Updated Code of Conduct
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<p>
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We've outlined a code of conduct to highlight our expectations for all
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individuals who participate in our Club, as well as the steps to
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handle unacceptable behaviour.
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handle unacceptable behaviour. New members should sign the Code of Conduct.
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</p>
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<p>
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The Code of Conduct does not cover criminal matters. Initiating a Code of
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Conduct complaint does not exclude other paths, such as going to Police
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Services. For criminal matters, threats or acts of physical violence,
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immediately contact UW Police at x22222 or (519) 888-4911.
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</p>
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</section>
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</p>
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</section>
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<section title="Scope" anchor="scope">
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<section title="Experiencing Unacceptable Behaviour" anchor="experiencing">
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<p>
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The Executive Council and Faculty Advisor are herein referred to as the
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Officers, or singularly as Officer.
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</p>
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<p>
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If you notice a dangerous situation, someone in distress, or violations of
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this Code of Conduct, <a href="../about/">contact an Officer</a>. No
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situation is considered inconsequential. If you do not feel comfortable
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contacting an Executive Council member due to the nature of the incident,
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you may contact the <a href="../about/exec#advisor">Faculty Advisor</a>.
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</p>
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<p>
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Upon receiving a complaint the Officer will inform the first of the
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following people who is not personally involved in the situation, or in a
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close relationship with the someone involved in the situation and is
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available, and this person shall handle the complaint and shall here after
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be referred to as the Handling Officer.
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<ol>
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<li>
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The President
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</li>
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<li>
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The Vice President
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</li>
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<li>
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Any other Executive Council Member
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</li>
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<li>
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The Faculty Advisor
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</li>
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</ol>
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</p>
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<p>
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The Handling Officer will interview the subject of the complaint and any
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witnesses and consult with other relevant Officers. The Handling Officer
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shall chair a handling committee of the faculty advisor and one other
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officer chosen in the same way. This committee shall be familiar with
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University Policies 33, 34, and 42.
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</p>
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<p>
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The Faculty advisor will make sure
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that all applicable University policies, laws, and bylaws are followed. The
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Faculty advisor must always be notified of all complaints and decisions.
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</p>
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</section>
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<section title="Consequences of Unacceptable Behaviour" anchor="consequences">
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<p>
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After having done so, the Handling Officer shall use their best judgment to
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determine if the complaint is valid and, if so, determine with the relevant
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Officers the appropriate action to ensure that the complainant feels
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welcome in the Computer Science Club and to avoid a subsequent incident:
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<ul>
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<li>
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A warning.
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</li>
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<li>
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A suspension from the events and spaces governed by the Code of Conduct
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until the beginning of the next term. If the suspension would come into
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effect less than two full weeks from the end of classes in the current
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term, then the suspension applies to the subsequent term as well.
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</li>
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<li>
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If the incident is very serious, or the subject has a pattern of
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similar offences, expulsion from the Club.
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</li>
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<li>
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A formal complaint through University policy, such as 33, 34, and 42.
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</li>
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</ul>
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</p>
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<p>
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The Handling Officer shall inform the complainant of the resolution of the
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issue and inform both the complainant and the subject of their right to
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appeal the decision.
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</p>
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</section>
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<section title="Addressing Grievances" anchor="grievances">
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<p>
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If either the complainant or the subject disagree with the decision made by
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the Handling Officer, they can appeal to the Officers, who can overturn the
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decision with a majority vote of all the Officers.
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</p>
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<p>
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No Officer who was personally involved in the complaint, or is in a close
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relationship with someone involved in the complaint, shall participate in
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the Officers deliberation or vote on the appeal.
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</p>
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<p>
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If the subject of a complaint is expelled from the Club, then at their
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request, but no more often than once a year, the Officers will review the
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decision to expel them from the Club. The Officers can reinstate the
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subject with a two-thirds vote of the Officers.
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</p>
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</section>
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<section title="Confidentiality" anchor="confidential">
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<p>
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The Club recognizes that all members have a right to privacy, and will
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handle complaints confidentially.
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</p>
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<p>
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As such, proceedings will be kept confidential as described below, to the
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extent allowed by whichever University policy applies to the complaint.
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Relevant policies include
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Policy 42 (Prevention and Response to Sexual Violence),
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Policy 33 (Ethical Behaviour),
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or Policy 34 (Health, Safety, and Environment).
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</p>
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<p>
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Information will only be reported to Police Services when directly required
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to by applicable policy. In such a case, only the required information will
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be provided, anonymized if possible.
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</p>
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<p>
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<strong>Information that will be kept in Club records and be available to
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Officers in the future will be limited to</strong>: the date the complaint
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was made, the name of the subject of the complaint, the name of the
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Handling Officer, the decision made on the complaint, the date the decision
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on the complaint was made, and if applicable, the date of the appeal, the
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party making the appeal (Complainant or Subject), the decision made on the
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appeal by the Officers, and the date of the Officers decision on the appeal.
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</p>
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<p>
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<strong>The information the Handling Officer and Faculty Advisor will
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jointly keep records of, in addition to the information kept in the Club
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records, will be limited to </strong>: the name of the complainant, and a
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summary of the complaint. This information will be available to Officers
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that are handling future complaints if it is requested and the Handling
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Officer deems it relevant to the new complaint.
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</p>
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</section>
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<section title="Scope and Spaces" anchor="scope">
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<p>
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In cases where the Code of Conduct contradicts University policies, or
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applicable laws and bylaws, the Code of Conduct does not apply to the extent
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to which it conflicts.
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</p>
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<p>
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We expect all Club participants (participants, organizers, sponsors, and
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other guests) to abide by this Code of Conduct in all community venues
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(online and in-person) as well as in all one-on-one communications
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pertaining to Club business.
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</p>
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<ul>
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<li>
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We expect all Club participants (participants, organizers, sponsors, and
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other guests) to abide by this Code of Conduct in all community venues
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(online and in-person) as well as in all one-on-one communications
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pertaining to Club business.
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The Code of Conduct applies in the office, where office staff are
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responsible for enforcing it.
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</li>
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<li>
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Events co-organized with the Computer Science Club are governed by our
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Code of Conduct.
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The Code of Conduct applies in the IRC channel, where channel operators
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are responsible for enforcing it.
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</li>
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<li>
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The Code of Conduct applies at events the CSC organizes or co-organizes,
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where a designated organizer is responsible for enforcing it.
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</li>
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</ul>
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</section>
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</section>
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<section title="Revision" anchor="revision">
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<p>Revision 1.1, adopted by the Computer Science Club of the University of Waterloo on 16 November 2016.</p>
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<p>Revision 1.2, adopted by the Computer Science Club of the University of Waterloo on 12 January 2017.</p>
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</section>
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<footer/>
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