wiki_ghostguild/content/wiki/community-policies/conflict-resolution-policy.md

title	collection	path	parentDocument	outlineId	createdBy
Conflict Resolution Policy	Community Policies	Community Policies/Conflict Resolution Policy	null	1be5e147-bd86-4364-9700-8fef01959937	Jennie R.F.

Purpose

Disagreements in groups are par for the course. But ignoring conflicts, or managing them poorly, can deeply harm individuals and our whole community.

Addressing conflict head-on is a way of caring for each other.

Our policies and procedures around conduct and conflict are the tools we rely on to prevent harm and intervene early when things go wrong.

This policy aims to offer a straightforward, consistently enforced, and transparent approach to resolving conflicts and disputes. These issues could emerge in relation to Baby Ghosts' programs, governance, or the actions of its staff or directors.

Who does this policy apply to?

Staff and community members must comply with the Baby Ghosts Conflict Resolution Policy and related by-laws and policies as a condition of employment, investment, or participation. Failure to cooperate may result in termination.

What policy should be used?

Who can file	Type of complaint	Policy reference	Additional notes
Directors, staff, members	Informal complaints of unacceptable behaviour	Code of Conduct
Directors, staff, members	An interpersonal problem or dispute that is not a violation of the Code of Conduct	This policy
Directors, staff, members, public	Conflict of interest	Conflict of Interest Policy	Addressed alongside the organization's specific policy
Staff	Interpersonal issues	HR Policy	contact: Co-EDs Used with HR guidelines
Staff	Compensation, performance, HR issues	HR Policy	contact: Co-EDs Directly through HR procedures
Any party	Harassment or discrimination under the Ontario Human Rights Code	Code of Conduct	May also be taken to the Human Rights Tribunal of Ontario. See Other redress for the time limit.
Any party	OHSA-related harassment or violence	Workplace Harassment and Violence Policy
Members, directors, officers, committee members, volunteers	A dispute or controversy arising out of the articles, the by-laws, or any aspect of the corporation's operations	By-Law No. 1, ss. 40-41	Mediation panel, then binding arbitration. See the note below.
Directors, members, staff	Disputes with external organizations		Resolved per agreement's dispute resolution clause
Directors, members, staff	Non-compliance with conflict resolution	This policy	Non-cooperation may lead to disciplinary actions

:::tip The by-law route By-Law No. 1, ss. 40 and 41, provides its own dispute resolution mechanism for disputes among members, directors, officers, committee members and volunteers: first a panel of mediators, then binding arbitration before a single arbitrator, confidential and final.

\nThis policy does not displace the by-law and cannot. Where both could apply, the internal process set out here is intended to be used first, and the by-law mechanism remains available. Anyone considering the by-law route should get legal advice before starting, because arbitration under s.41 is binding and not subject to appeal on fact or law.

:::

Guiding principles

• Our values apply in every interaction.
• Our skills and resources will be developed and used to resolve conflicts in a way that is Loving Justice-based whenever possible.
• All parties to a complaint will actively participate and strive to achieve a collaborative outcome at the earliest possible stage of the process.
• Information about a complaint will only be given to parties directly involved, Conflict Resolution Committee members, and others on a need-to-know basis as determined by the committee.
• The parties will be provided with clear and understandable reasons for complaint decisions. All parties will be provided with updates during the review process.
• Complaints will be dealt with promptly and resolved as quickly as possible.
• Review of complaints will be fair, impartial, and respectful, allowing all parties to have their perspectives heard.
• The review of complaints will be thorough and as detailed as possible based on the information provided by the parties.
• The process will be accessible and clearly communicated to members.

This process is Baby Ghosts' responsibility. Members have the right to request a mediator if required.

Definitions

• Conflict and dispute are ongoing experiences of tension and misunderstandings, often leading to interpersonal discord. These terms are used interchangeably.
• The Conflict Resolution Committee is a standing committee of the Board to which unresolved formal complaints are sent for review and recommendations. The Co-EDs sit ex-officio on the committee unless restricted per the responsible contact people tables. The committee will designate a staff liaison for the purpose of serving as a responsible contact person.
• A complainant is the individual lodging a complaint against another related individual, policy, or practice.
• The Internal Advisor is the Board-appointed mediator who facilitates the conflict resolution process. They work to achieve a satisfactory solution by acting as an intermediary and convening authority. The Board appoints one or more Internal Advisors annually from the Board, staff, or general membership based on their training, experience, and neutrality.
• A respondent is an individual against whom a complaint has been made, and/or someone responsible for the policy or activity complained about.
• Responsible contact people (RCP) are those who are accountable for assisting in conflict resolution and addressing formal complaints. They do not act as advocates for any party in the conflict. Their role is a neutral implementer of the policy. The assignments for this role are listed in the Conflict Resolution Procedures.
• Support people are individuals not connected to the conflicts or disputes being addressed, which either the complainant or respondent may choose to have in attendance at mediation meetings.

Responsibility for implementation

This policy acknowledges and respects the governance structure of Baby Ghosts, which states that the Co-Executive Directors are responsible for operations and activities, while the Board of Directors is responsible for matters related to board policy, decisions, activities, and governance.

Throughout these documents, Co-Executive Directors and Co-EDs mean the same thing. Baby Ghosts has co-directors, not a single Executive Director; where a procedure names a single Co-ED, it means whichever of them is not the respondent.

Procedures

Please see Code of Conduct Procedures and Conflict Resolution Procedures.