About QWF / What / Policies

Safer Spaces and Events Policy

Table of Contents

  1. Policy Background and Statement
  2. Policy Scope
  3. Reporting
  4. Governing Groups Involved
  5. Timeline

1. Policy Background and Statement

Motivation

The Quebec Writers’ Federation (QWF) recognizes that it is our responsibility, to the extent possible, to ensure that those who participate in the activities we organize feel physically and psychologically safe and free of intimidation or harassment.

By 2019, QWF had already established policies addressing events and activities that take place in professional spaces (Guidelines for QWF Workshop Participants and Workshop Leaders, QWF Conflict Resolution Process, and QWF Policy on the Prevention of Psychological or Sexual Harassment at Work).

In that year, in response to an increased awareness of the need for a procedure for reporting unsettling or harmful behaviour that might take place at the informal gatherings of our community, QWF’s Shared Spaces Committee (previously the Safer Spaces Committee) was formed. This policy grew out of that committee’s work, with the input of QWF’s Ombuds, Caroline Lemay.

Objectives

QWF is dedicated to providing a safer and more inclusive environment for everyone who comes to our performances, social and networking events, board meetings or Annual General Meetings. For this to  happen, we need a process in place whereby any attendee who is feeling uncomfortable or unsafe knows what options they have in terms of reporting the incident that made them feel that way. In addition, everyone in attendance must be aware that any behaviour involving predation, harassment, or hateful language may result in expulsion from the event or activity in question, expulsion from future QWF events and activities, as well as other appropriate responses.

QWF is committed to taking reasonable steps to:

  • Host events where participants feel safe and welcome
  • Publicize the policy at QWF-organized events and online spaces
  • Prevent unsafe spaces by:
    • Putting in place a procedure for handling disclosures
    • Dealing promptly with any disclosures and reports
    • Promoting respect among individuals

Statement to Be Read at Events

The following statement is to be read by the host at events organized by QWF (social gatherings, networking events, and the awards gala).

See exceptions in Section 2: Policy Scope. 

“This statement originates from the QWF Policy on Safer Spaces and Events, and we expect all those attending to honour it. The QWF is proudly dedicated to working toward a safe, respectful, and inclusive environment for everyone. We will not tolerate any behaviour that is predatory, harassing, or hateful. No participant at a QWF gathering should ever be made to feel physically or psychologically unsafe, intimidated, or harassed. So please look out for each other, and if you need support tonight, feel free to talk to one of the Active Listeners, who are wearing identifying badges; they are here for you. [Identify representatives by name, location, and identifying badge or other marker.] You can read the full Safer Spaces policy, which includes the reporting process, on the QWF website.”

2. Policy Scope

When does this policy apply?

  • Interactions between and behaviour of any participants (QWF members or guests of members) during QWF-organized events and activities, in person and online, except for those interactions specified in established policies listed below;
  • Interactions between and behaviour of participants online in the “QWF Community” Facebook group (in original posts and in comments); and
  • Interactions at QWF board meetings and annual general meetings.

When does this policy not apply?

3. Reporting

Incident

An incident of misconduct at a QWF-organized event has occurred.

Ways to Disclose

Members or guests of members at events may disclose the incident to QWF in one of the following ways:

Informal Reporting

  • The person initiating a disclosure (“The Complainant”) approaches a QWF Active Listener at the event. The Active Listener listens, gathers all the information that is relevant to understand what happened.
  • The Active Listener summarizes the disclosure back to the Complainant to ensure its accuracy.
  • The Active Listener asks the Complainant if they would like the disclosure to be advanced to the Executive Director and President. If the Complainant does not wish the disclosure to go further, the Active Listener explains that the process has ended and that the Active Listener and QWF are not responsible for further action.
  • If the Complainant does wish to continue the process, the Active Listener takes the Complainant’s contact information and advances the disclosure in writing to the Executive Director or the President, who shares with their counterpart and with the external Ombuds if deemed necessary.
  • The Executive Director and President, and the Ombuds if they have been called in, discuss the situation and look for ways similar occurrences can be prevented in the future.
  • Feedback may be given to the Complainant if relevant and feasible.
  • The Active Listener offers the Complainant the option of speaking directly to QWF’s affiliated Ombuds, Caroline Lemay, to initiate a formal report. If they choose this option, they should be informed that if consequences are eventually imposed, other people (see “QWF Groups to Notify” section below) may be notified in order to enforce those consequences.

Formal Reporting

  • The above steps will be followed. In addition, the person named by the Complainant (“The Respondent”) will be made aware of the disclosure of the incident involving them. They will be given the opportunity to give their version of the situation in a dialogue with the Ombuds.
  • Mediation between the Complainant and the Respondent with the Ombuds will be offered if the Complainant requests it and the conditions to hold a constructive dialogue are met. This process has to be voluntary from both parties and a refusal to participate will not have any consequences.
  • Depending on the nature of the incident, a resolution process will be put in place to ensure the Complainant’s and the community’s safety in a way that will be fair for all parties, including the Respondent.
  • The decisions made will be shared with both the Complainant and the Respondent within a reasonable timeframe.
  • The process may be stopped by the Complainant at any time.

Actions to Be Taken

Once the resolution process is considered to be over, if there are reasons to believe the community is not safer, QWF will take measures to ensure this safety. The measures taken could include but are not limited to:

  • Informal warning to the Respondent
  • Written formal warning that includes clear expectations to be met in future events;
  • Removal from QWF events and/or Facebook group
  • Removal of membership status from QWF

If one of these measures is taken, it is possible that other parties (e.g., staff members or Facebook group moderators) will need to be notified. (See QWF Groups to Notify below.)

Neither the Complainant nor the Respondent will face retaliation for the fact they made or were the subject of a complaint. Any sanctions or measures to make the behaviour stop or to protect the community should not be considered as retaliation.

4. Governing Groups Involved

Active Listeners Committee

Active Listeners are appointed for one-year terms by the QWF Board.

Members of the committee are to undergo training with our Ombuds and be available to attend some QWF events as an official “Active Listener.”  Their role is to be the first point of contact for anyone who feels the need to make a disclosure under the aegis of QWF’s Safer Spaces Policy. The committee also meets once a year to debrief and discuss any suggestions for changes. Information about events that have taken place during the year may therefore be shared with them without the names of any Complainants or Respondents.

Before being deployed at an event, Active Listeners will receive training in appropriate and sensitive first responses by the Ombuds affiliated with QWF. The Active Listeners are committed to a confidential process, wherein the identity of anyone coming forward to make a disclosure will be shared only upon request, and only with the Executive Director, the President, and potentially the Ombuds. The role of the Active Listener in the reporting process ends after the initial disclosure is made and reported to QWF.

One or more Active Listeners will also be present during QWF-organized events (in-person or online) and will be available for any direct and discreet disclosures at the time. They will be identified at the start of each event.

For board meetings, either the Executive Director or the President of the Board can be approached after the meeting to act as the Active Listener.

QWF Groups to Notify

In the event that a formal report is made and there is a decision to impose consequences, only those with the capacity to implement those consequences will be informed of the actions to take, and they will be responsible for monitoring the situation to ensure that the decision is carried out, and for reporting to management in case of a breach by any party subject to the decision.

Depending on the circumstances of the complaint, one or more of the following may be notified:

  • QWF Ethics Committee
  • QWF Membership Events Committee
  • QWF Community’s Facebook group moderators
  • QWF Staff
  • QWF Board

Executive Director

Lori Schubert, lori@qwf.org

President of the Board of Directors

Crystal Chan, president@qwf.org

Ombuds

Caroline Lemay, qwf.ombuds@omega-ombs.ca

The general role of the Ombuds is detailed in Appendix 1: Terms of Reference, Ombudsperson.

5. Timeline

QWF understands that someone wishing to disclose an incident may first need to seek support before reporting. Therefore, there is no time limit within which incidents must be disclosed.

Please note, however, that consequences involving removal of membership or legal action may not be possible if more than three years have elapsed.

If an incident happened prior to the deployment of the QWF Policy for Safer Spaces and Events, the incident will not be subject to the same reporting process. However, active listening will be offered.

Once an incident has been disclosed to an Active Listener and the Complainant has requested further action, QWF will reply in no more than five working days. While we cannot guarantee a timeline for addressing incidents and reaching a satisfactory conclusion for all parties involved, QWF is dedicated to making this process as efficient as possible so as not to prolong or permit unsafe behaviours in its social spaces.

Appendix: Terms of Reference, Ombudsperson (PDF)