Table of Contents

I. Introduction
II. Code of Conduct Scope
III. OTW Core Values & Community Culture
IV. Expected Conduct
V. Unacceptable Conduct
VI. Reporting Code of Conduct Violations
VII. Code Maintenance and Review Procedures
VIII. Appendix

I. Introduction

The Organization for Transformative Works (OTW or the Organization) Code of Conduct establishes the expectations, values, and standards of behavior for everyone who contributes to or represents the OTW. Its purpose is to ensure a respectful, safe, and inclusive environment for all volunteers, contributors, and partners.

This Code is provided to all OTW personnel (as outlined under Scope) and contains internal guidelines, expectations, and procedures that govern their participation in OTW activities. It describes why the OTW needs a Code of Conduct, who it applies to, and how it supports personnel in living out the organization’s mission and values.

The OTW is a volunteer-driven organization. Nothing in this Code of Conduct creates an employment relationship. Expectations are based on community norms and organizational needs.

II. Code of Conduct Scope

The OTW Code of Conduct applies to all OTW personnel, including Board Directors, Committee Chairs, Subcommittee Leads, Workgroup Heads, and all other volunteers. It also applies to external Archive of Our Own (AO3) contributors and other external contractors or organizations who are asked to agree to it. Hereafter, all those required to agree to abide by the OTW Code of Conduct will be referred to as OTW personnel or personnel.

All OTW personnel are expected to follow this Code—and all other OTW policies—across all OTW Tools, platforms, and workspaces. These expectations apply in OTW-managed spaces and any situation where OTW personnel are explicitly representing the OTW or where misconduct would undermine the OTW’s mission, harm its reputation, or create a hostile environment for personnel. These spaces may include personal social media or other public or semi-public spaces (i.e. events, conferences, meetings, etc.).

III. OTW Core Values & Community Culture

The OTW Core Values represent principles that guide our decisions, shape our culture, and define how we engage with one another and with the broader community. The OTW’s Code of Conduct aligns with the Organization’s publicly stated mission, vision, and values and guides how OTW personnel work together, communicate, and represent the Organization. The internal expectations described in this policy are designed to reflect and support those organizational values.

These values should inform the actions of all OTW personnel and include:

Respect: We believe in consideration for all OTW personnel and their ideas.

• Each of us is responsible for the culture of the OTW.
• Everyone must be treated equitably and with dignity.
• Everyone’s input should be listened to and heard, even during disagreements.
• We welcome new ideas and approaches to improve our projects and organizational performance.
• The OTW brings together personnel from many cultural backgrounds. All OTW personnel are expected to approach differences with openness, respect, and empathy.
• We do not tolerate bullying or harassment in any form. No one, no matter how senior, is exempt.

Integrity: Decisions should be made with integrity at the forefront, guided by honesty and ethical responsibility.

• Intentional efforts to lie or mislead, even through lies of omission, run directly counter to this Code of Conduct.
• All actions should align with our values and mission and reflect a commitment to doing what is right.
• We build trust through consistency, accountability, and transparency in our work and interactions.
• OTW Leadership are role models for our core values, and they are accountable to each other and to the larger Organization to maintain and promote those values.

Empowerment: We want each person serving in the OTW to view their work as a source of pride and personal development.

• We encourage and support individual decision-making and innovation, and accept that with this comes personal responsibility and accountability.
• While we seek direction from our leadership, we believe that everyone is empowered to make a meaningful difference in our organization.
• As individuals, we can improve OTW culture and organizational performance by offering and/or helping to implement constructive solutions to improve upon recognized gaps in our processes and documentation.
• We recognize the importance of enabling and supporting individual efforts by OTW personnel to take ownership of their work, and of working together to find reasonable and sustainable means of doing so.

Transparency: We want fandom, the wider public, and every member of the OTW community to have confidence in the organization.

• We foster trust through open communication and transparency about our processes.
• We welcome and use feedback as a tool for continuous improvement.
• We encourage members of the OTW community to voice their ideas and concerns, making it clear that speaking up is valued and worthwhile.

Collaboration: We are a people-centered organization that believes in the strength of its community.

• We encourage working collaboratively to develop products, projects, and strategies that empower fandom.
• Our teams are strong because we recognize and value the diversity of skills, perspectives, and approaches that each member brings.
• We recognize and value the time and efforts of other personnel in the organization, inside and outside of our own committees, and endeavor to establish open lines of communication to sustain close working relationships with our colleagues.
• We provide space for differing opinions, perspectives, and approaches in our daily work, but also aim to establish mechanisms or frameworks with which to build consensus and move forward.

IV. Expected Conduct

A. Conflicts of Interest

A conflict of interest exists when personal, financial, or relational interests can influence, or appear to influence, OTW judgment or responsibilities. Examples include, but are not limited to:

• Participating in decisions about close friends, relatives, or partners
• Advocating for tools or services where you have a financial stake
• Allowing personal relationships or disputes to influence decisions made as part of your OTW role

Some committees may have additional or more specific conflict-of-interest requirements. OTW personnel are expected to follow the conflict of interest policies established by their individual committees, including any agreements they are asked to sign when joining a committee, even if those policies are not listed in this Code of Conduct.

When in doubt: disclose, seek guidance, or recuse yourself.

B. Working with Minors

OTW personnel must uphold the highest standards of professionalism, safety, and appropriate boundaries when interacting with anyone who is known to be or discloses that they are under the age of 18. These expectations apply in all OTW-affiliated spaces, whether online or in person, when personnel conduct explicitly represents the OTW or materially impacts OTW operations:

• Maintain clear, professional, and age-appropriate communication at all times.
• Avoid one-on-one interactions with minors unless organizational policies explicitly allow it and appropriate oversight is in place.
• Use only Organization-approved tools and channels when communicating or collaborating with minors.
• Do not request, share, or store a minor’s personal or identifying information unless it is required for program purposes and handled according to the appropriate confidentiality policies.
• Concerns about OTW personnel acting inappropriately towards a minor (including violating their safety or boundaries) should be immediately reported through the designated reporting channels.
• Any form of favoritism, personal relationship-building, or conduct that could be perceived as grooming or exploiting a minor is strictly prohibited.

C. Information Privacy & Confidentiality

The OTW and its personnel are responsible for protecting all proprietary, private, and identifying information they encounter through their OTW work. This includes any information that is not public, not yet public, or not intended for individuals outside the OTW.

Confidential information includes, but is not limited to:

1. User and Volunteer Information
   • Personal identifiers: full names, usernames, email addresses, and IP addresses.
   • Identity connections: any links between a person’s legal, professional, fannish, or OTW identities.
   • Non‑public personal information: details about users, volunteers, applicants, or external contacts obtained through OTW work or OTW communication platforms.
   • Contractor information: contact details and other private information related to OTW external contractors.
   • Private communications: all messages sent to or intended for OTW personnel, including those sent in error to specific individuals.
2. OTW Work, Projects, and Internal Discussions
   • Internal news, updates, or information not yet released through Official OTW Platforms.
   • Content shared in internal emails, communication platforms, or OTW‑managed workspaces.
   • Internal discussions, draft policies, and organizational deliberations intended only for internal OTW purposes.
3. Other Sensitive Information
   • Any information whose disclosure could harm the OTW’s mission, the well‑being of its personnel, or the interests of its members, users, or other OTW Personnel.

i. Expectations for Handling Confidential Information

OTW personnel must not use confidential information in any way that could cause harm or loss to the OTW. Confidential information may only be used as required to perform OTW work and must not be shared with any third party at any time.

Some committees may have additional confidentiality requirements based on the type of information they handle, their operational responsibilities, or their role within the OTW.

OTW personnel are expected to follow all committee-specific confidentiality standards, agreements, and workflows. When in doubt, individuals should consult their Chair, Lead, or Head to ensure they understand and comply with all applicable confidentiality expectations.

ii. Data Privacy Expectations

The OTW follows all applicable United States and international privacy requirements. OTW personnel must not disclose private or personal information belonging to users, members, applicants, volunteers, external contractors, or any other third parties.

Personnel are expected to follow the OTW’s Data Privacy and Online Security Guidelines when handling private information. This includes using required security measures—such as two‑factor authentication and approved password‑management tools—when accessing OTW or committee‑specific systems. Logins for individual OTW accounts (for example, a volunteer’s OTW email address) may not be shared unless a Chair and Volunteers & Recruiting (VolCom) have granted prior approval.

To support organizational continuity, credentials for shared accounts should be stored only in the OTW’s official password‑management tool and accessed solely by volunteers authorized by their role.

Private information must be stored only as long as necessary and may be accessed only by OTW personnel who require it to perform their OTW work.

OTW personnel must promptly report any privacy breach—such as the loss, theft, or unauthorized access of personal information—to their committee Chair and to VolCom.

iii. Legal, Fannish, and OTW Identities

Many OTW personnel and users may choose to separate their legal “real-life” names, fannish pseudonyms, and/or OTW names from each other. In the course of their work, OTW personnel may come across information that ties any of these names with another.

OTW personnel agree that they must avoid disclosing any connections between legal “real-life” names, fannish pseudonyms, and OTW names to any third party without that person’s explicit permission, unless it is in conjunction with their work for and with the OTW, or unless doing so is protected by the Whistleblower Protection Policy. Outing another fan may result in immediate dismissal from the OTW.

OTW personnel also agree not to use the separation between their legal “real-life” names, fannish pseudonyms, and OTW names in a manner that is intended to obfuscate their relationship to the OTW such that they can perform actions that are in violation of the OTW Code of Conduct or the OTW Terms of Service, unless doing so is protected by the Whistleblower Protection Policy. Doing so may result in immediate dismissal from the OTW.

D. Whistleblower Protection Policy

The OTW employs a Whistleblower Protection Policy, which allows and encourages OTW personnel to report suspected illegal and unethical behavior without fear of retaliation.

E. Communication Expectations

The OTW’s organizational priorities include fostering global accessibility, promoting cross‑cultural understanding, and ensuring the safety of our personnel. Because the OTW is a global community with personnel from many cultures, identities, and communication norms, OTW personnel are expected to interact in ways that acknowledge these differences and contribute to a welcoming, inclusive environment for everyone.

i. Miscommunication

Miscommunication occurs when a message is interpreted differently from how it was intended. This can happen for many reasons, including unclear wording, differences in communication styles or cultural norms, or the limitations of text-based platforms. OTW personnel are encouraged to seek clarification, ask questions, and use respectful dialogue to resolve misunderstandings.

ii. Digital Etiquette

OTW work happens primarily in online, text-based environments. OTW personnel are expected to follow organizational and committee-specific communication guidelines, including expectations for tone, message posting, response times, and appropriate use of platforms.

Good digital etiquette includes:

• Communicating respectfully and professionally.
• Being mindful of tone and context.
• Avoiding passive-aggressive, inflammatory, or hostile language.
• Reviewing and abiding by the OTW Chat Platform Norms & Guidelines when communicating via OTW chat.
• Abiding by any committee-specific communication policies for expectations on tone, messaging, and response times. Please review your committee’s policies or consult with your Chair, Lead, or Head for more information.

F. Communicating about the OTW

i. Official Communication

Official communication includes any information published through Official OTW Platforms. It also includes responses made to inquiries from the public about the OTW or its projects, such as ticket replies or responses to questions at public Board meetings.

Only the Board of Directors, Legal Chairs, and Communications volunteers are authorized to speak on behalf of the OTW to media or legal authorities. Communications or Legal Chairs may authorize other volunteers to speak officially to these groups as appropriate.

OTW personnel must refer media questions and inquiries about the OTW to the Communications committee. OTW volunteers may respond to non-media and non-legal inquiries when the question relates specifically to their committee’s work—for example, answering AO3 support-related questions or clarifying Terms of Service issues—if it was part of their training and/or is part of their normal role.

While speaking on behalf of the OTW in any situation, OTW personnel should follow guidance laid out in the Speaking About the OTW in Public Policy.

ii. Unofficial Communication

Unofficial Communication is information about the OTW or its work that is not made through Official OTW Platforms or in an authorized official capacity as defined under Official Communication. This includes, but is not limited to, volunteers discussing their roles or committees on external platforms such as social media. Personnel may discuss the OTW and their work, as long as:

• Confidentiality policies are followed.
• They are transparent about their role.
• They do not share internal information not publicly released.
• They follow all guidance laid out by the Speaking About the OTW in Public Policy.

G. Tool Use

i. OTW Tools

OTW Tools are VolCom-managed tools intended for completing OTW-related tasks, including communication, project collaboration, data access, and committee workflows.

ii. Committee-Specific Tools

Committee-specific tools are committee-managed programs and platforms used to support a committee’s unique workflows (e.g. translation systems, support ticket platforms, or technical development tools). Committee-specific tools may be approved for conducting Official OTW Business when:

• a committee has a documented operational need and
• a committee Chair approves the tool for OTW use.

Where possible, these tools should have an OTW mailing group as the administrator or recovery email to ensure that access to the tool is maintained even in the event a person leaves the OTW.

These tools are not managed by VolCom.

iii. Access and Expected Use

Access to OTW and committee-specific tools is based on active personnel status and may be removed during hiatuses, after role transitions, as part of or as the result of an Internal Complaint and Conflict Resolution (ICCR) subcommittee investigation, and at retirement. For tools where access may be revoked by VolCom or specific committees, OTW personnel should not conduct personal activities or store personal information on OTW or committee-specific tools that they want to maintain access to beyond their service for the OTW.

a. When OTW and Committee-specific Tools Should Be Used

OTW personnel should use OTW and committee-specific tools when performing Official OTW Business, which includes:

• Communicating with other personnel about OTW work
• Communicating with external parties on behalf of the OTW
• Carrying out responsibilities listed in a volunteer’s role description
• Managing or accessing OTW data, projects, or systems
• Participating in committee-specific workflows

Using OTW and committee-specific tools ensures privacy protection, operational continuity, and appropriate data security.

Personnel should never use unapproved tools to complete OTW work.

OTW and committee-specific tools are provided for the purpose of conducting Official OTW Business and should be used to conduct said business, with personal activities confined to spaces explicitly for that purpose, such as chat social channels. Using OTW Tools to perform functions outside of Official OTW Business, especially when done with malice or ill intent, or to commit actions that may otherwise accidentally or intentionally result in harm to the OTW or its volunteers, members, or users, may be considered a violation of the Code of Conduct. Exceptions to personal use restrictions may apply when tools also happen to be personal accounts as committee or platform policy dictates, including but not limited to AO3 accounts for tag wranglers or GitHub accounts for AD&T volunteers and contributors.

You should have received training about which tools have been provided as part of your role.

b. Use of OTW Email (Individual vs. Mailing Groups)

To protect volunteer privacy and ensure continuity, mailing groups should be used for committee-specific or organization-wide communications where possible. Mailing groups ensure that multiple authorized volunteers have access to the communication, support continuity during absences, and prevent unnecessary exposure of individual volunteer information.

Unless instructed to do so by role-specific training, OTW personnel should not use individual OTW email accounts for:

• requesting tasks from other committees in carrying out their role,
• communicating with external vendors or partners,
• entering contracts or service inquiries, or
• responding to public questions.

H. Protection of OTW Property

The OTW expects all OTW Personnel to safeguard OTW property, including both digital assets and physical materials, from intentional misuse, damage, or malicious activity. This includes protecting OTW equipment, data, accounts, and systems, as well as any physical items provided for OTW work or public representation of the organization.

OTW Personnel must follow the OTW’s Data Privacy and Online Security Guidelines, which outline best practices for handling and securing OTW data and systems. These guidelines help ensure the confidentiality, integrity, and appropriate use of all OTW digital resources.

When the OTW provides physical equipment or materials, such as items used at conventions, outreach events, or other OTW activities, OTW Personnel are expected to treat these items with care and respect and to use them only for their intended OTW-related purposes.

I. OTW Leadership Responsibilities

The OTW is committed to providing a supportive, safe, and inclusive environment for all OTW personnel. OTW Leadership is responsible for upholding transparency and accountability consistent with the organization’s publicly communicated governance practices. This includes communicating decisions when appropriate, sharing information that affects personnel, modeling the Organization’s values, and fostering a culture of openness and trust.

OTW Leadership is expected to provide clarity, consistency, and fairness in their decision-making and interactions. As part of that expectation, OTW Leadership is expected to abide by and promote the following:

1. Supportive Environment
   • The OTW should foster a culture of collaboration, respect, and inclusion. OTW Personnel should expect to be treated fairly, supported in their work, and provided with clear communication and guidance.
2. No Retaliation
   • Retaliation means any adverse action taken against a member of OTW Personnel because they raised a concern, participated in an investigation, or requested assistance in good faith. Examples include removal from responsibilities, exclusion from committee discussions, reduced opportunities, or inappropriate criticism connected to the report.
   • We are committed to prohibiting retaliation against all OTW Personnel who raise concerns in good faith. No adverse action may be taken against anyone for reporting an issue, participating in an investigation, or requesting assistance. Refer to the Whistleblower Protection Policy for more detail.
3. Safety
   • The OTW is committed to maintaining a safe and inclusive environment by preventing discrimination, protecting organizational tools and data, supporting mental health and wellbeing, and promoting a culture grounded in trust, respect, and open communication.
4. Personnel Privacy
   • The OTW collects and stores only the minimum personal information necessary to support operations. Access to personnel data—such as alternate emails, volunteering history, or tool permissions—is limited to those who are authorized and have a legitimate need to access that information.
5. Misuse of Authority
   • OTW Leadership must use their authority responsibly and in alignment with OTW policies. Using one’s position or access to intimidate, coerce, or otherwise harm another member of OTW personnel is strictly prohibited.
6. Accessibility
   • The OTW strives to ensure that its tools, platforms, and communication methods are accessible to all personnel. The Organization will work to identify and remove barriers to participation and will provide reasonable accommodations whenever possible.
   • All OTW personnel may request reasonable accommodations related to accessibility, communication, schedules, or technology needs.

V. Unacceptable Conduct

The OTW expects everyone to treat each other with courtesy and respect in all interactions. This includes communicating thoughtfully, assuming good intent, and engaging in ways that support a collaborative, inclusive, and safe environment. OTW personnel should listen to differing perspectives; avoid dismissive, hostile, or aggressive behavior; refrain from any actual, implied, or perceived acts or threats of violence; and contribute to a culture where everyone feels valued and able to participate fully.

A. Discrimination

Discrimination is the unjust or prejudicial treatment of individuals or groups. The OTW does not tolerate discrimination in any form. This includes discrimination based on ability, age, caste, color, education, employment status, ethnicity, familial status, gender identity or sexual orientation, genetic information, marital status, national origin, parental status, physical appearance, physical or mental health, political beliefs, race, religion, role within the OTW, or status within fannish contexts.

Examples include, but are not limited to:

• Denying someone an opportunity because of their national origin or age (with the exception of minimum age requirements for roles).
• Giving preferential treatment to someone because of their role or influence within the OTW.
• Devaluing or dismissing someone’s contributions due to identity-based biases.
• Using authority or organizational power to exclude, marginalize, or silence others.

B. Harassment

Harassment is any unwelcome or repeated behavior that offends, humiliates, intimidates, or threatens another person. The OTW does not tolerate harassment of any type. Harassment may be direct or subtle, intentional or reckless, and can occur in any OTW-related space.

Examples include, but are not limited to:

• Slurs, insults, ridicule, personal attacks, or unwanted contact.
• Intimidation—overt or subtle—including exclusion, belittling, spreading harmful rumors, or making threats.
• Sabotaging someone’s work or creating a hostile or unsafe environment.
• Coercion or misuse of authority, such as pressuring someone into decisions, leveraging power to influence outcomes unfairly, or retaliating against someone who disagrees.
• Bullying, sexual harassment, racial harassment, hazing, mobbing, violence, blackmail, and stalking.

VI. Reporting Code of Conduct Violations

The OTW is committed to taking all Code of Conduct reports seriously and investigating them thoroughly.
All OTW personnel are expected to uphold the OTW’s core values by asking questions, raising concerns, and reporting potential misconduct—without fear of retaliation.

The OTW Whistleblower Protection Policy outlines the Organization’s commitment to transparency and accountability. Volunteers may rely on this policy as an assurance that concerns raised in good faith will be taken seriously and addressed appropriately. These protections reinforce the OTW’s commitment to creating a safe, responsive, and trustworthy environment for all OTW personnel.

OTW Leadership are required to report violations of the Code of Conduct to ICCR for investigation as ICCR is the only internal body with the authority to investigate such complaints and concerns.

OTW personnel who are not volunteers, such as external AO3 contributors or contractors who have agreed to our Code of Conduct, can report Code of Conduct violations to the most appropriate member of OTW Leadership, who will direct the report to ICCR as needed.

ICCR receives, investigates, and adjudicates Code of Conduct reports. Reporters will:

• receive confirmation and a case number within seven days;
• be informed if further information is needed; and
• receive updates, as appropriate, until resolution.

If you do not receive a confirmation and case number within seven days, you can escalate your complaint.

Violations of any part of this Code of Conduct may result in corrective action, up to and including termination from the OTW.

VII. Code Maintenance and Review Procedures

ICCR and VolCom jointly own the Code of Conduct and are responsible for reviewing it and keeping it up to date. The Code of Conduct must be reviewed every three years at minimum, although changes can be made between reviews as needed following the standard review procedure. All revisions must be reviewed for accessibility before being uploaded.

All OTW personnel may request changes at any time..

VIII. Appendix

Definitions

1. ICCR

The Internal Complaint and Conflict Resolution (ICCR) subcommittee is the division of the Volunteers & Recruiting committee (VolCom) working to resolve complaints from OTW volunteers about OTW volunteers, and related conflicts within the OTW.

2. Official OTW Business

Official OTW Business refers to any communication, task, statement, or action conducted on behalf of the Organization for Transformative Works. This includes activities that:

• represent the OTW publicly,
• provide information about OTW projects or operations,
• answer inquiries directed to the OTW or its committees, or
• convey decisions, policies, or updates from the OTW.

Any action in which OTW personnel speak or act as representatives of the OTW—rather than as individuals—is considered Official OTW Business.

3. Official OTW Platforms

Official OTW Platforms are communication platforms managed or formally sanctioned by the OTW for the purpose of conducting Official OTW Business. These include:

• the OTW website,
• AO3 news posts,
• official OTW and AO3 accounts on social media,
• OTW newsletters,
• press releases, and
• any additional platforms explicitly designated by the Communications committee.

These platforms are the only appropriate locations for releasing OTW updates, announcements, or organizational statements. A full list is maintained on Where to Find Us.

4. OTW Leadership

OTW Leadership includes Board Directors, Committee Chairs, Subcommittee Leads, Workgroup Heads, and all volunteers whose responsibilities include supervision of other volunteers. Refer to your committee or workgroup’s documentation to confirm who that includes.

5. OTW Personnel

OTW personnel is the terminology used to encompass everyone who is bound by this Code of Conduct. It includes Board Directors, Committee Chairs, Subcommittee Leads, Workgroup Heads, and all other OTW volunteers, as well as external AO3 contributors, and other external contractors or organizations who are asked to agree to the Code of Conduct.

6. Volunteers vs. OTW Membership

OTW volunteer status and OTW membership are separate designations. Volunteers contribute their skills and time to support OTW projects, while membership confers certain governance rights, including participation in Board elections. Board Directors are required to be both an active volunteer and a current OTW member, but no other roles have this restriction.

7. Most Appropriate Member of OTW Leadership

Non-OTW volunteers are not able to access the internal reporting instructions. In the event a member of OTW personnel who is not a volunteer would like to make a report of a Code of Conduct violation, they should contact the most closely related member of OTW Leadership, who will direct the report to ICCR as needed.

Who this person is will vary depending on the role of the person making the report. Generally, it will be the Chair/Head of whichever committee or workgroup the person works with. For example, external AO3 contributors may report Code of Conduct violations to the Accessibility, Design, & Technology Chairs, who can then consult with ICCR if needed.

Have Questions?

If you have questions about this policy, contact Volunteers & Recruiting.