docs/ResponseGuide.rst - llvm-project/llvm - Git at Google

 ..
    This work is licensed under a Creative Commons Attribution 3.0 Unported License.
    SPDX-License-Identifier: CC-BY-3.0

 ===============
 Response Guide
 ===============

 This is a :doc:`Code of Conduct<CodeOfConduct>` (CoC) incident response guide
 used by the Code of Conduct Committee and LLVM event organizers.

 Code of Conduct Committee
 =========================

 All responses to Code of Conduct reports will be managed by a Code of Conduct
 Committee.

 Additional Code of Conduct Response Teams
 =========================================

 In-person events will have an additional response team to immediately respond
 to an incident. For example:

 * Each LLVM Developers' Meeting has a Code of Conduct response team.
 * For LLVM meetups, the local organizers will be the first point of contact.
 * Any other event funded by the LLVM Foundation or listed on the LLVM website,
   will have a code of conduct response team or point of contact for CoC
   reports.

 These teams should determine if an :ref:`immediate response<Immediate Response
 Checklist>` is needed before sending the report to the Code of Conduct
 committee.

 .. _Receiving a report:

 Receiving a Report
 ==================

 Reports are typically received by email (conduct@llvm.org) or in person from
 the reporter or event CoC response team.

 When receiving a report by email, the CoC Committee should acknowledge receipt
 within 24 hours.  The acknowledgement should be understanding and compassionate
 but no commitment should be made on whether this is a violation or which action
 will be taken. Specific guidance is in the checklist below.

 For in-person events that have a violation reported, the report should be sent
 to the Code of Conduct committee within 24 hours by the on-site CoC response
 team.


 .. _Immediate Response Checklist:

 Immediate Response Checklist
 ============================

 The CoC committee generally works, decides, and communicates together. If the
 report indicates that an immediate response is required and other committee
 members are not available, any committee member may take the immediate action
 they think is necessary. In-person Code of Conduct response teams should use
 this checklist to determine if an immediate response is needed.

 * If the incident involves physical danger, contact the appropriate law
   enforcement or event security immediately. Ensure the reporter feels safe and
   stay with them if possible until help arrives.
 * If the act is ongoing and involves harassment or threats against someone in
   any space (online or physical), any appropriate response (e.g., ban, physical
   removal, or moderation) may be used to immediately stop it.
 * For events that include talks, organizers should end talks early if the
   violations include harassment or violent threats. There may be talks where
   other types of code of conduct violations occur and organizers should do
   their best to determine if a talk should be ended early or not.

 When undertaking an immediate response, document the action and notify the
 committee within 24 hours.


 Response Procedure
 ==================

 The following is a summary of the steps the committee takes when responding to
 a reported incident.

 1. Determine if there is a need for an :ref:`immediate response<Immediate
    Response Checklist>`.

 2. :ref:`Acknowledge the report<Receiving a report>` within 24 hours.

 3. :ref:`Discuss the incident report<Incident Response Assessment>`, gather
    more information, and determine a :ref:`resolution<Resolutions>`.

 4. During this process, the :ref:`reporter will be informed of the
    resolution<Following Up With the Reportee>` and feedback is requested. This
    feedback may or may not be used to re-evaluate the resolution.

 5. Inform the reportee of the resolution. The reportee is provided options to
    :ref:`appeal<Appeal Process>`.

 6. The :ref:`resolution<Resolutions>` is implemented.

 7. All reports, data, notes, and resolutions are logged in a private location
    (e.g., Google Drive or other database).

 The committee will never make public statements about a resolution and will
 only publish :ref:`transparency reports<Transparency Reports>`. If a public
 statement is necessary and requested by the committee, it will be given by the
 LLVM Foundation Board of Directors.

 Report Acknowledgement
 ======================

 When a report is received, the committee will reply to the reporter to confirm
 receipt within 24 hours of the incident being reported.

 This acknowledgement will contain:

 * Acknowledgement of the incident report
 * Next steps of the committee for responding to the incident
 * Reminder of confidentiality policy regarding the report and parties involved

 All incident reports should be assessed if they require immediate response and
 acted on accordingly.

 .. _Incident Response Assessment:

 Incident Response Assessment
 ============================

 The committee will assess the incident and determine an appropriate response.
 The assessment will be documented and retained in records. Here are some
 guidelines for the process:

 * Review report documentation to determine the content and context of the
   incident.

   * Request additional information if needed from the reporter.

 * Determine if it occurred within the scope of the CoC.
 * Determine if it violated the CoC and specifically which part.
 * Consult documentation of past incidents for patterns of behavior (if
   available and applicable).
 * Follow up with the reportee to get their view or any other additional
   information.
 * Determine appropriate resolutions to the incident when all information has
   been gathered.
 * Notify the reporter of the resolution and request feedback. This may or may
   not be used to reevaluate the resolution.

 The committee will aim to have a resolution agreed upon within two weeks of
 receipt of the incident report. In the event that a resolution cannot be
 determined within that time, the CoC committee will respond to the reporter(s)
 with an updated and projected timeline for resolution.

 .. _Following Up With the Reportee:

 Following Up With the Reportee
 ==============================

 When following up with the reportee, the committee will:

 * Explain that an incident was reported that involves the reportee.
 * In this explanation, the focus will be on the impact of their behavior, not
   their intent.
 * Reiterate the Code of Conduct and that their behavior may be deemed
   inappropriate.
 * Give them the opportunity to state their view of the incident.
 * Explain the possible resolutions that may be enforced should the CoC
   committee determine there is a breach.

 The reportee will be given a week to respond with the option to request
 additional time if needed and subject to approval of the CoC Committee.

 .. _Resolutions:

 Resolutions
 ===========

 The committee should agree unanimously on a resolution. In the event that the
 committee cannot reach a unanimous resolution, the LLVM Foundation Board of
 Directors will help resolve the situation and determine if the resolution can
 proceed without a unanimous vote.

 When deciding on a resolution, the goal is to address the report in an
 appropriate way, while also looking to prevent or reduce the risk of continuing
 harm in the future. Any action deemed necessary by the committee will be
 taken, but below is a list of possible resolutions:

 * Taking no further action as the incident was determined not to be a
   violation.
 * A private verbal warning and/or reprimand from the committee to the
   individual(s) involved and request to stop this behavior. This conversation
   may happen in person, email, by phone, video chat, or IRC.
 * Request that the reportee avoid any interaction with, and physical proximity
   to, another person for the remainder of the event.
 * Refusal of alcoholic beverage purchases by the reportee at LLVM events.
 * Ending a talk/tutorial/etc at an LLVM event early. See immediate response
   checklist for further clarification.
 * Not publishing the video or slides of a talk.
 * Not allowing a speaker to give (further) talks at LLVM events for a specified
   amount of time or ever.
 * Requiring that the reportee immediately leave an event and not return.
 * Immediately ending any volunteer responsibilities and privileges the reportee
   holds.
 * An imposed suspension (e.g., asking someone to "take a week off" from mailing
   lists, bug tracker, IRC, Discord, repositories, or other communication
   forms).
 * A permanent or temporary ban from some or all LLVM Project spaces (online or
   in person).

 Once a resolution is agreed upon, but before it is enacted, the committee will
 contact the reporter and any other affected parties to explain the proposed
 resolution. They will ask if this resolution is acceptable and must note
 feedback for the record. However, the committee is not required to act on this
 feedback.

 .. _Appeal Process:

 Appeal Process
 ===============

 Any individual(s) determined to have violated the CoC have the right to appeal
 a decision. An appeal can be made directly to the committee by sending an email
 to conduct@llvm.org with subject line Code of Conduct Incident Appeal.

 The email should include documentation related to the incident to support the
 appeal. The said documentation may include, but does not have to be limited to:

 * Information from the reportee justifying reasoning for the appeal.
 * Statements from other individuals involved in the incident to support the
   appeal.

 Appeals can be requested up to 30 days after a resolution has been communicated
 to 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.


 Conflicts of Interest
 =====================

 Committee members should declare any conflicts of interest as soon as possible
 and before any official committee meetings. This can mean being friends with
 one of the involved parties, or anything else that may make it harder to remain
 neutral.

 A conflict of interest does not inherently mean the committee member can no
 longer participate in the process, as that would make it very hard for the team
 to act on reports involving well-known people in the community. However, if a
 report concerns a team member or someone they work directly with, they probably
 should not take part in the process. The team will decide together on where to
 draw this line in individual cases. Where possible, any conversations with
 offenders should not be done by people who know them, as it can be very
 unpleasant for everyone involved.

 If a report is received concerning a committee member, that member must not be
 involved in the response process. The rest of the committee will meet and
 decide on the report without the reported committee member being present, and
 will not share more information than they would have with a non-member. If a
 member of the committee is found to have violated the CoC, they may no longer
 be able to keep serving on the committee.

 Confidentiality
 ===============

 All reports will be kept confidential with details shared only with the Code of
 Conduct committee members. However, the Code of Conduct Committee will always
 comply with law enforcement when directed. In the case that a CoC committee
 member is involved in a report, the member will be asked to recuse themselves
 from ongoing conversations, and they will not have access to reports after the
 enforcement decision has been made.

 In the event of a temporary suspension or ban, the appropriate people must be
 notified of the ban in order to restrict access to infrastructure or events.
 These individuals will only be notified of the person's name and the
 restrictions imposed. They will be under a confidentiality clause and not
 allowed to respond to questions regarding the ban and should direct all
 questions to the CoC committee.

 .. _Transparency Reports:

 Transparency Reports
 ====================

 Lack of transparency in the outcomes of our Code of Conduct incidents leaves
 our community without an understanding of how or if the organizers worked to
 resolve incidents. The CoC committee should aim to publish transparency
 reports, if reports are received, after major events (such as the LLVM
 Developers' meetings) and on the following dates: Jan 15, April 15, July 15,
 Oct 15.

 A transparency report consists of 2 parts:

 * An overview of the reports received, and resolutions.
 * A more detailed summary of each reported incident and the resolution while
   maintaining confidentiality.

 These reports will be published on the LLVM website.

 Thanks!
 =======


 This guide was created and inspired by the following: the `Django Project`_,
 `Carpentries Response Guide`_, and the `Write The Docs Response Guide`_.

 License
 =======

 All content on this page is licensed under a `Creative Commons Attribution 3.0
 Unported License`_.


 .. _Django Project: https://www.djangoproject.com/conduct/
 .. _Carpentries Response Guide: https://docs.carpentries.org/topic_folders/policies/enforcement-guidelines.html
 .. _Write The Docs Response Guide: https://www.writethedocs.org/code-of-conduct/#guidelines-for-reporting-incidents
 .. _Creative Commons Attribution 3.0 Unported License: http://creativecommons.org/licenses/by/3.0/
	..
	This work is licensed under a Creative Commons Attribution 3.0 Unported License.
	SPDX-License-Identifier: CC-BY-3.0

	===============
	Response Guide
	===============

	This is a :doc:`Code of Conduct<CodeOfConduct>` (CoC) incident response guide
	used by the Code of Conduct Committee and LLVM event organizers.

	Code of Conduct Committee
	=========================

	All responses to Code of Conduct reports will be managed by a Code of Conduct
	Committee.

	Additional Code of Conduct Response Teams
	=========================================

	In-person events will have an additional response team to immediately respond
	to an incident. For example:

	* Each LLVM Developers' Meeting has a Code of Conduct response team.
	* For LLVM meetups, the local organizers will be the first point of contact.
	* Any other event funded by the LLVM Foundation or listed on the LLVM website,
	will have a code of conduct response team or point of contact for CoC
	reports.

	These teams should determine if an :ref:`immediate response<Immediate Response
	Checklist>` is needed before sending the report to the Code of Conduct
	committee.

	.. _Receiving a report:

	Receiving a Report
	==================

	Reports are typically received by email (conduct@llvm.org) or in person from
	the reporter or event CoC response team.

	When receiving a report by email, the CoC Committee should acknowledge receipt
	within 24 hours. The acknowledgement should be understanding and compassionate
	but no commitment should be made on whether this is a violation or which action
	will be taken. Specific guidance is in the checklist below.

	For in-person events that have a violation reported, the report should be sent
	to the Code of Conduct committee within 24 hours by the on-site CoC response
	team.


	.. _Immediate Response Checklist:

	Immediate Response Checklist
	============================

	The CoC committee generally works, decides, and communicates together. If the
	report indicates that an immediate response is required and other committee
	members are not available, any committee member may take the immediate action
	they think is necessary. In-person Code of Conduct response teams should use
	this checklist to determine if an immediate response is needed.

	* If the incident involves physical danger, contact the appropriate law
	enforcement or event security immediately. Ensure the reporter feels safe and
	stay with them if possible until help arrives.
	* If the act is ongoing and involves harassment or threats against someone in
	any space (online or physical), any appropriate response (e.g., ban, physical
	removal, or moderation) may be used to immediately stop it.
	* For events that include talks, organizers should end talks early if the
	violations include harassment or violent threats. There may be talks where
	other types of code of conduct violations occur and organizers should do
	their best to determine if a talk should be ended early or not.

	When undertaking an immediate response, document the action and notify the
	committee within 24 hours.


	Response Procedure
	==================

	The following is a summary of the steps the committee takes when responding to
	a reported incident.

	1. Determine if there is a need for an :ref:`immediate response<Immediate
	Response Checklist>`.

	2. :ref:`Acknowledge the report<Receiving a report>` within 24 hours.

	3. :ref:`Discuss the incident report<Incident Response Assessment>`, gather
	more information, and determine a :ref:`resolution<Resolutions>`.

	4. During this process, the :ref:`reporter will be informed of the
	resolution<Following Up With the Reportee>` and feedback is requested. This
	feedback may or may not be used to re-evaluate the resolution.

	5. Inform the reportee of the resolution. The reportee is provided options to
	:ref:`appeal<Appeal Process>`.

	6. The :ref:`resolution<Resolutions>` is implemented.

	7. All reports, data, notes, and resolutions are logged in a private location
	(e.g., Google Drive or other database).

	The committee will never make public statements about a resolution and will
	only publish :ref:`transparency reports<Transparency Reports>`. If a public
	statement is necessary and requested by the committee, it will be given by the
	LLVM Foundation Board of Directors.

	Report Acknowledgement
	======================

	When a report is received, the committee will reply to the reporter to confirm
	receipt within 24 hours of the incident being reported.

	This acknowledgement will contain:

	* Acknowledgement of the incident report
	* Next steps of the committee for responding to the incident
	* Reminder of confidentiality policy regarding the report and parties involved

	All incident reports should be assessed if they require immediate response and
	acted on accordingly.

	.. _Incident Response Assessment:

	Incident Response Assessment
	============================

	The committee will assess the incident and determine an appropriate response.
	The assessment will be documented and retained in records. Here are some
	guidelines for the process:

	* Review report documentation to determine the content and context of the
	incident.

	* Request additional information if needed from the reporter.

	* Determine if it occurred within the scope of the CoC.
	* Determine if it violated the CoC and specifically which part.
	* Consult documentation of past incidents for patterns of behavior (if
	available and applicable).
	* Follow up with the reportee to get their view or any other additional
	information.
	* Determine appropriate resolutions to the incident when all information has
	been gathered.
	* Notify the reporter of the resolution and request feedback. This may or may
	not be used to reevaluate the resolution.

	The committee will aim to have a resolution agreed upon within two weeks of
	receipt of the incident report. In the event that a resolution cannot be
	determined within that time, the CoC committee will respond to the reporter(s)
	with an updated and projected timeline for resolution.

	.. _Following Up With the Reportee:

	Following Up With the Reportee
	==============================

	When following up with the reportee, the committee will:

	* Explain that an incident was reported that involves the reportee.
	* In this explanation, the focus will be on the impact of their behavior, not
	their intent.
	* Reiterate the Code of Conduct and that their behavior may be deemed
	inappropriate.
	* Give them the opportunity to state their view of the incident.
	* Explain the possible resolutions that may be enforced should the CoC
	committee determine there is a breach.

	The reportee will be given a week to respond with the option to request
	additional time if needed and subject to approval of the CoC Committee.

	.. _Resolutions:

	Resolutions
	===========

	The committee should agree unanimously on a resolution. In the event that the
	committee cannot reach a unanimous resolution, the LLVM Foundation Board of
	Directors will help resolve the situation and determine if the resolution can
	proceed without a unanimous vote.

	When deciding on a resolution, the goal is to address the report in an
	appropriate way, while also looking to prevent or reduce the risk of continuing
	harm in the future. Any action deemed necessary by the committee will be
	taken, but below is a list of possible resolutions:

	* Taking no further action as the incident was determined not to be a
	violation.
	* A private verbal warning and/or reprimand from the committee to the
	individual(s) involved and request to stop this behavior. This conversation
	may happen in person, email, by phone, video chat, or IRC.
	* Request that the reportee avoid any interaction with, and physical proximity
	to, another person for the remainder of the event.
	* Refusal of alcoholic beverage purchases by the reportee at LLVM events.
	* Ending a talk/tutorial/etc at an LLVM event early. See immediate response
	checklist for further clarification.
	* Not publishing the video or slides of a talk.
	* Not allowing a speaker to give (further) talks at LLVM events for a specified
	amount of time or ever.
	* Requiring that the reportee immediately leave an event and not return.
	* Immediately ending any volunteer responsibilities and privileges the reportee
	holds.
	* An imposed suspension (e.g., asking someone to "take a week off" from mailing
	lists, bug tracker, IRC, Discord, repositories, or other communication
	forms).
	* A permanent or temporary ban from some or all LLVM Project spaces (online or
	in person).

	Once a resolution is agreed upon, but before it is enacted, the committee will
	contact the reporter and any other affected parties to explain the proposed
	resolution. They will ask if this resolution is acceptable and must note
	feedback for the record. However, the committee is not required to act on this
	feedback.

	.. _Appeal Process:

	Appeal Process
	===============

	Any individual(s) determined to have violated the CoC have the right to appeal
	a decision. An appeal can be made directly to the committee by sending an email
	to conduct@llvm.org with subject line Code of Conduct Incident Appeal.

	The email should include documentation related to the incident to support the
	appeal. The said documentation may include, but does not have to be limited to:

	* Information from the reportee justifying reasoning for the appeal.
	* Statements from other individuals involved in the incident to support the
	appeal.

	Appeals can be requested up to 30 days after a resolution has been communicated
	to 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.


	Conflicts of Interest
	=====================

	Committee members should declare any conflicts of interest as soon as possible
	and before any official committee meetings. This can mean being friends with
	one of the involved parties, or anything else that may make it harder to remain
	neutral.

	A conflict of interest does not inherently mean the committee member can no
	longer participate in the process, as that would make it very hard for the team
	to act on reports involving well-known people in the community. However, if a
	report concerns a team member or someone they work directly with, they probably
	should not take part in the process. The team will decide together on where to
	draw this line in individual cases. Where possible, any conversations with
	offenders should not be done by people who know them, as it can be very
	unpleasant for everyone involved.

	If a report is received concerning a committee member, that member must not be
	involved in the response process. The rest of the committee will meet and
	decide on the report without the reported committee member being present, and
	will not share more information than they would have with a non-member. If a
	member of the committee is found to have violated the CoC, they may no longer
	be able to keep serving on the committee.

	Confidentiality
	===============

	All reports will be kept confidential with details shared only with the Code of
	Conduct committee members. However, the Code of Conduct Committee will always
	comply with law enforcement when directed. In the case that a CoC committee
	member is involved in a report, the member will be asked to recuse themselves
	from ongoing conversations, and they will not have access to reports after the
	enforcement decision has been made.

	In the event of a temporary suspension or ban, the appropriate people must be
	notified of the ban in order to restrict access to infrastructure or events.
	These individuals will only be notified of the person's name and the
	restrictions imposed. They will be under a confidentiality clause and not
	allowed to respond to questions regarding the ban and should direct all
	questions to the CoC committee.

	.. _Transparency Reports:

	Transparency Reports
	====================

	Lack of transparency in the outcomes of our Code of Conduct incidents leaves
	our community without an understanding of how or if the organizers worked to
	resolve incidents. The CoC committee should aim to publish transparency
	reports, if reports are received, after major events (such as the LLVM
	Developers' meetings) and on the following dates: Jan 15, April 15, July 15,
	Oct 15.

	A transparency report consists of 2 parts:

	* An overview of the reports received, and resolutions.
	* A more detailed summary of each reported incident and the resolution while
	maintaining confidentiality.

	These reports will be published on the LLVM website.

	Thanks!
	=======


	This guide was created and inspired by the following: the `Django Project`_,
	`Carpentries Response Guide`_, and the `Write The Docs Response Guide`_.

	License
	=======

	All content on this page is licensed under a `Creative Commons Attribution 3.0
	Unported License`_.


	.. _Django Project: https://www.djangoproject.com/conduct/
	.. _Carpentries Response Guide: https://docs.carpentries.org/topic_folders/policies/enforcement-guidelines.html
	.. _Write The Docs Response Guide: https://www.writethedocs.org/code-of-conduct/#guidelines-for-reporting-incidents
	.. _Creative Commons Attribution 3.0 Unported License: http://creativecommons.org/licenses/by/3.0/