SkAI Code of Conduct

Credit: CTIO/NOIRLab/DOE/NSF/AURA

U.S. NSF-Simons Foundation-funded National AI Institute for the Sky

Code of Conduct _{[v. 7/9/2025]}

The U.S. NSF-Simons Foundation-funded National AI Institute for the Sky (“SkAI Institute”) is committed to fostering a respectful and safe environment for all participants. This Code of Conduct outlines the principles and expectations that guide our community.¹

Core Principles

The SkAI Institute is committed to:

Upholding the fundamental principle of respect for all individuals.
Maintaining a respectful and safe environment free from discrimination, harassment, stalking, bullying, hazing, and any form of abuse or violence.
Expecting all Members, Associates, and visitors to act with honesty, integrity, civility, and professionalism, and to avoid behavior that is unwelcome, offensive, obscene, or disruptive.
Ensuring that all research, academic, and professional activities are conducted in accordance with the highest scientific, ethical, and professional standards.

Expectations for a Safe and Harassment-Free Work Environment

We are committed to fostering a welcoming and respectful environment where all individuals feel safe and valued. Discrimination, harassment, or marginalization of any kind will not be tolerated, and we strive to ensure equitable participation in all SkAI Institute activities.

All individuals affiliated with the SkAI Institute—including leadership, faculty, staff, postdoctoral researchers, students, collaborators, visitors, and event participants (collectively referred to as “Members and Associates”)—are responsible for contributing to a harassment-free, respectful, and safe environment.

Members and Associates must comply with the:

Conduct policies and safety guidelines of their home institutions; and
Applicable policies and terms of the NSF and the Simons Foundation.

For those without equivalent policies, Northwestern University’s policies will apply during their participation in SkAI Institute activities.

Relevant Northwestern University (NU) Policies/Resources

Third parties who have not completed similar training at their home institution shall be referred to the City of Chicago’s Sexual Harrassment Training module. Visitors who may receive a visiting appointment with NU will be required to adhere to NU’s Research Visitors policy.

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Professional Conduct at SkAI Events

All Members and Associates are expected to demonstrate integrity, professionalism, and accountability in all SkAI-related operations and activities. Nothing in the sections below is intended to supersede the applicable policies and terms of the NSF or the Simons Foundation, or other relevant policies of NU or the Member/Associate’s home institution with which they may be obligated to comply, but is included as a reminder of the SkAI Institute’s commitment to the highest professional and ethical standards.

Conflict of Interest or Commitment

SkAI Institute understands that its Members and Associates may have been or may be involved in outside financial, business, professional, academic, public service, or other activities. SkAI Institute Members and Associates must avoid allowing outside activities or commitments, familial or other relationships, and private financial or other interests to compromise or appear to compromise their SkAI Institute research, work, decision-making, or obligations, including purchasing decisions or vendor selection.

Use of SkAI Institute Resources

SkAI Institute resources—including funds, facilities, equipment, software, and communication platforms—must be used lawfully and solely for authorized purposes. Reasonable and incidental personal use of systems (e.g., Slack, computers) is permitted, but misuse is prohibited.

Confidentiality and Privacy

Members and Associates must respect the confidentiality of unpublished research or results shared within the Institute (e.g., at presentations and meeting discussions). Unauthorized sharing or misuse of such information is strictly prohibited.

Reporting Misconduct or Inappropriate Behavior

SkAI is a partnership among multiple institutions. If you have concerns about misconduct or inappropriate behavior, please follow the steps below. You should also report the issue to the institution that has Human Resource (HR) oversight over the person responsible for the misconduct.

→ If the misconduct involves someone at your institution

If the concern involves colleagues or students at your home institution, please report to both the SkAI Institute Director and Director of Operations and Outreach, as well as the appropriate institutional ombudsperson. At the three core institutions, contact:

Northwestern Ombuds Office
The University of Chicago Student Ombuds Office; The University of Chicago faculty should contact their respective department ombuds
University of Illinois Urbana-Champaign Grainger College of Engineering Ombudsperson²

→ If the issue involves someone from a different institution

For concerns about misconduct or other inappropriate behavior of someone in or at SkAI but from a different institution, contact:

Vicky Kalogera (Northwestern University), PI and SkAI Institute Director (vicky@northwestern.edu)
Elise Ahn (Northwestern University), SkAI Director of Operations and Outreach (elise.ahn@northwestern.edu)
Deputy directors representing the relevant institutions

→ If the concern involves SkAI leadership (Director, Managing Director)

For concerns about misconduct or other inappropriate behavior of the SkAI Institute Director and/or Managing Director, contact:

Northwestern University’s Ombuds Office, or
Northwestern University’s anonymous hotline EthicsPoint | phone: 866-294-3545

Potential policy violations will be referred to the appropriate Northwestern University or other relevant institutional office for any required investigation or other appropriate follow-up. If/when required, concerns will be reported to the National Science Foundation and the Simons Foundation.

→ Important Notes

Please note that SkAI is not an employer for many SkAI Members and Affiliates and does not serve as a formal HR authority. However, it will coordinate closely with home institutions and take action within its scope when appropriate. For example, if an HR investigation at the person’s home institution confirms misconduct and leads to disciplinary action, the same action will apply to their role at SkAI.
- If no action is taken by the home institution, but a SkAI conduct-review committee finds sufficient evidence to support the misconduct allegations, that committee may recommend appropriate consequences to SkAI leadership.

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Retaliation

The SkAI Institute prohibits retaliation against any person for making a report in good faith or cooperating in an investigation. Individuals who take retaliatory action may be subject to corrective action by their home institution.

Consequences

If a SkAI Affiliate is found to have violated the Code of Conduct following review by a SkAI conduct-review committee, potential consequences include: loss of SkAI funding, removal from other projects, and/or restricted participation in institute activities.

Confidentiality

If the person raising the concern, any identified individual target, or the accused or a witness asks the SkAI leadership for confidentiality of their identity while a concern is being addressed, reasonable steps will be taken to maintain it. However, if required otherwise (by law, safety, an investigation, or disconnecting/removing a participant from the event), the SkAI leadership cannot maintain confidentiality. Retaliation against any identified individual target, witness, or anyone who raises or helps resolve a conduct concern is considered a serious violation of this Code of Conduct.

Resolution Process

Step 1: Simple Resolution

When a concern is raised:

SkAI leadership will attempt a private, informal resolution.
The accused may receive a warning and clear behavioral expectations.

If the behavior stops, the issue is considered resolved.

Step 2: Formal Action

If informal resolution fails or the behavior continues:

SkAI leadership will verify the violation and impose appropriate consequences.
Those who report concerns will be informed when the matter is resolved and whether action was taken, as permitted by confidentiality rules.

Note: False or malicious reporting will be treated as a violation and subject to the same consequences.

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Violations

Every SkAI Institute Member and Associate is responsible for complying with these principles and for taking appropriate action to report and/or address observed misconduct. Members and associates who fail to comply with these principles, including failing to report misconduct in accordance with relevant policies, may be subject to corrective action by their home institution. SkAI Institute leadership reserves the right to remove Members, Associates, and visitors from SkAI Institute-organized events or activities in the event of behavior that violates these expectations for a respectful and safe work environment.

Event Conduct

The SkAI Institute’s expectation is that during all hosted events, participants will be respectful, clear, and professional. In the event of failure to do so, the Institute reserves the right to remove the disruptive participant from the event, and action will be taken.

If someone is in immediate danger at an in-person event, call 911.

Step 1: Verbal Warning

Any SkAI Member/Associate may issue a verbal warning to a participant violating the anti-harassment policy. This must be reported to the SkAI Director of Operations and Outreach.

Step 2: Formal Report

If the behavior continues, notify the Managing Director. The participant may be removed from the event, and the incident will be reported to their home institution.

Consequences

If a violation is confirmed:

Virtual events: The participant will be disconnected.
In-person events: The participant will be removed.

Repeated or serious violations may result in being barred from future SkAI events.

Appeals

The accused may appeal decisions to the SkAI leadership team and a SkAI conduct review committee. If the appeal is successful, any event registration fee will be refunded. If the violation is upheld, no refund will be issued.

This Code of Conduct may be updated periodically to reflect evolving community standards, institutional policies, or legal requirements. All Members and Associates will be notified of substantive changes.

¹This Code of Conduct document was informed by analogous policy documents at American Astronomical Society, LSST Dark Energy Science Collaboration, Midwest Big Data Innovation Hub, and National Institute for Theory and Mathematics in Biology.

²NB: The indicated UIUC Ombuds Office here is the UIUC Grainger Engineering Ombuds Office (EOO) because SkAI’s primary unit/division partner at UIUC is the National Center for Supercomputing Applications (NCSA), which uses Grainger EOO services. However, UIUC faculty and students should use the appropriate office, depending on the School/College.

Funding Partners

The SkAI Institute is one of the National Artificial Intelligence Research Institutes funded by the U.S. National Science Foundation and Simons Foundation.