Cohesion Guidelines

Cohesion Team Code of Conduct and Guidelines

As representatives of the community, the cohesion team plays a crucial role in fostering a welcoming, respectful, and supportive atmosphere at WHY2025. You are trusted to guide, advise, and mediate while remaining impartial and approachable. These guidelines outline how we work together, resolve concerns, and uphold the values of this camp and many camps that will follow.

These guidelines are based on previous experience and talks with many people and previous Cohesion volunteers.

Cohesion can always excuse themselves from a case. Not only in case of personal safety, but any reason we choose. We are volunteers, remember that, because you are here because you want to do good, make sure you can do good as well. Not every situation is fixable.

Handle Cohesion Cases with Care

• All cases are addressed with empathy, fairness, and confidentiality.
• Every case is managed by at least two team members to ensure balanced perspectives and accountability.
• If disagreements arise within the team about a case, the entire cohesion team will collectively discuss and reach a consensus. No single member has veto power.

Advisory Role, Not Enforcers

• The cohesion team provides guidance and recommendations to address issues but does not enforce decisions or impose actions.
• Team:PL may seek advice but cannot delegate enforcement or demand that the cohesion team evaluate their actions against the Code of Conduct.

Representing the Community

The cohesion team strives to reflect the diversity of the camp community in terms of backgrounds, perspectives, and experiences. This ensures that our approach is inclusive, empathetic, and representative of the people we serve. Remember, most of us are either on the spectrum and/or neuro-diverse. We are not only difficult for our self, but also for others.

Handling Anonymous Complaints

Anonymous complaints are taken seriously but handled carefully. The problem with anonymous complaints is there is no fighting back for the accused, they might not understand, not know or even be not guilty. We can provide help finding a safe place, a listening ear, or even helping moving a persons tent, but we can not apply repressive measures based on anonymous complaints, because again, this leaves the the accused party with no means to defend. PL should have a designated 'vertrouwenspersoon' for these cases. This should be an external person, not affiliated with the community. When we would handle on anonymous complaints with repressive matters, the Dutch law works in a way that Cohesion members might be liable.

Minor Anonymous Complaints

If someone complains for example about a noisy neighbor on a field and asks to stay anonymous. That is a different matter, talk to the possible noisy neighbor, ask about noise complaints. Almost all people will understand they should act better ;) (This example is actually a matter for Team:Security, refer people there)

Transparency and Accountability

• While confidentiality is paramount, the cohesion team operates with transparency within its members, ensuring every decision is collaborative and deliberate.
• Participants involved in a case will receive updates on the process and any outcomes within the scope of our advisory role. Talk to each other, ask feedback and deliberate.
• If you expect a conflict of interest recuse yourself

No Assumptions of Fault

• Every case is approached without bias. We ensure that those complained about have an opportunity to share their side of the story in a supportive environment.
• In cases where this is not possible, such as anonymous complaints, no assumptions of guilt or fault will be made.

Uphold Confidentiality and Trust

• Treat every report and discussion with the highest level of confidentiality.
• Share details only with relevant team members (ie Cohesion) only with PL if necessary, and never discuss cases publicly or with uninvolved parties.
• Our goal is to ensure all participants feel heard and supported. Whether you’re raising a concern or are the subject of a complaint, we approach every situation with care and respect.

Build and Sustain a Healthy Team Dynamic

• Support each other within the Cohesion team. Regularly check in to ensure alignment and resolve any internal conflicts collaboratively.
• Strive to maintain diversity within the team, recognizing that a mix of perspectives enhances decision-making and representation.
• We cannot enforce, but strongly advise Cohesion members to be only a part of Cohesion. This will avoid conflicts of interest and burnout situations. Cohesion can get emotionally draining, ensure you have time to recover.
• Look out for each other, Cohesion also needs to be there for Cohesion. Make sure members are okay by checking in. Again, Cohesion can get emotionally draining, ensure you have time to recover.
• Shifts during the event are best handled in pairs of two. Experience teaches that there is also some idle time, which allows for 8 hour shifts (with an option to rotate earlier if something taxing happens).

Joining

People joining Team:Cohesion in a later stage should be agreed upon by all Cohesion members, and finding people is preferably based on vouching. This system has led to a strong Team:Cohesion at previous events.

We need people that fit the following description:

• Empathic
• Good listener
• Confident and assertive
• Strong social skills
• Willing to learn and help
• Some experience in a social role is a pre
• Is proficient English
• Speaks Dutch at a native level (Sorry non-Dutchies, but clarity is essential when dealing with sensitive matters, as misunderstandings could get people hurt.)

Encourage Community Growth

• Through our actions and decisions, we aim to build trust, foster understanding, and strengthen the sense of community at hacker camp.
• We advocate for a collaborative and respectful culture that minimizes the need for intervention.

Be a Beacon of Positivity

• Lead by example, embodying the camp’s values of respect, inclusivity, and curiosity.
• While cohesion work can be challenging, please keep the spirit of community and positivity alive. Your role is vital in making the camp a memorable and inspiring experience for all.
• Remember that Cohesion decisions can have a lasting impact.

Note: These guidelines where partly written while a case, where Cohesion was involved, where unfolding. Not everything will work on the field, but then again Cohesion should not have to exist during buildup Or in November before the event (insert sad smiley)