IMS Code of Ethics

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Because guidelines cannot cover every circumstance or eventuality and are unlikely to be on hand when urgently needed, the IMS’s policy with respect to handling breaches of this Code of Ethics is that those experiencing or observing such a breach should apply their own judgment in responding. Individuals who respond to such situations in good faith and using their best judgment will not be penalized or in any way disadvantaged for doing so.

If your best judgment signals that behavior you have experienced or witnessed might be misaligned with this Code of Ethics, please consider taking one of the following suggested courses of immediate action, provided that any action is safe, advisable, and appropriate to the situation:

• Ensuring the physical and psychological safety and wellbeing of oneself and others. This may include leaving or removing an individual from a situation; escalating to or seeking assistance from colleagues, supervisors, or organizers; taking appropriate action to diffuse conflict or tension; or in some cases escalating a situation to relevant authorities.
• Intervening within the bounds of one’s confidence and authority to prevent or stop inappropriate behavior if it is or could be negatively impacting others. For example, an organizer, committee chair, or senior staff member who witnesses an event participant, worker, or committee member interacting with others in a way that is rude, confrontational, disrespectful, or belittling should attempt to intervene politely and respectfully to diffuse the situation. This may involve politely challenging inappropriate behavior, calling a break in proceedings, changing a topic of conversation or discussion, or intervening to divert one or more individuals away from a situation.
• Respectfully challenging individuals who are observed to be breaching this code, within the bounds of one’s confidence and authority. If inappropriate behavior or breaches of this Code of Ethics are observed in a situation that does not involve confrontation and/or does not appear to present a risk to the physical or emotional wellbeing of others, those who are confident in doing so should consider approaching the individual concerned in a polite and respectful way to draw their attention to the fact that the behavior is inappropriate and may be breaching the IMS’s Code of Ethics.
• Documenting (in writing) observed or experienced breaches to the extent possible, and reporting through the IMS’s reporting procedures, detailed below.

Individuals experiencing or observing inappropriate behavior or breaches of the IMS Code of Ethics are encouraged to document their observations and report such behavior or breaches, even if the breach appeared relatively minor or was not experienced in a negative or distressing manner.

• Members should provide a written report of breaches of the Code of Ethics to the President, a Vice President, or the Secretary General. Members may make a report about the conduct of the President, a Vice President, or the Secretary General to one of the other Bureau members.
• Individuals who are in contract with the IMS should report breaches of the Code of Ethics to the President. If the report concerns the President, or if they are not comfortable reporting to that individual for any other reason, the report should be made to a Vice President or the Secretary General.
• Participants in events or activities of the IMS, an IMS Study Group, or an IMS Regional Association should where possible report breaches of the Code of Ethics to the chair of the event or activity, who will then communicate it to the President, a Vice President, or the Secretary General as appropriate. If the report concerns the chair, or if the participant is not comfortable reporting to that individual for any other reason, a report should be made to the Secretary General.

On receipt of a report of a breach of the Code of Ethics, the President, a Vice President, or the Secretary General, as appropriate, will be notified in confidence, even if the individual making the report has requested that no action be taken. The President or the Secretary General, in consultation with a Vice President, as appropriate, will then determine a suitable course of action.

The President or the Secretary General, in consultation with a Vice President, may determine not to take any further steps to resolve complaints where it appears the complaint has not been made in good faith.

Unless there are compelling reasons otherwise, the subject of the report should be notified that a report has been made—with the identity of the reporter kept confidential —and should be given the opportunity to respond to the report and to participate in a transparent resolution process.

No individual will be involved in the conduct of an investigation or the determination of disciplinary action in response to an alleged breach in which they are a named party.

Where any member with an identified role within the business of the IMS is subject to an allegation, the Bureau may elect to temporarily suspend their duties and name another member to fulfill certain or all of their duties. Any such arrangement may continue until such a time as the investigation and any ensuing disciplinary action is concluded.

Options for resolution are as follows:

Where possible, reports of alleged breaches of the Code of Ethics should be resolved informally and confidentially through any or all of the following:

• discussion between a relevant member of the governing bodies and the individual(s) concerned;
• facilitated conciliation and mediation either by an un-involved member of the governing bodies or a professional mediator, as appropriate;
• agreed resolution, such as a formal apology, commitment to change behavior, or withdrawal from an event or activity, as appropriate.

Where informal resolution is insufficient to resolve a matter, where allegations are disputed, or where the alleged or observed breach of the Code of Ethics is deemed by the majority of members of the Bureau to be sufficiently serious, formal investigation procedures may be instigated.

Such investigations may be conducted in different ways depending on the circumstances and nature of the alleged breach. Alleged breaches will be investigated by the Bureau, which may establish an ad hoc subcommittee and/or engage an independent investigator to undertake any detailed investigation required.

When formal investigations are deemed necessary, the Bureau will aim to commence the investigation as soon as possible after the incident has occurred. The Bureau also aims to conduct investigations in a fair and transparent manner that protects the identity and reputation of those involved, so far as is reasonable and possible, while the investigation is underway.

Those responsible for conducting formal investigations will provide a written assessment in a timely fashion, including recommendations for action. In general, the subject(s) of the investigation, and in some cases the reporting individual(s), will be given an opportunity to review the report and to provide a response that will be considered alongside the report by the Bureau.

The Bureau may, at their discretion and without prejudice, stand down a contracted person, or request that an individual refrain from participation in certain or all events or activities of the IMS, IMS Study Groups, or IMS Regional Associations while an investigation is underway.

The outcome of a resolution procedure will be communicated in writing to all those involved.

If a finding is made that the Code of Ethics has been breached, disciplinary action may be taken. The disciplinary action will be determined by the Bureau and will be communicated to the subject of the disciplinary action in writing.

Disciplinary action could include: a written warning; expulsion from the membership; suspension or exclusion from a particular IMS event or activity, or from all future events and activities; the termination of a contract for contracted individuals.

Both the reporting parties and the subjects of formal investigations of breaches of this Code of Ethics may appeal the outcome of an investigation, including the decision to undertake informal resolution and/or disciplinary action. Instructions on how to appeal a decision will be provided upon notification of the conclusion of any investigation.

Appeals against decisions made by the Bureau will be assessed by the President and the Vice Presidents who will consult with the Directorium and/or Secretary General as appropriate.

Action may include:

• declining the appeal;
• reviewing all or part of a decision;
• reopening an investigation with the same or different investigator(s);
• presenting the information and decision-making process for review to a committee of the Directorium or an independent reviewer; or
• ceasing further investigation or action.

Appellants will be notified of the outcome of their appeal in writing. Once an appeal is concluded, the issue is considered resolved.

No part of this Code of Ethics prevents or limits the legal right of any individual to take any action through legal means including making an external complaint to the competent authorities.