Code of Conduct

for Participants in the 22nd Academic Consultation of

SOCIETAS OECUMENICA

THE EUROPEAN SOCIETY FOR ECUMENICAL RESEARCH

in Warsaw, September 5-10, 2024

[Approved by the standing committee, as of 2024-04-22]

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This document is intended for participants of the Academic Consultation organized by Societas Oecumenica to facilitate compliance with the Societas Oecumenica’s Code of Conduct, and to provide a procedure for handling possible infringements.

At the meeting there will be two appropriately equipped persons (male and female) on site who are appointed as a “Response Team” by the Standing Committee (not being members of it). You may contact them either by sending an e-mail to: societas.codeofconduct@gmail.com, or directly:

Tim Noble        E-mail: tim@etf.cuni.cz; Phone: +420-603-104019

Heidi Zitting    E-mail: heidi.zitting@gmail.com; Phone: +358-50-4409484

Preamble

Each human being has dignity and therefore needs to be respected and protected. This fundamental insight needs to be expressed coherently in the ways we meet and interact in events that bring us together. Basic ethical commitments and standards are to be lived out in the work of the Societas Oecumenica. These include:

  • Respect for the dignity and integrity of all human beings.
  • Fair and just treatment of all, without discrimination, exploitation, or harassment.
  • Responsible stewardship in the exercise of power and use of financial and other resources.
  • Respect for diversity, inclusiveness and participation, and transparency and accountability.

All participants are expected to comply with these commitments.

These commitments call for special attention in international and multicultural work contexts where differences based on race, ethnicity, religion, gender, age, or disability can lead to attitudes or practices that violate individuals’ personal integrity or sense of what is appropriate.

The temptations to misuse power, harass and exploit others, also in relation to sexuality, are considerable, and therefore must be constrained. The Societas Oecumenica’s Code of Conduct embodies zero tolerance with regards to sexual exploitation and abuse, harassment, abuse of power, fraud and corruption in all events and applies rules for any breaches or violations. No one should be subjected to any misconduct from any participant. Therefore, all participants are called upon to:

  • Treat all persons fairly and with respect, courtesy, and dignity.
  • Behave respectfully towards others and do not misuse private, professional or any other relationships.
  • Be aware of the special responsibility that any person in authority has.
  • Be mindful of relationships of dependence.
  • Be sensitive to cultural and social differences and practices.

Commitment

As a participant in the Societas Oecumenica’s Academic Consultation, I commit to:

  • Do not cross boundaries set by others. If someone indicates “No”, even without words, respect it. Avoid any inappropriate gesture or contact.
  • Respect and promote fundamental rights of each person, without discrimination.
  • Avoid any behavior that is considered an offense under Criminal law or maybe legally understood as abuse, exploitation, misconduct, or sexual harassment.
  • Declare conflicts of interest and follow ethical and legally acceptable organizational and business practices.
  • Avoid using or encouraging others to use alcohol or other substances in a way that affects their ability to carry out their role.
  • Do not exchange money, goods, or services for any kind of sexual favors.
  • Never commit any act of fraud, corruption, or unethical business practice, including conflict of interest during Societas Oecumenica events.
  • Do not falsely accuse people of harassment or exploitation of any kind for your own advantage.

In all cases International human rights law and the law of the country where the Academic Consultation of the Societas Oecumenica takes place apply. 

Procedure

The Standing Committee will have introduced the Response Team on the Code of Conduct and the procedures to follow before the meeting.

At the beginning of the meeting (first session), the organizers will remind all participants about the Code of Conduct. The Response Team should be introduced.

Should anyone need to make a complaint, the following procedures shall apply:

  1. Approach a member of the Response Team at this event or fill out the Complaint Form available at the Conference’s website or at the Infopoint.
  2. Hand the filled-out complaint form to any member of the Response Team or send it to societas.codeofconduct@gmail.com.
  3. Complaints can be handed in until six months after the conference.

All complaints should be carefully and promptly investigated, meeting privately with the subject of complaint and the complainant (person making the complaint).

For the complainant and subject of complaint, counseling, pastoral care, and accompaniments made available.

The Response Team reports to the Standing Committee of the Societas Oecumenica which makes the decision about the necessary actions.

The Standing Committee may, in its sole discretion, find it necessary to remove the subject of the complaint from the meeting or bar the person from situations where the offence could be repeated. The subject of the complaint shall be informed of the decision.

In cases where the complainant wishes to consider reporting the incident to the relevant legal and/or ecclesial authorities, he or she shall be offered pastoral support in considering such report. However, if the person decides to pursue legal action against the subject of complaint, Societas Oecumenica, as an organization, can in no case be held liable, directly or indirectly, for such act and its possible prejudicial consequences.