Jan 31-Feb 1, 2018 / Vancouver, BC

Policy

Addressing Reported Violations of the Code of Conduct

"We" and "ECC" in this document refer to the members of The Experience Code Conference's committees and corporation.

This document describes our policy on handling reports of unsafe behavior and other code of conduct violations. DCC's primary concern is the safety of our attendees, and we appreciate the assistance of all of our attendees in creating and sustaining a culture of safety at DCC.

Each report will be handled in accordance with the policy and procedures effective at the time the report is received, taking into account the DCC code of conduct that was in effect at the time the incident took place.

Who can report a problem?

Anyone who was directly affected by or witnessed a code of conduct violation at DCC can file a report, and is encouraged to do so.

What sort of problem can I report?

Any behavior or pattern of behavior that violates our code of conduct. If you feel someone's behavior is dangerous or harmful to you or others, if someone's behavior makes you feel afraid or very uncomfortable, or if someone is actively making it difficult for you or others to enjoy or fully participate in the conference, we would like to know about it.

Who can I make a report about?

Anyone whose behavior causes you concern. We will give all reports equal consideration. Our handling of reports will not be influenced by factors such as the social status or conference role of anyone involved in the situation.

When can I report a problem?

At any time; however, we request that reporting take place as soon as possible during or after an incident, especially if you believe that someone may be causing problems for multiple people at the conference. Reports will be taken seriously and handled appropriately regardless of when they are made.

How do I report a problem?

At the conference, approach any staff or volunteer member or call the hotline number provided any time during the conference. After the conference, email safety@designcontentconf.com.

What will happen if I make a report?

The following is a brief summary. See the document titled DCC Procedures for Handling Reported Violations of the Code of Conduct for detailed information.

If you make a report at the conference

Two responders will offer you the use of a private space, explain in detail what the possible outcomes are and what will be asked of you, listen to your report, and interview other people (witnesses, the person the report is about) as necessary. They will decide whether immediate action needs to be taken. After the conference, the report and any actions taken will be reviewed by the safety committee. This group will determine whether multiple-year action also needs to be taken. You will be informed of any action that DCC takes in connection with your report.

If you email a report in after the conference

The safety chair will receive your report and assign two responders to you. They will explain in detail what the possible outcomes are and what will be asked of you, read your report, and interview other people (witnesses, the person the report is about) as necessary. They will then bring all collected information to the safety committee chair, who will convene a working group that will include both responders. This working group will determine whether any action needs to be taken. You will be informed of any action that DCC takes in connection with your report.

What will DCC do in response to my report?

DCC will always prioritize the safety of all our attendees over a single person's desire to attend or participate in DCC. To this end, DCC reserves the right to:

  • request that someone who is causing problems change their behavior
  • revoke access to some or all conference spaces
  • revoke conference membership
  • involve hotel security
  • involve local law enforcement
  • deny membership for a period of one or more years, or permanently
  • choose not to take action
  • make a public statement regarding actions that DCC takes in response to a report

If DCC makes a public statement regarding actions taken in response to a report, the statement will safeguard confidentiality as much as possible. DCC will inform all parties involved in the report about the statement, and will provide them with links to the statement on the DCC website and/or any relevant posts to social media.

If we believe someone needs to be immediately removed from the premises for the safety of our attendees, DCC may enlist the assistance of hotel staff.

If we believe someone is in need of immediate medical attention, DCC may call for an ambulance or other medical services.

DCC's representatives will follow this policy and internal procedures with the safety of conference attendees in mind, which may require us to take certain actions without the consent of the person making the report. We will do our very best to balance the needs of all involved parties and the needs of the conference when they conflict.

What won't happen if I make a report?

We will not reveal your identity or the substance of your report unless it is absolutely necessary to obtain information about the incident or take action related to the incident. See our procedures for a detailed explanation of our confidentiality policy.

We will not take any sort of retaliatory action against you for reporting or not reporting a problem.

We will not provide mediation or intermediary communication services.

While we will always err on the side of safety and treating all reports as true, we will not assume that a report being made automatically means that action needs to be taken.

We will not respond to general requests for a list of all parties whose conference passes have been revoked or denied. However, if anyone inquires as to whether a particular person's conference pass has been revoked or denied, DCC will provide that information. We will not keep any kind of list or database of such requests, or consider a conference pass status request tantamount to a report.

What will happen if someone says I caused a problem?

If someone tells us that you have violated the code of conduct, two conference representatives will ask to speak with you about it in a private place.

If you decline to be interviewed, we may ask you to leave the conference. If, after speaking with you, we believe that you have violated the code of conduct, we may ask you to change your behavior or leave the conference, or take other actions. We will not take action until we've spoken with you and anyone else involved and done our best to get a clear picture of what happened. See the document titled DCC Procedures for Handling Reported Violations of the Code of Conduct for detailed information.

If we believe that no violation occurred, you are welcome to go about the conference as usual. We will not attempt to mediate or carry messages between you and the person who made the report. If someone deliberately makes a false report about you, that is itself a code of conduct violation and we will take appropriate action in response.