Cold Spring Harbor Laboratory (CSHL) and Cold Spring Harbor Asia (CSHA) invites participation in our conferences from all eligible applicants irrespective of gender, race/ethnicity, disability status, religion, or nationality. By registering for a CSHA meeting, all participants agree to abide by the policies described below during their time at the CSHA meeting, as well as all applicable international and domestic law.
Confidentiality & Reporting at CSHL Meetings
Diversity & Inclusion
Code of Conduct & Alcohol Use
Photograph Release Waiver & Attribution Policy
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Cold Spring Harbor Laboratory (CSHL) and Cold Spring Harbor Asia (CSHA) are committed to protecting all personal data submitted to us by meetings participants, in compliance with international laws.
The types of personal information we collect depend on your intended activity at CSHA. At minimum, we collect your name, primary address, phone number, email address, and professional details such as career stage, laboratory head, etc. We also ask that you specify gender and any dietary requests on registration forms, as CSHA arranges housing and food accommodations for many conference participants. For poster and oral presenters, we additionally request the submission of one-page abstracts used to develop the meeting programs. Abstract submission requires limited personal information for all abstract authors, not just the presenting author.
CSHL/CSHA is the sole repository of all information collected through our website. We do not sell, rent or share personal information with other organizations. Anonymized data aggregated from meeting registration and abstract submission forms may be used in grant applications and grant reports. Payment information provided during registration is processed through standard encryption protocols by legitimate third-party providers (Payease for domestic Chinese payments, Authorize.net for international payments) and is not stored by CSHL or CSHA.
CSHA utilizes personal information provided by you to organize and manage the CSHA event(s) you attend. Based on your participation history with CSHA and/or CSHL, we will alert you to highly related activities and events offered by us in the future. Any such correspondence will include the option to permanently opt out of future announcements and notifications.
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CONFIDENTIALITY & REPORTING AT CSHAMEETINGS
All abstracts, oral presentations, and posters at Cold Spring Harbor Asia (CSHA) meetings are the responsibility of the presenting author(s). Publication of an abstract, talk, or poster does not imply endorsement of the research by CSHA.
Confidentiality & Use of Information
CSHA meetings attract scientists for intensive discussions of the latest discoveries in a broad range of biological and biomedical research areas. Both programs encourage the presentation of unpublished data at all meetings. Therefore, material presented at CSHA meetings — including abstracts, oral presentations, and posters — must be treated as confidential personal communication and cited only with full consent of the presenting author(s). Photos and audio/video recordings of oral presentations or individual posters are strictly prohibited, except with advance permission of the presenter(s), organizers, and CSHA.
Journalists, science writers, and scientific editors are encouraged to attend CSHA meetings because they provide unparalleled opportunities for reporting on and keeping current with a wide variety of topics. Anyone intending to report on research presented at a CSHA meeting must obtain permission from the presenting author(s) before communicating results or relevant discussion to news media platforms, third party groups, message boards, blogs, or other online resources.
Reporters should approach scientists out-of-session (e.g., during coffee breaks, poster sessions, or wine and cheese receptions) for informal discussions, formal interviews, and/or to obtain permission to report on their work. Please be sure to identify yourself as a member of the media and distinguish whether comments will be on- or off-record. Any quotes or citations must have the express consent of the scientist and/or principal investigator of the research project. CSHA reserves the right to take appropriate action in the event that this policy is abused.
CSHA will waive registration fees for scientific writers and journal editors who 1) plan to file meeting reports and/or 2) are researching background information for future books or articles. Editors who wish to attend a meeting for other purposes (e.g., to network with potential manuscr1pt authors) will be responsible for regular academic registration fees. Journalists and reporters from other media outlets should contact the conference coordinator directly for registration rates.
In the spirit of open scientific communication, CSHA supports the use of social media during meetings. However, we do so while simultaneously supporting an individual presenter’s preference to not allow his/her talk, poster, or unpublished results to be broadcast via social media. You must therefore obtain permission from an individual presenter before discussing his/her research via social media. (Note that some meetings have systems for obtaining permission en masse.) If you plan to use social media during a CSHA meeting, please use the designated hashtag and adhere to the official guidelines that are sent via email prior to the start of the meeting. If there is confusion about the role of social media at a meeting you attend, please ask the organizers, session chairs, or a Meetings & Courses staff member.
Full programs and abstracts are distributed electronically to registered participants approximately three business days prior to the start of a meeting, and printed copies are available upon arrival at CSHA. To encourage participants for the duration of a meeting and thus maximize scientific interactions, CSHA does not circulate program information far in advance. We ask that registered participants do not share the program or session schedules ahead of time on social media, as this encourages unregistered visitors at the meeting’s talks and sessions.
The quality, timeliness, and impact of CSHA meetings result in part from a great deal of thought and effort that go into selecting discussion topics, organizers, and speakers for each meeting. As a means of recognizing this effort, we would be grateful if all reports explicitly mention “Cold Spring Harbor Asia” as well as the name of the meeting that is being reported.
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DIVERSITY & INCLUSION
Cold Spring Harbor Laboratory (CSHL) and Cold Spring Harbor Asia (CSHA) are strongly committed to diversity in the recruitment, selection, and invitation of participants for all our meetings and courses. Due consideration is given by all conference organizers and course faculty to the inclusion of qualified individuals from groups underrepresented in the sciences, including women, scientists from developing countries, and from underserved communities worldwide.
Women in Science
Numerous reports have shown that the representation of women in scientific disciplines decreases in advanced academic ranks, evident in academic communities across the globe. Therefore, Cold Spring Harbor Asia aims to increase the percentage of female scientists who play leadership roles as organizers, instructors, and invited speakers in all our conferences, courses, and workshops, irrespective of field. Wherever possible, organizers and instructors are encouraged to strive for parity in terms of invitations to session chairs, discussion leaders, and invited speakers.
Scientists from Developing Countries
CSHA encourages attendance and active participation by scientists from the developing world. In recognition of the fact that the associated costs of attendance at our meetings and courses (i.e., travel, registration/tuition, housing, and food) are a challenge for scientists from developing countries, CSHA actively seeks partnerships with funding organizations.
Individuals with Disabilities
Scientists with disabilities are welcome and encouraged to participate in CSHA conferences and courses. CSHA strives to ensure that the facilities are meaningfully accessible to individuals with disabilities and aims to provide persons with disabilities equal opportunity to participate in and benefit from our educational programs.
Please contact Cold Spring Harbor Asia by email at firstname.lastname@example.org for accessibility information and additional information regarding special services.
CSHA welcomes feedback and suggestions on how to further improve our efforts for effectively recruiting individuals from diverse populations and encouraging their participation in our educational programs. Please email any comments or suggestions to either Dr. Maoyen Chi, CEO, CSHA or Dr. David J. Stewart, Executive Director, Meetings & Courses Program, CSHL.
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CODE OF CONDUCT FOR ALL PARTICIPANTS IN CSHA MEETINGS
Cold Spring Harbor Laboratory (CSHL) and Cold Spring Harbor Asia (CSHA) are dedicated to pursuing our twin missions of research and education in the biological sciences. CSHA is committed to fostering a working environment that encourages and supports unfettered scientific inquiry and the free and open exchange of ideas that are the hallmarks of academic freedom. CSHA aims to maintain a safe and respectful environment for all attendees of our meetings and courses and associated support staff, by providing an environment free from discrimination and harassment, in accordance with international and local laws.
Consistent CSHL and CSHA's missions, commitments and policies, the purpose of this Code is to set forth CSHA’s expectations for the professional conduct of individuals participating in the CSHA meetings program, including organizers, session chairs, invited speakers, presenters, attendees and sponsors. This Code is intended to be consistent with the policies CSHL and CSHA have in place governing conduct by our own faculty, trainees, students and employees.
By registering and attending a CSHA meeting, participants agree to:
Treat fellow meeting participants and CSHA staff with respect, civility and fairness, and without bias based on race, color, religion, sex, national origin, citizenship status, sexual orientation, gender identity or expression, age, disability, marital status, veteran status, genetic information, or any other criteria prohibited under applicable federal, state or local law.
Use all CSHA facilities, equipment, computers, supplies and resources responsibly and appropriately, as you would at your home institution.
Abide by the CSHA Meeting Alcohol Policy (see below).
Similarly, meeting participants agree to refrain from:
Discrimination in violation of CSHA policy based on age, gender, race, ethnicity, national origin, religion, disability, or sexual orientation.
Behavior that is disrespectful of others, and unprofessional interpersonal behavior that interferes with the working and learning environment.
Unwanted physical contact with others, or threats of such contact.
Sexual harassment or harassment based on age, gender, race, ethnicity, national origin, religion, disability or sexual orientation.
Loss of civility that interferes with the working and learning environment (for example shouting, personal attacks or insults, throwing objects or other displays of temper).
Misappropriation of CSHA property or excessive personal use of resources.
Breaches or Violations of the Code of Conduct
CSHA aims to maintain a conference environment in accordance with the principles and expectations outlined in the Code of Conduct. Meeting organizers are tasked with providing leadership during each meeting, and may be approached informally about any breach or violation. Breaches or violations should also be reported to program leadership in person or by email:
Dr. Maoyen Chi, located in the CSHA Program Office, email@example.com, phone number +86 512 62728326
Ms. Xingya Fan, located in the CSHA Program Office, firstname.lastname@example.org, phone number +86 512 62729029 - 1101
CSHA will take action as needed to resolve the matter, up to and including immediate expulsion of the offending participant(s) from the meeting, dismissal from CSHA, and exclusion from future academic events offered by CSHA or CSHL.
Meeting Alcohol Policy
Consumption of alcoholic beverages is not permitted in CSHA public areas other than at designated social events (wine and cheese reception, picnic, banquet, etc.), in the campus bars or under the supervision of a licensed CSHA bartender.
No provision of alcohol by meeting sponsors is permitted unless arranged through CSHA.
Meeting participants consuming alcohol are expected to drink only in moderation at all times during the meeting.
Excessive promotion of a drinking culture at any meeting is not acceptable or tolerated by CSHA. No meeting participant should feel pressured or obliged to consume alcohol at any meeting-related event or activity.
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PHOTOGRAPH RELEASE WAIVER & ATTRIBUTION POLICY
By participating in a Cold Spring Harbor Asia (CSHA) meeting, you grant CSHA and its photographer(s) the freedom to photograph you while on CSHA property during the meeting, and to use those photos in CSHA publications, websites, social media accounts, and/or other materials.
Personal use of CSHA photographs, obtained through official CSHA meeting galleries or social media accounts, is allowed with proper attribution. Commercial use or repurposing of CSHA photographs and media is not allowed without permission; inquire via email.