Purpose of TCDL
The Texas Conference on Digital Libraries is a gathering place for the Texas library and archives community to share and learn about research, practice, and advocacy in digital libraries and digital archives. The conference provides opportunities for faculty, students, researchers, librarians, administrators, policymakers, advocates, and others to share expertise and network through various types of presentations, panels, workshops, and informal discussions.
Perspective of this Code of Conduct
The way we view the world is influenced by our own lived experiences. We must approach the truth as other people experience it and acknowledge their experience as the truth. Doing so does not mean we are taking the other’s perspective as our own, but we must be curious and seek to understand what others see and why they view it that way. We trust everyone to do this by seeking to understand; not listening to respond.
Please reflect on how this perspective of listening to understand will inform your interactions with others at the conference, ancillary events, on social media, and lodging locations.
The Texas Digital Library and the TCDL Planning Committee are committed to the presence and contributions of all persons regardless of age, culture, abilities, bodies, ethnic origin, sex, gender identity, sexual orientation, marital status, nationality, race, religion, or socioeconomic status. We believe that digital libraries and archives are developed and used by diverse participants, and that supporting the visibility of such diversity enhances the experiences of all stakeholders. As such, this conference values inclusiveness and the maintenance of a safe and accountable space for all participants.
TDL is dedicated to providing a conference experience that is free from all forms of harassment, and inclusive of all people. We know that the best problem-solving and critical thinking happens when people with a wide array of experiences and perspectives come together to work in comfort and safety as peers.
Expectations of attendees
We therefore expect participants at TCDL, including at ancillary events, on social media, and at lodging locations, to help create thoughtful and respectful environments where that interaction can take place.
We expect that participants will abide by our Community Agreement:
- Participate in a constructive and active way.
- Exercise consideration and respect in speech and action.
- Listen, pause, reflect, and attempt understanding before speaking.
- Refrain from demeaning, discriminatory, or harassing behavior and speech.
- Be mindful of your environment and of your fellow participants.
Unacceptable behaviors include: intimidating, harassing, abusive, discriminatory, retaliatory, derogatory or demeaning speech or actions by any conference participants, including in online environments, at all related events, and in one-on-one communications carried out in the context of conference business.
Harassment includes: harmful or prejudicial verbal or written comments related to race, color, sex, pregnancy, gender identity, sexual orientation, gender expression, religion, age, national origin, veteran status, disability, genetic information, military service, or any other legally protected basis; use of nudity and/or sexual images in public spaces including presentation slides; deliberate intimidation, stalking or following; harassing photography or recording, including not respecting requests to not be photographed; sustained disruption of talks or other events; inappropriate or unwelcome physical contact, and unwelcome sexual attention or any behavior determined to be sufficiently severe, pervasive, or materially adverse.
Public Health Precautions
Texas Digital Library and the TCDL Planning Committee encourages attendees to do what they need to feel comfortable and safe.
As part of the University of Texas and, therefore, the State of Texas, neither TDL nor our UT-owned conference site are allowed to require masking. We encourage masking and support anyone who decides to mask. We will provide masks and hand sanitizer.
We expect guests to extend courtesy towards individuals’ masking choices and respect preferences to wear or not wear masks.
Reporting Code of Conduct Violations
HOW TO MAKE A CODE OF CONDUCT COMPLAINT:
In person: Speak with a member of Texas Digital Library staff or a member of the TCDL Planning Committee. You can identify TDL staff and TCDL committee members by their nametags.
Email: Send an email to firstname.lastname@example.org, monitored by Texas Digital Library staff. Or send an email to email@example.com, monitored by the TCDL Planning Committee.
TDL Suggestion Box: You can anonymously report a Code of Conduct violation using Texas Digital Library’s Suggestion Box. This is a Google Form that is checked by TDL staff https://forms.gle/nYLoyGduvh41j74w9 Note: This is for non-urgent reports only, as the suggestion box will be checked the week after the conference.
Title IX: Texas State Law requires all employees of postsecondary education institutions “who, in the course and scope of employment, witnesses or receives information regarding the occurrence of an incident that the employee reasonable believes constitutes sexual harassment, sexual assault, dating violence, or stalking and is alleged to have been committed by or against a person who was a student enrolled at or an employee of the institution at the time of the incident” to promptly report the violation (Texas Education Code 51.252). Even if you are not a mandatory reporter, we encourage you to report violations. You may report a Title IX violation by phone or online. Here is a link to report a Title IX violation at TCDL: https://titleix.utexas.edu/file-a-report.
Thank you: We are proud of you for stepping up and speaking out. You are trusted and supported by Texas Digital Library and our conference committee.
WHEN A CODE OF CONDUCT COMPLAINT IS MADE:
This guidance is provided to TDL staff and TCDL committee members to help facilitate an appropriate response to a report:
Ensure privacy: If a complaint is made in-person, find a private space to talk.
Example: Is it okay if I find a space where we can talk privately?
Be ready to listen: Please respond as immediately as possible. If you need time to get into a head-space that will allow you to focus, and it feels appropriate to do so, ask to meet at a later – but ASAP – time.
Example: May I take a few minutes to gather a few thoughts? I want to be able to focus on what you’re saying and find a space for us to talk privately.
Let them do the talking: Seek understanding. Ask these questions.
- Can you tell me what happened?
If applicable, gently interrupt to let the person know that you are a mandatory reporter and that you are required to report any incidents of stalking, sexual harassment, sexual assault, or dating violence to the Title IX office.
“Thank you for sharing your concerns with me. I do want to let you know that I am required to report this incident to the University to ensure that you know about the options, resources, and remedies available to you. After I submit the report, the Title IX Case Manager will send you an email to discuss the ways the University can assist you, but you are not obligated to respond. In almost every situation, you are in control of whether or not to move forward with an investigation, and any action taken in response to the situation will be up to you. Our main goal is to provide you with immediate support and protect all students and employees from a hostile or discriminatory environment. “(https://www.depts.ttu.edu/titleix/employeeresources/SB212.php).
UT’s Confidential Campus Resources: https://titleix.utexas.edu/campus-resources
- How did it make you feel?
- How do you feel now?
- What would you like to happen next? Is there anything I can do for you? Is there anything that we haven’t covered that you would like me to know?
- Determine how you can be accountable to them for taking the requested action and agree on a timeline. Ask if you can give them your email address if that feels appropriate.
NOTE: If you need or want help from a fellow committee member or TDL staff member, ask permission of the reporting party first and honor their wishes.
Post-conversation: Take as much time as they / you need to talk. Here are some next steps to take after the conversation.
Here is a list of possible responses you can prepare for:
- No action (if it’s decided the report is not an actual CoC violation or if the reporting attendee requests no action)
- Mediation and restorative justice if this is an ongoing relationship
- Private or public reprimand
- Requiring public apology
- Requiring participant to cease offensive behavior
- Requiring participant cease contact with certain other attendees
- Canceling a talk, presentation, or session
- Not publishing to DSpace the participant’s slides
- Removing participant from venue without refund of registration fees
If action is requested / warranted immediately:
- The goal is to address the issue in an appropriate way while also working to prevent further harm. Did the violation happen intentionally? Is the violation ongoing?
- Except in cases of immediate physical harm or where delay of action would cause further unwarranted harm (i.e., ongoing aggression or sexual harassment), one person cannot unilaterally promise immediate action without consulting with at least one member of the designated Code of Conduct response team composed of TDL staff (executive director, deputy director, communications manager).
- If people are in immediate physical danger, it may be appropriate to contact law enforcement. Unless it is an emergency, as much as possible, defer to the wishes of the person making the report about whether to involve the police.
- In all other cases, meet with members of the CoC response team ASAP to:
- Confirm report
- Confirm that the incident is, in fact, a CoC violation
- Determine who committed the violation, if one took place
- Determine appropriate response/resolution
- Reporting TDL Staff Members/TCDL Planning Committee Members and/or members of the response team will disclose if they have any conflicts of interest with the incident (e.g, they are friends with an involved party or anything that would make it difficult for them to be neutral) and decide if they should be involved further.
- The reporting attendee will be informed of the action taken in response to their report and the reasoning behind it.
- Public statements about the action will only take place if the violation occurred in a public context and if silence about the response would erode trust in the CoC process.
If action is requested / warranted at a later time:
- The same workflow will take place, just at the end of the day/conference.
Report the complaint to TDL: You can report complaints to TDL by sharing with one of our staff either by email, Slack, or in person at the conference; emailing us at firstname.lastname@example.org, which is monitored by TDL staff; or filling out our anonymous suggestion box, a Google Form that is checked by TDL staff https://forms.gle/nYLoyGduvh41j74w9.
Title IX: We, as staff in higher education institutions, are required to report any Title IX violations, such as sexual harassment or abuse. You may report a Title IX violation by phone or online. Here is a link to report a Title IX violation at TCDL: https://titleix.utexas.edu/file-a-report.
You can do this: Someone came to you with a problem, which means they implicitly trust you to help them. You can do this. Trust yourself. You are trusted and supported by TDL and our committee.
What happens when 9-1-1 is called?
UTPD (UT Austin Police Department) doesn’t have regular patrols at the Pickle Research Campus.
APD (Austin Police Department) responds. Call is routed to an operator who gathers information. The operator relays information to the dispatcher. The dispatcher relays information to responding police to keep them updated on the situation.
FAQ: When should someone call 911?
- When there is an imminent threat to life or property
- When there is an injury that requires immediate medical attention or there is an injury stemming from an assault, regardless of the timeframe
- When a suspect involved in a crime is on scene of the incident or within sight
Important: If you are unsure whether to call 911 or 311 (Austin city services and information), you should call 911 and let a trained operator route the call appropriately.
If you are calling to file a police report, it can be made by calling Teleserve at 3-1-1. If you are calling from an area code other than (512), the number to 3-1-1 is 512-974-2000.
Mental health responses
- APD: Helpful Information to give when calling 911 and other mental health resources.
- UTPD are required to take de-escalation trainings covering mental health and crisis intervention.
CCC Evacuation Plans
- Emergency exits are located throughout the Commons Conference Center and meeting rooms. Evacuation ‘rally point’ is the soccer field on the west side of the building. View the building layout.
Visit the TCDL home page to learn more about the conference. Email Texas Digital Library at email@example.com with your questions and suggestions.
This work is licensed under the Creative Commons Attribution 2.0 Generic License http://creativecommons.org/licenses/by/2.0/.
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Previous versions adapted from:
A collaborative consortium based in Texas and rooted in higher education, the Texas Digital Library builds capacity among its membership for ensuring equitable access to and preservation of digital content of value to research, instruction, cultural heritage, and institutional memory.
Membership in TDL is open to any library. Find out more by visiting https://www.tdl.org/members/membership/ or email us at firstname.lastname@example.org.
Last update: May 2023; next review: May 2024