Ensuring that CiE is a welcoming place
In order to maintain the reputation of Computability in Europe as a welcoming environment, its participants need to be able to trust in the ability of the association to provide a respectful and safe environment at its conferences and the professional integrity of those prominently involved with the conference and the association. We understand “the people prominently involved” to refer to the members of the Executive Committee, the Steering Committee and the Council; the Editor-in-Chief of the journal “Computability”, the members of the Programme and Organization Committees of CiE conferences, invited plenary speakers and special session organizers. Should plausible serious allegations of misconduct such as harassment, discrimination, academic dishonesty, or other unethical behaviour (including behaviour unrelated to CiE) arise against one of these persons, they are expected to either to pause their role or resign from the position until the allegations are resolved with an outcome that leaves trust in the individual intact. In case the individual fails to act, the Executive Committee (for members of the Steering Committee, the Council and the Editor-in-Chief of “Computability”), the Council (for members of the Executive Committee), the Steering Committee (for other conference attendees), or the Council (for anyone else) will make a strong recommendation and inform the membership about the situation. Any consequent change in the role of a person is not a finding of guilt, but an act to ensure that the reputation of the conference and association remains untarnished.
To further maintain CiE as a welcoming environment, a group of “community advocates” shall be established so that any person with concerns about a person prominently involved or a particular CiE conference or conference participant can safely bring these concerns to a representative of the organization. This group shall consist of approximately 10 members of the community who are approved by the EC, and they shall be chosen from the computer science, math, and philosophy communities in such a way that at least 5 of them could reasonably be expected to be present at any CiE conference. These advocates will participate in training as determined by the EC.
Should an ACiE member or conference participant develop a concern about one of the people prominently involved in the organization or about a CiE conference or conference participant before, during, or after the meeting, they should bring their concern to a community advocate. The advocate’s role is to support the participant, not to determine whether the concern is worthy of action. The advocate will
- Discuss the situation with the participant in a supportive way,
- Offer to discuss the situation, anonymously or not, with other advocates if desired,
- Support the participant in brainstorming and exploring the possible actions that could be taken and, if the participant wishes action to be taken,
- Bring the situation to the relevant ACiE body or conference organizers; at least one other advocate should be present for the conversation.
If the member brings a concern about one of the people prominently involved to a community advocate who is a member of the relevant body (for instance, bringing a concern about a member of the Executive Committee to an advocate on the Executive Committee), that advocate will recuse themselves from any subsequent discussion the body has on the subject. The other advocate present for the subsequent conversation should not be a member of the relevant body.
Depending on the nature of the concern and the policies of a conference’s host institution, confidentiality may not be possible. In such a case, the advocate should make this clear to the participant as soon as it seems likely that they will no longer be able to maintain confidentiality.
A general, anonymized record should be kept of all such concerns.