Code of Conduct

Study Association Apollo Wageningen   

Hollandseweg 1 room 128   www.apollowageningen.com

6706 KN Wageningen                board.apollo@wur.nl

22nd of february 2024, Wageningen

Board 2023-2024

Introduction

Apollo Wageningen is an association that stands for creating a safe and comfortable environment for its members. Therefore, inappropriate behaviour is not accepted within the association. This Code of Conduct shows the members how they should behave, what to do when they experience inappropriate behaviour and the consequences of inappropriate behaviour.

We expect all of our members to not engage in or encourage inappropriate behaviour during the activities of, or situations associated with Apollo Wageningen. Examples of inappropriate behaviour are, but not limited to:

• Bullying;
• Physical and verbal abuse;
• Forced alcohol and/or drug consumption;
• (Sexual) intimidation;
• (Sexual) discrimination;
• (Sexual) humiliation;
• Abuse of power;
• Sexism;
• Racism;
• Causing property damage;
• Theft of the association;
• Other offences that are in conflict with Dutch law.

Reporting inappropriate behaviour

When a member experiences inappropriate behaviour, they can inform one of the confidential contact person (CCP) within the association, a committee member or one of the board members. When the CCP or a committee member receives a report of inappropriate behaviour, they should go, with consent of the victim, to one of the board members as soon as possible. Members also have a responsibility to report inappropriate behaviour when they notice this.

When a board member receives a report of inappropriate behaviour, it will be discussed with the entire board. If this report is more severe, the board will inform the confidential person of the university. Then two board members will make an appointment with the victim to listen to their story and to talk about the procedure of the report of inappropriate behaviour. For every conversation that is being held, the victim is allowed to choose one board member that they are comfortable with. The other board member that will attend the conversation, will be chosen by the board. When it is clear who is being accused, the board will make an appointment with two board members and the accused. When the accused is not a member of Apollo Wageningen, a board member of the concerned association will attend the meeting too. During this conversation, the board will mention the report of inappropriate behaviour regarding them. After that, the accused has the opportunity to tell their side of the story. The board will also talk to possible witnesses. These witnesses can stay anonymous, if this is wanted.

Everything will be done in consultation with the victim to ensure that they are comfortable with the course of the process. The anonymity of the victim will be ensured if this is wanted. Afterwards, the board will take appropriate actions into consideration. Examples of these actions are mentioned below. The majority of the board needs to be in favour of these decisions about the consequences of the inappropriate behaviour. When the votes of the board members are tied, the council of commissioners will take over the decision.

During the course of the process, the board will take the report seriously. The board is only allowed to share information about the report with the involved parties.

When a committee member is accused of inappropriate behaviour, this committee member will be put on inactive by the board until the report of inappropriate behaviour is evaluated and a decision has been made. During the course of the process, the committee member is not allowed to be involved in the committee(s) and to be present at activities. The board has three days to make a decision about the sanction.  

Involvement in appropriate behaviour of the board

The board and committee members need to be aware that they are leading by example. Therefore, abuse of power will not be tolerated.

However, should a board member be accused of inappropriate behaviour, then the report will be handed over to the council of commissioners The council of commissioners will schedule a meeting as soon as possible to discuss the report. The council of commissioners will schedule appointments with two members of the council of commissioners and the involved parties (the victim, the accused and witnesses). For every conversation, the victim is allowed to choose one council of commissioners member. The other one will be chosen by the council of commissioners.

        Afterwards, the council of commissioners will decide the consequence of the inappropriate behaviour. The majority of the council of commissioners needs to be in favour of this decision.

Consequences of inappropriate behaviour

The board can impose sanctions to members, when it is ascertained that these members violated the regulations. These sanctions are in line with our statutes, our internal regulation and the Dutch law. Examples of these sanctions are mentioned below:

• A first warning will be given when the matter is a small incident of inappropriate behaviour, for example a small fight. The accused will be asked to make an appointment to talk about the situation. During this conversation, it will be made clear that this is an official warning.
• A second warning will be given when the first warning is ignored by not coming to the appointment. It will also be made clear that this is the last official warning. After ignoring the second warning a suspension will be considered.
• A suspension of the association will be considered after a serious incident of inappropriate behaviour and after ignoring both official warnings. A member can be suspended for a maximum of three months. During a suspension a member is not able to do anything within the association. When the council of commissioners decides to suspend a board member, this should go through the General Members Meeting, where at least ⅔ of the votes need to be in favour of the suspension. When a member gets suspended for the third time, they can no longer be a member of Apollo Wageningen.
• A monetary fine will be requested when property of the association has been damaged. This fine will be in line with the (reparation) costs of the damaged goods. The association is not liable for damage to personal belongings of its members. If this is the case, the victim and accused should take care of this themselves. If the monetary fine is ignored, the fine will be turned into a debt. This debt needs to be paid off within three months, otherwise the member will be suspended. There will also be an interest rate of 0.5% per month.
• The right authorities will be informed, when the accusation is a violation of the Dutch law.