Code of Conduct for EASA Members
EASA is committed to providing a welcoming professional environment in which all its members are treated with dignity and respect, regardless of sex, gender, sexual orientation, race, religion or belief, age or disability. EASA recognises a shared responsibility of all members and attendees to establish and uphold that environment for the benefit of all. Harassment and discrimination undermine EASA’s principles of equality, diversity and freedom of expression and constitute professional misconduct.
This policy outlines expectations for all EASA members and other participants in EASA-sponsored meetings, networks, conferences, events, processes and dialogues, both face to face and online. It applies to formal meetings, official and unofficial social events and everyday processes where EASA members are interacting on EASA-related business.
The behavioural expectations at EASA events hosted by NomadIT are set out in NomadIT’s anti-harassment policy. At these events, NomadIT staff will act as first responders, in conjunction with the delegated member of the Integrity Committee, who will also have carried out anti-harassment training.
Violations of the Code of Conduct
Under the UK Equality Act 2010 (EASA is registered in the UK), ‘harassment’ is defined as unwanted conduct related to a protected characteristic which has the purpose (intentional) or effect (intentional or not) of violating a person’s dignity or creating an intimidating, hostile, degrading, humiliating, or offensive environment for that person. Unprofessional behaviour that violates EASA’s Code of Conduct includes, but is not limited to:
- Inappropriate actions or comments related to a protected characteristic including but not limited to sex, gender, sexual orientation, race, religion or belief, age or disability;
- Sexual harassment or intimidation (including unwelcome sexual attention, pressure to engage in unwanted sexual activity, physical or virtual stalking, and sexual assault including unwelcome touching or groping);
- Threatening speech or actions (including threats of physical harm and professional reputational damage).
Reporting a Violation of the Code of Conduct
EASA members should report a violation of the Code of Conduct, in person or by email using integrity_contact@easaonline.org. In cases where the reported behaviour is ongoing, or there is a question of immediate physical harm or danger, steps will be taken to ensure the safety of participants, regardless of whether a formal complaint is pursued. Members have two options:
Stage 1 Reporting: Notice
If you do not wish to enter into a formal complaint and investigation process, the EASA Integrity Committee (IC) can issue a complaint notice. In these cases, the IC will contact the person who is the subject of the complaint, inform them that a complaint has been made, and remind them of the EASA’s anti-harassment policy. The recipient of the notice will have the opportunity to respond in writing, but no further formal investigation will be undertaken.
The information of all parties will be treated with strict confidentiality and under the terms of the Data Protection Act 1998 and the 2018 General Data Protection Regulation. If anonymity becomes difficult to maintain in particular cases, EASA will defer to the preferences of the complainant.
Stage 2: Formal Complaint
A formal complaint should be made in writing to the Integrity Committee and include:
- The name of the complainant;
- The name of the respondent;
- The nature of the conduct about which a complaint is made, including, where possible, dates, times and locations;
- If appropriate, names of any participants who may have witnessed the conduct.
An investigation will be conducted in every case where a formal written complaint is made. The Integrity committee will carry out an initial review to determine if the complaint is a violation of the Code and falls under this Anti-Harassment Policy. If at this stage the chair of the IC considers any member of the IC or Executive Committee to be a potential respondent or otherwise in a potential conflict of interest, the chair shall have the power to recuse them from involvement in the investigation. If any member of the IC considers the IC chair to be in such a conflict of interest, a majority of the remaining members of the IC can vote to recuse the chair from involvement in the investigation.
Once this determination is made, the Chair of the IC will inform the respondent, and make a written statement of the complaint available to both parties. They will ask the respondent to provide a written statement in response to the complaint. The IC may also contact identified witnesses or consult with others with direct knowledge of the incident in question. All evidence should be given in writing (including email). The IC will then meet to evaluate all the written evidence and make its determination and recommendation.
The IC will make every effort to protect complainants from retaliation. The information of all parties will be treated with strict confidentiality and under the terms of the Data Protection Act 1998. If anonymity becomes difficult to maintain in particular cases, the committee will defer to the preferences of the complainant.
Once the Committee has reached its determination, it can make one or more of the following recommendations to the EASA Executive:
- That the Code of Conduct has not been violated, and that the complaint should be dismissed;
- A recommendation for informal resolution of the matter to re-establish a professional relationship between parties, including options such as mediation;
- Termination of future EASA conference or event participation for the respondent
- A temporary or permanent restriction on the respondent assuming leadership positions in EASA, including networks and the Executive Committee;
- That the respondent’s membership be suspended or permanently terminated.
- That the case be referred to a more appropriate oversight body or regulator (e.g. an employer or an Ombud), and/or that the EASA Exec takes up the case on behalf of the member/s concerned with an external organisation.
The EASA President and Chair of the IC shall then notify all parties in writing of the resolution of the matter. This policy is not a substitute for the rights of any of the parties to seek legal action.
Guidelines for Appeal
Either party – either the complainant or respondent – may appeal the outcome of the investigation. The appeal must be made within one month of the decision being made and should be made in writing to the Integrity Committee. The appeal will be reviewed by an Appeals Committee, consisting of the EASA President and the IC Chair. An appeal is not a re-hearing of the original complaint and can only be made on grounds of procedural error or where the outcome of the complaint is seen to be unreasonable on the basis of the evidence and information obtained.
Contact: integrity_contact@easaonline.org
Approved Oct 7th 2024