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In the month after the conference, the permanent members of the SC should review the membership. Membership is generally kept at 14-16 permanent members with an addition of the Program and Host Committee Chairs rotating on and off each year. The current membership policy can be found at: https://wiki.duraspace.org/display/or11/Membership+Policy+2015.
Appendix A: Open Repositories Code of Conduct
Open Repositories (OR) is dedicated to providing a welcoming and positive experience for everyone, whether they are in a formal session or a social setting, are taking part in activities online, or are conference staff or hosts. OR participants come from all over the world and bring with them a wide variety of professional, personal and social backgrounds; whatever these may be, we treat colleagues with dignity and respect. We all represent the OR community.
OR participants communicate primarily in English, though for many of us this is not our native language. We therefore strive to express ourselves simply and clearly remembering that unnecessary use of jargon and slang will be a barrier to understanding for many of our colleagues. We are sensitive to the fact that the international nature of OR means that we span many different social norms around language and behaviour and we strive to conduct ourselves in ways that are unlikely to cause offence.
OR gatherings are information-rich and intended to generate much discussion and debate. We discuss ideas from a standpoint of mutual respect and reasoned argument.
OR participants work together to promote a respectful and safe community. In the event that someone’s conduct is causing offence or distress, OR has an Anti-Harassment Policy, detailed below, which can be applied to address the problem. The first step in dealing with any misconduct is to contact a member of the local conference committee, the OR steering committee, or the program chairs immediately; at an OR event, these people can be identified by distinctive name badges and are listed on the conference website.
Appendix B: Open Repositories Anti-Harassment Policy
Open Repositories (OR) is dedicated to providing a harassment-free conference experience for everyone. If you have been harassed, please consult Anti-Harassment Protocol for conflict resolution which makes clear how we can help.
OR is committed to helpful and respectful communication.
OR has established the following policy to make it clear that we do not tolerate harassment in any form. Sexual or discriminatory language and imagery are not appropriate for any event venue, including talks, or any other communication channel used during the conference (such as social media).
Harassment includes:
offensive verbal comments related to sex, gender, ethnicity, nationality, socioeconomic status, sexual orientation, disability, physical appearance, body size, age, race, religion;
sexual or discriminatory images, video, or text;
deliberate intimidation;
stalking;
harassing photography or recording;
sustained disruption of talks or other events;
inappropriate physical contact; and
unwelcome sexual attention.
The common language of OR is English; however, English may not be the native language of many OR participants. Further, cultural norms around what may be considered obscene and offensive communication will vary among OR attendees. Delegates are asked to please be mindful of the international character of Open Repositories, and to use respectful and clear language free of slang to facilitate communication.
Participants asked to stop any harassing behavior are expected to comply immediately.
If a participant engages in harassing behavior, event organizers and Steering Committee representatives (or their designees) may take any action they deem appropriate, including warning the offender, expulsion from the OR conference, contacting local authorities as needed, or contacting a representative from the offender’s institution.
If a participant raises a concern relating to actions covered by this policy in good faith, there will be no retaliation for bringing forward their concern. Threatening or taking action against someone for invoking this policy or for participating in any related investigation will be considered a violation of this policy.
Participants are expected to follow the anti-harassment policy at all conference-related venues, conference-related social events, and online communication channels.
We expect attendees and speakers past and present to be respectful to each other, and we will deal with any incidents that arise, including on social media.
We value your participation in the Open Repositories community and your support in keeping the OR community a safe, welcoming, and friendly space for all.
Acknowledgments
Portions of this policy are modified from the Seattle Attic's code of conduct and the Ada Initiative's event harassment policy.
License
This document is made available under a Creative Commons BY 4.0 license https://creativecommons.org/licenses/by/4.0/.
Appendix C: Open Repositories Anti-Harassment Protocol
Incidents arising from the Open Repositories Anti-Harassment Policy are handled according to the following protocol.
Protocol for Conflict Resolution
Report
If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a conference organizer or the Open Repositories Steering Committee (ORSC) immediately. The person who has been made aware of the incident will bring it immediately to the ORSC.
Members of the ORSC will convene expediently to discuss, act upon, and document the incident; they will notify the participant who raised the concern that it has been taken up by the ORSC.
Escalate
Find a conference organizer or a representative of the ORSC and they will assist you. Open Repositories conference organizers should be able to be identified by their name badges, and will help participants contact hotel/venue security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the conference.
If you have been harassed via social media, you may send forward snippets or URLs to the ORSC; their names are available on the OR wiki.
Resolve
The ORSC or its designee assumes the responsibility of responding appropriately to reports of harassment. The ORSC will address the harassing party should the person who was harassed consent to this course of action, and will notify the person who reported the incident so they know action has been taken.
The ORSC will also make public a written summary of the incident on the OR wiki for transparency though we will deal with the matter as confidentially as possible; involved parties' identities and the circumstances regarding any concern or complaint will not be disclosed in detail unless disclosure is necessary for the purposes of investigating or taking disciplinary action.
Should an individual aiming to help a victim of harassment encounter problems following the anti-harassment policy and protocol, that individual should engage the community about these issues. Then, the community should revise the policy or protocol appropriately to ensure a safe and welcoming community in which harassment is not tolerated.
Acknowledgments
The protocol is based on the Code4Lib Code of Conduct.
License
This document is licensed under Creative Commons BY-SA.
Appendix D: What to include in the knowledgebase for each conference
Each conference will have different methods for managing documents and data related to a conference. They may use a combination of Google Drive, ConfTool, and other collaboration tools. The OR SC does not dictate what tools are used in the process of managing a conference; however, the OR SC does request that certain data and documents are preserved in the Duraspace hosted wiki so that future organizers can refer to these.
The data to be captured includes:
Number of submissions total and broken down by track
Number of acceptances total and broken down by track
Number of registrations
Timeline of registrations (if possible); breakdown of early vs late registrations
Number of attendees broken down by country
Number of attendees from US broken down by state
Number of attendees for the workshops
Number of reviewers we ask to review / number who actually review
Number of scholarships and fellowships given by country; names of recipients
Number of submissions to idea challenge
Twitter feed
The documents to be captured are:
Copy of the successful bid;
Copies of both the proposed budget (from the bid) and the actual post-conference record of expenditure;
Overall schedule including when the CfP was released, extension dates, closing date, review period, registration opening, registration deadlines, program announced, conference dates;
Call for proposals;
Communications related to the registration opening, program announcements, etc.;
List of proposed keynote speakers and invited keynote speakers;
Conftool (or other system) email templates;
Venue information including number and size of rooms and any issues with rooms;
Number of code of conduct violations and type of issue (no personal information);
Copy of the full program and schedule;
Sponsorship prospectus;
Overview of potential sponsors contacted including successful and negative responses. Ideally the levels of sponsorship selected and amounts received will be shown;
Report of results from the conference assessment survey; and
Lessons learned for both the host and program committees.
In addition, the website should be submitted to the Wayback Machine.
Appendices and Links to Related Content
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