diff --git a/CODE_OF_CONDUCT.md b/CODE_OF_CONDUCT.md index a4cf13b..4929071 100644 --- a/CODE_OF_CONDUCT.md +++ b/CODE_OF_CONDUCT.md @@ -1,131 +1,165 @@ - + +# Code of conduct -# Manchester AI Guild Code of Conduct +Version: v2.9 -This is the published mirror of the Manchester AI Guild Code of Conduct. The -canonical text is `policies/public/code-of-conduct.md` in the -manchester-ai-guild-operations repository, and that text governs if the two -differ. This file is updated whenever the canonical text changes. +Status: Draft, awaiting the Senior Leadership Team (SLT) -## Our pledge +This is the canonical Code of Conduct for the Manchester AI Guild. The copy in the Guild's GitHub `.github` repository and the page at manchesteraiguild.org/policies/code-of-conduct/ are generated from this file. -The Manchester AI Guild is a community of AI practitioners, builders, and organisations across Greater Manchester and the North West, working to help the region adopt AI practically, responsibly, and with good governance. +## 1. Purpose and scope -We, as Guild Members and SLT Members, are against harassment, discrimination, and exclusionary behaviour of any kind. We pledge to make participation in the Guild a safe, respectful, and welcoming experience for everyone who takes part, whatever their background. +This Code sets the standard of behaviour we expect from Guild Members, Senior Leadership Team (SLT) members, volunteers, speakers, contractors and anyone attending a Guild event. It also sets out what happens when someone falls short. -Build capability. Create opportunity. Grow prosperity. +Registering interest or subscribing to the newsletter does not bind you to this Code. It applies in these places: -## Our standards +- the Guild Slack workspace (private, invite only) +- the Guild LinkedIn page: https://www.linkedin.com/company/manchester-ai-guild +- the Guild website: https://www.manchesteraiguild.org +- GitHub repositories under https://github.com/Manchester-AI-Guild +- in-person meetups, talks, workshops and other Guild events +- any official social media used to represent the Guild + +> **Defined terms** +> **Guild Member**: an individual or organisation whose application the Guild has accepted, as set out in the Membership terms. +> **SLT member**: a member of the Manchester AI Guild SLT. +> **Risk & Governance Director**: the SLT member who receives reports under this Code, Edwin Luther. + +## 2. Background + +The Guild is a community of AI practitioners, builders and organisations across Greater Manchester and the North West. We help the region adopt AI practically, responsibly and with good governance. + +Members, venues, sponsors and partners need to trust the Guild. A written code, a clear reporting route and fair consequences help build that trust. This Code is adapted from the Contributor Covenant, version 2.1, with Guild-specific standards added. -Examples of behaviour that contributes to a positive environment include: +## 3. Principles + +We, as Guild Members and SLT members, are against harassment, discrimination and exclusionary behaviour of any kind. We pledge to make participation in the Guild safe, respectful and welcoming for everyone, whatever their background. + +- Build capability. Create opportunity. Grow prosperity. +- Looking out for one another is everyone's responsibility, not only the SLT's. +- Speak up if something falls short of this Code. Listen if someone raises a concern with you. +- When unsure whether something crosses a line, ask: would this stand up to being open, honest, transparent and fair to everyone involved? + +## 4. Commitments and standards + +### 4.1 Expected behaviour + +Behaviour that builds a positive environment includes: - being respectful and constructive - giving and gracefully accepting feedback - focusing on practical outcomes and useful collaboration - helping others succeed and learn -- sharing knowledge freely and recognising the work, expertise and contribution of others -- knowing your limits and seeking help or deeper expertise when needed -- taking responsibility for your words, actions and the outcomes you help create +- sharing knowledge freely and recognising the work of others +- knowing your limits and seeking help when you need it +- taking responsibility for your words, actions and their outcomes - putting the interests of the communities we serve ahead of personal advantage -- speaking up if you see behaviour that falls short of this Code, and listening if someone raises a concern with you -Examples of unacceptable behaviour include: +### 4.2 Unacceptable behaviour + +Unacceptable behaviour includes: -- harassment, discrimination, or personal attacks, including on the basis of age, body size, disability (visible or invisible), ethnicity, sex characteristics, gender identity and expression, level of experience, education, socio-economic status, nationality, personal appearance, race, caste, religion, or sexual orientation -- trolling, intimidation, or disruptive behaviour, or undermining other members +- harassment, discrimination or personal attacks, including on the basis of any protected characteristic or other personal characteristic +- trolling, intimidation or disruptive behaviour, or undermining other Guild Members - presenting another person's work, ideas or contribution as your own - posting sensitive, confidential or private information without permission, in any channel - knowingly promoting AI where it creates greater harm than benefit -- using the Guild to push unrelated commercial agendas without consent, or using Guild relationships primarily for personal or commercial gain +- using the Guild to push unrelated commercial agendas without consent, or using Guild relationships mainly for personal or commercial gain - competing for another member's commercial opportunity without their knowledge - acting in a way that could damage trust in the Guild or the communities it serves - knowingly submitting a false or misleading report under this Code -- retaliating against anyone for reporting, or participating in the investigation of, a possible violation of this Code +- retaliating against anyone for reporting a possible breach, or for taking part in an investigation -## Where this Code applies (scope) +### 4.3 Our commitments -This Code of Conduct applies in all Guild spaces, and when an individual is officially representing the Guild in public. This includes, but is not limited to: +- We acknowledge every report within 5 working days and keep the reporter's identity confidential as far as the investigation allows. +- We never let anyone investigate a report about themselves. +- The Risk & Governance Director publishes this Code on the website and gives it to every new member when they join. +- We review this Code at least once every 12 months, and sooner after any serious incident. The Senior Leadership Team (SLT) approves each review. -- the Guild Slack workspace (private, invite only) -- the Guild LinkedIn page: https://www.linkedin.com/company/manchester-ai-guild -- the Guild website: https://www.manchesteraiguild.org -- GitHub repositories at https://github.com/Manchester-AI-Guild and all repositories under this organisation -- in-person meetups, talks, workshops and other Guild events, and any official social media used to represent them - -## Guild Members and SLT Members +### 4.4 Conflicts of interest and commercial conduct -Membership of the Guild (Apprentice, Practitioner, Master, and organisational membership) carries additional expectations set out in the membership pathway documents. Those documents reference this Code; this Code does not repeat them. Any statement of commitment for Master members (a "Master's Oath" has been drafted) is part of the membership pathway workstream and is not a condition of this Code until the SLT ratifies it. +Speakers, sponsors and SLT members disclose any financial or commercial interest that is relevant to what they present or discuss. Examples include a product, a vendor or an employer. A disclosed interest is welcome. An undisclosed one is not. -## Conflicts of interest and commercial conduct +The Conflicts of interest policy sets out the register and the rules for SLT decisions. Where the Guild allocates paid opportunities to members, the business engagement allocation workflow and its conflict-of-interest rules apply first. -Speakers, sponsors, and SLT Members should disclose any financial or commercial interest, for example in a product, vendor, or employer, that is materially relevant to what they are presenting or discussing at a Guild event or in a Guild space. This extends the existing rule against pushing unrelated commercial agendas without consent: a disclosed interest is welcome, an undisclosed one is not. +### 4.5 In-person and event conduct -Where the Guild allocates paid opportunities to members, the business engagement allocation workflow applies and its conflict-of-interest rules take precedence. +At meetups, talks and other in-person Guild events: -## In-person and event conduct - -For meetups, talks, and other in-person Guild events, in addition to the standards above: - -- ask before photographing or recording anyone, and before publishing images or recordings that identify attendees -- respect the venue's own rules and the instructions of venue staff +- ask before you photograph or record anyone, and before you publish images that identify attendees +- follow the venue's rules and the instructions of venue staff - if alcohol is served at a social event, drink responsibly and look out for other attendees -## Enforcement responsibilities - -Members of the Manchester AI Guild SLT are responsible for clarifying and enforcing our standards of acceptable behaviour, and will take fair, proportionate, and timely corrective action in response to any behaviour they deem inappropriate, threatening, offensive, or harmful. - -The Risk & Governance Director (Edwin Luther) is the first point of contact for reports and escalates to the SLT. If a report concerns a SLT member, it will be handled by an independent panel selected by the SLT, rather than by the person the report is about, so that no one investigates a complaint made against themselves. - -Personal data handled during a report is processed under the Guild's privacy and data governance policies. The Guild's data protection contact is Trevor Roberts (DPO). - -## Reporting - -If someone is subject to or witnesses unacceptable behaviour, they should report it as soon as possible. - -- Privately to the Risk & Governance Director, Edwin Luther, by Slack direct message or via LinkedIn. -- Email: report@manchesteraiguild.org (to be created; the Guild has no mailbox yet, see the technology register. Until it exists, use the route above.) -- Anonymous report: an anonymous form (Google Forms, per the tool comparison in docs/research) will be linked here once created. - -All complaints will be reviewed and investigated promptly, fairly, and confidentially. You can expect an acknowledgement within 3 business days. The identity of the reporter, and the details of a report, will be kept confidential to the extent possible while an investigation is carried out, and no one will be retaliated against for reporting in good faith. +### 4.6 Membership -## Enforcement guidelines +The Membership terms and the membership pathway documents set further expectations for members. Those documents refer to this Code. This Code does not repeat them. -The SLT will follow these Community Impact Guidelines in determining the consequences for any action it deems in violation of this Code of Conduct. +A statement of commitment for Master members (a "Master's Oath") has been drafted. It is part of the membership pathway work. It does not form part of this Code until the Senior Leadership Team (SLT) ratifies it. -### 1. Correction +## 5. Roles and responsibilities -Community impact: use of inappropriate language or other behaviour deemed unprofessional or unwelcome in the community. +| Role | Holder | Responsibilities | +|---|---|---| +| SLT | Manchester AI Guild SLT | Clarifies and enforces this Code; takes fair, proportionate and timely action; appoints an independent panel where a report concerns an SLT member | +| Primary responsibility | Edwin Luther, Risk & Governance Director | First point of contact for reports; acknowledges, investigates and escalates to the Senior Leadership Team (SLT) | +| Secondary responsibility | Trevor Roberts, Data Protection Lead | Acts when the primary holder is unavailable, or where the matter concerns the primary holder | +| Data Protection Lead | Trevor Roberts | Advises on personal data handled during a report | +| Senior Leadership Team (SLT) | Manchester AI Guild SLT | Approves this Code and every review of it | +| Independent QA reviewer | To be assigned | QA reviews this Code before it goes to the Senior Leadership Team (SLT). Must be a Manchester AI Guild member who did not draft it | -Consequence: a private, written warning from the SLT, providing clarity around the nature of the violation and an explanation of why the behaviour was inappropriate. A public apology may be requested. +## 6. Procedure: how to report and what happens next -### 2. Warning +1. **Report as soon as you can.** Email report@manchesteraiguild.com. It reaches the Risk & Governance Director, Edwin Luther. You may also message him on Slack or LinkedIn. You can write from an address that does not identify you, but we can only act on what we can verify. +2. **Acknowledgement within 5 working days.** +3. **Investigation.** We review the report promptly, fairly and confidentially. We keep the reporter's identity and the details confidential as far as the investigation allows. Nobody is retaliated against for reporting in good faith. +4. **Independence.** If a report concerns an SLT member, including the Risk & Governance Director, a panel of at least two SLT members not involved in the matter handles it. An external adviser chosen by the SLT can do so instead. Nobody investigates a complaint made against themselves. +5. **Outcome.** The Senior Leadership Team (SLT) decides the consequence under section 7 and tells the people involved. +6. **Records.** We process personal data from a report under the Privacy notice. We keep it for 3 years after the case closes, as the Data retention schedule sets out. -Community impact: a violation through a single incident or series of actions. +If you are unhappy with how we handled a report, the Complaints and data rights procedure applies. -Consequence: a warning with consequences for continued behaviour. No interaction with the people involved, including unsolicited interaction with those enforcing the Code of Conduct, for a specified period of time. This includes avoiding interactions in community spaces as well as external channels like social media. Violating these terms may lead to a temporary or permanent ban. +## 7. Compliance: enforcement guidelines -### 3. Temporary ban +The SLT uses these community impact guidelines to decide the consequence of a breach. -Community impact: a serious violation of community standards, including sustained inappropriate behaviour. +| Level | Community impact | Consequence | +|---|---|---| +| 1. Correction | Inappropriate language or other behaviour that is unprofessional or unwelcome | A private, written warning from the Senior Leadership Team (SLT) explaining the breach and why the behaviour was inappropriate. A public apology may be requested. | +| 2. Warning | A breach through a single incident or a series of actions | A warning with consequences for continued behaviour. No interaction with the people involved, including those enforcing the Code, for a set period, in Guild spaces and external channels. Breaking these terms may lead to a temporary or permanent ban. | +| 3. Temporary ban | A serious breach, including sustained inappropriate behaviour | A temporary ban from any interaction or public communication with the community for a set period. No public or private interaction with the people involved during that period. Breaking these terms may lead to a permanent ban. | +| 4. Permanent ban | A pattern of breaches, sustained inappropriate behaviour, harassment of an individual, or aggression toward or disparagement of groups of people | A permanent ban from any public interaction within the community. For members, removal from membership. | -Consequence: a temporary ban from any sort of interaction or public communication with the community for a specified period of time. No public or private interaction with the people involved, including unsolicited interaction with those enforcing the Code of Conduct, is allowed during this period. Violating these terms may lead to a permanent ban. +## 8. Further information -### 4. Permanent ban +Reports, questions and personal data requests: report@manchesteraiguild.com. -Community impact: demonstrating a pattern of violation of community standards, including sustained inappropriate behaviour, harassment of an individual, or aggression toward or disparagement of classes of individuals. +## 9. Review -Consequence: a permanent ban from any sort of public interaction within the community. For members, this includes removal from membership. +We review this Code as often as is reasonable and, as a minimum, once every 12 months. We review it sooner when something changes that affects it, such as after a serious incident or a change in the Guild's spaces. -## Our values +The Senior Leadership Team (SLT) approves every review. A Manchester AI Guild member who did not draft this Code QA reviews it before it goes to the SLT. The reviewer is never the author. The QA reviewer's name and the date of the QA review go in the version history. -Guild Members and SLT Members are encouraged to speak up if something falls short of this Code, and to listen if a concern is raised with them. Looking out for one another is everyone's responsibility, not only the SLT's. +## 10. Related policies -When unsure whether something crosses a line, ask: would this stand up to being open, honest, transparent, and fair to everyone involved? +Membership terms · Conflicts of interest policy · Complaints and data rights procedure · Privacy notice · Data retention schedule · Safeguarding policy · Equality, diversity and inclusion policy · Speaking up policy -## Attribution +## 11. References -This Code of Conduct is adapted from the Contributor Covenant, version 2.1, available at https://www.contributor-covenant.org/version/2/1/code_of_conduct.html. +Contributor Covenant (2021) *Contributor Covenant Code of Conduct*, version 2.1. [online]. Available at: https://www.contributor-covenant.org/version/2/1/code_of_conduct/ [Accessed 2 November 2026]. Quote checked: "We as members, contributors, and leaders pledge to make participation". -Version 2.0. Effective on SLT ratification (requested for the SLT meeting on 10 Oct 2026); applied by default from 16 Sep 2026 until then. Next scheduled review: 12 months after ratification. +## 12. Version history +| Version | Date | Author | Reason for change | Presented to SLT | Signed off | +|---|---|---|---|---|---| +| v2.9 | 2 November 2026 | Edwin Luther | Rewritten to the Manchester AI Guild policy writing standard: standard section order, plain English, roles and review wording, verified citations. QA reviewer: to be assigned. | — | — | +| v2.8 | 12 October 2026 | Edwin Luther | Guild Member defined by reference to the Membership terms, removing a tier structure that the published terms do not establish. | — | — | +| v2.7 | 12 October 2026 | Edwin Luther | Acknowledgement set to 5 working days, matching the complaints procedure and every other reporting route. SLT decision, 12 October 2026. | — | — | +| v2.6 | 12 October 2026 | Edwin Luther | Scope narrowed to Guild Members, SLT, volunteers, speakers, contractors and event attendees, so registering interest or subscribing to the newsletter no longer binds; acknowledgement unit changed from business to working days. | — | — | +| v2.5 | 24 September 2026 | Edwin Luther | Review cycle set to a minimum of once every 12 months, approved by the Senior Leadership Team (SLT), with QA review by a Manchester AI Guild member who did not draft the document. | — | — | +| v2.4 | 24 September 2026 | Edwin Luther | Reporting and escalation route changed to report@manchesteraiguild.com; ownership allocated to Edwin Luther, Risk & Governance Director, with Trevor Roberts as secondary. | — | — | +| v2.3 | 20 September 2026 | Edwin Luther | Data Protection Officer role replaced by Data Protection Lead (to be appointed) and the dpo@ mailbox by report@manchesteraiguild.com. | — | — | +| v2.2 | 17 September 2026 | Edwin Luther | Independence panel made workable for a small SLT; owner named for publishing and onboarding. | — | — | +| v2.1 | 17 September 2026 | Edwin Luther | Rewritten into the MAIG policy writing standard. Reporting route conduct@ (mailbox on Fastmail). | — | — | +| v2.0 | 16 September 2026 | Edwin Luther | Adopted as canonical; Guild-specific standards merged; applied by default pending ratification. | — | — |