This document is a companion to the W3C Code of Conduct. It describes the procedures for handling incidents relating to Code of Conduct violations or complaints.
As we engage with one another, incidents can happen. Incidents can take many forms, but participants have the right to a safe and positive work environment. The goal of this incident resolution process is that participants in W3C can:
The Code of Conduct is the standard that all W3C participants are required to follow and is used as the basis for any resolution and disciplinary actions. In exceptional circumstances, individuals may have their W3C participation suspended or withdrawn as a result of a complaint or investigation.
All situations are different and W3C participants are encouraged to use whichever method of incident resolution they feel comfortable with.
Participants are encouraged to try and resolve issues themselves in the first instance. However, if participants do not feel comfortable or safe doing so, they can get help through an ombudsperson, facilitators and/or mediation.
Depending on the severity of the situation, it may not be appropriate to attempt to resolve the issue informally or in the context of the group. Participants should immediately report an incident whenever they feel unsafe or threatened by the behaviour or actions of other W3C participants.
Everyone involved in the resolution process is expected to:
A disciplinary investigation can be started where one of the following apply:
When an incident arises it is important for everyone involved to know what will happen and what resources are available to them. Any time a Code of Conduct violation or complaint occurs it is important that those involved, especially the party/parties affected by the incident, feel supported and respected.
How an incident is handled will depend on a number of factors including the type of incident, severity, frequency, and contributing factors (for example, has anyone been involved in incidents before, is there a pattern?).
The procedure for addressing an incident will include some or all of the following steps:
Ombuds are advisors to participants who can provide guidance, advice, and support during the conflict resolution process. Ombudspeople are meant to be neutral third parties to any incident, and as such are recommended not to take sides or provide opinions on the incidents they are involved in. This does not preclude them from expressing empathy or providing advice from personal experience.
An Ombudsperson can advise or assist you with:
TODO: More about the role of the ombudsperson and what they can and cannot do.
Mediation is most effective when used early in a dispute, before people become fixed in their position, as it provides a positive opportunity to resolve practical problems.
It empowers people to work together to resolve issues. Mediation can also be successful in later stages, after an investigation has concluded, to help people rebuild relationships.
It is usually between two parties, but mediation can also work for groups. Mediation can be used to resolve a range of issues including a breakdown in relationships or ongoing conflicts between group members.
Where it's appropriate to attempt to resolve an issue with mediation, there are two approaches that can be taken:
In cases where it's deemed necessary to bring in a professional mediator, all parties involved:
TODO: Details of how to access mediation
If resolution attempts have not worked or the issue is not appropriate for direct resolution or mediation, a participant may raise a formal complaint against another participant.
TODO: Outline where and how to send a formal complaint.
A formal complaint should be in writing, and include the following:
An investigator will be appointed and will talk to both parties and anyone else relevant. The investigator's role is to:
Outcomes and actions will be agreed by W3M and communicated to both parties.
There are various actions that the investigator can recommend, depending on the frequency and severity of the behaviours in conflict with the CoC.
The intent of the incident resolution procedures is to ensure that individuals can continue to participate in W3C activities.
Where it is beneficial to the continued functioning of W3C, a high level summary of results and actions from an investigation may be communicated to the membership, for example if an individual is suspended from a working group or from being a chair in any working group. Otherwise, results and actions should be kept confidential.
Chairs, ombudspeople, mediators, and investigators can recommend actions be taken to resolve incidents, recommended actions may include: