Section 1. General Principles.

Section 1.1.   The North Texas Romance Writers Code of Ethics serves as a code of professional conduct for members. It requires members to exhibit integrity, honesty, and other good professional practices, thereby enhancing the romance writing profession. Organization members must abide by the Code of Ethics and are subject to its provisions.

Section 1.2.   For the purposes of this Code of Conduct, “Organizational Functions” shall include, but not be limited to, Organization meetings, Organization events, Organization conferences, and participation on Organization forums.

Section 1.3.   In order to promote respect and professionalism among members, the Board of Directors has adopted this Code of Conduct and requires its members and attendees to comply with this Code of Conduct at Organization Functions.

Section 1.4.   The Organization is expected to comply with all relevant State and Federal laws.

Section 2. Inclusivity.

Section 2.1.   In order to create a safe and respectful environment, invidious discrimination is prohibited at Organization Functions.

Section 2.2.   The Organization shall adopt a non-discrimination policy with regard to Organization Functions, whereby no member, speaker, or participant shall be discriminated against based on race, color, ethnicity, national origin, age, gender, gender identity, gender expression, sexual orientation, disability, physical appearance, body size, or religion.

Section 3. Inappropriate Behavior.

Section 3.1.   In order to create a safe and respectful environment, harassment is prohibited at Organization Functions.

Section 3.2.   Types of conduct that are considered inappropriate includes, but is not limited to:

Section 3.2.1.   Harassment, which is defined for the purposes of this policy to include: (i) offensive comments related to race, color, ethnicity, national origin, age, gender, gender identity, gender expression, sexual orientation, disability, physical appearance, body size, or religion; (ii) inappropriate physical contact; and (iii) unwelcome sexual attention;

Section 3.2.2.   Deliberate intimidation, inappropriate photography or recording;

Section 3.2.3.   Sustained disruption of talks or other events; and

Section 3.2.4.   Public broadcasting of others’ private or sensitive information without explicit consent.

Section 3.3.   Personal disagreements and differences of opinion, even if strongly worded, will not be considered inappropriate conduct under this policy.

Section 4. Conduct at Organizational Functions.

Section 4.1.   Members and attendees shall address each other and treat participants, sponsors, exhibitors, and speakers with respect at all times.

Section 4.2.   Members and attendees must recognize that whenever competitors within an industry gather, appropriate care must be exercised to ensure that violations of anti-trust laws do not occur.

Section 4.3.   Members and attendees will not make inaccurate or misleading representations or disparaging statements about fellow members, competitors, or attendees which are intentionally misleading or inaccurate.

Section 4.4.   Members and attendees should avoid any real or apparent conflicts of interest in performing their duties and obligations, and to promptly disclose any such conflicts to the Board of Directors.

Section 4.5.   Members and attendees shall meet all financial obligations of participation in any organization function. In order to participate in any event at the member price, members must keep their membership active and renewed.

Section 5. Compliance.

Section 5.1.   Any issue arising between attendees, whether member or nonmember, at Organization Functions should be reported to the Board of Directors in writing and shall be handled, in Executive Session, as follows:

Section 5.1.1.   Each party will receive a copy of the written complaint and have an opportunity to provide a written defense in a timely manner. All parties will have an opportunity to review any and all evidence provided in support of the other side’s claims and defenses. Neither the complaint nor any evidence may be provided anonymously.

Section 5.1.2.    After receipt of all evidence, the Board of Directors, by the affirmative vote of two-thirds (2/3) of the entire voting membership of the Board of Directors, may issue a warning or reprimand to the member or prohibit the nonmember(s) participant(s) from attending other Organization Functions.  

Section 5.1.2.1.   The Board of Directors, by the affirmative vote of two-thirds (2/3) of the entire voting membership of the Board of Directors, may vote to recommend the termination or suspension of a member’s membership.

Section 5.1.3.    Nonmembers who are found to be in violation of the Organization Code of Conduct may be barred from attending future Organization events and from future membership in NTRW.

Section 5.2.   Additional consequences specific to harassment during Organization Functions.

Section 5.2.1.    Anyone asked to stop harassment at Organization Functions is expected to comply immediately.

Section 5.2.2.    The Board of Directors, by a majority vote, may take any action they deem appropriate and necessary during an NTRW meeting, Organization conference, or other event to ensure the safety of attendees, including warning the offender or expelling the offender without a refund.