Code of Conduct Policy, Committee, & Procedure Development

[jordyarms]

Code of Conduct Policy, Committee, & Procedure Development

For CivicTech Toronto

Project Google Drive: https://drive.google.com/drive/folders/1nXiUVstvUPtfRV0D8YOq301utIdT8Nxt

Objective

The objective of this initiative is to develop a Code of Conduct (CoC) policy, committee structure, and procedural framework for CivicTech Toronto. This includes establishing a transparent and enforceable reporting and response mechanism that aligns with best practices in community governance.

The policy and procedures will:

• Define expected behaviors and unacceptable conduct.
• Establish a dedicated CoC Committee for governance and enforcement.
• Provide clear reporting mechanisms for community members.
• Outline a structured response procedure for handling CoC violations.
• Ensure information handling and access controls to maintain confidentiality and fairness.
• Implement testing and validation to ensure process effectiveness before full rollout.

Phases & Scope

This initiative will be delivered in a phased approach.

Phase 0 - Kick-Off / Charter
Establish foundational planning, governance, and administrative structures.

• 0 - Administrative
  • 0.1 - Initiative Planning & Admin @jordyarms
  • 0.2 - Initiative Governance @alexwolson

Phase 1 - Policy & Process Develop
Develop the core components of the Code of Conduct policy, committee rules, and procedures.

• 0 - Administrative
  • 0.3 - Steering Committee Approval Gate @jordyarms
• 1 - CoC
  • 1.1 - Code of Conduct Policy
• 2 - CoC Committee
  • 2.1 - Committee Rules & Process
• 3 - Reporting
  • 3.1 - Reporting Process
  • 3.2 - Reporting Materials (Templates)
• 4 - Response
  • 4.1 - Response Procedure
  • 4.2 - Investigation Report Template
• 5 - Information Handling, Access, and Controls
  • 5.1 - Information Handling, Access, and Controls Rules & Procedures

Phase 2 - Implementation & Testing
Implement, test, and refine policies and processes before full release.

• 0 - Administrative
  • 0.4 - Integrated Testing
  • 0.5 - Steering Committee Approval Gate @jordyarms
• 2 - CoC Committee
  • 2.1 - Committee Selection
• 3 - Reporting
  • 3.3 - Reporting Process Test
• 4 - Response
  • 4.4 - Response Procedure Test
• 5 - Information Handling, Access, and Controls
  • 5.2 - Information Handling, Access, and Controls System Configuration
  • 5.3 - Information Handling, Access, and Controls Responsibility Assignment
  • 5.4 - Information Handling, Access, and Controls Test

Phase 3 - Release
Officially launch the Code of Conduct policy and processes.

• 1 - CoC
  • 1.2 - CoC Release
• 2 - CoC Committee
  • 2.2 - CoC Committee Instantiation
• 3 - Reporting
  • 3.4 - Reporting Process Release

Phase 4 - Closing
Finalize the initiative with proper documentation and evaluation.

• 0 - Administrative
  • 0.6 - Closing @jordyarms

Success Criteria

• A clear, accessible, and enforceable CoC policy is developed and adopted.
• A functioning CoC Committee is established with defined roles and responsibilities.
• A transparent reporting system is implemented and tested.
• A structured response procedure is in place and operational.
• Data security and confidentiality measures are implemented and verified.
• Feedback mechanisms are established to continuously improve CoC processes.

Additional Considerations

• Community Engagement: Ensure ongoing community input and feedback during development.
• Training & Awareness: Provide training sessions and awareness campaigns for CivicTech Toronto members.
• Continuous Improvement: Set up periodic reviews of the CoC policy and procedures to adapt to evolving community needs.
• Routine Testing & Training: Establish a schedule for periodic tests of reporting and response procedures and ongoing training for committee members and community stakeholders.