ADURS Code of Conduct

The American Drug Utilization Review Society (“ADURS”) Code of Conduct and Enforcement Policy for Meetings and Events

Code of Conduct July 2026 PDF (8-7-26)

1.   Authority, Purpose, and Statement of Commitment

This Policy is adopted by the Board of Directors as a regulation of the Society pursuant to Section 3.1(h) of the ADURS Bylaws. It is intended to operate consistently with the Bylaws and does not amend them; in the event of any conflict, the Bylaws control. In particular, nothing in this Policy limits any member’s rights under Article II of the Bylaws, as addressed in Section 8 below.

ADURS is committed to providing a safe, professional, and welcoming environment at all of its meetings, symposia, and events, whether in person or virtual, and on any associated platforms (collectively, “Events”). All participants, including attendees, speakers, presenters, exhibitors, sponsors, volunteers, members and their guests, Directors, officers, and ADURS staff and agents (collectively, “Participants”), are expected to treat one another with respect and to refrain from harassment, discrimination, intimidation, and other unprofessional conduct.

This Policy establishes the standards of expected conduct and the procedures by which reports of violations will be received, investigated, decided, and acted upon, so that enforcement decisions, including removal from an Event or restriction from future attendance, are made through a fair, consistent, and documented process.

2.   Scope

This Policy applies to conduct occurring:

• • At any ADURS-sponsored or co-sponsored Event, including the annual symposium, official sessions, exhibit areas, receptions, and social functions;
  • At ancillary activities and informal gatherings connected with an Event, including unofficial social events, hospitality functions, and interactions at or around the Event venue and lodging, where the persons involved are Participants.
  • In virtual Event environments, including chat, Q&A, and discussion platforms;
  • In Event-related communications between Participants (e.g., email, text, social media), before, during, or after the Event, where the conduct affects a Participant’s safe and full participation in ADURS activities.

The connection to an Event described above is a jurisdictional limit on the conduct the Board may consider under this Policy, not an assertion of authority over any venue or private setting. Conduct between individuals that is unconnected to an Event or to participation in ADURS activities is outside the scope of this Policy.

This Policy does not replace or limit any Participant’s right to contact venue security or law enforcement, and nothing in this Policy delays such contact where there is a threat to anyone’s safety.

Because ADURS membership is held by the designated Medicaid DUR Representative of each state and the District of Columbia (Bylaws Section 2.1), this Policy distinguishes in Section 8 between sanctions available against (a) non-member Participants, (b) members, and (c) Directors and officers.

3.   Prohibited Conduct

Prohibited conduct includes, but is not limited to:

• • Harassment: persistent, unwelcome conduct directed at an individual that a reasonable person would find intimidating, hostile, or abusive, including badgering or verbal abuse that causes emotional distress, stalking, following, deliberate intimidation, or unwelcome photography or recording;
  • Sexual harassment: unwelcome sexual advances, requests for sexual favors, sexual imagery, or other verbal or physical conduct of a sexual nature;
  • Discriminatory conduct: demeaning, derogatory, or exclusionary comments or actions based on race, color, ethnicity, national origin, religion, sex, sexual orientation, gender identity or expression, age, disability, veteran status, or any other characteristic protected by law;
  • Threats or acts of violence, physical aggression, or property damage;
  • Sustained disruption of sessions, presentations, or other Event activities;
  • Any other conduct that would be considered inappropriate in a professional setting and that a reasonable person would find unpleasant, unprofessional, or unwelcome.
  • Retaliation against any person who reports conduct under this Policy or participates in an investigation.

Harassment does not require intent to offend; conduct framed as a joke or compliment may still violate this Policy. Conversely, good-faith professional debate and critical examination of ideas, methods, or findings does not by itself constitute harassment.

4.   Reporting

4.1  How to Report

Any person who experiences or witnesses conduct prohibited by this Policy is encouraged to report it as soon as practicable. Reports may be made:

• • In person to the Executive Director or any ADURS Director, officer, or staff member at the Event.
  • By email to the Executive Director, any ADURS Director, officer or staff member. Emails are provided in the Symposium booklet.

4.2  Conduct Officers and Recusal

The Executive Director and the Secretary or designated Director serve as the Society’s “Conduct Officers.” If a report involves, or creates a conflict of interest for, a Conduct Officer, that individual shall be recused from all roles under this Policy for that matter, and the Board shall designate a replacement from among the non-recused Directors. If the Executive Director is recused, the Board may delegate the Executive Director’s duties under this Policy to another officer or Director for the matter, consistent with Bylaws Section 6.10, including the duty to preside over any related deliberations.

4.3  Contents of a Report

Reports should include, to the extent known: the names of the persons involved, a description of the conduct, date(s) and location(s), names of witnesses, and any supporting materials. A report will not be rejected solely because it is incomplete.

5.   Immediate and Interim Measures at Events

Pending any investigation, the Executive Director (or senior staff or Director on site), after conferring with at least one other Conduct Officer where feasible, may take immediate steps to protect Participants and preserve the Event environment, including:

1. 1. Issuing a verbal warning and direction to cease the conduct, with which the Participant must comply immediately;
   2. Separating the individuals involved or restricting access to specific sessions or spaces;
   3. Removing the individual from the Event for its remainder, without refund;
   4. Contacting venue security or law enforcement and arranging escorts or other safety measures for affected Participants.

Interim measures are protective, not disciplinary, and do not constitute a finding that this Policy was violated. If the individual is a member and the annual meeting of members has not yet occurred, interim measures will be implemented in a manner that preserves the member’s ability to participate in the annual meeting as provided in Section 8.2.

6.   Investigation Procedure

6.1  Initial Review

Within [5] business days of receiving a report, the Conduct Officers will review it to determine whether, if true, the reported conduct would violate this Policy. If not, the report will be closed and the complainant informed. If so, an investigation will be opened.

6.2  Investigation

The investigation will be led by the Executive Director or a designated Conduct Officer, who may engage outside counsel or an independent investigator where the allegations are serious, involve a Director, officer, or staff member, or otherwise warrant independence. The investigation may include:

1. 1. Interviewing the complainant, the respondent, and witnesses;
   2. Reviewing documents, communications, photographs, recordings, or other materials;
   3. Any other steps reasonably necessary to determine what occurred.

The standard of proof is the preponderance of the evidence, whether it is more likely than not that the respondent violated this Policy.

6.3  Notice to the Respondent and Opportunity to Respond

Before any sanction beyond interim measures is imposed, the respondent will receive written notice describing the alleged conduct in sufficient detail to permit a response and will be given [10] business days to respond in writing. If the respondent is an Event attendee by virtue of being employed by and representing a participating company, the respondent’s employer may also receive a copy of said notice. Notice will be delivered in accordance with Bylaws Section 9.3 (by mail to the address appearing in the Society’s records, or by personal, electronic, or similar service). The respondent’s refusal to participate will not delay or prevent a decision.

6.4 Timeline

ADURS will endeavor to complete investigations within [30–45] days of opening, recognizing that complex matters may require more time. The complainant and respondent will be informed of significant delays.

7.   Decision

7.1  Decision Authority; Conduct Committee Option

Upon completion of the investigation, the investigator will present a written summary of findings to the Board of Directors. The Board will determine, by majority vote of the non-recused Directors at a meeting at which a quorum is present, whether this Policy was violated and, if so, the appropriate sanction under Section 8. Any Director who is the complainant, the respondent, a witness, or who otherwise has a conflict of interest shall be recused from deliberation and the vote.

If recusals would deprive the Board of a quorum under Bylaws Section 3.10, or where the Board otherwise deems it advisable, the Board may by majority resolution designate a Conduct Committee pursuant to Bylaws Section 5.3, composed of not fewer than three non-recused individuals (who may include non-Director members of the Society), to review the investigation and recommend findings and sanctions to the Board, or to exercise such decisional authority as the Board’s resolution assigns and the Bylaws permit.

7.2  Notification of Outcome

The respondent will be notified in writing of the decision, the sanction, its duration, and the appeal procedure. The complainant will be informed that the matter has been resolved and, to the extent appropriate and consistent with privacy considerations, of measures that affect them directly (e.g., that the respondent will not attend future Events). ADURS does not ordinarily disclose conduct outcomes to the broader membership.

8.   Sanctions

Sanctions will be proportionate to the severity of the conduct, its impact, and any prior violations. Available sanctions depend on the respondent’s relationship to the Society.

8.1  Non-Member Participants (Attendees, Speakers, Exhibitors, Guests, Vendors, Contractors)

For Participants who are not members of the Society, sanctions may include one or more of the following:

1. 1. Written warning, retained in the Society’s records;
   2. Removal from the current Event without refund;
   3. Conditions on future attendance (e.g., no contact with specified individuals);
   4. Refusal of registration and exclusion from ADURS Events for a defined period or permanently;
   5. Removal from speaking, exhibiting, sponsorship, volunteer, or contractual roles, subject to the terms of any applicable agreement;
   6. Referral to law enforcement, the individual’s employer, or a licensing board, where ADURS deems it reasonable and appropriate.

8.2  Members (State-Designated Representatives)

Membership in the Society is held by the designated Medicaid DUR Representative of each state and the District of Columbia, appointed by the appropriate official of the state Medicaid program and confirmed by the Credentials Committee (Bylaws Sections 2.1 and 5.1). The Bylaws do not provide for expulsion or suspension of members, and this Policy does not create such authority. Accordingly, for respondents who are members, sanctions may include one or more of the following:

1. 1. Written warning, retained in the Society’s records;
   2. Removal from the current Event without refund, subject to the preserved rights described below;
   3. Conditions on attendance at future Events (e.g., no contact with specified individuals, restriction from social functions);
   4. Exclusion from attendance at ADURS Events, including the annual symposium, for a defined period or permanently, subject to the preserved rights described below;
   5. Removal from Program Committee or other committee service (which, for the Program Committee, the Board may effect without cause under Bylaws Section 4.3) and from speaking, volunteer, or leadership roles other than elected office;
   6. Formal written communication to the appropriate official of the respondent’s state Medicaid program (the appointing authority under Bylaws Section 2.1), describing the findings and sanction and requesting that the state consider designating a different Representative;
   7. Referral to law enforcement or a licensing board, where ADURS deems it reasonable and appropriate.

Preserved member rights. No sanction under this Policy shall deny a member the rights granted by Article II of the Bylaws, including the right to receive notice of, attend, participate in, and vote at annual and special meetings of members. Where a member is excluded from an Event during which a meeting of members is held (see Bylaws Section 2.2), the member shall be permitted to participate in the meeting of members by telephone, video, or similar means pursuant to Bylaws Section 2.11, which constitutes presence in person, and to vote by written ballot where applicable. ADURS will provide reasonable logistical accommodation for such participation.

8.3  Directors and Officers

Removal of a Director requires the vote of all of the remaining members (Bylaws Section 3.5), and removal of an officer requires the vote of a majority of the members at a regular or special meeting (Bylaws Section 6.4); the Board cannot remove a Director or officer on its own authority. Where the respondent is a Director or officer, the Board (or Conduct Committee) may:

1. 1. Impose any sanction available under Section 8.1 or 8.2, as applicable to the respondent’s status;
   2. Remove the respondent from committee assignments, appointed (non-elected) roles, and Event-related duties within the Board’s authority;
   3. Recommend to the members that the Director or officer be removed, and call or request a special meeting of members for that purpose pursuant to Bylaws Sections 2.3, 3.5, and 6.4, or pursue action by written consent of the members under Bylaws Section 2.9 where appropriate.

9.   Appeal

A respondent may appeal a sanction by submitting a written statement to the Secretary within

[15] business days of notification, limited to: (a) significant new information not reasonably available during the investigation; (b) material failure to follow this Policy’s procedures; or (c) a sanction clearly disproportionate to the findings. The appeal will be decided within [30] days by the non-recused members of the Board who did not lead the investigation, or by a [three]- member appeal panel designated under Bylaws Section 5.3. The appeal decision is final. A sanction remains in effect during an appeal unless the Board determines otherwise.

Any person who believes they have been falsely or unfairly accused under this Policy may submit a written grievance, which will be reviewed under the same procedures.

10.   Confidentiality and Non-Retaliation

Reports and investigations will be handled with discretion on a need-to-know basis. Complete confidentiality cannot be guaranteed because a fair process requires disclosing the substance of allegations to the respondent and consulting witnesses, but information will be shared only as necessary to investigate, decide, and implement this Policy, or as required by law.

Retaliation, including threats, intimidation, or adverse treatment, against any person who in good faith reports conduct or participates in an investigation is itself a violation of this Policy and will be sanctioned accordingly. Knowingly false reports made in bad faith are likewise a violation and will be dealt with in the same manner and subject to the same consequences as outlined above.

11.   Recordkeeping

The Executive Director (or, where recused, the designated Conduct Officer) will maintain a confidential file for each report, including the report, investigation notes and materials, the respondent’s response, the written findings, the decision and vote (with recusals noted), all notifications, and any appeal. Records will be retained for [7] years or as advised by counsel, and access will be limited to the Conduct Officers, the Board or Conduct Committee acting in a decision-making capacity, and legal counsel.

12.   Acknowledgment and Incorporation

This Policy will be: (a) posted on the ADURS website; (b) incorporated by reference into Event registration, such that registering for or attending an Event constitutes agreement to abide by it; and (c) referenced in speaker, exhibitor, sponsor, and vendor agreements. The summary statement currently appearing in the member FAQ will be revised to link to this Policy.

13.   Adoption and Review

This Policy was adopted by resolution of the Board of Directors pursuant to Bylaws Section 3.1(h) on July 16, 2026 and will be reviewed when needed as determined by the Board. The Board may amend this Policy at any time, consistent with the Bylaws. Application of this Policy to conduct that occurred before adoption will be guided by the conduct expectations then in effect (including the published FAQ statement) and by the procedural protections of this Policy to the extent practicable.