The Asian Studies Conference Japan (ASCJ) is committed to inclusion, equity, and the respectful treatment of all participants. ASCJ seeks to provide a safe and professional atmosphere in which attendees may learn, network, and participate in a welcoming environment of mutual respect. All participants, including, but not limited to, attendees, speakers, volunteers, exhibitors, ASCJ staff, service providers, and all others, are expected to abide by this Code of Conduct. 

1. Types of Conduct That Are Strictly Prohibited:

• Harassment, intimidation, or discrimination of any kind, including, but not limited to, discrimination on the basis of race, gender, gender identity and expression, national origin, religion, disability, physical appearance, veteran or military status, marital or partner status, parental status, age, or sexual orientation, as well as any other protected category
• Sexual harassment or intimidation, including inappropriate use of nudity and/or sexual images in presentations, unwelcome sexual attention, stalking (physical or virtual), or unsolicited physical contact
• Physical violence, yelling, or other threatening behavior
• Disruption of presentations during sessions, in the hall, or at other venues of the conference
• Recording or photographing presentations without explicit presenter permission
• Presentations, postings, and/or messages that contain commercial or promotional materials, job offers, solicitations for services, or product announcements during presentations

Consequences of Violation

Participants who engage in prohibited behavior may receive a warning, and/or be removed from sessions or the conference as a whole without refund, and/or be barred from future ASCJ participation. Individuals asked to cease unacceptable conduct are expected to comply immediately. ASCJ prohibits retaliation against anyone who reports a concern in good faith.

Reporting a Concern

Concerns about behavior that violates this Code of Conduct may be reported confidentially to one of the Conference Committee Members listed in the program. Reports will be reviewed promptly, and appropriate action will be taken. If anyone feels unsafe, they should contact venue staff immediately.

2. Responsibilities of Conference Participants

ASCJ is committed to upholding a high standard of collaboration and courtesy at all of its conferences. In the interest of hosting events that facilitate wide-ranging intellectual exchange, ASCJ requires that all participants conduct themselves professionally, honor their commitments pertaining to the presentation of papers, and ensure that papers are provided to discussants in a timely manner. 

• Panels and Presentations: A paper proposal represents a commitment in the sense that its original form (the initial proposal submission) should match its final appearance in the program and its presentation at the conference. Once a proposal has been accepted no additional participants may be added to the panel. If an individual panelist or an entire panel is unable to attend the conference, it is the responsibility of the participant(s) in question to contact ASCJ and report the cancellation as soon as possible. If a cancellation reduces the number of presenters in a panel below the minimum of three, ASCJ may consider admitting a replacement presenter. In such an event, it is the responsibility of the participant(s) in question to find said replacement and promptly notify ASCJ.

• No-Shows/Unauthorized Virtual Participation: In recent years, ASCJ has experienced an increase in the number of “no-shows” among session participants. This practice is not only discourteous to fellow panelists and members of the audience, but also unjust to applicants who were not selected for inclusion in the conference program. For this reason, ASCJ closely monitors any instance of a “no-show,” as well as unauthorized virtual participation (such as through online or prerecorded presentations) and other acts contrary to the general submission guidelines. Session participants who fail to notify ASCJ in advance of their inability to attend the conference, who participate virtually without prior authorization, or who otherwise act contrary to the general submission guidelines, will be ineligible to submit a proposal for up to five years.

• Accepted participants who fail to register by the deadline will have their participation revoked.

*Adapted from the Association of Asian Studies.