CW21 - Participation Guidelines

The Software Sustainability Institute’s Collaborations Workshop 2021 (CW21) will bring together researchers, developers, innovators, managers, funders, publishers, policy makers, leaders and educators to explore best practices and the future of research software.

We value the participation of each stakeholder and want all participants to have an enjoyable and fulfilling experience. Accordingly, all participants are expected to show respect and courtesy to other participants throughout the workshop and through all communication channels, including but not limited to the collaborative documents, Slack workspace and Zoom (and/or any additional platform used to facilitate the event). 

To make clear what is expected, all participants (including speakers, exhibitors, organisers and volunteers) at CW21 are required to agree to and abide by the following set of Participation Guidelines. 

Please note that minor changes and additions may be made to these participation guidelines up until the event in the spirit of the existing guidelines (such as linking to an additional tool’s privacy policy or clarifying the response to different Code of Conduct scenarios). Changes will be documented in the Change Log at the bottom of the page.

If you have any questions about these Participation Guidelines, please contact CW21 Chair Rachael Ainsworth at


Collaborations Workshop is dedicated to providing a harassment-free workshop experience for everyone. We do not tolerate harassment of workshop participants in any form.

All communication should be appropriate for a professional audience including people of many different backgrounds. 

Be kind to others. Do not insult or put down other attendees.

Behave professionally. Remember that harassment and exclusionary jokes are not appropriate at the Collaborations Workshop. Do not send any unprofessional messages to other participants including, but not limited to, private messages in Slack and Zoom.

Participants violating these rules may be asked to leave the workshop without a refund at the sole discretion of the workshop organisers.

Thank you for helping make this a welcoming, friendly event for all.


Harassment includes offensive communication related to gender, sexual orientation, disability, physical appearance, body size, race, religion, sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.

Participants asked to stop any harassing behaviour are expected to comply immediately.

Be careful in the words that you choose. Remember that words can be offensive to those around you. 

Examples of behaviour that is not welcome or appropriate at Collaborations Workshop include offensive jokes, use of sexual language and imagery, excessive swearing, and repeatedly talking over or interrupting other participants.

Diversity and Inclusion is one of the themes of CW21. Participants will have differing opinions when it comes to this theme, and we want to promote an open but respectful discussion to help shift the research software community to be more inclusive and welcoming to people from different backgrounds. To this end, please be mindful of the language and tone that you use when discussing points of view and lived experiences.

If a participant engages in behaviour that violates this Code of Conduct, the workshop organisers may take any action they deem appropriate, including warning the offender, removing speaking privileges, or expulsion from the workshop with no refund.

Contact Information

If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact any member of the Code of Conduct Committee:

The Code of Conduct Committee is happy to assist those experiencing harassment to feel safe for the duration of the workshop. We value your participation.

Procedure for Reporting Harassment

You can find the Attendee Procedure for incident reporting here and the Staff Procedure For Handling Reported Harassment here.


This Code of Conduct was adapted from the example policy at the Geek Feminism wiki, created by the Ada Initiative and other volunteers, which is under a Creative Commons Zero license.

Information about you: how we use it and with whom we share it

The information you provide will be used by the Software Sustainability Institute (a collaborative project between the University of Edinburgh, the University of Manchester, the University of Oxford and the University of Southampton) to:

  • administer your attendance at the event, 
  • ask you participatory questions related to the event (including accessibility requirements and questions related to the content of the event),
  • send out information related to the event,
  • enable you to access and utilise infrastructure that allows you to participate in the event, including communication and collaboration with other participants,
  • send surveys related to the event, 
  • contact after the event for the purposes of publishing any materials authored by participants at the event,
  • report aggregated demographic information on an event to stakeholders.

The Institute may record and photograph at the event for promotional purposes, such as for the website, blog, social media and reporting. We will inform participants when any recording or photography will take place and instructions on what to do if they do not wish to be recorded or photographed.  

The Institute will use external companies to process information about you on the Institute’s behalf. We use Eventbrite to manage registrations, fee processing and notifications; Mailchimp for email communication; Google (Docs, Drive, Sheets) for storing and processing event information; and Google Forms for surveys. The Institute, through its constituent University partners, remains responsible for the information and will ensure it is kept securely.

Legal basis: contract

We are using information about you because it is necessary for the performance of your contract with us, namely your participation as an attendee (or booking on behalf of an attendee) at an event run by the Institute.

We will hold the personal data you provided us for a period of one year after the final day of the event, after which point it is deleted. If you wish to check the data we hold about you, or request its deletion, please contact us.

If you have any questions, please contact: Neil Chue Hong, Director - Software Sustainability Institute, 

This privacy statement is continued here where you will find the contact details of the data controller, a statement on data sharing, your rights and how to make a complaint.


We will use a number of third party tools to facilitate the running of CW21. We include links to their privacy policies below for your convenience.

PlatformLink to Privacy Statement
Gather.Town (Social Activity #2)
Google (Docs, Drive, Forms, Sheets, Slides)
Mozilla Hubs (Social Activity #4)
RemotelyGreen (Social Activity #0)

For keynote presentations and mini-workshop sessions, it is assumed by default that information and images can be published on social media unless the presenter expressly states otherwise.

For collaborative sessions (such as Discussion groups, Collaborative Ideas or Hack Day teams), any publication on social media must first be checked with the rest of the group/team.

Any conversations in workshop communication channels (such as the Slack workspace or Zoom chat) must not be published on social media without the express permission of those involved.

Any conversations that take place within the social programme must not be published on social media without the express permission of those involved.

The aim of this policy is to clarify how contributions from, and outputs generated by, participants at the Collaborations Workshop are treated. The intention is to benefit the CW21 community, and the public at large, while respecting the legitimate rights of others.

Background intellectual property

As a participant in the workshop you retain your rights and ownership of any background intellectual property (the intellectual property that you already own or have a license to use at the start of the event) you contribute to any part of the event. There must be no assumption of confidentiality - do not share information that you do not wish seen by others.

Keynote slides and material presented at the workshop (such as during the mini-workshops and demo sessions) are subject to the license applied by the authors.

All presentation slides and material from the Software Sustainability Institute will be made available under a Creative Commons - Attribution 4.0 International (CC-BY 4.0) license after the event.

Foreground intellectual property

Foreground intellectual property generated at the event is owned by the individual authors but they are required to openly license the works so that others can make use of them, unless a specific exception is requested from the organisers before the end of the event. 

All documents produced during the workshop (including but not limited to meeting notes, speed blogs, Collaborative Ideas, Hack Day ideas and presentations) will be published after the event under a Creative Commons - Attribution 4.0 International (CC-BY 4.0) license. Please be mindful of what personal information you are willing to share in these.

Any new software developed (e.g. during the Hack Day) should be licensed by the authors - we recommend the BSD 3-Clause license. New contributions to existing projects are subject to the existing project’s license and contribution policy.

Video, audio and pictures taken of the event by the Institute team, or those working on their behalf, are the property of the Institute through the University of Edinburgh as lead partner.

Conversations in the communication channels (such as the Slack workspace or Zoom chat) will not be published publicly.


Participants may request that the Institute does not publish outputs they have created (or remove the attribution to them) at the Collaborations Workshop under various circumstances. These may include where the authors have a specific plan to exploit them, they believe that the output includes content that the authors do not have the rights to use, or the authors do not agree on what is expressed in the publication. Such an exception must be requested by contacting the Collaborations Workshop organisers before the end of the event.

Any amendments to the Participation Guidelines will be logged here. 

VersionDateChanges made
1.0.02020-11-16First public published version.
1.1.02021-03-02Added privacy policy under Tools.
1.2.02021-03-12Added additional Code of Conduct Committee members.
1.3.02021-03-22Added Slido privacy policy under Tools, along with the platforms that will be used during the social activities (GatherTown, Mozilla Hubs and RemotelyGreen).

These Participation Guidelines are licensed under a Creative Commons - Attribution 4.0 International (CC-BY 4.0) license.