1=============== 2Response Guide 3=============== 4 5This is a :doc:`Code of Conduct<CodeOfConduct>` (CoC) incident response guide 6used by the Code of Conduct Committee and LLVM event organizers. 7 8Code of Conduct Committee 9========================= 10 11All responses to Code of Conduct reports will be managed by a Code of Conduct 12Committee. 13 14Additional Code of Conduct Response Teams 15========================================= 16 17In-person events will have an additional response team to immediately respond 18to an incident. For example: 19 20* Each LLVM Developers' Meeting has a Code of Conduct response team. 21* For LLVM meetups, the local organizers will be the first point of contact. 22* Any other event funded by the LLVM Foundation or listed on the LLVM website, 23 will have a code of conduct response team or point of contact for CoC 24 reports. 25 26These teams should determine if an :ref:`immediate response<Immediate Response 27Checklist>` is needed before sending the report to the Code of Conduct 28committee. 29 30.. _Receiving a report: 31 32Receiving a Report 33================== 34 35Reports are typically received by email (conduct@llvm.org) or in person from 36the reporter or event CoC response team. 37 38When receiving a report by email, the CoC Committee should acknowledge receipt 39within 24 hours. The acknowledgement should be understanding and compassionate 40but no commitment should be made on whether this is a violation or which action 41will be taken. Specific guidance is in the checklist below. 42 43For in-person events that have a violation reported, the report should be sent 44to the Code of Conduct committee within 24 hours by the on-site CoC response 45team. 46 47 48.. _Immediate Response Checklist: 49 50Immediate Response Checklist 51============================ 52 53The CoC committee generally works, decides, and communicates together. If the 54report indicates that an immediate response is required and other committee 55members are not available, any committee member may take the immediate action 56they think is necessary. In-person Code of Conduct response teams should use 57this checklist to determine if an immediate response is needed. 58 59* If the incident involves physical danger, contact the appropriate law 60 enforcement or event security immediately. Ensure the reporter feels safe and 61 stay with them if possible until help arrives. 62* If the act is ongoing and involves harassment or threats against someone in 63 any space (online or physical), any appropriate response (e.g., ban, physical 64 removal, or moderation) may be used to immediately stop it. 65* For events that include talks, organizers should end talks early if the 66 violations include harassment or violent threats. There may be talks where 67 other types of code of conduct violations occur and organizers should do 68 their best to determine if a talk should be ended early or not. 69 70When undertaking an immediate response, document the action and notify the 71committee within 24 hours. 72 73 74Response Procedure 75================== 76 77The following is a summary of the steps the committee takes when responding to 78a reported incident. 79 801. Determine if there is a need for an :ref:`immediate response<Immediate 81 Response Checklist>`. 82 832. :ref:`Acknowledge the report<Receiving a report>` within 24 hours. 84 853. :ref:`Discuss the incident report<Incident Response Assessment>`, gather 86 more information, and determine a :ref:`resolution<Resolutions>`. 87 884. During this process, the :ref:`reporter will be informed of the 89 resolution<Following Up With the Reportee>` and feedback is requested. This 90 feedback may or may not be used to re-evaluate the resolution. 91 925. Inform the reportee of the resolution. The reportee is provided options to 93 :ref:`appeal<Appeal Process>`. 94 956. The :ref:`resolution<Resolutions>` is implemented. 96 977. All reports, data, notes, and resolutions are logged in a private location 98 (e.g., Google Drive or other database). 99 100The committee will never make public statements about a resolution and will 101only publish :ref:`transparency reports<Transparency Reports>`. If a public 102statement is necessary and requested by the committee, it will be given by the 103LLVM Foundation Board of Directors. 104 105Report Acknowledgement 106====================== 107 108When a report is received, the committee will reply to the reporter to confirm 109receipt within 24 hours of the incident being reported. 110 111This acknowledgement will contain: 112 113* Acknowledgement of the incident report 114* Next steps of the committee for responding to the incident 115* Reminder of confidentiality policy regarding the report and parties involved 116 117All incident reports should be assessed if they require immediate response and 118acted on accordingly. 119 120.. _Incident Response Assessment: 121 122Incident Response Assessment 123============================ 124 125The committee will assess the incident and determine an appropriate response. 126The assessment will be documented and retained in records. Here are some 127guidelines for the process: 128 129* Review report documentation to determine the content and context of the 130 incident. 131 132 * Request additional information if needed from the reporter. 133 134* Determine if it occurred within the scope of the CoC. 135* Determine if it violated the CoC and specifically which part. 136* Consult documentation of past incidents for patterns of behavior (if 137 available and applicable). 138* Follow up with the reportee to get their view or any other additional 139 information. 140* Determine appropriate resolutions to the incident when all information has 141 been gathered. 142* Notify the reporter of the resolution and request feedback. This may or may 143 not be used to reevaluate the resolution. 144 145The committee will aim to have a resolution agreed upon within two weeks of 146receipt of the incident report. In the event that a resolution cannot be 147determined within that time, the CoC committee will respond to the reporter(s) 148with an updated and projected timeline for resolution. 149 150.. _Following Up With the Reportee: 151 152Following Up With the Reportee 153============================== 154 155When following up with the reportee, the committee will: 156 157* Explain that an incident was reported that involves the reportee. 158* In this explanation, the focus will be on the impact of their behavior, not 159 their intent. 160* Reiterate the Code of Conduct and that their behavior may be deemed 161 inappropriate. 162* Give them the opportunity to state their view of the incident. 163* Explain the possible resolutions that may be enforced should the CoC 164 committee determine there is a breach. 165 166The reportee will be given a week to respond with the option to request 167additional time if needed and subject to approval of the CoC Committee. 168 169.. _Resolutions: 170 171Resolutions 172=========== 173 174The committee should agree unanimously on a resolution. In the event that the 175committee cannot reach a unanimous resolution, the LLVM Foundation Board of 176Directors will help resolve the situation and determine if the resolution can 177proceed without a unanimous vote. 178 179When deciding on a resolution, the goal is to address the report in an 180appropriate way, while also looking to prevent or reduce the risk of continuing 181harm in the future. Any action deemed necessary by the committee will be 182taken, but below is a list of possible resolutions: 183 184* Taking no further action as the incident was determined not to be a 185 violation. 186* A private verbal warning and/or reprimand from the committee to the 187 individual(s) involved and request to stop this behavior. This conversation 188 may happen in person, email, by phone, video chat, or IRC. 189* Request that the reportee avoid any interaction with, and physical proximity 190 to, another person for the remainder of the event. 191* Refusal of alcoholic beverage purchases by the reportee at LLVM events. 192* Ending a talk/tutorial/etc at an LLVM event early. See immediate response 193 checklist for further clarification. 194* Not publishing the video or slides of a talk. 195* Not allowing a speaker to give (further) talks at LLVM events for a specified 196 amount of time or ever. 197* Requiring that the reportee immediately leave an event and not return. 198* Immediately ending any volunteer responsibilities and privileges the reportee 199 holds. 200* An imposed suspension (e.g., asking someone to "take a week off" from mailing 201 lists, bug tracker, IRC, Discord, repositories, or other communication 202 forms). 203* A permanent or temporary ban from some or all LLVM Project spaces (online or 204 in person). 205 206Once a resolution is agreed upon, but before it is enacted, the committee will 207contact the reporter and any other affected parties to explain the proposed 208resolution. They will ask if this resolution is acceptable and must note 209feedback for the record. However, the committee is not required to act on this 210feedback. 211 212.. _Appeal Process: 213 214Appeal Process 215=============== 216 217Any individual(s) determined to have violated the CoC have the right to appeal 218a decision. An appeal can be made directly to the committee by sending an email 219to conduct@llvm.org with subject line Code of Conduct Incident Appeal. 220 221The email should include documentation related to the incident to support the 222appeal. The said documentation may include, but does not have to be limited to: 223 224* Information from the reportee justifying reasoning for the appeal. 225* Statements from other individuals involved in the incident to support the 226 appeal. 227 228Appeals can be requested up to 30 days after a resolution has been communicated 229to 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. 230 231 232Conflicts of Interest 233===================== 234 235Committee members should declare any conflicts of interest as soon as possible 236and before any official committee meetings. This can mean being friends with 237one of the involved parties, or anything else that may make it harder to remain 238neutral. 239 240A conflict of interest does not inherently mean the committee member can no 241longer participate in the process, as that would make it very hard for the team 242to act on reports involving well-known people in the community. However, if a 243report concerns a team member or someone they work directly with, they probably 244should not take part in the process. The team will decide together on where to 245draw this line in individual cases. Where possible, any conversations with 246offenders should not be done by people who know them, as it can be very 247unpleasant for everyone involved. 248 249If a report is received concerning a committee member, that member must not be 250involved in the response process. The rest of the committee will meet and 251decide on the report without the reported committee member being present, and 252will not share more information than they would have with a non-member. If a 253member of the committee is found to have violated the CoC, they may no longer 254be able to keep serving on the committee. 255 256Confidentiality 257=============== 258 259All reports will be kept confidential with details shared only with the Code of 260Conduct committee members. However, the Code of Conduct Committee will always 261comply with law enforcement when directed. In the case that a CoC committee 262member is involved in a report, the member will be asked to recuse themselves 263from ongoing conversations, and they will not have access to reports after the 264enforcement decision has been made. 265 266In the event of a temporary suspension or ban, the appropriate people must be 267notified of the ban in order to restrict access to infrastructure or events. 268These individuals will only be notified of the person's name and the 269restrictions imposed. They will be under a confidentiality clause and not 270allowed to respond to questions regarding the ban and should direct all 271questions to the CoC committee. 272 273.. _Transparency Reports: 274 275Transparency Reports 276==================== 277 278Lack of transparency in the outcomes of our Code of Conduct incidents leaves 279our community without an understanding of how or if the organizers worked to 280resolve incidents. The CoC committee should aim to publish transparency 281reports, if reports are received, after major events (such as the LLVM 282Developers' meetings) and on the following dates: Jan 15, April 15, July 15, 283Oct 15. 284 285A transparency report consists of 2 parts: 286 287* An overview of the reports received, and resolutions. 288* A more detailed summary of each reported incident and the resolution while 289 maintaining confidentiality. 290 291These reports will be published on the LLVM website. 292 293 294This guide was created and inspired by the following: the `Django Project`_, 295`Carpentries Response Guide`_, and the `Write The Docs Response Guide`_. 296 297.. _Django Project: https://www.djangoproject.com/conduct/ 298.. _Carpentries Response Guide: https://docs.carpentries.org/topic_folders/policies/enforcement-guidelines.html 299.. _Write The Docs Response Guide: https://www.writethedocs.org/code-of-conduct/#guidelines-for-reporting-incidents 300 301