of the Human Anatomy and Physiology Society (“the Society”), and (ii) senior staff of the Society (collectively, “Interested Persons”). The purpose of the Policy is to protect the Society’s interests when it has entered into or is contemplating entering into a transaction or arrangement that might benefit a private interest of an Interested Person. The Policy is intended to supplement, but not replace, any applicable state and federal laws governing conflicts of interest applicable to the Society.

B. Definition

1. A conflict of interest exists when an Interested Person has a direct or indirect (through business, investment or family) financial or other interest in a matter that might influence, or that might be perceived to influence, the judgment or actions of the Interested Person while serving the Society. Conflicts of interest may arise under numerous scenarios, including but not limited to the following:

a. An Interested Person receiving or being considered to receive, directly or indirectly, compensation (e.g., consulting fees, speaking or writing honoraria, etc.) from, or having an actual or potential ownership or investment interest in, an entity offering or proposing to offer products or services to the Society;

b. An Interested Person doing business or having a relationship with any entity doing business or wishing to do business with the Society; and

c. An Interested Person also serving as an officer or director of another nonprofit organization in the general areas of interest to the Society, even if the organization is a partner organization of the Society.

C. Disclosure

1. Interested Persons must disclose all conflicts of interest or potential conflicts of interest annually as defined above, including those that might influence or be perceived to influence the actions or decisions of the Interested Person.

2. Conflict of interest forms must be completed each year in July and updated as necessary throughout the year if conditions change.

3. All Interested Persons shall bring to the attention of the Society any actual or perceived conflict of interest involving any other Interested Person.

D. Procedure Upon a Disclosure

1. The Executive Director will review all Conflict of Interest Disclosure forms, including new disclosures submitted after the annual forms are submitted. If necessary, the Executive Committee will be informed of disclosures that need to be reviewed.

2. Upon making a disclosure of a possible conflict of interest, the Interested Person must make all requested information available to the Society’s Executive Committee or the Executive Director, as applicable.

3. An Interested Person with a conflict of interest is expected to recuse himself or herself from discussions of and voting on any matters where the conflict of interest might be reasonably perceived as influencing the Interested Person’s actions.

4. Possible actions that may be taken by the body or person reviewing the conflict of interest include, but are not limited to:

a. prohibiting consideration of a proposal for providing products or services;

b. permitting consideration of a proposal for providing products or services, but only as one of several competing proposals;

c. determining that the Interested Person may not participate in discussion or determination of the matter to which the conflict of interest relates, and

d. requesting the resignation of the Interested Person from the position with the Society.

E. Confidentiality

1. All members with knowledge of a conflict of interest shall maintain the confidentiality of that disclosure except to the extent that disclosure to members of the Executive Committee, the Board of Directors, Executive Director and/or the Business Manager is found to be necessary.

F. Violations of this Policy

1. This policy includes procedures for the submission of complaints or concerns regarding financial statements or other disclosures, accounting, internal accounting or disclosure controls, or auditing matters.

2. In addition to complying with the law, it is the policy of the Society to promote ethical practices and ethical treatment of its members and staff. Instances of known or suspected misuse of the Society’s resources or other improper activities should be reported and appropriately investigated.

3. The Society endorses and utilizes internal controls and operating procedures intended to prevent and detect improper activities.

7.4 Whistleblower Policy

A. Introduction

3. The Society endorses and utilizes internal controls and operating procedures intended to prevent and detect improper activities.

B. Procedure for Raising a Concern

1. The Society’s Board of Directors, members and staff shall promptly forward to the Executive Committee any complaints received regarding financial statement disclosures, accounting, internal accounting or disclosure controls, or auditing matters.

2. Any complaint will first be evaluated to determine whether it falls within the scope of this Policy. If it does not, it will be forwarded to the Society’s Executive Director to handle in a manner in which he or she deems appropriate.

3. Any staff person or member of the Society may submit, on either a confidential, or a non-confidential basis, any good faith concerns regarding financial statement or other disclosure, accounting, internal accounting or disclosure controls, or auditing matters to the Society’s Executive Director.

4. The Executive Director shall forward complaints or concerns determined to be within the scope of this Policy to the Executive Committee.

5. In such cases where the concerns pertain in whole or in part to the Executive Director, such concerns shall be forwarded directly to the Executive Committee.

C. Actions

1. Following the receipt of a complaint or concern within the scope of this Policy, the Executive Committee will investigate each matter reported and recommend corrective or disciplinary actions to the Board of Directors. The status of all pending complaints will be reviewed as needed by calling a meeting of the Executive Committee.

2. The Executive Committee may enlist Society members, staff, and/or outside legal, accounting or other advisors, as appropriate, to conduct any investigation of complaints under this Policy. In conducting any investigation and to the extent possible consistent with the need to conduct an adequate review of any complaint or concern, the Executive Committee shall use reasonable efforts to attempt to protect the confidentiality and anonymity of the complainant.

3. The Society does not permit retaliation of any kind against staff or members for complaints submitted hereunder that are made in good faith. Should the identity of any person making a complaint or reporting a concern hereunder become known, the Executive Committee shall monitor any disciplinary action against such person.

4. No staff person or member shall be adversely affected because the staff person or member refuses to carry out a directive which, in fact, constitutes corporate fraud or is a violation of state or federal law.

5. The Executive Committee shall retain as a part of its records, for a period of no less than seven (7) years, all such complaints or concerns, together with the proceedings of the Committee with respect thereto. All such records will be treated as confidential information.

7.5 Strategic Planning

A. Introduction

1. The Board, with input from the Steering Committee and from the general membership, shall review and revise its strategic plan for the organization.

2. The President and Executive Director shall be in charge of strategic planning.

3. Progress toward achieving strategic plan objectives will be reviewed annually.

4. Input from the general membership shall be solicited.

B. Implementation

1. Every item within the Strategic Plan will be linked to aspects of budgeting, committee actions and reports, and Board decisions.

2. Committee budget requests, survey requests, and biannual reports will include rationales based on the Strategic Plan.

3. At their biannual meetings, the Board and the Steering Committee will review implementation of the Strategic Plan.

4. A Strategic Plan has an expected duration of 5 years; at the 3-year mark, a formal analysis of plan implementation and effectiveness shall be conducted.

5. After the 3-year review, development of a new plan shall begin.

7.6 Privacy Statements

A. On Membership Applications

1. A privacy statement shall be included on all membership applications.

2. The privacy statement shall be: “ Please Note: All information entered below will be visible to site administrators. Registered members will be able to view any information you enter, unless you set the visibility selector to Private (not visible in profile) next to the field you wish to be hidden. If your email address is Private (not visible in profile) it will not be displayed, but members can still contact you via email through the site's group email system if permitted by the group administrator. For a publicly accessible member type, site visitors will be able to view any field whose visibility is set as Public (Visible to Everyone). To restrict fields to only registered members, set the visibility for the field to Member Only (Visible Only to Members).”

B. Photography

1. A statement will be included in the registration for annual and regional conferences that attending the conference implies permission to be included in photographs and/or videos taken for official Society purposes, including posting on the HAPS website and advertising for the Society.

7.7 Use of HAPS Membership Information (Mailing Lists)

A. General Policy Statement

1. The Executive Director determines the availability and rates associated with selling the mailing lists.

2. Mailing lists of conference participants are available to conference vendors as part of their exhibit fee.

7.8 Product Endorsement Policy

A. HAPS does not endorse any commercial product or entity.

1. Executive Director and Business Manager are responsible for making clear statements to all entities that HAPS does not endorse any product or entity.

2. Links from the HAPS Website are offered as a service to members and do not imply any endorsement.

7.9 HAPS Logo

A. Use of the Logo

1. No one may use any of the HAPS logos without Board approval.

2. HAPS requires use of the modified HAPS logo by entities using the Learning Outcomes.

B. Public Documents

1. Documents that represent HAPS to the public, including annual and regional conference materials, must prominently display the society’s name (Human Anatomy & Physiology Society) and logo along with any other signature logo(s) that may be used to represent the specific event.

2. Entities with permission to use the HAPS logo will be notified by the Executive Director whenever the logo is changed, and asked to update any public documents that display the logo.

7.10 Insurance

A. Liability Insurance

1. HAPS shall have comprehensive liability insurance.

2. The Board will periodically review changes to insurance rates, requirements, and policies.

7.11 General Refund Policy

Any funds for conference registration, HAPS Exams, or other income that was unused cannot be applied to a different line item in HAPS. If a refund is requested within 90 days and is not covered by a separate refund policy, HAPS will refund the funds (less applicable administrative fees, generally considered to be 15%). Refunds requested 90 days after the event or purchase, whichever is applicable, will not be considered.

7.12 Recognition of Contributions to HAPS

A. President’s Medal

1. The President’s medal is an award that recognizes a HAPS member who has provided exemplary service to HAPS.

2. The President shall determine who receives the President’s Medal.

4. The recipient of the award shall be announced at the Annual General Membership Meeting.

5. The recipient of the award shall receive:

a. A medal.

b. Registration fees for an annual conference of his/her choice.

6. President follow-up will include:

a. A letter written by the President describing the person’s contribution to HAPS to be sent to the recipient’s institution.

b. A news release written by the President describing the person’s contribution to HAPS to be sent to his/her hometown newspaper.

c. An explanation of the activities of the recipient’s contributions to HAPS written by the President will be posted on the website and submitted as a blog post.

B. Certification of Appreciation

1. Certificates of appreciation to recognize those individuals who do volunteer work for HAPS.

2. At a minimum, certificates of appreciation shall be presented to all board members and committee chairs at the joint Board / Steering Committee meeting associated with the Annual General Membership Meeting.

3. The Business Manager shall see to the preparation of the certificates.

7.13 Position Statements

A. Position Statements

HAPS leadership will provide position statements only on issues at large that pertain to the Mission Statement of HAPS, “Promoting excellence in the teaching of human anatomy and physiology.”

Report abuse