Conduct, Complaints and Appeals

PURPOSE

This Policy sets the standards of conduct expected in Racerbot, how a concern is raised and decided, the outcomes available for a breach, and how any adverse decision is appealed.

1. SCOPE

1.1 This Policy applies to all Racerbot activity, online and in person, and to members, Probation Members and candidates taking part in it. A breach of this Policy, or of a principle or commitment in the Constitution, is a conduct matter (Constitution §4.3(c)).

1.2 Missed deadlines, work below standard and inactivity are governed by POL-01. Appeals from any adverse decision are governed by §9.

2. STANDARDS OF CONDUCT

2.1 Members shall treat others with respect and shall direct disagreement at the work, not the person.

2.2 The following are prohibited absolutely: harassment, including sexual harassment; discrimination on any protected ground; hate speech; bullying, intimidation or threats; hazing; violence; retaliation against anyone who raises a safety concern, halts unsafe work, complains or appeals; and deliberate damage to or theft of club or member property.

2.3 No person shall knowingly mislead a Racerbot process, conceal relevant material, or pressure a witness.

2.4 Public claims about Racerbot’s achievements, membership, funding or partners shall be accurate.

2.5 The principles and commitments in Constitution Article II, including non-discrimination (§2.4) and no dues (§2.7), and the lab rules named in POL-03 §4.10, are conduct standards under this Policy. A conduct matter requires no prior warning.

3. IDENTITY

3.1 Display names in official channels shall show the member’s real first name. Exceptions for safety or privacy are arranged confidentially with Internal Affairs.

3.2 A member representing Racerbot shall not misstate their role.

4. INTEGRITY AND ATTRIBUTION

4.1 No member shall claim authorship of work to which they did not materially contribute, use a title they do not hold, present team work as solely their own, or overstate their involvement.

4.2 Members are encouraged to describe their real contribution accurately in résumés and applications. No approval is required.

4.3 Third-party and AI-generated material shall be identified where a reader would otherwise assume it to be original.

4.4 Work submitted for academic credit is subject to the University’s academic integrity rules.

4.5 Internal Affairs provides role verification under Constitution §3.6(h).

4.6 References, endorsements and roster listings are given only to Active Members and Members on Leave.

5. WORK MADE FOR RACERBOT

5.1 By contributing work made for Racerbot, a member grants Racerbot the right to use, modify and publish it indefinitely.

5.2 The member remains the author and may describe the work and keep a portfolio copy.

5.3 This section does not apply to work made outside Racerbot, material the member cannot license, or anything restricted by a competition, funder or sponsor.

6. RAISING A CONCERN

6.1 Speaking directly with the person concerned, or asking an executive for help, is encouraged but never required.

6.2 A formal complaint is made in writing to Internal Affairs. A complaint concerning Internal Affairs is made to the President, and a complaint concerning the President is dealt with under Constitution §4.15.

6.3 Anonymous concerns shall be considered, but may not be actionable.

6.4 A complaint involving sexual violence or misconduct, discrimination, violence or possible criminal conduct shall be referred to the responsible University office. The internal process shall not interfere with that office’s process.

6.5 Any person may approach the University or the police at any time.

7. DECIDING A COMPLAINT

7.1 A complaint is decided by Internal Affairs, or by another uninvolved executive whom Internal Affairs asks to decide it.

7.2 The decision-maker shall tell the respondent privately and in writing what is alleged, allow at least three days for a response, gather what is needed, and decide on the balance of probabilities, ordinarily within twenty-one days.

7.3 The decision shall be sent privately to the respondent in writing. The complainant is told the outcome in general terms.

7.4 Pending a decision, the President may separate the parties, restrict an activity, or suspend an executive under Constitution §4.11.

7.5 A matter is not ended by the respondent’s departure, but lapses ninety days after the departure if not concluded.

8. OUTCOMES

8.1 The outcomes available for a breach are: a written warning, with any correction required; conditions on participation; removal from a responsibility; removal from Active status; and referral for exclusion or expulsion under Constitution §4.16. For an executive, removal from office under Constitution §4.12 is also available.

8.2 Outcomes shall be proportionate. A misrepresentation under §4 shall ordinarily be met first with a warning and a correction.

8.3 The word “suspension” shall not be used for a sanction on a member, and no outcome removes membership or the vote.

8.4 For a Probation Member or candidate, ending the placement or candidacy is also available.

8.5 Conduct records are confidential, held by Internal Affairs, and deleted after twenty-four months. A complaint that is not upheld leaves no record.

9. APPEALS

9.1 This section applies to every adverse decision under the Constitution or a Policy, including ending probation, an inactivity change, a performance removal, a conduct outcome and removal of an executive by the President.

9.2 An appeal shall be made in writing within seven days of being told of the decision. A late appeal may be accepted for good reason.

9.3 An appeal is heard by the President. Where the President was involved in the decision, it is heard by the Executive Board, excluding the President and the decision-maker. An executive removed by the President appeals to the Board under POL-06 §3.4.

9.4 The grounds of appeal are: no permitted ground; no required warning; unfair process; facts not reasonably established; a disproportionate outcome; or material new information. A removal for inactivity or performance made without a required warning shall always be reversed.

9.5 The appeal body shall decide within fourteen days, confirming, varying or reversing the decision, with brief written reasons. Its decision is final.

9.6 The decision under appeal remains in effect during the appeal unless the appeal body directs otherwise.

9.7 An inactivity appeal succeeds where the member was in fact active or responsive, on leave, or prevented by a genuine emergency.

REVISION HISTORY