Code of Conduct

Purpose and Scope 

The Erlangen AI Hub is committed to fostering an inclusive, respectful, and supportive environment for all staff, members, and external stakeholders. Everyone engaging with the Hub shares responsibility for maintaining a culture that enables collaboration, learning, and the free exchange of ideas. 

This Code applies to all activities associated with the Erlangen AI Hub, including online spaces, meetings, conferences, workshops, and events. All members are also expected to comply with their own institution’s equality, and harassment-related policies. 

Freedom of Speech and Academic Freedom 

Freedom of speech and academic freedom are fundamental to the pursuit of knowledge and are protected by law. They are core principles of the Erlangen AI Hub. 

The Hub strongly supports open inquiry, challenge, and vigorous academic debate. Such debate will not amount to harassment when it is conducted respectfully, focuses on ideas rather than individuals, and does not violate the dignity of others or create an intimidating, hostile, degrading, humiliating, or offensive environment. 

These freedoms must always be exercised within the law and alongside responsibilities to treat others with dignity and respect. 

Expectations and Standards of Behaviour 

All members of the Erlangen AI Hub are expected to: 

  • Treat others with dignity and respect, valuing diversity of background, experience, and perspective. 
  • Recognise differences in expectations and communication styles, and engage respectfully with differing views. 
  • Interact constructively, actively encouraging participation and recognising the value of diverse voices. 
  • Maintain professional conduct, helping to create an environment free from discrimination, bullying, and harassment. 
  • Use inclusive language, avoiding words, assumptions, or references that may exclude or negatively impact others. 
  • Engage in awareness and training activities relevant to equality, inclusion, and respectful conduct. 

Preventing Bullying, Harassment, and Discrimination 

The Erlangen AI Hub aims to provide an inclusive environment so all interactions should be grounded in fairness, consideration, and respect. 

Members should be particularly mindful of power dynamics (for example, related to seniority, role, gender, or other social identities). Feedback should always be focused on work, proportionate to experience, and delivered respectfully. 

The Hub operates in line with its legal obligations under the Equality Act 2010. For formal definitions and procedures, members should refer to their own institution’s policies. 

Responsibilities of Moderators, Organisers, and Chairs 

Moderators, organisers, and Chairs of meetings or events (online or in person) have additional responsibilities to: 

  • Set clear expectations for respectful behaviour, including signposting this Code of Conduct. 
  • Promote inclusion, inclusive language, and balanced participation. 
  • Intervene where necessary to address poor behaviour and prevent escalation. 
  • Support new or less experienced members, particularly in meetings, seminars, and presentations. 

Conferences, Meetings, and Events 

All Erlangen AI Hub events should provide a respectful and inclusive environment conducive to academic exchange. Participants are expected to: 

  • Direct challenges toward ideas, not individuals. 
  • Avoid aggressive, intimidating, or disruptive behaviour. 
  • Be mindful of tone, language, and non-verbal communication. 
  • Follow guidance from Chairs and organisers. 

Chairs and organisers should actively encourage inclusive participation and be alert to potential biases in discussions. 

Support, Reporting, and Resolution 

If behaviour falls short of this Code, members are encouraged to seek support as early as possible through their own institution’s channels. Options may include speaking with a supervisor, HR, or a Harassment Advisor, or using informal resolution services where available. 

Formal complaints will be handled under the relevant institutional procedures. In cross-University situations, concerns should be raised with the institution of the person whose conduct is in question. 

Concerns relating to the network environment may also be shared with the Erlangen AI Hub EDI contacts at edi@cs.ox.ac.uk or melanie.elwine@cs.ox.ac.uk. Such reports help the network monitor the environment and improve future practice. 

We will be publishing the full code of conduct shortly. Please revisit this page for further details.

Feedback and suggestions for improvement are welcome. 

Code of Conduct owner: EDI Committee