Code of Conduct Policy
Approved September 14, 2021
Amended September 11, 2023
The American Council of the Blind Next Generation (hereinafter referred to as ACBNG) is committed to maintaining the integrity of its events by creating a welcoming, professional, safe, and respectful environment for all who attend and/or participate in its events. The term “events” shall include conferences, meetings, functions, or any other gatherings sponsored or convened by ACBNG whether live, via means of electronic communication, virtual, or hybrid.
All participants at ACBNG events are required to adhere to this Code of Conduct policy as drafted and adopted by the ACBNG Board of Directors. This policy defines prohibited conduct as including, but not limited to:
- Unwelcome verbal, visual, or physical conduct on the basis of race, color, sex, religion, age, national origin, disability, genetic information, gender identification, sexual orientation, or any other characteristic protected by applicable law, or
- Disrespectful, offensive and/or threatening conduct, verbal abuse, stalking, bullying, violence, intimidation, or
- The recording and disseminating of content of ACBNG meetings and events without attribution and prior written permission of the ACBNG Board of Directors.
Any person who believes that he or she has experienced behavior prohibited by this policy may report the conduct in accordance with the Prohibited Conduct Complaint Investigation Procedures.
Nothing in this policy shall limit or preclude the free exchange of ideas and/or opinions so long as such exchange does not involve threats or other prohibited behavior as defined in this policy.
American Council of the Blind Next Generation Policy on Prohibited Conduct, and Applicable Complaint Investigation Procedures
Approved September 11, 2023
The American Council of the Blind Next Generation (hereinafter ACBNG) is committed to maintaining the integrity of its events and online forums by creating a welcoming, professional, safe, and respectful environment for all who attend or participate. The term “events” shall include conferences, meetings, functions, or any other gatherings sponsored or convened by ACBNG whether in person, via means of electronic communication, or hybrid. The term “online forums” shall include email lists, text-based chat groups, and similar online settings or environments.
All participants at ACBNG events are required to adhere to this Policy on Prohibited conduct as adopted by the ACBNG Board of Directors. This policy defines prohibited conduct as including, but not limited to:
- Unwelcome verbal, visual, or physical conduct on the basis of race, color, sex, religion, age, national origin, disability, genetic information, gender identification, sexual orientation, or any other characteristic protected by applicable law, or
- Disrespectful, offensive and/or threatening conduct, verbal abuse, stalking, bullying, violence, intimidation, or excessive use of profanity, or
- The recording and disseminating of content of ACBNG meetings and events without attribution and prior written permission of the ACBNG Board of Directors.
Any person who believes that he or she has experienced behavior prohibited by this policy may report the conduct in accordance with the Prohibited Conduct Complaint Investigation Procedures. Any third party who believes he or she has witnessed prohibited behavior or activity toward another person is strongly encouraged to first speak with the alleged victim to confirm that such behavior or activity was considered inappropriate and necessitates the filing of a complaint.
Upon receipt of an allegation reported under this policy, ACBNG will offer opportunities for the parties to engage in informal conflict resolution, may conduct a formal investigation, and will thereafter determine what, if any, action will be taken based on the circumstances. Such action may include banning the individual from the event where the conduct is determined to have occurred, and any future events.
The ACBNG President shall appoint a five-member Code of Conduct Committee who will conduct activities described in the Prohibited Conduct Complaint Investigation Procedures.
Nothing in this policy shall limit or preclude the free exchange of ideas and/or opinions so long as such exchange does not involve threats or other prohibited behavior as defined in this policy.
Conduct that has occurred as part of an ACB affiliate event shall not be covered under this Policy on prohibited conduct.
The remedies contained under these provisions are not intended to be exclusive, and parties are encouraged to determine the most appropriate remedy for a given situation.
American Council of the Blind Next Generation Policy on Prohibited Conduct Complaint Investigation Procedures
Approved September 11, 2023
Introduction
As part of our ongoing efforts to ensure that ACBNG events are safe, respectful, and welcoming, all participants in virtual and in-person ACBNG events must read and agree to ACBNG’s Policy on Prohibited Conduct. ACBNG takes any violation of the Policy seriously and has established the following informal and formal processes to ensure that all activities associated with resolving a complaint are conducted as quickly and as thoroughly as possible.
Filing a Complaint
Complaints are required to be filed within 30 days of any reported incident so that memories of the alleged incident are still intact, except where good cause for delay is shown. If more than 30 days have passed since the incident occurred, please explain the delay. Send your report via email to codeofconduct@acbnextgeneration.org, leave a voicemail at (202) 656-9033, or schedule a time with a committee member to provide your report on a recorded Zoom line. The Code of Conduct Committee monitors these channels. The complaint must include:
- The names of the parties involved
- Dates, times, or other identifying information related to when the incident occurred
- A description of what happened, who witnessed the situation, and why you are concerned about it
- Steps you or someone else has taken, if any, to resolve the matter, and the outcome of those steps
- Any other details you believe will be helpful in resolving the matter.
A Code of Conduct Committee representative will acknowledge receipt of the complaint within seven working days. The acknowledgement will include the request to keep the matter confidential to protect the integrity of the process and any investigation, and to protect the interests of everyone involved. The notification will, however, indicate that total confidentiality cannot be guaranteed during the course of the investigation. All parties involved in the complaint will be directed to send all communication to the Code of Conduct Committee.
The Code of Conduct Committee will request the parties engage in informal conflict resolution, if appropriate, and will also explain the process for a formal investigation of the matter. If the incident occurs on an electronic platform or at a specific ACBNG event, the complainant will be encouraged to contact the forum moderator or event coordinator. The Investigation Panel will offer to facilitate this contact if desired. The complainant and respondent will then be sent the following items:
- A copy of the Policy on Prohibited Conduct, and Applicable Complaint Investigation Procedures;
- The Investigation Panel’s recommendation for resolving the complaint through conflict resolution, formal investigation, or other means as appropriate, and the anticipated timeline with next steps;
- Names of the panelists making the recommendation;
- A copy of the complaint, if desired.
NOTE: If an individual believes that a matter requires immediate referral to law enforcement, he or she should do so as quickly as possible. The ACBNG President and/or the ACBNG Affiliate Liaison should also be informed of such referral in a timely manner.
The Code of Conduct Committee will review the complaint and make a recommendation for either an Informal Conflict Resolution or a Formal Investigation.
Option 1: Informal Conflict Resolution
Conflict Resolution will be facilitated by a two-member conflict resolution team. If agreement is reached by all parties regarding the outcome, there will be no formal investigation of the incident, no consequences or action will be taken by ACBNG, and the case will be closed.
It is the goal to complete any conflict resolution process within 30 days. If it is determined that the process cannot be completed within 30 days, both parties will be notified, and a new timeline will be established, not to exceed 45 days in total.
Conflict resolution generally involves, but is not limited to, conducting a mutually agreed-upon opportunity to bring the parties together for a facilitated discussion in an informal setting. A common result may include a verbal or written apology by the respondent to the complainant with other outcomes negotiated as appropriate.
Option 2: Formal Investigation
When the informal conflict resolution process is either not successful or is rejected by either party, the Committee Chair will appoint three members to the Investigation Panel who may open a formal investigation if deemed appropriate. It is the goal to complete any formal investigation within 45 days once the process begins. If it is determined that the process cannot be completed within 45 days, both parties will be notified, and a new timeline will be established, not to exceed 60 days in total.
An interview with the complainant will be conducted first to gather all necessary details of the complaint, followed by interviews with the respondent and witnesses. Recorded Interviews will be conducted with the panelists via Zoom. Both parties may request an individual to attend for support while they are being interviewed. These individuals may attend as a courtesy but are not allowed to give testimony or otherwise involve themselves in the proceedings. After all interviews have taken place and all evidence is reviewed, the Code of Conduct Committee will determine the results and any action to be taken.
Note: Any alleged violation of ACBNG’s Confidentiality Policy shall follow the process for a formal investigation.
Records and Appeals
The Investigation Panel will notify the complainant and respondent of all outcomes in writing or electronically. This shall include any agreements during informal conflict resolution. If a formal investigation has occurred, the notice shall include a summary of the incident, key findings, and all outcomes. The Code of Conduct Committee may follow up with the complainant at a later date to ensure resolution(s) have been achieved and record any applicable feedback.
A final report will be prepared for ACBNG’s records summarizing the incident, those involved, key findings, conclusions, resolutions, and actions taken. This will be kept in the Code of Conduct Committee’s email account for one year after which all records, transcripts, recordings, or other information related to the case will be destroyed.
If the complainant or the respondent disagrees with the panel’s decision regarding a formal investigation, that party may appeal within 30 days of the decision to the Code of Conduct Committee. The Code of Conduct Committee will forward to the ACBNG Board of Directors. This Board of Directors will review the evidence, may conduct any other investigation, will make a final decision on the matter within 60 days of receipt, will inform all parties, and will update the record on file.