Code of Conduct

Aurora PhotoCenter (APC) is committed to providing a safe, productive, and welcoming environment for all meeting and event participants, including all virtual/online events. All participants, including but not limited to, attendees, speakers, volunteers, exhibitors, Aurora PhotoCenter staff, service providers, and others are expected to abide by the APC Code of Conduct.

This Code of Conduct applies to all Aurora PhotoCenter spaces, including, but not limited to, APC’s online community platforms, online and in-person trainings, social media, conferences, and events. Anyone who violates this Code of Conduct may be sanctioned or expelled from these spaces at the discretion of APC.

Some spaces and events may have additional rules in place, which will be made available to participants in the policy and procedures document related to that event. Participants are responsible for knowing and abiding by these rules. APC reserves the right to change this Code of Conduct without notice.

Expected Behavior

APC expects that community members will:

• Be considerate and respectful to all community members.
• Refrain from demeaning, discriminatory, or harassing behavior, materials, and speech.
• Speak up if they observe anything at an event that conflicts with this Code of Conduct.

If you are being harassed or feel uncomfortable, notice that someone else is being harassed, or have any other concerns, please contact a member of the APC staff immediately.

Inappropriate behavior includes, but is not limited to:

• Discriminatory actions or offensive comments related to race, religion, sex, sexual orientation, marital status, gender expression or identity, age (18 and over), national origin or ancestry, citizenship, physical or mental disability, certain arrest or conviction records, or any other status protected by federal, state or local laws in its programs and activities.
• Intimidating, harassing, abusive, discriminatory, derogatory, or demeaning speech, materials, or conduct by any participants of the event and related event activities.
• Unwelcome comments regarding a person’s lifestyle choices and practices, including those related to food, health, parenting, drugs, and employment.
• Deliberate misgendering or use of “dead” or rejected names.
• Unwelcome sexual attention.
• Gratuitous, off-topic sexual images or behavior in spaces where they are not appropriate.
• Any boisterous, lewd, or offensive behavior or language, including but not limited to using sexually explicit or offensive language, materials or conduct, or any language, behavior, or content that contains profanity, obscene gestures, or racial, religious, or ethnic slurs.
• Threats of violence in any format.
• Incitement of violence towards any individual, including encouraging a person to commit suicide or to engage in self-harm.
• Deliberate intimidation or stalking of any kind – in-person or online.
• Harassing, inappropriate, or unauthorized photography or recording, including logging online activity for harassment purposes within or outside the event environment for any use without the prior permission of the individuals or owners of the content therein.
• Publication of any private communication.
• Sustained disruption of discussion including one-on-one communication if requested to cease.
• Failure to obey any rules or regulations of the event or venue/virtual space.
• Failing to stop unacceptable behavior when requested by a Participant or APC.
• Advocating for, or encouraging, any of the above behavior.

Reporting Unacceptable Behavior

Any Participant whose safety is threatened, violated, or placed in immediate danger is urged to contact local law enforcement immediately. In addition, any Participant who feels unsafe or experiences unwelcome conduct, who observes or experiences unacceptable behavior, or who believes there has been a violation of this Policy, is encouraged to contact APC immediately either in-person, or by asking for the Program lead and/or Meetings and Event lead by name, or by sending an e-mail to info@auroraphoto.org. Reports may be anonymous or attributed.

APC will use its best efforts to respond to a Participant in no more than 3 hours during event days and one business day when content is available on demand, recognizing that it will not be possible to follow up directly with a Participant whose report is anonymous, and that APC may have less ability to investigate fully an anonymous report.

Consequences of Reported Unacceptable Behavior

Upon receiving a report of unacceptable behavior, APC’s first priority will be the safety and security of Participants. In order to preserve a safe environment, APC reserves the right to temporarily suspend or terminate specific features available to a Participant or to suspend or terminate the Participant’s entire account/participation. When facts are in dispute or cannot be fully established, APC reserves the right to take the action most likely to maintain safety and security of all Participants. A report of an adjudicated or officially confirmed history of a Participant’s prior unacceptable behavior, if impacting the experience of other Participants at an APC event may, in APC’s discretion, be the basis for a response under this Policy. Violation of this Policy, as determined by APC in its sole discretion, is grounds for any action deemed appropriate, including but not limited to warning the offender, denying, suspending, or terminating the offenders access to an APC event, barring the offender from other APC events.

Any person who is denied access to or whose access is terminated during an APC Event based on this Policy may request that APC review the matter after the event has concluded. However, APC’s action will be effective immediately and will continue until and unless APC issues a contrary decision. Any person who is denied access to or removed from an APC event based on this Policy will not be eligible for a refund of any registration fees paid for access to or participation in the Event.

Communication from APC

APC will communicate with an individual who reports unacceptable behavior if the individual chooses to submit an attributed report. APC will also communicate with an individual concerning whom a report has been made, to the extent that APC is able to identify and contact that individual. The nature, scope, and content of any such communication is in the sole discretion of APC. If warranted, APC may communicate more broadly with Participants during an APC Event. APC has the right to communicate about its responses under this Policy to the employers or sponsors of involved Participants vendors, local law enforcement, media, and the public as APC deems reasonable, necessary, and appropriate.

Harassment Policies: Definition of Harassment

Harassment is any behavior which causes distress, feelings of a lack of safety, or physical harm to another person based on their actual or perceived race/ethnicity, religion, age, gender, gender expression or identity, socioeconomic status, disability, sexual orientation, citizenship status, geography, place of origin, marital status, or familial status. Additionally, any kind of sexual harassment against anyone, regardless of the identities of the people involved, is covered by the policy below. Harassment does not need to have malicious intent; the impacts on the person reporting the harassment must be addressed regardless of the intent. Displays of derogatory or offensive pictures, graffiti, or materials towards people because one of the identities listed above; demeaning remarks, jokes, innuendos about an employee, participant or volunteer; or remarks about an identity group in the presence of any individual, not necessarily a member of the group mentioned, are also forms of harassment.

Harassment is not:

Consensual banter or romantic peer relationships, where the people involved consent to the interaction, are not harassment. Appropriate performance reviews, constructive feedback and critique, counseling, or discipline by a colleague or supervisor are not harassment.

Responsibilities of Employees and Board Members

All employees, board members, volunteers and program participants are responsible for fostering a safe working environment, free of harassment. A safe working environment is one where everyone is accepted and allowed to be themselves. No one should be afraid for their physical or mental health in a safe working environment. A safe working environment is not free of all criticism or conflict, but those things are handled with respect. Everyone must set an example of appropriate behavior and must report situations of harassment immediately on becoming aware of them, whether or not there has been a complaint. Aurora PhotoCenter, The Board of Directors and any employees who are complicit in harassment are legally liable for any harassment that occurs even if they were not actually involved in the harassment.

Responsibilities of Volunteers and Program Participants

All volunteers and program participants have the responsibility to treat each other with respect and to refrain from discrimination and harassment. They are encouraged to speak up if they or someone else is being harassed and are encouraged to report harassment to the appropriate person.

1. When Involving Staff in the Workplace:

Workplace Harassment

Aurora PhotoCenter is committed to providing a work environment that is free of discrimination and harassment. Actions, words, jokes, or comments based on an individual's race, color, creed, religion, gender and gender identity or expression (including transgender status), national origin, age, physical or mental disability, sexual orientation, genetic information, marital status, veteran status, or any other legally protected characteristic will not be tolerated.

Sexual harassment is defined as clearly unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:

• Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment;
• Submission to or rejection of such conduct by an individual is used as a basis for employment decisions affecting such individual, and;
• Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.

Unlawful harassment based on protected characteristics other than gender and gender identity is also prohibited. Harassment based on categories other than gender and gender identity can be defined as verbal or physical conduct that is intended to denigrate or show hostility or aversion toward a protected group or against an individual because of membership in such a group, when that conduct:

• Has the purpose or effect of creating an intimidating, hostile, or offensive working environment;
• Has the purpose or effect of unreasonably interfering with an individual’s work performance, and;
• Otherwise adversely affects an individual’s employment opportunities.

Conduct that constitutes unlawful harassment on the basis of an individual’s legally protected characteristics includes, but is not limited to:

• Epithets, slurs or negative stereotyping;
• Threatening, intimidating, or hostile acts based on an individual’s membership in a protected class;
• Denigrating jokes, cartoons, or pictures based on legally protected characteristics, and;
• Display or circulation in the workplace of written or graphic material (including e-mail) that denigrates or shows hostility or aversion toward an individual or group based on a protected category.

Any employee who experiences, witnesses, or becomes aware of an incident of sexual or other unlawful harassment should promptly bring it to the attention of his or her supervisor. If the supervisor is unavailable or the employee believes it would be inappropriate to contact that person, the employee should immediately contact the board chair. Employees can raise concerns and make reports without fear of reprisal or retaliation.

Similarly, any member of staff who becomes aware of possible sexual or other unlawful harassment of an employee, temporary employee, or intern by a member, vendor, donor, or other third party should promptly advise the board chair who will ensure that the matter is investigated and resolved in a timely and effective manner.

Management will make a prompt, thorough, and impartial investigation of all allegations of sexual or other harassment. If the results indicate that an employee or third party has engaged in sexual or other harassment or retaliation, he or she shall be subject to disciplinary action, up to and including termination.

Subject to our need to thoroughly investigate claims of sexual or other harassment, such claims will remain as confidential as possible. All employees should act responsibly and truthfully in making and responding to allegations, and providing information in an investigation. As provided by law, management will not retaliate against an employee for exercising his or her right to report harassment or for assisting in an investigation of a harassment allegation.

2. When Involving a Board Member:

The Board of Directors is committed to maintaining an environment that is free from sexual harassment. Directors should not engage in conduct that may create a sexually hostile environment for any person, director, or staff, including: making offensive comments, distributing offensive materials, or engaging in inappropriate physical contact. Any director who believes this policy has been violated should notify the chairman of the board.

As with item #1, should a staff member experience, witness or become aware of an incident of sexual or other unlawful harassment involving a board member, promptly bring it to the attention of his or her supervisor and/or the board chair. Employees can raise such concerns and make reports without fear of reprisal or retaliation. The chair of the Board will work with management on a prompt, thorough, and impartial investigation of all allegations of sexual or other harassment. If the results indicate that a board member has engaged in sexual or other harassment or retaliation, he or she shall be subject to disciplinary action, up to and including termination of board service.

3. Internal Activity Involving a Volunteer or Program Participant

Should a staff member experience, witness or become aware of an incident of sexual or other unlawful harassment involving a volunteer of the organization or participant in one of our programs, he or she should promptly bring it to the attention of his or her supervisor and/or the board chair. Employees can raise such concerns and make reports without fear of reprisal or retaliation. Management will conduct a prompt, thorough, and impartial investigation of all allegations of sexual or other harassment. If the results indicate that a volunteer (for example a network council member) or program participant has engaged in sexual or other harassment or retaliation, he or she shall be subject to disciplinary action, up to and including termination of council service or the ability to participate in our programs in the future.

4. When A Volunteer is Accused of Harassment Unrelated to Aurora PhotoCenter

When a volunteer of Aurora PhotoCenter has been accused of harassment or misconduct in an incident(s) not involving our organization, we have no legal standing to address the matter. We do, however, have the responsibility of determining if there should be a continued professional relationship with that individual. To make that determination, we will evaluate validated information in the public domain and, in concert with our written values statement, will consider appropriate action. In these cases, Aurora PhotoCenter will not serve as an investigative body, but will assess the allegations and to determine an appropriate response.

Process for Determining a Continued Relationship with a Volunteer

If a situation occurs in which a volunteer is accused of harassment or misconduct apart from their work with Aurora PhotoCenter, the board chair should be notified immediately. Per legal review, when considering the continued relationship with a volunteer, a response is at the discretion of Aurora PhotoCenter based on the written values of the organization. The decision to remove a volunteer from our work will not be done without great consideration. Often, we do not know all of the details in a matter and are made to cast judgment based on what is in the media. The board chair will make a decision about whether or not the situation requires the temporary or permanent removal of the volunteer from the relevant body. The decision could take one of three forms: temporary removal from a committee, permanent removal from a committee, or no change in the relationship.

A volunteer may be taken temporarily off one of our committees if there is a pending external investigation regarding a matter that is deemed to cause harm to Aurora PhotoCenter. A person may be held in this temporary status indefinitely on a case by case basis until it is decided that the volunteer may return to the committee or be removed permanently. The decision to permanently remove a volunteer from a committee will depend on the outcome of the external investigation, the volunteer’s actions, and examination of whether the relationship would cause perceived damage to Aurora PhotoCenter.

If the decision is made to alter our relationship with the volunteer, the board chair will notify the staff lead of the appropriate body. It is that staff person’s responsibility to temporarily or permanently remove the name of the volunteer from all active official lists including on our website and database to ensure no further invitations and solicitations will be sent.

If the volunteer is active in our work, the board chair or a determined appropriate staff member may reach out to the volunteer or volunteer representation regarding the decision. If the volunteer is not active in our work currently, the person will be removed from our lists without notification.

If the decision is made to continue the relationship, no further action is needed. That is, unless this decision is made to reinstate an active volunteer after s/he had been notified of being temporarily removed. In this case, the volunteer would be notified of reinstatement.

It is not always appropriate or necessary to communicate when an accusation has been made or a change in a relationship with a volunteer has been determined. Staff may be informed of decisions in an appropriate manner at the discretion of the board chair and President & CEO.

Photography, Audio, And Video Consent and Recording Policies

Attendance or participation in Aurora PhotoCenter meetings and events or other activities constitutes an agreement by the registrant or attendee to Aurora PhotoCenter’s use and distribution (both now and in the future) of the registrant or attendee’s image and voice in photographs, audio, video, and electronic reproductions of such events and activities by Aurora PhotoCenter and other third parties, including but not limited to the venue and local host.

Events, functions, sessions, and award ceremonies hosted and/or produced by Aurora PhotoCenter may not be recorded, either in video or audio format, by any organization, entity, or person without the expressed written consent of Aurora PhotoCenter. Consent to record Aurora PhotoCenter events will be given to credentialed press as requested and will be coordinated by Aurora PhotoCenter staff. Many of our events and sessions are recorded by Aurora PhotoCenter either through photographs or video.