Code of Conduct

Code of Conduct and Anti-Harassment Policy

Updated August 2022

SF Canada is dedicated to assuring that all members and member spaces are free from harassment, intimidation, and discrimination. Spaces include, but are not limited to, SF Canada sponsored or official email, online forums, newsletters, online or in-person events, and sponsored vendor tables. The SF Canada Board and/or Moderator Team are responsible for implementation of this policy. Although these best practices serve as a guideline, situations may arise that will require moderators and/or the board to duly make subjective decisions about what is best for the overall safety of members and the maintenance of a professional space; and they are empowered to
make and act on such decisions in accordance with the corporation’s by-laws.

Code of Conduct for SF Canada Spaces

1. Be Kind
SF Canada, being a private group, does not guarantee freedom of expression where such speech violates our community standards.

Do not use hate speech or racist, sexist, homophobic, ableist, or religious slurs, including language couched in “polite” or “joking” terms. Do not engage in harassment, retaliation, or the denial of another person’s experience.

Do not attempt to monopolize the conversation or control its direction. Avoid being unnecessarily provocative for the sake of argument or to initiate controversy. Please prioritize constructive dialog, consideration, and respect over making points. Refrain from personal insults and anything that could reasonably be construed as demeaning or belittling toward others. Do not engage in flame wars: if you feel inappropriately attacked by another member, do not respond with a counter attack; instead, notify the relevant moderator.

Encouragement of writing, publication, and all relevant or related activities is the expected norm. Do not disparage or minimize any accomplishment, regardless of the size, genre, or financial compensation (if any).

Wherever possible, use respectful terminology, as well as people’s pronouns and preferred names.

2. Professional Language
While there is a place—and sometimes a need—for strong language or NSFW (“not safe for work”) discussions, please be mindful that many members access SF Canada spaces during work hours, through their business emails, on work devices, and/or shared devices. Profanity-laced rants, insult-laden emails, and images of a sexual, violent, or otherwise potentially offensive nature are not permitted.

3. Content Warnings
Please use a clear and appropriate note in the title of any text-based communication when it is required and appropriate, such as (but not limited to) childhood abuse, sexual assault, graphic violence, animal cruelty, or suicide. If it is a part of a comment or email chain, clearly mark the CW or Content Warning at the beginning of your reply. Joke content warnings are not permitted. Outside of our text-based spaces, please add content warnings when and where appropriate (such as at the beginning of a webinar).

4. NSFW Warnings
We recognize that some topics are not appropriate for the average workplace but are directly related to our profession. For subjects such as, but not limited to, sex, nudity, or pornography in relation to writing and book publishing, use the label NSFW. For these topics, please be professional and have all comments and discussions firmly directed toward speculative fiction, writing, book cover discussions, authorship, fandom, and/or the publishing world at all times.

5. Self-promotion
Self-promotion is encouraged! Share your new covers, your short story publications, your blog posts, and all of your writing-related accomplishments (or “chuffs” as they’re called in SF Canada). We ask that things such as sale pricing or promotions be only shared once (if a sale lasts less than two weeks long) or twice (for sales longer than two weeks), and with appropriate links for members. If you wish members to share your links, please include that within your announcement.

Any replies to the monthly Chuff discussions may be announced by SF Canada on the website, blog, and/or social media. [In consideration of the volunteer Web Content Administrator, please also append your informal chuff with a more formally written third-person announcement, and relevant photo, if any.]

6. Respect for Privacy and Confidentiality
Email addresses, personal information such as health or family matters, financial accounts and statements, reports, and any other information regarding creative work or members are to be kept strictly confidential and may not be shared with anyone outside of the membership. This applies in perpetuity, even after a member leaves SF Canada or an SF Canada space.

The SF Canada online spaces are considered private groups, and none of the material posted should be forwarded, added to websites, blogged, printed and passed around, or otherwise made available outside the forum, whether quoted or summarized, attributed or anonymous, positive or negative, without the express permission of the person(s) who posted it. If you aren’t sure if you are allowed to share something, ask first. Exceptions to this are promotional items, such as announcements for upcoming public events (SF Canada or otherwise), or direct replies to the monthly Chuff thread.

7. Respect for Intellectual Property
Plagiarism of story ideas or characters is not allowed. However, members who discuss their ideas through SFC are expected to recognize that coincidences happen, that others may be working independently on similar ideas, and that broad story ideas are not the property of any one writer. Any member who offers general or story-specific advice about writing, plotting, etc. through any SFC space thereby gives permission for it to be used.

8. Off-Topic Discussion
SF Canada spaces are not an appropriate venue for discussions about religion or politics, except when those discussions are related to writing, publishing, related activities, or grant access. Avoid discussions offering individualized medical advice (solicited or unsolicited), such as suggestions to take specific action for a medical condition, directing someone to a resource (e.g., book, website) with targeted information for their real-life medical condition, medical or mental health diagnoses.

General off-topic discussions that are adjacent to the interests of membership, however, are allowed such as, but not limited to, space or archaeological discoveries, history and science, or developments in ergonomic or accessibility equipment.

Moderator Team

Each SF space will have at least one person who will act as Moderator to ensure the safety of members and attendees. They are to work with the Board, other Moderators if any, and with local venue staff as applicable to ensure a safe environment for members and attendees. Moderators are appointed by the Board, and can be either temporary for one event, or permanent for a space or series of events. They are authorized to apply disciplinary sanctions limited to the event. A full investigation will be carried out when appropriate, but if in the Moderator’s judgement immediate action must be taken to ensure a nonthreatening space, they may do so; such sanctions
will be reviewed as soon as is practical.

Where possible, immediate sanctions will be protective rather than punitive: e.g., muting a member rather than removing them from the meeting. In particular, Moderators at special or annual general meetings should make all reasonable efforts to apply sanctions that do not prevent the sanctioned member from casting an informed vote on any issue.

Non-Retaliation

This Policy prohibits retaliation against any SF Canada member for reporting harassment, intimidation or discrimination or for moderating or participating in an investigation relating to same. The sanctions for retaliation are the same sanctions available to address any other violation of this Policy.

False Allegations

It is a violation of this Policy for any SF Canada member to knowingly or with reckless disregard for the truth make a false claim of harassment, intimidation, or
discrimination. Failure to prove a claim is not, by itself, equivalent to a false claim.

Beyond-Our-Doors Complaints

The Board of SF Canada reserves the right to implement a ban or other sanctions against individuals who wish to join SF Canada or attend SF Canada spaces but whose actions elsewhere give reasonable grounds for belief that they may not respect our by-laws or Code of Conduct. Evidence justifying such a decision could include being banned for relevant reasons from another organization, conference, or convention, but is not limited to this.

Sanctions for Violation of Policy

When it has been determined that a violation of this policy has occurred, the Board and/or Moderator Team will determine, in its sole discretion, the appropriate sanction(s) after an investigation. The Board and/or Moderators are responsible for implementation of this policy and may take one or more of the following actions:

  • Warn one or more parties involved that specified behavior is inappropriate, either privately or publicly;
  • Edit or removal of posts or replies following best practices as per Moderator Handbook, recognizing that email and the listserv do not allow this capability;
  • Require a formal apology (either private or public) on behalf of the complainant(s);
  • Eject the offending party from a space or event;
  • Removal of volunteer privileges or duties;
  • Reporting of incident to the appropriate third-party (such as, but not limited to, relevant third-party staff where the incident took place, or local law enforcement as required by law);
  • Removal of access to SF Canada online spaces or in-person venues on an immediate, temporary, or (by the Board) permanent basis;
  • Suspension of membership (by the Board only.)

The Board can independently choose to take additional actions as necessary in the case of, but not limited to, repeat offenders, ongoing violations of policy, and/or escalation. To permanently remove a member from SF Canada, the bylaws stand as per CONDITIONS OF MEMBERSHIP Clause 6. The Board can independently choose to take additional actions as necessary, including suspension of access to any or all SF Canada spaces in the interim period before this vote.

Appeals

All requests for appeals are to be submitted via the Appeals form.
Any member permanently removed via membership vote can appeal to be reinstated with a membership vote. At the Board’s discretion, such an appeal can be put before the membership at the next AGM. A 75% supermajority is required to reinstate membership. Any member sanctioned with membership suspension by the Board can request reinstatement at membership renewal.

Any other sanctions may be appealed to the Board, who have the authority to withdraw or reduce the sanction.

Investigations

Moderators and/or Board members who take action, or feel action is necessary, shall submit a written report to the Board and Moderators via the online form or other established means, which will include a detailed narrative of the incident, all individuals involved, and any witnesses. Moderators and/or Board members may take reasonable, immediate steps to stop the apparent violation and ensure the safety of SF Canada members; in this case, they will also include steps taken as part of the Incident Report. Reasonable action may include, but is not limited, to:

  • Warn one or more parties involved that specified behavior is inappropriate, either privately or publicly
  • Edit or removal of posts or replies following best practices as per Moderator Handbook
  • Require a formal apology (either private or public) on behalf of the complainant(s)
  • Eject the offending party from a space or event
  • Request a “time out” whereby one or more parties involved are asked to cease discussion.

The Board will then review the incident for further sanction consideration. Any person named in the Incident Report Form who is alleged to have violated this policy shall be entitled to a copy of the completed Incident Report Form.

Case files and Incident Reports will be maintained by SF Canada for one year after the end of related sanctions.

Live Event Considerations

If conduct believed to be in violation of this policy should occur at an SF Canada live event (be it sponsored, affiliated, in person, or online), appointed moderators and/or event volunteers may take reasonable action to stop the apparent violation and ensure the safety of participants. Reasonable action may include, but is not limited, to:

  • Verbal notification to the individual(s) that the behavior believed to be in violation of this policy should be discontinued immediately
  • Reporting incident to convention staff or event coordinators for action
  • Removal of an individual or requesting the removal of an individual
  • If action is taken in such an event, the person taking the action shall promptly deliver a written report using the Incident Report Form, which will include a detailed narrative of the incident, all individuals involved, and witnesses.

The Board will then review the incident for further sanction consideration. Any person named in the Incident Report Form who is alleged to have violated this policy shall be entitled to a copy of the completed Incident Report Form.

Sanctions against a Member of Board of Directors

If limited sanctions are necessary against a member of the Board of Directors, the Moderators and/or remaining Board will follow the process for all other members.
In the case of removing a member from the Board of Directors, the bylaws stand as per BOARD OF DIRECTORS Clause 4.

Confidentiality

The Board and Moderators will make every reasonable effort to conduct all investigations into allegations in a manner that will protect the confidentiality of all parties. However, confidentiality is not absolute, and those with a legitimate and immediate reason to know, be informed of, or be questioned about the allegations, previous incident reports, and/or previously banned or censured members will be so informed.

 

formatting edit done June 29, 2023

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