CCD Code of Participation

Alleged Violation Confidential Complaint Process

Background: Why are we providing this form?

CCD is a broad-based consortium that strives to be as inclusive as possible, and derives its strength from the diversity of its membership. It is necessary for the proper functioning and preservation of the reputation of CCD that all member organizations, including their individual representative(s) follow the CCD Code of Participation (Code) (hyperlink). Definitions can be viewed via this hyperlink. CCD also seeks to promote an inclusive environment, free from all forms of discrimination consistent with CCD’s mission and values. CCD members can use this form to submit a complaint of an alleged violation to be considered by the CCD Membership Committee.

How can I submit this form?

Individuals can submit their complaint via:

1. This Google form;
2. Emailing a completed paper form (hyperlink) to feedback@c-c-d.org. If you submit a paper form and want complete anonymity, your name and contact information will be deleted prior to the complaint being shared with the Membership Committee.; or
3. Calling the current CCD Membership Chair or, if the complaint is about the Chair of the Membership Committee, another member of the Membership Committee to submit the form over the phone. If you submit your complaint by phone, you will be all of the questions below to ensure consistency between modes of submission. You may indicate if you want complete anonymity but recognize that there may be challenges with that if the individual’s voice is recognized.

Submitting Anonymously and Confidentiality of the Complaint

Individuals submitting a complaint have three options regarding whether and how to provide their name and contact information: (1) provide their name and contact information with the CCD Board, Membership Committee and if a full investigation is warranted, the accused, (2) allow their name and contact information to only be known by the Membership Committee, or (3) remain entirely anonymous.

Providing your name and contact information allows the Membership Committee to reach out to you and ask any necessary follow-up questions and gather more details, helping ensure that the Membership Committee has a comprehensive picture of the situation and can provide updates about the complaint. If a name and contact information are not provided, the Membership Committee will rely solely on the details in this complaint to determine if an investigation is warranted and will not be able to update the individual about status of the complaint. It may be difficult to conduct a complete investigation without additional follow-up and determine what, if any, action is required. When an individual chooses to remain entirely anonymous, anonymity will be protected, a reference number will be assigned and no contact will occur.

The discussions and decisions surrounding the complaint will be kept confidential amongst CCD’s Membership Committee and Board of Directors. As discussed below, in the event a full investigation is warranted, the Membership Committee must share with the accused organization or individual that a complaint was filed and basic details about it; sharing the full complaint itself is left to the Membership Committee’s discretion. The accused organization or individual must be provided with an opportunity to respond.

Questions?

Should you have any questions about this form or process and/or the form is not accessible to you, please email feedback@c-c-d.org. General questions including about accessibility of the process will be directed to the CCD Board Chair and Membership Committee Chair. If a complaint is submitted by email and complete anonymity is needed, as mentioned above, your name and contact information will be deleted prior to the complaint being shared with the Membership Committee.

Once the Complaint is Submitted

As described in CCD’s Disciplinary Policy which can be viewed via this hyperlink , the information in this form will initially be shared with the CCD Membership Committee Chair. If the Committee Chair is named in the complaint, the information will be shared with a pre-designated alternate member of the committee. CCD’s Membership Committee will confirm receipt of the complaint within 48 hours and review all written materials. The complaint will be kept confidential within the Membership Committee. After review, CCD’s Membership Committee can: (1) conclude that the complaint and related information would not be a Code violation, whereby after the Committee’s initial determination has been conveyed to the complainant, the complainant can correct or update the complaint within 7 calendar days; (2) conclude that the complaint and information could be a Code violation, whereby a full investigation is initiated. In the event a full investigation is warranted, the Membership Committee must notify the accused organization or individual that a complaint was filed and basic details about it; sharing the full complaint itself is left at the Membership Committee’s discretion. The accused organization or individual is provided with an opportunity to respond.

CCD’s Membership Committee uses the process and criteria outlined in CCD’s Disciplinary Policy to determine whether a violation occurred and what, if any, disciplinary action is warranted. If action is recommended, it will be shared with the CCD Board who will then discuss and vote on action to be taken. If your complaint includes a member of either the Board or Membership Committee, they will be required to recuse themselves. All discussions and materials will be confidential amongst CCD’s Membership Committee and Board of Directors. A list of Membership Committee and CCD Board members can be found through this hyperlink.