Respectful and Safe Environment Policy

This is a website copy of the Respectful and Safe Environment Policy from the Governance Manual found in PDF form near the top of the Home > About > Policies page.

Subject: Respectful and Safe Environment
Effective: June 2025
Issue to: All Manual Holders Page:
Issue by: Diversity, Equity and Inclusion Committee
Dated: June 2025

1.0 Purpose

This policy sets expectations for MWG board members (directors), staff, members, volunteers and everyone involved in Guild activities, in creating and maintaining a respectful, inclusive, and safe environment within the organization and at all MWG-hosted events.

2.0 Scope

This policy applies to all MWG board members, staff, members, volunteers and everyone involved in Guild activities. This ensures the Guild can take appropriate action to protect its community, programming, and values.

3.0 Guiding Principle

The MWG is committed to fostering a welcoming, inclusive, respectful, and safe space where individuals can express themselves artistically and engage in constructive dialogue. The Guild does not condone hate speech, harassment, abuse, or violence in any form including racism, xenophobia, homophobia, transphobia, ableism, sexism, or other discriminatory behaviours.

4.0 Commitment to a Respectful Environment

The MWG will:

• Implement safeguards to maintain respect and safety across all programming and operations.
• Expect all participants to contribute to a harassment-free space.
• Address concerns with fairness and sensitivity, recognizing that individuals adapt to social
• change at different rates.
• Treat each case as a learning opportunity and strive to improve MWG policies and
• programming.
• Prioritize education over punishment when handling diversity, equity, and inclusion (DEI)
• concerns.
• Implement a conciliatory and restorative approach to resolving conflict.

5.0 Reporting a Concern

Concerns can be raised in-person with a volunteer at an MWG event or submitted confidentially via: monitored by the Chair of the Diversity, Equity, and Inclusion (DEI) Committee (or their designate). The Chair will acknowledge receipt promptly and follow up as appropriate.

6.0 Note on Controversial Topics

MWG values artistic freedom but recognizes that some topics and/or content may be distressing for some viewers.

1. Members must include content warnings with any potentially distressing material that includes violence, trauma, or other sensitive content.
2. Event/program facilitators must direct members to fulfill (a) and must provide advance notice to participants, including in promotional materials, before members present material that includes violence, trauma, or other sensitive content.
3. All members, event/program facilitators and participants have the option to respectfully decline participation in distressing content.
4. If members, event/program facilitators and participants choose to engage with the content after being warned, they must do so respectfully.

7.0 Conclusion

This policy ensures that the MWG responds to concerns fairly and consistently. It prioritizes education, respects due process, and reinforces the MWG’s commitment to an inclusive, safe, and respectful community for all.

Appendix: MWG Respectful and Safe Environment Process for Addressing Concerns

1.0 Reporting a Concern

Initial Step On-Site Volunteers:

At MWG events, Guild volunteers who are overseeing the event may be approached if a concern arises. While these volunteers are not designated or trained to formally address issues, they can:

• Listen respectfully.
• Offer basic support and reassurance.
• Refer the individual to the appropriate channel for follow-up, such as the DEI Chair (or their designate).

This allows concerns to be acknowledged promptly and ensures individuals are guided toward the correct process for resolution.

Formal Reporting:

Members or attendees may submit concerns confidentially via: monitored by the Chair of the Diversity, Equity, and Inclusion (DEI) Committee (or their designate). The Chair will acknowledge receipt promptly and initiate the resolution process.

2.0 Concern Resolution

The DEI Chair (or designate) will:

1. Meet privately with the complainant to gather:
   • Name and contact details.
   • Names of involved parties.
   • Date and details of the incident.
2. Explain the investigation process.
3. Meet separately with the respondent(s) to gather their perspective.
4. Consult confidentially with relevant individuals if needed.
5. Decide whether further investigation is necessary.
   • If not, explain the decision to both parties.
   • If appropriate, facilitate a mediated discussion.
6. All discussions remain confidential at this stage.

3.0 Investigation

The Investigation Panel comprising the MWG Board Chair, Vice Chair, and an independent expert in mediation, human rights, or human resources will:

Review the concern and determine if MWG policies were violated.

• if no violation occurred, meet separately with both parties to explain the findings with sensitivity.
• if a violation occurred, meet separately with both parties to discuss:
  • The impact on the complainant.
  • The intent and perspective of the respondent.
• Determine an appropriate resolution.
• Maintain confidentiality throughout.

Regardless of the outcome, all parties must feel heard and supported. The process should not
nor assume malicious intent from the respondent.

4.0 Resolution

Within a conciliatory approach, the MWG prioritizes education over punishment and seeks to
resolve concerns through:

4.1 Educational Interventions:

• a. Facilitated Dialogue: A structured conversation between both parties to promote understanding.
• b. Mediated Discussion: A guided conversation with a neutral mediator to foster resolution.
• c. Formal Discussion with the Investigation Panel: A meeting where the panel provides recommendations for improvement.

4.2 Disciplinary Actions for Violations

Depending on the nature and severity of the concern, the MWG may take the following actions:
Members may be suspended for:

• Explicit hate speech.
• Real-world violence (at an MWG event or meeting, excluding written works).
• Inappropriate behaviour, including harassment, abuse, or ongoing failure to comply with this policy.
• Conduct that the MWG Board deems inappropriate or harmful to its community.

Suspension is effective upon the date of the written notice. For safety reasons, any meeting to communicate suspension should involve at least two board members and should not be conducted in person if there is a risk of violence.

Non-member participants (e.g., guests, facilitators, or workshop attendees) may be asked to leave an event or be denied further participation if their behaviour is inconsistent with the values and expectations outlined in this policy.

4.3 reinstatement and future Membership

• Suspended members may reapply after their suspension period.
• Repeat violations may result in permanent membership denial.
• Denied applicants may submit a written appeal for review by the MWG Board Chair and Vice Chair.

5.0 Commitment to Support

Throughout this process, MWG strives ot ensure all parties feel heard, supported, and trated with fairness and sensitivity. Our approach emphasizes education, growth, and a commitment to maintaining a safe and respectful stpace for artistic expression.