At The Dream Foundry (Organization), our mission is to bolster and sustain the nascent careers of professionals working in the field of speculative literature. Our core principles are inclusivity, mentorship, networking and relevance. In support of our mission and principles, the Organization promotes and respects individual’s freedom of expression and open communication. At the same time, the Organization expects to foster an environment of respect and collaboration. The purpose of this policy is to outline general expectations of conduct.
This policy applies to all representatives (volunteers, employees, contractors and Board Directors) of the Organization regardless of agreement and/or rank. Any representative that is found to be in violation of any element of this Code may receive disciplinary action.
A. Duties and Authority
It is the responsibility of each representative to read and follow our Organization’s policies. All representatives should be collaborative and mission-oriented and should fulfill their assigned duties with integrity and respect towards other representatives and the community at large. Free and open communication amongst representatives allows the organization to best meet our goals. This is exemplified by representatives being able to:
- Ask for counsel
- Raise questions
- Raise awareness of a problem
- Make suggestions for change
- Ask for resolution of a conflict
- Express complaints and/or concerns
Anyone with supervisory or managerial responsibilities will not abuse the authority entrusted to them.
The Organization is committed to maintaining an environment (both offline and online) where all may feel safe and welcome. The willful discrimination based on age, race, color, marital status, veteran status, ancestry, ethnicity, nationality, sexual orientation, gender identity, religion, or disability is prohibited. The purposeful and willful harassment, discrimination, abuse or retaliation by or of representatives, guests and community partners will not be tolerated. Harassment includes bullying, intimidation, direct insults, malicious gossip and victimization. Examples of this include, but are not limited to:
- Unwelcome remarks (verbal and written), gestures or physical contact
- The display or circulation of offensive, derogatory or sexually explicit pictures or other materials, including by email, in the forums and on the Internet
- Offensive online behavior (e.g. doxing and outing)
- Offensive or derogatory jokes or comments
- Pursuing or flirting with another persistently without the other’s
- willing participation
- Stalking (includes both physical and virtual spaces)
- Insinuating, proposing or demanding sexual favors of any kind
- Verbal, physical, and/or sexual abuse or threats.
The Organization’s rules on harassment:
- No one has the right to harass our representatives.
- Our representatives do not have the right to harass others.
- Harassment is never too minor to be investigated. The Organization’s definition of harassment many not necessarily align with legal definitions of harassment.
- Harassment need not occur in the Organization’s affiliated spaces (both offline and online) for them to be considered.
- Every harassment claim is assumed to be legitimate unless proven otherwise.
- The Organization will not allow further victimization of harassed individuals.
- The Organization will support anyone who wants to press charges against offenders.
- All rules related to harassment are applicable across offline and online
Disagreements or interpersonal conflicts may arise between members, representatives and/or guests of the Organization that do not escalate to the point of harassment or abuse. The Organization will not mediate or arbitrate these disagreements or conflicts as a matter of course. It is the expectation of every member, representative or guest of the Organization that they will not allow these conflicts or disagreements to interfere with the day to day operations of the Organization. If at any time these conflicts escalate to the point that they either violate personal safety of individual(s) or violate the Code of Conduct or other policies of the Organization, steps may be taken as outlined in the Reporting Violations/Disciplinary Actions sections of the Code of Conduct.
Please refer to Reporting Violations section for the Organization’s avenues for reporting and anti-retaliation policy. Please refer to Disciplinary Actions section for the Organization’s policy on disciplinary actions for policy violation. For further details on the Organization’s online communities, please refer to the Organization’s Community Management Policy.
C. Legal compliance
Representatives of the Organization are obligated to adhere to the bounds of the applicable laws, rules and regulations of the countries in which we operate. This includes, but is not limited to any and all applicable anti-corruption laws. The Organization acknowledges that laws can be complex. If representatives have questions or concerns, they must reach out to the Board for guidance. To consult with the Board, please email firstname.lastname@example.org.
All representatives of the Organization should endeavor to communicate both externally and internally in a clear and accurate manner. Prior to making formal statements on behalf of the Organization, consult with the Board so that messaging is consistent and to verify alignment with the Organization’s mission and values. To consult with the Board, please email email@example.com.
E. Conflict of Interest
It is the expectation that representatives of the Organization will utilize their best judgment to act in the best interest of the Organization while performing their responsibilities for the Organization. If possible, representatives of the
Organization should attempt to avoid conflicts of interests or the appearance of conflicts of interest. If it is not possible to abstain from a conflict of interest or the appearance of one, it is the obligation of the individual representative to disclose the potential conflict of interest and to avoid participating in decisions that may appear to be a conflict of interest until the representative has received guidance from the Board. To disclose a potential conflict of interest, please contact the Chief Compliance Officer at firstname.lastname@example.org.
F. Reporting Violations and Anti-retaliation
If a representative of this Organization learns about, suspects, or is otherwise affected by the violation of this policy or any other Organization policy, they shall report it to their supervisor and/or the Board. If a representative feels uncomfortable making a report, they may do so anonymously when possible.
In situations where a suspected violation of policy or law is made in good faith, all efforts will be made to keep the discussion, investigation and subsequent actions confidential to the greatest extent possible as permissible by applicable laws and regulations. The Organization will investigate any report of a violation. All representatives of the Organization are expected to cooperate fully with any investigation of a policy violation, but should not investigate independently in order to protect the integrity of any formal investigation.
The Organization will not retaliate against anyone who makes a good faith report of a potential violation. Furthermore, it is against Organization policy (and may be unlawful), for any representative to retaliate against any person for reporting a violation in good faith, expressing the intent to report a violation, assisting other individuals in reporting violations, or participating in any investigation (both internal and external) of violations to this or any other Organization policy.
Avenues for reporting violations to policies:
- An employee or volunteer of the Organization may report violations directly to their supervisor/manager or any member of the Board.
- A guest or community partner may report violations directly to any representative of the Organization. It is the expectation that representatives of the Organization will convey the report to the appropriate individual.
- A guest, community partner, employee or volunteer of the Organization may file a report by sending an email to email@example.com or by submitting a complaint form.
G. Disciplinary Actions
The Organization has the authority to take disciplinary action against any representative who intentionally fails or repeatedly violates any element of the Code of Conduct. Disciplinary actions will vary depending on the violation and is up to discretion of the Board.
Possible consequences include:
- Demotion or removal from formal position
- Suspension from the Organization
- Termination from the Organization (anyone found guilty of physical and/or sexual harassment or assault will be terminated from the Organization upon first offense)
Furthermore, we reserve the right to take legal action in cases of theft, embezzlement, corruption or other unlawful behavior. In cases of harassment and assault, the Organization will defer to the individual who has been harassed or assaulted in regards to legal prosecution.