The purpose of this code is to enhance members’ confidence in the integrity of SFWA Board members, volunteers, and employees. Every employee, volunteer, and Board member agrees to the following principles:
- Board members will sign a Non-Disclosure and Confidentiality Agreement governing information in the Board areas of the discussion forum, Board-related emails, topics covered in Executive Session, and other materials which could reasonably be expected to be held in confidence.
- These signed agreements will be kept on file in SFWA’s principal office.
- Employees, volunteers, and Board members will act in what they believe to be the best interest of SFWA;
- Employees, volunteers, and Board members will perform their official duties and arrange their private affairs so as to prevent real, potential, or perceived conflicts of interest from arising. If a conflict does arise between the private interest of the employees, volunteers, or Board members and their official duties and responsibilities, the conflict will be resolved by the Board in favor of the perceived best interest of the corporation through the process described below;
- Employees, volunteers, and Board members will not knowingly take advantage of, or benefit from, information obtained in the course of their official duties and responsibilities and that information which is not generally available publicly;
- Employees, volunteers, and Board members will identify situations where they may be in conflict of interest due to their employment (paid or unpaid) by, or financial stake in, a business or other organization relevant to SFWA’s mission, and will recuse themselves from any decisions made specifically regarding that business or organization;
- Employees, volunteers, and Board members will not, after they leave their position, take improper advantage of their previous office;
- Aside from salary or fees paid by SFWA, employees will not solicit or accept any money, services, or other economic benefits, other than incidental gifts, customary hospitality, or other benefits of nominal value, in exchange for any action relating to performing their duties to SFWA;
- Volunteers and Board members will not solicit or accept any money, services, or other economic benefits, other than incidental gifts, customary hospitality, or other benefits of nominal value, in exchange for any action relating to performing their duties to SFWA;
- In accordance with Article V, Section 1, a, ii of the SFWA bylaws, no Director shall be employed by the Corporation as a regular or contract employee, in any capacity, while serving a term of office or within two (2) years thereafter, with the exceptions of contracts for editorial or writing services, including, but not necessarily limited to, anthology titles, articles, etc.
- Conflicts of interest known to a member, employee, volunteer or Board member will be reported to the Ombudsman or, in the case of the Ombudsman, to the full Board of Directors, so that a resolution may be sought. The Ombudsman will collect all necessary information about the conflict of interest and make a report to the Board of Directors.
- Upon receiving a report of a conflict of interest, the Board will appoint a temporary committee consisting of three Active or Lifetime Active members of SFWA in good standing to investigate the report and make a recommendation to the Board. Members of this committee must not have any close personal or professional relationship either to the member who brought forth the complaint or the member, employee, volunteer, or Board member whose possible conflict of interest is being investigated.
- Upon receiving the report and recommendations from the temporary committee, the Board will decide what, if any, action is appropriate. The decision of the Board will be considered final. Whether any action is taken or not, the Board’s decision will be reported to the full membership.