315 lines · plain
1..2 This work is licensed under a Creative Commons Attribution 3.0 Unported License.3 SPDX-License-Identifier: CC-BY-3.04 5===============6Response Guide7===============8 9This is a :doc:`Code of Conduct<CodeOfConduct>` (CoC) incident response guide10used by the Code of Conduct Committee and LLVM event organizers.11 12Code of Conduct Committee13=========================14 15All responses to Code of Conduct reports will be managed by a Code of Conduct16Committee. 17 18Additional Code of Conduct Response Teams19=========================================20 21In-person events will have an additional response team to immediately respond22to an incident. For example:23 24* Each LLVM Developers' Meeting has a Code of Conduct response team.25* For LLVM meetups, the local organizers will be the first point of contact.26* Any other event funded by the LLVM Foundation or listed on the LLVM website,27 will have a code of conduct response team or point of contact for CoC 28 reports.29 30These teams should determine if an :ref:`immediate response<Immediate Response31Checklist>` is needed before sending the report to the Code of Conduct32committee.33 34.. _Receiving a report:35 36Receiving a Report37==================38 39Reports are typically received by email (conduct@llvm.org) or in person from40the reporter or event CoC response team.41 42When receiving a report by email, the CoC Committee should acknowledge receipt43within 24 hours. The acknowledgment should be understanding and compassionate44but no commitment should be made on whether this is a violation or which action45will be taken. Specific guidance is in the checklist below.46 47For in-person events that have a violation reported, the report should be sent48to the Code of Conduct committee within 24 hours by the on-site CoC response49team. 50 51 52.. _Immediate Response Checklist:53 54Immediate Response Checklist55============================56 57The CoC committee generally works, decides, and communicates together. If the58report indicates that an immediate response is required and other committee59members are not available, any committee member may take the immediate action60they think is necessary. In-person Code of Conduct response teams should use61this checklist to determine if an immediate response is needed.62 63* If the incident involves physical danger, contact the appropriate law64 enforcement or event security immediately. Ensure the reporter feels safe and65 stay with them if possible until help arrives.66* If the act is ongoing and involves harassment or threats against someone in67 any space (online or physical), any appropriate response (e.g., ban, physical68 removal, or moderation) may be used to immediately stop it.69* For events that include talks, organizers should end talks early if the70 violations include harassment or violent threats. There may be talks where71 other types of code of conduct violations occur and organizers should do 72 their best to determine if a talk should be ended early or not. 73 74When undertaking an immediate response, document the action and notify the75committee within 24 hours. 76 77 78Response Procedure79==================80 81The following is a summary of the steps the committee takes when responding to82a reported incident. 83 841. Determine if there is a need for an :ref:`immediate response<Immediate85 Response Checklist>`.86 872. :ref:`Acknowledge the report<Receiving a report>` within 24 hours.88 893. :ref:`Discuss the incident report<Incident Response Assessment>`, gather90 more information, and determine a :ref:`resolution<Resolutions>`.91 924. During this process, the :ref:`reporter will be informed of the93 resolution<Following Up With the Reportee>` and feedback is requested. This94 feedback may or may not be used to re-evaluate the resolution.95 965. Inform the reportee of the resolution. The reportee is provided options to97 :ref:`appeal<Appeal Process>`. 98 996. The :ref:`resolution<Resolutions>` is implemented.100 1017. All reports, data, notes, and resolutions are logged in a private location102 (e.g., Google Drive or other database).103 104The committee will never make public statements about a resolution and will105only publish :ref:`transparency reports<Transparency Reports>`. If a public106statement is necessary and requested by the committee, it will be given by the107LLVM Foundation Board of Directors.108 109Report Acknowledgement110======================111 112When a report is received, the committee will reply to the reporter to confirm113receipt within 24 hours of the incident being reported. 114 115This acknowledgement will contain:116 117* Acknowledgement of the incident report118* Next steps of the committee for responding to the incident119* Reminder of confidentiality policy regarding the report and parties involved120 121All incident reports should be assessed if they require immediate response and122acted on accordingly.123 124.. _Incident Response Assessment:125 126Incident Response Assessment127============================128 129The committee will assess the incident and determine an appropriate response.130The assessment will be documented and retained in records. Here are some131guidelines for the process:132 133* Review report documentation to determine the content and context of the134 incident.135 136 * Request additional information if needed from the reporter.137 138* Determine if it occurred within the scope of the CoC.139* Determine if it violated the CoC and specifically which part.140* Consult documentation of past incidents for patterns of behavior (if141 available and applicable).142* Follow up with the reportee to get their view or any other additional143 information.144* Determine appropriate resolutions to the incident when all information has145 been gathered.146* Notify the reporter of the resolution and request feedback. This may or may147 not be used to reevaluate the resolution.148 149The committee will aim to have a resolution agreed upon within two weeks of150receipt of the incident report. In the event that a resolution cannot be151determined within that time, the CoC committee will respond to the reporter(s)152with an updated and projected timeline for resolution. 153 154.. _Following Up With the Reportee:155 156Following Up With the Reportee157==============================158 159When following up with the reportee, the committee will:160 161* Explain that an incident was reported that involves the reportee.162* In this explanation, the focus will be on the impact of their behavior, not163 their intent.164* Reiterate the Code of Conduct and that their behavior may be deemed165 inappropriate.166* Give them the opportunity to state their view of the incident.167* Explain the possible resolutions that may be enforced should the CoC168 committee determine there is a breach.169 170The reportee will be given a week to respond with the option to request171additional time if needed and subject to approval of the CoC Committee.172 173.. _Resolutions:174 175Resolutions176===========177 178The committee should agree unanimously on a resolution. In the event that the179committee cannot reach a unanimous resolution, the LLVM Foundation Board of180Directors will help resolve the situation and determine if the resolution can181proceed without a unanimous vote.182 183When deciding on a resolution, the goal is to address the report in an184appropriate way, while also looking to prevent or reduce the risk of continuing185harm in the future. Any action deemed necessary by the committee will be186taken, but below is a list of possible resolutions:187 188* Taking no further action as the incident was determined not to be a189 violation.190* A private verbal warning and/or reprimand from the committee to the191 individual(s) involved and request to stop this behavior. This conversation192 may happen in person, email, by phone, video chat, or Discord.193* Request that the reportee avoid any interaction with, and physical proximity194 to, another person for the remainder of the event.195* Refusal of alcoholic beverage purchases by the reportee at LLVM events.196* Ending a talk/tutorial/etc at an LLVM event early. See immediate response197 checklist for further clarification.198* Not publishing the video or slides of a talk.199* Not allowing a speaker to give (further) talks at LLVM events for a specified200 amount of time or ever.201* Requiring that the reportee immediately leave an event and not return.202* Immediately ending any volunteer responsibilities and privileges the reportee203 holds.204* An imposed suspension (e.g., asking someone to "take a week off" from mailing205 lists, bug tracker, Discord, repositories, or other communication forms). 206* A permanent or temporary ban from some or all LLVM Project spaces (online or207 in person).208 209Once a resolution is agreed upon, but before it is enacted, the committee will210contact the reporter and any other affected parties to explain the proposed211resolution. They will ask if this resolution is acceptable and must note212feedback for the record. However, the committee is not required to act on this213feedback.214 215.. _Appeal Process:216 217Appeal Process218===============219 220Any individual(s) determined to have violated the CoC have the right to appeal221a resolution decision. An appeal can be made directly to the committee by sending an 222email to conduct@llvm.org with subject line Code of Conduct Incident Appeal.223 224This process is intended to consider new or different evidence from the 225initial incident investigation. The email should include documentation related 226to the incident to support the appeal. The said documentation may include, 227but does not have to be limited to:228 229* Information from the reportee justifying reasoning for the appeal.230* Statements from other individuals involved in the incident to support the231 appeal.232 233Appeals can be requested up to 30 days after a resolution has been communicated234to the individual(s). The committee will aim to evaluate appeals within two weeks of receipt. In the event that appeal can not be evaluated within that time, the CoC committee will respond with an updated and projected timeline. 235 236 237Conflicts of Interest238=====================239 240Committee members should declare any conflicts of interest as soon as possible241and before any official committee meetings. This can mean being friends with242one of the involved parties, or anything else that may make it harder to remain243neutral.244 245A conflict of interest does not inherently mean the committee member can no246longer participate in the process, as that would make it very hard for the team247to act on reports involving well-known people in the community. However, if a248report concerns a team member or someone they work directly with, they probably249should not take part in the process. The team will decide together on where to250draw this line in individual cases. Where possible, any conversations with251offenders should not be done by people who know them, as it can be very252unpleasant for everyone involved.253 254If a report is received concerning a committee member, that member must not be255involved in the response process. The rest of the committee will meet and256decide on the report without the reported committee member being present, and257will not share more information than they would have with a non-member. If a258member of the committee is found to have violated the CoC, they may no longer259be able to keep serving on the committee.260 261Confidentiality262===============263 264All reports will be kept confidential with details shared only with the Code of265Conduct committee members. However, the Code of Conduct Committee will always266comply with law enforcement when directed. In the case that a CoC committee267member is involved in a report, the member will be asked to recuse themselves268from ongoing conversations, and they will not have access to reports after the269enforcement decision has been made. 270 271In the event of a temporary suspension or ban, the appropriate people must be272notified of the ban in order to restrict access to infrastructure or events.273These individuals will only be notified of the person's name and the274restrictions imposed. They will be under a confidentiality clause and not275allowed to respond to questions regarding the ban and should direct all276questions to the CoC committee. 277 278.. _Transparency Reports:279 280Transparency Reports281====================282 283Lack of transparency in the outcomes of our Code of Conduct incidents leaves284our community without an understanding of how or if the organizers worked to285resolve incidents. The CoC committee should aim to publish transparency286reports, if reports are received, at least 2 times in a calendar year.287 288A transparency report consists of 2 parts:289 290* An overview of the reports received, and resolutions.291* A more detailed summary of each reported incident and the resolution while292 maintaining confidentiality.293 294These reports will be published on the LLVM website.295 296Thanks!297=======298 299 300This guide was created and inspired by the following: the `Django Project`_,301`Carpentries Response Guide`_, and the `Write The Docs Response Guide`_.302 303License304=======305 306All content on this page is licensed under a `Creative Commons Attribution 3.0307Unported License`_.308 309 310.. _Django Project: https://www.djangoproject.com/conduct/311.. _Carpentries Response Guide: https://docs.carpentries.org/topic_folders/policies/enforcement-guidelines.html312.. _Write The Docs Response Guide: https://www.writethedocs.org/code-of-conduct/#guidelines-for-reporting-incidents313.. _Creative Commons Attribution 3.0 Unported License: http://creativecommons.org/licenses/by/3.0/314 315