The purpose of this page will be a detailed explanation of the code of conduct. This will be audience facing content. My recommendation is that it goes on the 

https://www.oudebateclub.com/our-governance page, with a entry point on the home page “How we make sure we debate safely” or something along those lines.

Code of conduct

We want everyone to be able to test ideas, build confidence and disagree well.

This code explains how we treat each other, what behaviour we do not accept and how we respond to concerns.

It applies to everyone taking part in activities run or managed by Open Debate CIC or the Open University Debate Club. This includes members, visitors, speakers, volunteers, staff, moderators, officers and directors.

It covers our events, oudebateclub.com, Zoom sessions, Luma communications and official community groups. It also covers private contact arising from our activities where this directly affects someone’s safety or ability to take part fairly.

Report a concern

If someone is in immediate danger, call 999 in the UK or the local emergency service where they are. Do not wait for us to reply.

During an event, use the private reporting route explained by the host. You can ask to speak privately with a moderator.

At other times, email oudebateclub@gmail.com.

Tell us:

• what happened

• when and where it happened

• about any relevant messages or witnesses

• how and when it is safe to contact you

You can report something that happened to you, something you witnessed or a concern about someone else. You do not need complete evidence or to confront the person concerned.

If your concern involves the usual contact or someone who can access our shared inbox, use our separate independent contact.

Independent reporting contact: [insert name and separate email address or reporting route].

We accept anonymous reports, although missing information may limit what we can do. If we cannot establish what happened, that does not mean the report was dishonest.

You can ask for help making a report, a trusted supporter or another format. We keep information as private as possible, but may need to share it to protect people, respond fairly or meet a legal duty.

Take part in a way that works for you

You can observe, choose not to speak, take a break or leave. You do not have to share personal experiences or speak for a whole community.

Ask the organiser about reasonable adjustments — changes that help disabled people take part. These might include written questions, breaks, clearer advance information or captions where available.

You do not have to keep your camera on where this creates an access or safety problem. The host will explain any genuine activity requirement beforehand.

We explain potentially distressing topics in advance where practical. Respect other people’s names, communication differences and agreed access arrangements.

If you have agreed to speak or carry out a club duty, prepare where practical. Tell the organiser if you cannot attend or need help. Limited preparation, lack of confidence or an honest mistake is not, by itself, misconduct.

Challenge ideas fairly

We welcome strong criticism of ideas, evidence, policies, institutions, religions and beliefs.

An unpopular view, disagreement, discomfort or offence alone does not mean someone has broken this code. You may practise arguing a position you do not personally support.

When taking part:

• listen and give others a fair chance to contribute

• follow the chair’s speaking process and agreed time limits

• challenge arguments with reasons and evidence

• avoid personal attacks, repeated interruptions and group attacks in chat

• give feedback about the argument or skill being practised

• distinguish facts, opinions and assumptions

• identify your sources where practical and correct material errors

Do not invent evidence or present unchecked information from artificial intelligence, or AI, as verified fact.

Behaviour we do not accept

The following behaviour breaks this code:

• threats, violence, intimidation, stalking or encouraging harm

• bullying or harassment, including serious or repeated unwanted behaviour that intimidates, humiliates or targets someone

• discriminatory abuse, such as abusing someone because of their race, disability, sex, gender identity, religion or sexual orientation

• sexual harassment, unwanted sexual comments or images, or pressure for sexual or romantic contact

• sharing someone’s private details without permission or another valid reason

• impersonating someone or falsely claiming to speak for the Club or CIC

• deliberately disrupting an event or avoiding a restriction

• using member details for unsolicited sales, campaigning, fundraising or recruitment outside authorised Club or CIC activities

• continuing personal contact after someone asks you to stop

• threatening or penalising someone for reporting a concern honestly, supporting another person or providing evidence

We consider what happened, the context, seriousness, impact and any pattern of behaviour. We consider intention, but it does not settle the issue.

The same standards apply to all viewpoints and to leaders as well as participants.

Respect privacy and recording arrangements

Before you register and at the start of an event, we explain whether it is confidential, public, recorded or livestreamed. We explain any different arrangements for particular sections.

If anything is unclear, ask the host before recording or identifying anyone.

Sessions under the Chatham House Rule

The Chatham House Rule means you can use information shared during the session, but must not reveal any speaker’s or participant’s identity or affiliation — for example, their employer or organisation.

This includes information that could identify someone indirectly.

Do not share identifying quotations, participant lists, screenshots, photographs, audio or video. We do not publish identifying recordings of these sessions.

Public and recorded events

We explain:

• what will be recorded

• why we are recording it

• who can access it

• how long we will keep it

Our default for public guest events is to record the guest speaker and agreed presentation, keeping participant contributions out of the published recording.

We obtain agreement before including identifiable participant contributions or images. Attending an event does not itself give permission for publicity.

Your own recordings and accessibility aids

Do not make your own recording, screenshots or transcript, or add an AI meeting bot, without the organiser’s permission and agreed privacy arrangements for anyone affected.

If you need a confidential captioning or transcription aid for accessibility, discuss this with the organiser.

Confidentiality does not prevent you from reporting misconduct or safeguarding concerns privately, obtaining advice or making a necessary disclosure to an appropriate authority. Share only what is needed with those who need it.

Keep sensitive details out of public posts and general group chats.

Use online spaces responsibly

Use official channels for their stated purpose. Follow instructions about chat, microphones, screen sharing, joining links and breakout rooms.

Being in the same group does not mean someone wants private messages. Stop contacting them if they ask you to stop.

Our groups are not continuously monitored. Moderators cannot see every private message. Each channel explains its reporting route and monitoring arrangements.

You can still report unwanted contact connected to our activities if it happened outside the group.

Responsibilities of role holders

Role holders are people with an organising, leadership or other official role.

They must:

• use their authority fairly

• keep appropriate professional boundaries

• declare personal involvement or connections that could affect their judgement

• avoid making opportunities or support depend on personal relationships, gifts or favours

• explain event rules and reporting arrangements

• follow our safeguarding policy

Every role holder must have a verified Disclosure and Barring Service (DBS) criminal record check appropriate to their role before starting duties or receiving role access.

A basic check is the minimum where the role is not eligible for a higher-level check. Higher-level checks must be legally eligible and appropriate. Our safeguarding policy explains suitability decisions, other checking jurisdictions, training and supervision.

Under-18 participation follows our safeguarding policy. Role holders must not seek sexual or romantic contact with under-18 participants, arrange secret contact or use unapproved private channels.

What happens after a report

We assess safety first. Where someone may be at risk of abuse, neglect or exploitation, we follow our safeguarding policy.

For non-urgent reports, we aim to:

• acknowledge your report within two working days

• give an outcome, or an update explaining our progress and next steps, within 20 working days

If we need longer, we explain why and give a revised date. Working days exclude weekends and public holidays in England and Wales.

Someone without a personal involvement or connection that could affect their judgement considers the concern. This is called a conflict of interest.

They check relevant information and give the person concerned enough detail and a reasonable opportunity to respond. We may limit or delay sharing information to protect someone or avoid interfering with an external investigation.

We normally decide that someone broke a rule only when the evidence shows this was more likely than not. An anonymous report alone does not automatically establish a breach.

Immediate action and possible outcomes

A host may pause a discussion, stop recording, restrict chat, mute or remove someone, or end an event.

A serious incident may require immediate protective action without a warning. Temporary protection does not mean an allegation has been proven.

After considering a concern, we may:

• take no further action

• give advice or a warning

• correct or remove content

• set conditions for participation

• suspend or exclude someone from specified activities or channels

We consider seriousness, harm, repetition, context and access needs.

We explain why we made the decision, what it applies to, how long it lasts and how to ask for a review. Temporary restrictions have a review date.

Removing someone from an official role or employment requires the applicable separate process.

Ask for a review

You can ask for a review if a decision affects you or you are concerned about how we handled your report.

Email oudebateclub@gmail.com, or use the independent contact where appropriate, normally within 14 calendar days of receiving the outcome.

Explain what you think needs reconsidering. This could include:

• a factual error

• relevant new information

• an unfair process

• a restriction that goes further than needed

We allow reasonable extensions, including for disability, illness or difficulty accessing the decision.

Someone who was not involved in the original decision and has no conflict of interest reviews the matter. If we cannot provide this internally, we arrange a suitable independent reviewer.

We aim to acknowledge the request within two working days and give a reasoned response or progress update within 20 working days.

The reviewer may uphold, change or overturn the decision, or ask for further consideration. Necessary protective measures may remain in place during the review.

You can contact the police, safeguarding services, relevant partners or regulators directly. This code does not restrict your legal rights.

Records and related policies

We keep necessary conduct records securely, restrict access and follow rules about how long records should be kept.

Read our:

• Safeguarding policy

• Privacy Policy

The CIC directors and Club committee are responsible for implementing the code in their activities. A designated coordinator maintains it.

We review the code at least annually and after significant incidents or changes.

Last updated: 3/10/26