Code of Conduct

Social Safety

The Studenten Organisatie Groningen (SOG) Board ensures a safe and trustworthy environment where members treat each other with respect. This includes, that the Board develops policies and takes measures to prevent:

  • Discrimination related to race, belief or social views, gender, sexual orientation, origin, disability, or illness;

  • Coercion to perform and/or undergo humiliating actions;

  • Coercion/pressure to consume alcohol;

  • Abuse of power;

  • Violations of physical integrity.

  • The board enforces a zero-tolerance policy regarding drugs. Physical or psychological violence against members is prohibited.

To ensure this environment the Board will share a Code of Conduct with its members. In addition the Board ensures the availability of two Confidential Contact Persons and one Complaint Commissioner. These provide a safe space for all members to voice their concerns. This document elaborates on their appointment and responsibilities.

Procedure appointing and tenure Confidential Contact Persons and Complaint Commissioner

It is the responsibility of the Commissioner of Internal Affairs of the Board to look for the Internal Confidential Contact Person (ICCP). Preferably this is a member of the RvA that was not on the Board or Faction the previous year. Once the ICCP has accepted their preliminary position both them and the Commissioner of Internal Affairs will invite the External Confidential Contact Person (ECCP). The ICCP and ECCP will be presented and hammered in at the same General Members Assembly where the Board presents their Policy Plan. It is preferable to appoint CCPs of different genders to ensure members have more flexibility when looking for a safe environment. The tenure of the CCPs runs throughout the entire academic year.

For the appointment of the Complaint Commissioner (CC) it is likely most practical to combine this position with the ECCP. This is to ensure that the process of social safety is not over complicated especially considering the relatively small size of the organisation. By combining these positions only one external person needs to be involved to fulfill both the ECCP and CC responsibilities. If the Commissioner of Internal Affairs, ICCP and ECCP deem it necessary, they can look for a specific person to hold the position of Complaint Commissioner.

Responsibilities Confidential Contact Persons (CCPs)

Confidential Contact Persons should provide a safe and supportive space by listening confidentially, guiding individuals to appropriate support or complaint procedures. They obtain the skills to do this appropriately by attending the university trainings throughout the academic year to stay informed. Additionally they should be easy to approach by members. These responsibilities help maintain a respectful and trustworthy environment. Both the ICCP and ECCP share the same responsibilities, the only difference is they can provide either an internal or external perspective, it is up to members to assess who they feel more comfortable with.

Complaint Procedure

Week 1: Filing and Initial Assessment

1 Complaint Submission

  • Person making the complaint files a formal complaint with the Complaint Commissioner (CC).

  • The CC acknowledges receipt of the complaint within 48 hours.

  • The complaint can also be filed informally to the Board. In this case the Board submits the complaint to the CC.

2 Notification

  • The person the complaint is about is informed by the CC.

  • The Internal Confidential Contact Person (ICCP) is assigned to support the person the complaint is about.

  • The External Confidential Contact Person (ECCP) is assigned to support the person who made the complaint.

3 Organ Selection

  • The CC determines which organ will handle fact-checking and advisory responsibilities:

    • Board: If the complaint does not involve them or the Faction.

    • Old Faction members in the Advisory Board: If Board members are too involved.

    • Old Board members in the Advisory Board: If Faction members are too involved.

    • External party: If the Advisory Board, Board and Faction are too involved.

Week 2: Fact-Checking Phase

1 Fact-Finding Team Formation

The chosen organ appoints a fact-checking team and begins gathering evidence, interviewing parties, and reviewing documentation.

2 Hearings with Involved Parties

Both the person making the complaint and the person the complaint is about are given opportunities to present their perspectives to the fact-checking team.

Additional witnesses or relevant individuals may also be interviewed.

Week 3: Advisory and Feedback Phase

1 Fact-Finding Report Compilation

The fact-checking team compiles a detailed report summarizing findings, including relevant evidence and testimony.

2 Consultation with CC

The organ provides the report to the CC, who reviews it and ensures that all parties have been heard adequately.

  • The CC may request further clarification or investigation if needed.

3 Drafting of Advice

The organ drafts a formal advice based on the findings and submits it to the Board.

Week 4: Decision and Appeal Phase

1 Board Decision

The Board reviews the advice and issues a final decision on the matter, including any potential consequences or sanctions. This decision is to be made within one week after receiving the advice. Both the advice and decision are to be made public to all members of the association. 

2 Notification of Decision

Both the person making the complaint and the person the complaint is about are informed of the decision and its reasoning.

3 Appeal option

A clause ensures that the decision can be appealed by either party through a General Members Assembly (GMA), which will deliberate and vote on the matter as the final arbiter. 

Additional Notes

Throughout the process, confidentiality must be maintained to protect all parties involved.

  1. All steps should be documented thoroughly to ensure transparency and fairness.

  2. In the publication of the advice and decision both the complainant and the defendant are to be consulted to ensure their privacy is upheld. 

  3. A timeline for the appeal process at the GMA should be defined, ensuring timely resolution.

Appeal Procedure and External Contact

If anyone objects to the final decision made by the Board concerning any complaint, the Board has to make it an agenda point at the following GMA. The members can vote by majority on whether they feel the Board should reassess their decision. If the Board has to reassess their decision, or if the CC decides so in step 3 of week 1 of the complaint process, an external party should assess the complaint.

Annual Code of Conduct Review

Each June, the Commissioner of Internal Affairs, ICCP, ECCP, and the CC convene for a dedicated review session to reevaluate the Code of Conduct and assess the state of social safety within the organization. This session serves as an opportunity to reflect on the effectiveness of existing policies, identify any gaps or concerns raised over the past year, and propose necessary updates to improve transparency, accountability, and member well-being.