· code of conduct ·

moonlight • institute promotes a safe, inclusive environment free from discrimination and marginalization, and takes meaningful steps to promote inclusiveness in the recruitment, hiring, retention and promotion of directors, staff and volunteers. The purpose of this Code of Conduct policy is to define expected behaviour for all members of the organization, including directors, staff, volunteers and individual members, as well as reporting guidelines for violations of this policy.

We may update this policy from time-to-time by posting a new version on our website, subject to approval of the Board of Directors.


discrimination includes all behaviour that discriminates and/or marginalizes an individual or group based on gender, race, colour, creed, religion, national origin, ancestry, citizenship, age, sexual orientation, gender identity or expression, personal appearance, political affiliation, marital status, familial status, genetic information, pregnancy, childbirth and related medical conditions, breastfeeding, veteran status, military status, matriculation, physical or mental disability, medical condition, denial of medical and family care leave or pregnancy disability leave, protesting illegal discrimination, socioeconomic status, caste, and/or any other characteristic protected by laws and regulations in the applicable jurisdiction (collectively “Protected Characteristics”)

member includes a Board Director, employee, contractor, volunteer, or individual member of the organization.

Expected Behaviour

As a member of moonlight • institute you are expected to:

  • be respectful in all interactions and communications, especially when debating the merits of different options, opinions and viewpoints.
  • take responsibility for your impact and your mistakes – if someone says they have been harmed through your words or actions, listen carefully, apologize sincerely, and correct the behavior going forward.
  • be inclusive of everyone in an interaction, respecting and facilitating people’s participation whether they are:
    • Remote (on video or phone)
    • Not native language speakers
    • Coming from a different culture
    • Using pronouns other than “he” or “she”
    • Living in a different time zone
    • Facing other challenges to participate
  • encourage all voices and a diversity of views in all discussions, help new perspectives be heard and listen actively. If you find yourself or another individual dominating a discussion, take a step back and create space for other voices to join. Provide alternative ways to contribute or participate wherever possible.

The following behaviors are considered to be unacceptable:

  • Violence and threats of violence are not acceptable – online or offline. This includes incitement of violence toward any individual, including encouraging a person to commit self-harm. This also includes posting or threatening to post other people’s personally identifying information (“doxxing”) online.
  • Personal attacks will not be tolerated. It is not okay to insult, demean or belittle others. Attacking someone for their opinions, beliefs and ideas is not acceptable. It is important to speak directly when we disagree and when we think we need to improve, but such discussions must be conducted respectfully and professionally, remaining focused on the issue at hand.
  • Hurtful or harmful language is not acceptable. This includes deliberately referring to someone by a gender that they do not identify with, and/or questioning the legitimacy of an individual’s gender identity. If you’re unsure if a word is derogatory, don’t use it. This also includes repeated subtle and/or indirect discrimination; when asked to stop, apologize and stop the behavior in question.
  • Unwelcome sexual attention / physical contact is not acceptable, including sexualized comments, jokes or imagery in interactions, communications or presentation materials, as well as inappropriate touching, groping, or sexual advances. Additionally, touching a person without permission, including sensitive areas such as their hair, pregnant stomach, mobility device (wheelchair, scooter, etc) or tattoos is unacceptable. This includes physically blocking or intimidating another person. Physical contact or simulated physical contact (such as emojis like “kiss”) without affirmative consent is not acceptable. The sharing or distribution of sexualized images or text is unacceptable.
  • Sustained, intentional disruption of events, forums, or meetings, including talks and presentations, will not be tolerated. This includes talking over or heckling speakers; drinking alcohol to excess or using legal recreational drugs to excess, or pushing others to do so; making derogatory comments about those who abstain from alcohol or other substances, pushing people to drink, talking about their abstinence or preferences to others, or pressuring them to drink – physically or through jeering; and otherwise influencing crowd actions that create a hostile environment.

We will treat influencing or leading such activities the same way we treat the activities themselves, and thus the same consequences apply.

Reporting Code of Conduct Violations

Any individual facing discrimination through their interactions with moonlight • institute or any of its directors, members, employees, contractors, and/or volunteers is encouraged to submit an anonymous but detailed report to the governance committee. Reports will be investigated and addressed promptly and will be treated confidentially to the extent practicable.

Consequences for Code of Conduct Violations

An individual found to be in violation of this Code of Conduct may be subject to consequences including but not limited to:

  • Suspension or termination of membership in accordance with the Membership Policy
  • Suspension or termination of employment or volunteer agreement
  • Subject to training at the individual’s expense to remediate the behavior
  • Being barred temporarily or permanently from meetings
  • Being barred temporarily or permanently from events

The governance committee shall make recommendations to the Board of Directors on what steps should be taken to remedy a violation of the Code of Conduct.

Due Process

Prior to deciding whether to uphold the governance committee’s recommendation and what consequences should follow, the Board of Directors shall inform the alleged of the complaint against them. Notice shall be sent by the Board of Directors within 7 days of receiving recommendations from the governance committee.

Once the Board of Directors has communicated notice of a complaint to the alleged, the alleged will have 7 days to communicate their intent to provide testimony to the Board of Directors.

The Board of Directors shall have 7 days from hearing the alleged’s testimony to render and communicate their decision to the affected individuals.

Any decision on a code of conduct complaint by the Board of Directors shall be final and immediately binding.

Version History

2021-03-21v1.0initial policyPDF