1*d415bd75Srobert=============== 2*d415bd75SrobertResponse Guide 3*d415bd75Srobert=============== 4*d415bd75Srobert 5*d415bd75SrobertThis is a :doc:`Code of Conduct<CodeOfConduct>` (CoC) incident response guide 6*d415bd75Srobertused by the Code of Conduct Committee and LLVM event organizers. 7*d415bd75Srobert 8*d415bd75SrobertCode of Conduct Committee 9*d415bd75Srobert========================= 10*d415bd75Srobert 11*d415bd75SrobertAll responses to Code of Conduct reports will be managed by a Code of Conduct 12*d415bd75SrobertCommittee. 13*d415bd75Srobert 14*d415bd75SrobertAdditional Code of Conduct Response Teams 15*d415bd75Srobert========================================= 16*d415bd75Srobert 17*d415bd75SrobertIn-person events will have an additional response team to immediately respond 18*d415bd75Srobertto an incident. For example: 19*d415bd75Srobert 20*d415bd75Srobert* Each LLVM Developers' Meeting has a Code of Conduct response team. 21*d415bd75Srobert* For LLVM meetups, the local organizers will be the first point of contact. 22*d415bd75Srobert* Any other event funded by the LLVM Foundation or listed on the LLVM website, 23*d415bd75Srobert will have a code of conduct response team or point of contact for CoC 24*d415bd75Srobert reports. 25*d415bd75Srobert 26*d415bd75SrobertThese teams should determine if an :ref:`immediate response<Immediate Response 27*d415bd75SrobertChecklist>` is needed before sending the report to the Code of Conduct 28*d415bd75Srobertcommittee. 29*d415bd75Srobert 30*d415bd75Srobert.. _Receiving a report: 31*d415bd75Srobert 32*d415bd75SrobertReceiving a Report 33*d415bd75Srobert================== 34*d415bd75Srobert 35*d415bd75SrobertReports are typically received by email (conduct@llvm.org) or in person from 36*d415bd75Srobertthe reporter or event CoC response team. 37*d415bd75Srobert 38*d415bd75SrobertWhen receiving a report by email, the CoC Committee should acknowledge receipt 39*d415bd75Srobertwithin 24 hours. The acknowledgement should be understanding and compassionate 40*d415bd75Srobertbut no commitment should be made on whether this is a violation or which action 41*d415bd75Srobertwill be taken. Specific guidance is in the checklist below. 42*d415bd75Srobert 43*d415bd75SrobertFor in-person events that have a violation reported, the report should be sent 44*d415bd75Srobertto the Code of Conduct committee within 24 hours by the on-site CoC response 45*d415bd75Srobertteam. 46*d415bd75Srobert 47*d415bd75Srobert 48*d415bd75Srobert.. _Immediate Response Checklist: 49*d415bd75Srobert 50*d415bd75SrobertImmediate Response Checklist 51*d415bd75Srobert============================ 52*d415bd75Srobert 53*d415bd75SrobertThe CoC committee generally works, decides, and communicates together. If the 54*d415bd75Srobertreport indicates that an immediate response is required and other committee 55*d415bd75Srobertmembers are not available, any committee member may take the immediate action 56*d415bd75Srobertthey think is necessary. In-person Code of Conduct response teams should use 57*d415bd75Srobertthis checklist to determine if an immediate response is needed. 58*d415bd75Srobert 59*d415bd75Srobert* If the incident involves physical danger, contact the appropriate law 60*d415bd75Srobert enforcement or event security immediately. Ensure the reporter feels safe and 61*d415bd75Srobert stay with them if possible until help arrives. 62*d415bd75Srobert* If the act is ongoing and involves harassment or threats against someone in 63*d415bd75Srobert any space (online or physical), any appropriate response (e.g., ban, physical 64*d415bd75Srobert removal, or moderation) may be used to immediately stop it. 65*d415bd75Srobert* For events that include talks, organizers should end talks early if the 66*d415bd75Srobert violations include harassment or violent threats. There may be talks where 67*d415bd75Srobert other types of code of conduct violations occur and organizers should do 68*d415bd75Srobert their best to determine if a talk should be ended early or not. 69*d415bd75Srobert 70*d415bd75SrobertWhen undertaking an immediate response, document the action and notify the 71*d415bd75Srobertcommittee within 24 hours. 72*d415bd75Srobert 73*d415bd75Srobert 74*d415bd75SrobertResponse Procedure 75*d415bd75Srobert================== 76*d415bd75Srobert 77*d415bd75SrobertThe following is a summary of the steps the committee takes when responding to 78*d415bd75Sroberta reported incident. 79*d415bd75Srobert 80*d415bd75Srobert1. Determine if there is a need for an :ref:`immediate response<Immediate 81*d415bd75Srobert Response Checklist>`. 82*d415bd75Srobert 83*d415bd75Srobert2. :ref:`Acknowledge the report<Receiving a report>` within 24 hours. 84*d415bd75Srobert 85*d415bd75Srobert3. :ref:`Discuss the incident report<Incident Response Assessment>`, gather 86*d415bd75Srobert more information, and determine a :ref:`resolution<Resolutions>`. 87*d415bd75Srobert 88*d415bd75Srobert4. During this process, the :ref:`reporter will be informed of the 89*d415bd75Srobert resolution<Following Up With the Reportee>` and feedback is requested. This 90*d415bd75Srobert feedback may or may not be used to re-evaluate the resolution. 91*d415bd75Srobert 92*d415bd75Srobert5. Inform the reportee of the resolution. The reportee is provided options to 93*d415bd75Srobert :ref:`appeal<Appeal Process>`. 94*d415bd75Srobert 95*d415bd75Srobert6. The :ref:`resolution<Resolutions>` is implemented. 96*d415bd75Srobert 97*d415bd75Srobert7. All reports, data, notes, and resolutions are logged in a private location 98*d415bd75Srobert (e.g., Google Drive or other database). 99*d415bd75Srobert 100*d415bd75SrobertThe committee will never make public statements about a resolution and will 101*d415bd75Srobertonly publish :ref:`transparency reports<Transparency Reports>`. If a public 102*d415bd75Srobertstatement is necessary and requested by the committee, it will be given by the 103*d415bd75SrobertLLVM Foundation Board of Directors. 104*d415bd75Srobert 105*d415bd75SrobertReport Acknowledgement 106*d415bd75Srobert====================== 107*d415bd75Srobert 108*d415bd75SrobertWhen a report is received, the committee will reply to the reporter to confirm 109*d415bd75Srobertreceipt within 24 hours of the incident being reported. 110*d415bd75Srobert 111*d415bd75SrobertThis acknowledgement will contain: 112*d415bd75Srobert 113*d415bd75Srobert* Acknowledgement of the incident report 114*d415bd75Srobert* Next steps of the committee for responding to the incident 115*d415bd75Srobert* Reminder of confidentiality policy regarding the report and parties involved 116*d415bd75Srobert 117*d415bd75SrobertAll incident reports should be assessed if they require immediate response and 118*d415bd75Srobertacted on accordingly. 119*d415bd75Srobert 120*d415bd75Srobert.. _Incident Response Assessment: 121*d415bd75Srobert 122*d415bd75SrobertIncident Response Assessment 123*d415bd75Srobert============================ 124*d415bd75Srobert 125*d415bd75SrobertThe committee will assess the incident and determine an appropriate response. 126*d415bd75SrobertThe assessment will be documented and retained in records. Here are some 127*d415bd75Srobertguidelines for the process: 128*d415bd75Srobert 129*d415bd75Srobert* Review report documentation to determine the content and context of the 130*d415bd75Srobert incident. 131*d415bd75Srobert 132*d415bd75Srobert * Request additional information if needed from the reporter. 133*d415bd75Srobert 134*d415bd75Srobert* Determine if it occurred within the scope of the CoC. 135*d415bd75Srobert* Determine if it violated the CoC and specifically which part. 136*d415bd75Srobert* Consult documentation of past incidents for patterns of behavior (if 137*d415bd75Srobert available and applicable). 138*d415bd75Srobert* Follow up with the reportee to get their view or any other additional 139*d415bd75Srobert information. 140*d415bd75Srobert* Determine appropriate resolutions to the incident when all information has 141*d415bd75Srobert been gathered. 142*d415bd75Srobert* Notify the reporter of the resolution and request feedback. This may or may 143*d415bd75Srobert not be used to reevaluate the resolution. 144*d415bd75Srobert 145*d415bd75SrobertThe committee will aim to have a resolution agreed upon within two weeks of 146*d415bd75Srobertreceipt of the incident report. In the event that a resolution cannot be 147*d415bd75Srobertdetermined within that time, the CoC committee will respond to the reporter(s) 148*d415bd75Srobertwith an updated and projected timeline for resolution. 149*d415bd75Srobert 150*d415bd75Srobert.. _Following Up With the Reportee: 151*d415bd75Srobert 152*d415bd75SrobertFollowing Up With the Reportee 153*d415bd75Srobert============================== 154*d415bd75Srobert 155*d415bd75SrobertWhen following up with the reportee, the committee will: 156*d415bd75Srobert 157*d415bd75Srobert* Explain that an incident was reported that involves the reportee. 158*d415bd75Srobert* In this explanation, the focus will be on the impact of their behavior, not 159*d415bd75Srobert their intent. 160*d415bd75Srobert* Reiterate the Code of Conduct and that their behavior may be deemed 161*d415bd75Srobert inappropriate. 162*d415bd75Srobert* Give them the opportunity to state their view of the incident. 163*d415bd75Srobert* Explain the possible resolutions that may be enforced should the CoC 164*d415bd75Srobert committee determine there is a breach. 165*d415bd75Srobert 166*d415bd75SrobertThe reportee will be given a week to respond with the option to request 167*d415bd75Srobertadditional time if needed and subject to approval of the CoC Committee. 168*d415bd75Srobert 169*d415bd75Srobert.. _Resolutions: 170*d415bd75Srobert 171*d415bd75SrobertResolutions 172*d415bd75Srobert=========== 173*d415bd75Srobert 174*d415bd75SrobertThe committee should agree unanimously on a resolution. In the event that the 175*d415bd75Srobertcommittee cannot reach a unanimous resolution, the LLVM Foundation Board of 176*d415bd75SrobertDirectors will help resolve the situation and determine if the resolution can 177*d415bd75Srobertproceed without a unanimous vote. 178*d415bd75Srobert 179*d415bd75SrobertWhen deciding on a resolution, the goal is to address the report in an 180*d415bd75Srobertappropriate way, while also looking to prevent or reduce the risk of continuing 181*d415bd75Srobertharm in the future. Any action deemed necessary by the committee will be 182*d415bd75Sroberttaken, but below is a list of possible resolutions: 183*d415bd75Srobert 184*d415bd75Srobert* Taking no further action as the incident was determined not to be a 185*d415bd75Srobert violation. 186*d415bd75Srobert* A private verbal warning and/or reprimand from the committee to the 187*d415bd75Srobert individual(s) involved and request to stop this behavior. This conversation 188*d415bd75Srobert may happen in person, email, by phone, video chat, or IRC. 189*d415bd75Srobert* Request that the reportee avoid any interaction with, and physical proximity 190*d415bd75Srobert to, another person for the remainder of the event. 191*d415bd75Srobert* Refusal of alcoholic beverage purchases by the reportee at LLVM events. 192*d415bd75Srobert* Ending a talk/tutorial/etc at an LLVM event early. See immediate response 193*d415bd75Srobert checklist for further clarification. 194*d415bd75Srobert* Not publishing the video or slides of a talk. 195*d415bd75Srobert* Not allowing a speaker to give (further) talks at LLVM events for a specified 196*d415bd75Srobert amount of time or ever. 197*d415bd75Srobert* Requiring that the reportee immediately leave an event and not return. 198*d415bd75Srobert* Immediately ending any volunteer responsibilities and privileges the reportee 199*d415bd75Srobert holds. 200*d415bd75Srobert* An imposed suspension (e.g., asking someone to "take a week off" from mailing 201*d415bd75Srobert lists, bug tracker, IRC, Discord, repositories, or other communication 202*d415bd75Srobert forms). 203*d415bd75Srobert* A permanent or temporary ban from some or all LLVM Project spaces (online or 204*d415bd75Srobert in person). 205*d415bd75Srobert 206*d415bd75SrobertOnce a resolution is agreed upon, but before it is enacted, the committee will 207*d415bd75Srobertcontact the reporter and any other affected parties to explain the proposed 208*d415bd75Srobertresolution. They will ask if this resolution is acceptable and must note 209*d415bd75Srobertfeedback for the record. However, the committee is not required to act on this 210*d415bd75Srobertfeedback. 211*d415bd75Srobert 212*d415bd75Srobert.. _Appeal Process: 213*d415bd75Srobert 214*d415bd75SrobertAppeal Process 215*d415bd75Srobert=============== 216*d415bd75Srobert 217*d415bd75SrobertAny individual(s) determined to have violated the CoC have the right to appeal 218*d415bd75Sroberta decision. An appeal can be made directly to the committee by sending an email 219*d415bd75Srobertto conduct@llvm.org with subject line Code of Conduct Incident Appeal. 220*d415bd75Srobert 221*d415bd75SrobertThe email should include documentation related to the incident to support the 222*d415bd75Srobertappeal. The said documentation may include, but does not have to be limited to: 223*d415bd75Srobert 224*d415bd75Srobert* Information from the reportee justifying reasoning for the appeal. 225*d415bd75Srobert* Statements from other individuals involved in the incident to support the 226*d415bd75Srobert appeal. 227*d415bd75Srobert 228*d415bd75SrobertAppeals can be requested up to 30 days after a resolution has been communicated 229*d415bd75Srobertto 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. 230*d415bd75Srobert 231*d415bd75Srobert 232*d415bd75SrobertConflicts of Interest 233*d415bd75Srobert===================== 234*d415bd75Srobert 235*d415bd75SrobertCommittee members should declare any conflicts of interest as soon as possible 236*d415bd75Srobertand before any official committee meetings. This can mean being friends with 237*d415bd75Srobertone of the involved parties, or anything else that may make it harder to remain 238*d415bd75Srobertneutral. 239*d415bd75Srobert 240*d415bd75SrobertA conflict of interest does not inherently mean the committee member can no 241*d415bd75Srobertlonger participate in the process, as that would make it very hard for the team 242*d415bd75Srobertto act on reports involving well-known people in the community. However, if a 243*d415bd75Srobertreport concerns a team member or someone they work directly with, they probably 244*d415bd75Srobertshould not take part in the process. The team will decide together on where to 245*d415bd75Srobertdraw this line in individual cases. Where possible, any conversations with 246*d415bd75Srobertoffenders should not be done by people who know them, as it can be very 247*d415bd75Srobertunpleasant for everyone involved. 248*d415bd75Srobert 249*d415bd75SrobertIf a report is received concerning a committee member, that member must not be 250*d415bd75Srobertinvolved in the response process. The rest of the committee will meet and 251*d415bd75Srobertdecide on the report without the reported committee member being present, and 252*d415bd75Srobertwill not share more information than they would have with a non-member. If a 253*d415bd75Srobertmember of the committee is found to have violated the CoC, they may no longer 254*d415bd75Srobertbe able to keep serving on the committee. 255*d415bd75Srobert 256*d415bd75SrobertConfidentiality 257*d415bd75Srobert=============== 258*d415bd75Srobert 259*d415bd75SrobertAll reports will be kept confidential with details shared only with the Code of 260*d415bd75SrobertConduct committee members. However, the Code of Conduct Committee will always 261*d415bd75Srobertcomply with law enforcement when directed. In the case that a CoC committee 262*d415bd75Srobertmember is involved in a report, the member will be asked to recuse themselves 263*d415bd75Srobertfrom ongoing conversations, and they will not have access to reports after the 264*d415bd75Srobertenforcement decision has been made. 265*d415bd75Srobert 266*d415bd75SrobertIn the event of a temporary suspension or ban, the appropriate people must be 267*d415bd75Srobertnotified of the ban in order to restrict access to infrastructure or events. 268*d415bd75SrobertThese individuals will only be notified of the person's name and the 269*d415bd75Srobertrestrictions imposed. They will be under a confidentiality clause and not 270*d415bd75Srobertallowed to respond to questions regarding the ban and should direct all 271*d415bd75Srobertquestions to the CoC committee. 272*d415bd75Srobert 273*d415bd75Srobert.. _Transparency Reports: 274*d415bd75Srobert 275*d415bd75SrobertTransparency Reports 276*d415bd75Srobert==================== 277*d415bd75Srobert 278*d415bd75SrobertLack of transparency in the outcomes of our Code of Conduct incidents leaves 279*d415bd75Srobertour community without an understanding of how or if the organizers worked to 280*d415bd75Srobertresolve incidents. The CoC committee should aim to publish transparency 281*d415bd75Srobertreports, if reports are received, after major events (such as the LLVM 282*d415bd75SrobertDevelopers' meetings) and on the following dates: Jan 15, April 15, July 15, 283*d415bd75SrobertOct 15. 284*d415bd75Srobert 285*d415bd75SrobertA transparency report consists of 2 parts: 286*d415bd75Srobert 287*d415bd75Srobert* An overview of the reports received, and resolutions. 288*d415bd75Srobert* A more detailed summary of each reported incident and the resolution while 289*d415bd75Srobert maintaining confidentiality. 290*d415bd75Srobert 291*d415bd75SrobertThese reports will be published on the LLVM website. 292*d415bd75Srobert 293*d415bd75Srobert 294*d415bd75SrobertThis guide was created and inspired by the following: the `Django Project`_, 295*d415bd75Srobert`Carpentries Response Guide`_, and the `Write The Docs Response Guide`_. 296*d415bd75Srobert 297*d415bd75Srobert.. _Django Project: https://www.djangoproject.com/conduct/ 298*d415bd75Srobert.. _Carpentries Response Guide: https://docs.carpentries.org/topic_folders/policies/enforcement-guidelines.html 299*d415bd75Srobert.. _Write The Docs Response Guide: https://www.writethedocs.org/code-of-conduct/#guidelines-for-reporting-incidents 300*d415bd75Srobert 301