Code of Conduct

 

A. Scope

  1. The Louisville Grotto (LG) is committed to maintaining a safe and welcoming environment both physically and emotionally to all, adhering to the ethical practices set forth by the National Speleological Society (NSS). This code establishes the principles by which we maintain that commitment. Members are expected to adhere to the LG’s behavioral expectations and when those expectations have not been met, are expected to cooperate fully with the due process outlined in this code while respecting the rights and dignity of others.
  2. The following types of behavior are considered unacceptable at official LG events, both online and in-person. Such unacceptable behaviors, by LG members, guests, and visitors are not tolerated when representing the LG in any capacity, including but not limited to, LG sponsored events, communications, and property, official LG Facebook groups, using official emails, while acting as an agent for the grotto, representatives of the grotto at non-grotto events. Engaging in any of the conduct below constitutes a potential violation of the LG Code of Conduct.
    1. Persisting or flagrantly unsafe behavior while participating in LG activities.
    2. Failing to adhere to posted safety regulations listed at LG sponsored events.
    3. Failure to follow cave conservation principles of the NSS or violations of any state or local cave conservation laws.
    4. Unauthorized use of any assets/equipment of the LG for personal gain, financial or otherwise.
    5. Intentionally or negligently damaging, destroying, defacing, or altering LG property, public property, or private property of another person.
    6. Use of LG membership for personal gain or misrepresenting the LG.
    7. Harassment as defined by Kentucky Law and including but not limited to, offensive verbal or written comments or physical actions related to age, disability, race or religion; physical characteristics such as ethnicity, physique, personal appearance; socio-economic status or education; sex characteristics, gender identity and expressions, sexual identity and orientation.
    8. Sexual harassment as defined by Kentucky law including but not limited too displaying sexual images in public spaces, stalking, inappropriate physical contact, and unwelcome sexual or persistent romantic attention.
    9. Harm and Threat of Harm – Includes physical abuse, verbal abuse, threats, intimidation, harassment, force, or other conduct that causes injury or a reasonable expectation of injury to the physical or mental health or safety of another person.
    10. Retaliatory acts directed towards any claimant or person involved in an investigation described in article C of this Code of Conduct.
    11. Violation of law, violation of LG policy, or other behavior while participating in LG activities that causes an embarrasment to the LG.
  3. Notwithstanding the above, the LG understands the unique nature of caving including the risks and dangers posed to individuals and others involved in caving. This requires necessary awareness, discussion, and instruction of physical and other limitations. The explanation of physical/technical limitations of an activity (for example, a caving trip), without offensive or necessary commentary, does not constitute harassing behavior under this Code of Conduct.
  4. If any unacceptable conduct is reported, an Investigative Committee (IC) will be formed, consisting of a minimum of 3 members determined by the Executive Committee (EC), and will investigate reports and recommend outcomes to the EC.
  5. The following definitions apply to the individuals referenced in this code of conduct:
    1. Complainant: An individual, or group that initiates a report
    2. Respondent: A member or group that is subject of the report or investigation
    3. Witness: An individual who can provide written or oral testimony in connection with a report

B. Reporting

  1. If you or someone else is in immediate danger from criminal activity (for example, physical assault, sexual assault, theft), a dangerous physical situation, or have witnessed a crime, please contact law enforcement immediately – Call 911.
  2. For other immediate needs that are not of criminal concern and if on site at Lone Star Preserve (LSP), talk to an onsite EC member and fill out an incident report using the online form.
  3. For non-onsite needs and concerns or if an Executive Committee member is not onsite, please fill out an incident report using the online form.
  4. Where and How to Report – Please report all Code of Conduct violations using our reporting form. Submissions will be sent to the Executive Committee. Incident reports must be verified by the complainant. The information that the form requests include:
    1. Your name
    2. Detailed description of what happened
    3. When and where the incident happened
    4. Witnesses
    5. Any other relevant context
  5. Confidentiality – All reports will be kept confidential, to the extent possible, and on a need-to-know basis among those involved in the investigation and disciplinary process, except as agreed on with the complainant and others named specifically in the report. However, we recognize that many incidents occur in interactions where anonymity is not possible. If you have concerns about retaliation or the personal safety of the complainant or witnesses and do not want us to share the details of your report with anyone, please provide that information in your report.

C. Investigation

  1. After filing a report, a representative of the EC will attempt contact with you personally within 5 business days, review the incident, and follow up with any individual questions.
  2. The IC is then formed and will review the information provided to determine if any investigation is needed. The investigation may involve actions including witnesses identified by the reporting party and the accused, reviewing material evidence, and other modes of investigation as needed. During the process, if the complainant, respondent, or witnesses have inquiries into the status of the investigation, they should reach out to the IC Chair. The IC has 30 days from receiving the report to provide its findings to the EC or inform the EC of the ongoing investigation.
  3. If the complainant, respondent, or witnesses are part of the EC or the IC, they will recuse themselves from handling the incident.

D. Enforcement

  1. Following the receipt of findings from the IC the EC will determine which of the following actions are appropriate at its next regular scheduled meeting or at a special meeting called to discuss the report.
    1. Issue a finding of non-violation.
    2. Issue a verbal warning if the report had merit but there were no facts substantiating an unacceptable act.
    3. Issue a written warning in the event the IC determines an unacceptable act occurred
    4. In the case of second warnings the entire membership is to be made aware of the issue at the next grotto meeting to determine if a suspension or expulsion is warranted. In those cases handled by the entire membership, witnesses and complainants who wish to have anonymity may write and validate a first person accusation that will be read by the membership. Due to the nature of warnings and suspensions the respondent will not have anonymity. For final warnings, suspensions, and expulsions the IC will seek approval by the membership by a three-fourths (3/4) majority vote of the quorum of a meeting.
    5. In the case of situations deemed egregious and if deemed necessary to prevent immediate or foreseeable harm, the EC reserves the right to accelerate the violation process AND the EC may with the vote of 2/3 of the EC temporarily suspend a member during an investigative process.
    6. If the IC believes suspension of expulsion is necessary, the respondent will have the opportunity to voluntarily accept suspension or expulsion without approval by the membership.
    7. If the incident is filed under a police report, the parties involved may be suspended from the grotto until the legal process is completed, any investigation by the EC or IC in this circumstance can be postponed until completion of the legal proceedings.
    8. To the extent allowed or required by law the EC may make the disciplinary process and findings confidential to respect the privacy of all parties involved including claimants or for other reasons as determined by the EC. In these circumstances any member seeking access to the records may be required to sign a confidentiality agreement prior to viewing the records.