Safeguarding

Setting Behavioral Expectations

This Code of Conduct establishes clear expectations for acceptable and unacceptable behaviors, promoting a culture of respect, inclusivity, and diversity. We expect everyone to act professionally, courteously, and ethically, treating each other with dignity and fairness.

Encouraged conduct includes, but is not limited to:

1. Active listening: Paying close attention to what others have to say during meetings or conversations, and refraining from interrupting or dominating the conversation.
2. Offering constructive feedback: Providing helpful, specific, and actionable suggestions to colleagues, rather than making negative or disparaging remarks about their work.
3. Being inclusive: Inviting team members from diverse backgrounds to participate in projects or discussions, ensuring that all voices are heard and valued.
4. Supporting and empowering colleagues: Encouraging coworkers or team members to share their ideas, recognizing their strengths, and offering assistance when needed.
5. Respecting boundaries and personal space: Being mindful of others' comfort levels and maintaining a respectful distance in both physical and virtual settings.
6. Embracing diversity: Actively seeking out and appreciating the unique perspectives and contributions of individuals with different backgrounds, experiences, and identities.
7. Promoting a positive work environment: Contributing to a supportive and collaborative atmosphere by celebrating colleagues' successes, addressing conflicts constructively, and fostering open communication.
8. Adhering to ethical standards: Acting with integrity and honesty in all professional dealings, and reporting any instances of misconduct or violations of the Code of Conduct.
9. Participating in professional development: Engaging in continuous learning and development opportunities to improve skills and knowledge, and sharing relevant information or resources with colleagues.

Prohibited Conduct

Prohibited conduct includes, but is not limited to:

1. Discrimination or harassment based on race, ethnicity, appearance, socio-economic background and class, religion and personal beliefs, sexual orientation, gender identity or expression, national origin, age, disabilities and access needs, marital status, language and communication skills or any other protected characteristic.
2. Physical violence or behaving in ways that endanger or threaten the well-being and security of people.
3. Sexual harassment, which encompasses unwelcome sexual conduct that offends, humiliates or intimidates an individual that can be in written, visual or physical forms.
4. Engaging in behavior that constitutes bullying.
5. Physical or verbal abuse, including assault, derogatory comments, or offensive language.
6. Unethical or dishonest behavior, such as theft, fraud, falsification of information, or plagiarism.
7. Accepting bribes or inappropriate personal gifts from governments, beneficiaries, donors, suppliers or others in relation to work and elections.
8. Unauthorized use, sharing, or distribution of confidential or proprietary information.
9. Excessive disruptive or disrespectful behavior that interferes with the orderly functioning of GSF activities or events.

Examples of each type of prohibited conduct can be found in Appendix B below.

Consent

At GSF, we value and uphold the principle of consent in all interactions and activities. Consent is defined as a voluntary, affirmative, conscious agreement to engage in a specific activity, made by an individual who has the freedom and capacity to make that choice. See the full definition of consent in Appendix A.

Reporting Misconduct

GSF encourages the reporting of any incidents of misconduct, including discrimination, harassment, or other violations of this Code of Conduct. We will treat all complaints seriously, confidentially, and promptly, taking appropriate action to ensure a fair resolution.

Supporting and Protecting Complainants

We recognize the importance of supporting individuals who report misconduct and ensuring they feel safe to come forward with complaints. Our Complaints Procedures for the Code of Conduct (appendix C) provide avenues for reporting incidents and offer assistance through designated staff members capable of handling such situations.

Complaints Procedures

We have established both informal and formal complaint mechanisms to address incidents of misconduct, allowing the complainant to choose the approach that best suits their needs. These procedures are designed to ensure confidentiality, fairness, and prompt resolution. These procedures are outlined in the Complaints Procedures for the Code of Conduct (appendix C).

Sanctions and Disciplinary Measures

Depending on the severity of the misconduct, we may implement various sanctions, including verbal or written warnings, suspension, termination of GSF engagement, or other appropriate actions.

Training and Policy Dissemination

All people who work for, volunteer or participate in activities of GSF will receive information on this Code of Conduct upon joining or first engaging with the organization. Cluster leads are responsible for ensuring their teams and groups are familiar with this policy.

Monitoring and Evaluation

We will monitor the effectiveness of this Code of Conduct by collecting anonymous data on its implementation, including the number of incidents, how they were addressed, and any recommendations made. This information will be used to evaluate and improve the policy as needed once a year. 

Appendix A: Definition of Consent

The Global Student Forum (GSF) adheres to a clear definition of consent in all of its activities and engagements. All participants, members, and stakeholders must understand and abide by this definition to ensure a respectful, safe, and inclusive environment.

Consent is defined as a voluntary, affirmative, conscious, agreement to engage in a specific activity, made by an individual who has the freedom and capacity to make that choice.

Key elements of consent include:

1. Freely given: Consent must be given voluntarily and freely, without coercion, manipulation, threats, or any form of pressure or force.
2. Informed: The individual must have all the necessary information to make an informed decision. They should understand what they are agreeing to, and the potential consequences of their agreement.
3. Specific: Consent must be specific to the activity in question. Consent to one activity does not imply consent to other activities.
4. Reversible: Consent can be withdrawn at any time. An individual has the right to change their mind and stop the activity at any point.
5. Affirmative: Consent must be an active, affirmative "yes," not the absence of a "no." Silence or lack of resistance does not constitute consent.
6. Capacity: The individual must have the capacity to consent. They cannot be under the influence of drugs, or alcohol, or be unconscious. Moreover, they must have the mental capacity to understand the nature and consequences of the activity.

Appendix B: Examples of Prohibited Conduct

This appendix serves as a supplementary resource to the Code of Conduct, presenting a comprehensive list of examples of prohibited conduct. While the Code of Conduct sets the overall tone and expectations, these examples aim to further elucidate the specific actions or behaviors that fall outside the acceptable boundaries. 

It is essential to recognize that this list is not exhaustive, and it should be interpreted in conjunction with the overarching principles outlined in the Code of Conduct.

Examples of prohibited conduct within each category include: 

Discrimination or harassment based on race, ethnicity, appearance, socio-economic background and class, religion and personal beliefs, sexual orientation, gender identity or expression, national origin, age, disabilities and access needs, marital status, language and communication skills or any other protected characteristic.

1. Refusing to work with someone because they come from a certain country.
2. Making derogatory comments about someone's physical appearance.
3. Excluding a coworker or team member from a project due to their sexual orientation.

Physical violence or behaving in ways that endanger or threaten the well-being and security of people.

1. Physically assaulting someone during an argument.
2. Making threats to harm someone or their family.

Sexual harassment, which encompasses unwelcome sexual conduct that offends, humiliates or intimidates an individual that can be in written, visual or physical forms.

1. At the point when consent ceases to exist among any of the parties involved.
2. Sharing sexually inappropriate images or videos.
3. Sending suggestive letters, notes or emails.
4. Displaying inappropriate sexual images.
5. Telling vulgar or sexual anecdotes.
6. Staring in a sexually suggestive or offensive manner.
7. Making sexual comments about appearance, clothing, or body parts.
8. Inappropriate touching or brushing up against another person.
9. Asking sexual questions concerning someone’s sexual history or sexual orientation.
10. Making offensive comments about someone’s sexual orientation or gender identity.
11. Unwanted comments or teasing about a person’s sexual activities.
12. Persistent and unwanted social invitations.

Engaging in behavior that constitutes bullying.

1. Consistently belittling someone’s work or ideas in front of others.
2. Spreading false rumors about someone to damage their reputation.
3. Being aggressive, intimidating or humiliating;
4. Threatening behavior;
5. Spreading rumors, playing practical jokes, and teasing;
6. Excluding someone from the team or work-related activities;
7. Purposely overworking an employee or team member, giving too little work or withholding information with allows them to work efficiently;
8. Displaying offensive material;
9. Pressure to behave in an inappropriate manner.

Engaging in behavior that constitutes discrimination or age, race or appearance, ethnicity, national origin, sex or gender (including pregnancy or childbirth), sexual or gender orientation, disability, religious or ethical belief, marital or family status, employment status, or domestic abuse.

1. Making derogatory comments about someone’s age or making decisions based on age rather than performance.
2. Refusing to hire a qualified candidate because they are pregnant or might become pregnant.

Physical or verbal abuse, including assault, derogatory comments, or offensive language.

1. Verbally assaulting someone with offensive language or insults.
2. Making derogatory comments about a colleague's personal life.

Unethical or dishonest behavior, such as theft, fraud, falsification of information, or plagiarism.

1. Stealing office supplies or equipment for personal use.
2. Lying on timesheets to claim unworked hours.
3. Copying someone’s work and presenting it as your own.

Accepting bribes or inappropriate personal gifts from governments, beneficiaries, donors, suppliers or others in relation to work and elections.

1. Accepting a large cash gift from a supplier in exchange for preferential treatment.
2. Accepting an extravagant holiday package from a donor without declaring it.

Unauthorized use, sharing, or distribution of confidential or proprietary information.

1. Sharing confidential company data with a competitor.
2. Discuss sensitive client or partner details in a public setting.

Excessive disruptive or disrespectful behaviour that interferes with the orderly functioning of GSF activities or events.

1. Constantly interrupting during meetings or presentations.
2. Behaving disrespectfully during company events, such as making inappropriate comments or jokes.

Appendix C: Procedures for the Code of Conduct

The Global Student Forum (GSF) has established both informal and formal complaint mechanisms to address incidents of misconduct, including discrimination, harassment, or other violations as defined in the Code of Conduct. These procedures aim to ensure confidentiality, fairness, and prompt resolution. Moreover, GSF has outlined the process for choosing a designated staff member and trusted persons tasked with processing complaints.

Reporting an Incident

Persons who experience or witness any form of misconduct should report the incident to a designated staff member. The complainant should provide as much information as possible, including the nature of the incident, the individuals involved, any witnesses, and relevant dates and times.

If the complainant wishes to stay anonymous and/ or open a formal complaint, they need to make a formal report using the dedicated report mechanism.

Informal Complaints Mechanism

If the complainant wishes to resolve the issue informally, the designated person will:

• Discuss the incident with the complainant and identify their desired outcome.
• Facilitate communication between the complainant and the accused to resolve the issue amicably, or refer the matter to a designated mediator within the organization.
• Keep a confidential record of the informal resolution process.
• Follow up with the complainant to ensure that the issue has been resolved and no further misconduct has occurred.
• Complete the informal resolution process within a specified time frame, such as 14 days from the initial report.

Formal Complaints Mechanism

If the complainant wants to make a formal complaint, or if the informal complaint mechanism has not led to a satisfactory outcome, the designated person will:

• Initiate a formal investigation by referring information about the nature of the matter to a senior staff member, or a designated member of the Steering Committee.
• The investigator will together with one observer interview the complainant, the accused, and any relevant witnesses separately, maintaining confidentiality and impartiality throughout the process.
• Based on the gathered evidence, the investigator will determine whether the Code of Conduct has been violated and recommend appropriate actions or sanctions.
• The investigator will provide a written report detailing the investigation, findings, and recommendations to both the complainant and the accused.
• The Steering Committee will review the recommendations and implement any necessary actions or sanctions.
• The investigator will follow up with the complainant to ensure that the issue has been resolved and no further misconduct has occurred.
• Complete the formal resolution process within a specified time frame, such as 30 days from the initial report.

Complaints Against Steering Committee Members

For formal complaints against a Steering Committee member, a designated staff member will lead the investigation. The usual procedures will apply, ensuring impartiality. If a breach of the Code of Conduct is found, the staff member will share their findings with the Steering Committee, excluding the accused member. The rest of the Steering Committee will then decide on necessary actions or sanctions, and implement them together with the organization the accused member represents.

Appeals Process

If the complainant or the accused is dissatisfied with the outcome of the formal complaints mechanism, they may request an appeal within a specified time frame, such as 14 days from receiving the written report. The appeal should be submitted in writing to the Steering Committee, detailing the reasons for the appeal and any supporting evidence. The appeals process should be conducted fairly and impartially, with a final decision communicated to both parties within a reasonable time frame.

Appointment of a designated staff member and trusted persons

The Steering Committee appoints among GSF’s senior staff a designated staff member for a stated amount of time to lead Code of Conduct efforts and process complaints. They are mandated to ensure confidentiality, fairness, and resolution through communication, investigations, and recommendations. Additionally, trusted persons are appointed by the Steering Committee, tasked with offering a safe space for reporting incidents and resolving issues. The designated staff member coordinates and leads the work of the trusted persons for events and will prepare them appropriately.