Reporting Code of Conduct (CoC) Violations for the 2024 Maize Genetics Meeting (MGM)
The MGM has a zero tolerance policy for any form of discrimination, including any form of harassment. The Maize Genetics Cooperation (MGC) is committed to supporting a productive and safe working environment for everyone at the MGM. Please report any concerning behavior that you observe using one of the avenues below.
DISCUSSION OF CoC-RELATED CONCERNS DURING THE MEETING
Discussion of concerns or potential CoC violations can be made confidentially and informally through the Conference Ombuds, Bathabile Mthombeni, who will serve as an on-site impartial 3rd party to discuss concerns. All information received during these discussions, including the identity of the person raising the concerns, will not be disclosed beyond the Conference Ombuds.
The Conference Ombuds can help individuals decide whether and how to move forward with a formal report to the Board of Directors (BoD) and whether to disclose their identity.
To access these services, interested persons can fill out the Request for Ombuds Service Form at https://forms.gle/ypz4XWi9f4LfKkxV8. This will help arrange contact either in-person at the conference or by phone, depending on personal preferences.
You can find more about the ombuds of the 2024 Maize Genetics Meeting and their role on this video:
REPORTING CoC-VIOLATIONS DURING & AFTER THE MEETING
Reports of violation of the CoC can be made to any member of the BoD, Steering Committee, or the Conference Manager Tricia Simmons via email, [email protected] or cell phone, 720-250-7033. Reports can also be filed via this google form.
Members of the BoD, Steering Committee, and the Conference Manager are obligated to inform the BoD of reports or situations they become aware of that may be violations of the CoC via the google form. All reports and associated information, including the identity of the reporter, received by these individuals will be forwarded to the CoC subcommittee of the BoD for adjudication. Individuals receiving a report will not conduct any additional investigation or seek out further information. Access to the google reporting form and reports will be restricted to the CoC subcommittee of the BoD (see below), and password access will be updated annually.
Please note if you feel physically threatened or unsafe, you should contact law enforcement, hotel security, or the Conference Manager immediately.
WHAT HAPPENS AFTER A REPORT IS MADE
Once received by the BoD, reports will be handled by a CoC subcommittee. The CoC subcommittee will be a standing committee, reconstituted annually, of three BoD members and an alternate in case a subcommittee member needs to recuse themselves. Reports will be held in the strictest confidence by the subcommittee, and only information necessary for deciding on disciplinary action will be shared with the rest of the BoD. In situations of a complex nature, the BoD will bring in additional independent consulting or legal counsel.
This process will be followed for all reports received:
- Contact the Reporter (if identity is disclosed) to understand the situation if necessary. If the Reporter is an observer and not directly involved in the situation, the Harmed Party will be contacted for additional information and in this case the Reporter has no further right to information as an outcome of this investigation. The Harmed Party will then determine whether a report will be pursued. Violations of the CoC that are reasonably determined to be a criminal offense will be reported to law enforcement in all cases. If a report will be pursued, the CoC subcommittee will also ask the Harmed Party for their suggestions as to an adequate course of action.
- Contact the Alleged Offender to discuss the details of the situation if necessary without disclosing the identity of the Reporter or Harmed Party.
- Subcommittee investigates the alleged events if they feel additional information or perspectives are necessary. Every effort will be made to maintain confidentiality during this process.
- Subcommittee meets to review the report and formulate a disciplinary recommendation for the Alleged Offender to the BoD that can include:
- A warning and request to stop
- Removal from the MGM without warning or refund
- Prohibition of attendance at future MGM
- Revocation of membership to the MGC
- Contact law enforcement if a crime has been committed
- Contact the Alleged Offender’s employer to file a complaint
- The BoD will convene and vote whether or not to accept the recommendation of the subcommittee as proposed. The BoD will not discuss the details of the case nor vote on alternative recommendations. The recommendation will move forward if approved by a two-thirds majority of the BoD. If a majority vote is not reached, confidential professional consultation will be undertaken to determine the best course of action and bring a new proposal to the BoD.
- If possible, the subcommittee will then update the Harmed Party that a decision has been reached by the BoD. The Harmed Party will be advised as to the final course of action taken by the BoD.
**Depending on the policies governing the home institution of the individual MGC members, they may be required to report any incident to their home institution.
Approved by the MGC BoD on 2/1/2024.
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