- Purpose:
The Society for the Promotion of Speculative Fiction (spSF), as a 501c3 non-profit organization dedicated to hosting and producing BayCon, a volunteer-run convention, is committed to upholding high standards of integrity, transparency, and ethical conduct. This Whistleblower Policy is established to provide a confidential and accessible mechanism for volunteers, attendees, or stakeholders to report concerns or suspicions of wrongdoing within BayCon. - Reporting Procedure:
- Any volunteer, attendee, or stakeholder who becomes aware of any improper conduct, including but not limited to violations of laws, regulations, or organizational policies, financial mismanagement, unethical behavior, or conflicts of interest, is encouraged to report such concerns.
- Reports should be submitted in writing to the designated spSF Board Ombudsperson. The Ombudsperson shall be appointed by the spSF Board of Directors and shall oversee the receipt, review, and investigation of whistleblower reports.
- Whistleblower reports may be submitted via email, mail, or in person. Contact information for the Ombudsperson will be provided on the BayCon website and in other relevant documentation.
- Confidentiality:
- BayCon is committed to protecting the confidentiality of whistleblowers to the fullest extent permitted by law. Information provided in whistleblower reports will be treated with the utmost sensitivity and discretion.
- Whistleblowers who wish to remain anonymous may do so, although providing contact information may facilitate the investigation process.
- Non-Retaliation:
- BayCon prohibits retaliation against individuals who report concerns or complaints in good faith. No adverse action will be taken against whistleblowers for making a report or participating in an investigation.
- Any acts of retaliation against whistleblowers will be subject to disciplinary action, up to and including removal of volunteer status, expulsion from the convention, or other appropriate measures.
- Investigation and Resolution:
- Upon receipt of a whistleblower report, the spSF Board of Directors will designate a team to conduct a prompt and thorough investigation.
- Whistleblowers may be contacted for additional information or clarification during the investigation process.
- Following the investigation, appropriate action will be taken to address substantiated concerns or complaints. This may include disciplinary action against individuals found to have engaged in misconduct, implementation of corrective measures, or other remedial actions as necessary.
- Records Retention:
- All whistleblower reports and related documentation will be retained by BayCon for a minimum period as required by applicable laws and regulations.
- Compliance:
- BayCon is committed to complying with all applicable laws and regulations related to whistleblowing and protecting whistleblowers from retaliation.
- Communication and Training:
- This Whistleblower Policy will be communicated to all volunteers, attendees, and stakeholders of BayCon.
- Training on the Whistleblower Policy and procedures will be provided to relevant personnel to ensure understanding and compliance.
- Review and Updates:
- This Whistleblower Policy will be reviewed periodically by the BayCon Board of Directors to ensure its effectiveness and compliance with applicable laws and regulations.
- Updates or revisions to the policy may be made as necessary to reflect changes in laws, regulations, or organizational practices.
- Contact Information:
- For whistleblower reports or inquiries, please contact the designated Ombudsperson at ombud@societysf.org.
This Whistleblower Policy is intended to foster a culture of accountability and integrity within BayCon and provide safeguards for reporting and addressing concerns of misconduct.
BayCon Whistleblower Policy last modified May 2024.