Typically, the conflict resolution process will be followed first. However, in extreme cases of violation of guild values and/or policy, the grievance process may be initiated immediately. The grievance process is also the process used if a leader or a council member has done any of the following:
violated guild values and/or policies in a one-time extreme fashion
repeatedly violated guild values and/or policies in minor ways and has not improved after being given chances to do so
been derelict in their duty
repeatedly been unfair and has not improved after being given chances to do so
repeatedly treated members poorly in minor ways and has not improved after being given chances to do so
treated one or more members poorly in a one-time extreme fashion
caused damage to the guild and/or its reputation
otherwise significantly violated the precepts of their office
Grievance Process for Members
The grievance process for members can be initiated by one or more members bringing a grievance to the guild leader and council, or it can be initiated directly by the guild leader and council.
Once the grievance process has been initiated, the guild leader and council will hear the grievance(s) of the initiating member(s). As much documentation and evidence as possible should be supplied.* The member against whom the grievance has been initiated will be informed of the grievance but not of who initiated it. That member then has the opportunity to present their defense to the guild leader and council. Again, as much documentation and evidence as possible should be supplied.*
After both parties have provided their evidence, the matter may be presented to the guild for the purpose of gathering additional information. Whether or not this step of the process occurs will be determined based on the circumstances. If the matter is presented to the guild, members with input into the situation will be asked to share any relevant information they possess with the guild leader and council.*
Upon receiving the necessary input, the guild leader and council will convene to decide the appropriate course of action. Actions taken may include:
putting the member(s) in question on probationary status
removing the member from the guild
If guild members feel a member has been removed from the guild unfairly, a guild vote on the matter can be initiated. The vote must have a 60% quorum and 75% majority to pass.
Grievance Process for the Guild Leader and Council Members
grievance process for the guild leader and members of the council can be initiated by one or more members, or it can be
initiated directly by the guild leader and a majority of the council.
If the grievance process is initiated by one or more members, the initiating party should post their grievance in the member-restricted section of the forums. As much information, documentation, and evidence as possible should be given.* If appropriate to the situation, other guild members will have the opportunity to provide additional information, documentation, and evidence.* The party against whom the grievance is filed will also have the opportunity to present their defense.* During the presentation of evidence, professionalism, civility, and mutual respect MUST be maintained.
After the relevant information has been presented, a guild vote will be initiated to determine whether or not to proceed with the grievance process. At least 5% of the guild must agree to proceed. The required quorum and majority can vary as long as the total amount voting to proceed equals 5% of the guild.
Once proceeding with the grievance process has been approved, a second guild vote will be initiated. This vote will determine whether or not the grievance will pass. In order for the grievance to pass, it must have a quorum of 60% and a majority of 75%.
If the grievance passes, the guild leader and the council--excluding the target(s) of the grievance--will decide by majority vote what sanction(s) will be imposed upon the offending party. The decision will then be presented to the guild--with the reasoning for the choice--for ratification by guild vote. In order for the sanction(s) to be approved, the vote must pass with a 30% quorum and 60% majority.
Possible sanctions include:
suspension from office for a certain period of time
temporary or permanent limitation of power within office
mandatory leave of absence
removal as leader/council member
removal from the guild
*All information, documentation, and evidence given must be in accord with guild values and policies.