Code of Conduct

Approved at the election meeting of Tietokilta ry on 18.10.2023.

This document contains the Code of Ethics governing the activities of Tietokilta ry (hereinafter referred to as the Guild). This Code of Ethics applies to every person working in the Guild community. All persons participating in Guild events are considered part of the Guild community. The document is divided into three chapters: the first defines the Guild’s Ethical Rules, the second defines the role of the Harassment Contact Person, and the third outlines the procedure if the Guild’s Ethical Rules are violated.

In the Guild’s activities, everyone has the right to be themselves and to receive equal treatment regardless of any personal characteristic, such as gender, gender identity, origin, age, language, wealth, belief, or sexual orientation.

No form of racist, sexist, offensive, violent, or threatening behavior, nor harassment, discrimination, or bullying, is permitted in the Guild. The Guild requests that anyone observing such behavior report it to a Harassment Contact Person, so that it can be addressed according to Chapter 3.

Those participating in the Guild’s activities commit to respecting others according to the principles of equality, acting honestly and ethically, promoting free and open exchange of ideas and mutual trust, and actively ensuring their own and others’ safety and well-being.

If it becomes evident that a person clearly acts against the Guild’s ethical principles, either within or outside the Guild’s activities, the provisions of Chapter 3 may be applied.

The Guild respects the right to property. Property owned or borrowed by the Guild must not be intentionally or negligently damaged, destroyed, or stolen. Guild members must take care of the Guild room: clean up after themselves and take care of both personal and shared items.

The Guild respects the right to privacy and data security. Users and handlers of personal or sensitive data must comply with data security requirements regardless of the form, storage method, or location of the data.

Activity in the Guild may expose individuals to conflicts of interest. If such a situation arises, it must primarily be reported to the Guild’s board. Alternatively, the matter may be discussed with the Guild’s auditors.

The Guild’s Harassment Contact Person(s) are elected from among the Guild’s members in a manner decided by a Guild meeting.

The Harassment Contact Person’s role is to be the first point of contact for participants in the Guild’s activities in the case of harassment. They must be ready to talk with those involved, move the case forward, and, where possible, support those affected during the process. They also participate in processes concerning violations of the Rules. They may withdraw from handling a case if they deem it necessary. The position is confidential, and harassment cases are always handled confidentially. The Harassment Contact Person is bound by confidentiality and may not discuss the case with anyone else without the consent of the affected party.

After a harassment case, the Harassment Contact Person must escalate the matter, but only with the consent of the affected person. Escalation may mean, for example:

• Bringing the matter to the Guild’s board for handling as a violation of the Rules.
• Bringing the matter to Aalto University or Aalto University Student Union equality officers.
• Directing the affected person to authorities or healthcare resources.

The Guild uses a step model if the Rules are violated. The model has five levels, but the violation and situation determine which level is applied. For repeated violations, higher-level measures may be used. If board action is required, the decision must be communicated to the affected party. The steps are:

1. Discussion led by the Harassment Contact Person
2. Written warning
3. Removal from Guild duties
4. Ban on participating in Guild activities
5. Expulsion from the Guild

The Harassment Contact Person’s primary responsibility is to receive reports, support the affected person, and act as a contact in such cases. Only the first step of the model is their responsibility; beyond that, the matter moves to the board, but only if the affected party wishes.

Any Guild Harassment Contact Person may receive reports, and all reported cases will be handled. Possible actions include:

• Informing the alleged offender that their actions have been experienced as harassment. All parties should be heard equally, and discussions remain between the Contact Person and the parties involved.
• Recommending or guiding the affected person to contact AYY equality officers, healthcare professionals, or, if necessary, the police. The decision to approach these parties remains with the affected person.
• If university staff are involved, the university’s designated harassment officers are responsible for handling the case. The Guild’s Contact Persons may support this process if requested.
• With the consent of the affected person, the case may be referred to the Guild’s board.

The board is informed of harassment cases only if further measures are required. The board decides case-by-case. If a board member is involved, they must recuse themselves. Possible measures are:

1. Written warning
2. Suspension from Guild duties
3. Ban on participating in Guild activities
4. Expulsion from the guild

The board may issue a written warning to the alleged offender. This warning is stored in a separate archive accessible only to the Contact Persons and the board. The warning states that information about it may be shared with event organizers if necessary. A warning is given for a fixed period, at most 5 years. The warning is destroyed after expiration.

The board may propose to the Guild meeting that the alleged offender be removed from official duties if they currently hold a position decided by the Guild meeting. Other duties may be revoked by board decision. A written warning is also issued as per §13.

The board may impose a ban of up to 6 months on participating in all Guild events except meetings. If the Guild cooperates with another organization, that party must be informed that the banned person cannot participate. A written warning is also issued as per §13. The ban may be revoked by a ¾ majority of the board. If a board member is involved, they must recuse themselves.

The board may expel a person who has committed a very serious offense in accordance with §9 of the Guild’s statutes. The offender must be given an opportunity to explain themselves. Cases of harassment should primarily be resolved among the parties involved, but if harassment is repeated, those responsible are not welcome in the Guild or its events. Expulsion is a serious measure decided by the board under the Guild’s statutes.

Measures under these Rules may be appealed to the Guild meeting in accordance with the statutes. The meeting may overturn the board’s decision. In votes regarding expulsion, bans, removal from duties, or warnings, if votes are tied, the lighter option prevails.

Matters not specifically defined in these Rules are decided by the Guild’s board.

Amendments to these Rules are decided by the Guild meeting.