COMMUNITY CHARTER

Our Commitments,
Values, and Standards

The principles, expectations, and protections that guide our community.

Volunteer Charter

Our mutual commitments

Code of Conduct

Expected behaviour

Brand Policy

Using ETHOS name/logo

Contributor License

IP and attribution

Volunteer Charter

A clear, fair agreement between ETHOS and our volunteers defining rights, responsibilities, and boundaries.

Why This Charter Matters

Too many volunteer programmes exploit goodwill, create unrealistic expectations, or fail to recognise contributions. Our charter ensures volunteering with ETHOS is safe, fair, rewarding, and sustainable.

Our Promise: We will never expect unpaid full-time work, erode boundaries, or take advantage of your commitment. Volunteering should enrich your life, not exploit it.

Your Rights as a Volunteer

Clear Expectations

  • Written role charter with defined responsibilities
  • Realistic contribution expectations (not hours tracking)
  • Clear KPIs and deliverables
  • Boundaries respected (no pressure for excessive time)

Support & Training

  • Comprehensive onboarding and orientation
  • Role-specific training and resources
  • Regular supervision and feedback
  • Access to tools, templates, and peer support

Recognition & Development

  • Digital badges for completed contributions
  • Co-authorship on publications
  • Professional references for career advancement
  • Public acknowledgment of contributions

Safety & Wellbeing

  • Safeguarding policy and procedures
  • Zero tolerance for harassment or discrimination
  • Confidential grievance process
  • Right to pause or exit without penalty

Your Commitments as a Volunteer

Quality & Professionalism

  • Deliver work to agreed quality standards
  • Meet deadlines or communicate delays early
  • Follow ETHOS frameworks and guidelines
  • Accept feedback and iterate on outputs

Communication & Collaboration

  • Respond to messages within 2 business days
  • Communicate availability and capacity changes
  • Participate constructively in team discussions
  • Support and mentor other volunteers

Values & Conduct

  • Uphold ETHOS values in all interactions
  • Adhere to Code of Conduct
  • Respect confidentiality and data protection
  • Declare conflicts of interest

Representing ETHOS

  • Follow brand and media policy guidelines
  • Seek approval for press/media statements
  • Use ETHOS logo only as authorised
  • Distinguish personal views from ETHOS positions

What We DON'T Expect

Time Boundaries

  • ✗ Unpaid full-time equivalent work
  • ✗ Weekend or evening work (unless you choose)
  • ✗ Immediate responses to non-urgent messages
  • ✗ Unrealistic or constantly shifting deadlines

Professional Boundaries

  • ✗ Work outside your agreed role without consent
  • ✗ Taking on others' responsibilities
  • ✗ Unpaid consulting for external organisations
  • ✗ Financial expenditures without prior approval

Remember: Volunteering enriches your life. If it starts to feel exploitative, overwhelming, or unsustainable, please speak to your supervisor immediately. We can adjust roles, redistribute tasks, or help you transition out respectfully.

Code of Conduct

Standards for respectful, inclusive, and professional behaviour in our community.

Core Principles

Respect

Treat everyone with dignity, regardless of background, identity, or viewpoint. Value diverse perspectives.

Inclusion

Create welcoming spaces. Actively include voices from different cultures, sectors, and experiences.

Integrity

Be honest, transparent, and accountable. Acknowledge mistakes and learn from feedback.

Expected Behaviour

In Communication:

  • Use inclusive, respectful language
  • Listen actively and assume good intent
  • Address disagreements constructively
  • Acknowledge contributions of others
  • Provide feedback kindly and constructively

In Collaboration:

  • Share credit generously
  • Mentor and support others
  • Respect cultural and linguistic differences
  • Amplify underrepresented voices
  • Honour confidentiality and trust

In Leadership:

  • Model respectful behaviour
  • Foster psychological safety
  • Address concerns promptly and fairly
  • Be transparent about decisions
  • Support wellbeing and boundaries

In Representation:

  • Uphold ETHOS values in public forums
  • Distinguish personal views from official positions
  • Represent ETHOS accurately and professionally
  • Avoid conflicts of interest
  • Protect confidential information

Unacceptable Behaviour

The following behaviours are not tolerated and may result in warnings, suspension, or removal from the community:

Harassment & Discrimination:

  • ✗ Harassment, intimidation, or threats
  • ✗ Discrimination based on identity (race, gender, sexuality, disability, religion, etc.)
  • ✗ Unwelcome sexual attention or advances
  • ✗ Stalking or persistent unwanted contact
  • ✗ Publishing private information without consent

Unprofessional Conduct:

  • ✗ Deliberate misinformation or plagiarism
  • ✗ Abusive, derogatory, or inflammatory language
  • ✗ Intentional disruption of discussions or events
  • ✗ Misrepresentation of ETHOS positions
  • ✗ Abuse of authority or power dynamics

Integrity Violations:

  • ✗ Undisclosed conflicts of interest
  • ✗ Misuse of ETHOS resources or reputation
  • ✗ Breaching confidentiality agreements
  • ✗ Fraud, theft, or financial misconduct
  • ✗ Violating safeguarding policies

Retaliation:

  • ✗ Retaliation against those who report concerns
  • ✗ Victimising those who participate in investigations
  • ✗ Creating hostile environments for whistleblowers
  • ✗ Discouraging legitimate complaints

Reporting & Enforcement

How to Report

If you witness or experience a Code of Conduct violation:

  • 1Document the incident (date, time, what happened)
  • 2Report to your supervisor or Global Community Lead
  • 3For serious/sensitive cases: info@ethos.institute
  • 4Anonymous reporting available via online form

Enforcement Process

Warning

First minor violation: Private warning, expectation setting

Temporary Suspension

Repeat or moderate violations: Temporary suspension from community

Permanent Removal

Serious violations or repeated offences: Permanent ban with published rationale

All enforcement actions documented. Appeal process available promptly.

Brand & Media Policy

Guidelines for using the ETHOS name, logo, and representing the organisation publicly.

Using ETHOS Name & Logo

Approved Uses

  • On your volunteer profile/bio: "Volunteer with ETHOS Institute"
  • In presentations for approved ETHOS activities
  • Social media posts about your contributions (with attribution)
  • Event materials for ETHOS-organised sessions
  • Digital badges and recognition materials we provide

Prohibited Uses

  • Implying endorsement of personal projects/services
  • Commercial use without written permission
  • Modifying logo colours, proportions, or design
  • Creating derivative works or variations
  • Using ETHOS name to solicit funding/donations without approval

Need logo files? Approved volunteers can request brand assets from their supervisor. Include vector (.svg) and PNG versions with usage guidelines.

Press & Media Statements

Speaking to Media

If approached by journalists, podcasters, or media outlets about ETHOS:

⚠️ Pause & Refer

Thank them for interest. Say you'll connect them with our communications lead. Do not provide quotes or statements.

✓ Forward to Leadership

Email media inquiries to: info@ethos.institute
Include: outlet, journalist, topic, deadline

Official Spokespeople

Only designated spokespeople may make official ETHOS statements to media:

  • Executive Director: Strategic direction, partnerships, vision
  • Global Programme Lead: Framework content, technical matters
  • Country Leaders (with approval): National implementation, local context

Personal Social Media

You're welcome to share ETHOS work on personal social media accounts:

✓ Encouraged:

  • • Sharing ETHOS resources/toolkits
  • • Highlighting your contributions
  • • Promoting ETHOS events
  • • Using hashtags #ETHOSai #AIGovernance

✗ Avoid:

  • • Speaking "on behalf of" ETHOS
  • • Sharing confidential information
  • • Controversial political statements
  • • Mixing personal views with ETHOS positions

Suggested disclaimer: "Views my own. Proud volunteer with @ETHOSInstitute"

Contributor License & Attribution

How intellectual property, attribution, and licensing work for volunteer contributions.

What You're Agreeing To

By contributing to ETHOS as a volunteer, you agree to the following terms regarding your work:

1. Licence Grant

You grant ETHOS a perpetual, worldwide, non-exclusive, royalty-free licence to use, modify, distribute, and sublicense your contributions for ETHOS's mission. This allows us to:

  • • Publish your work in frameworks, toolkits, and resources
  • • Translate and adapt to different contexts
  • • Share freely under open licences (CC BY 4.0)
  • • Create derivative works aligned to mission

2. Attribution & Credit

ETHOS commits to crediting your contributions appropriately:

  • • Co-authorship: Named co-author on publications you substantially contribute to
  • • Acknowledgments: Listed in resource credits and annual reports
  • • Digital badges: Issued for specific contributions (Open Badge standard)
  • • Public team page: Profile on ETHOS website (with consent)

3. Ownership Clarification

You retain copyright to your original work, but you've given ETHOS permission to use it freely. Think of it like Creative Commons:

You can:

  • ✓ Reuse your work in personal projects
  • ✓ Include in your portfolio
  • ✓ Publish elsewhere (with ETHOS attribution)

ETHOS can:

  • ✓ Use work in any ETHOS resource
  • ✓ Adapt and build upon it
  • ✓ Share under open licences

4. Originality & Permissions

You certify that your contributions are:

  • • Your original work, or properly licensed/cited from others
  • • Free from third-party copyright claims
  • • Not confidential information from your employer (without permission)
  • • Compliant with any relevant professional obligations

Developer Certificate of Origin (DCO)

For code contributions (website, tools, automation), we use the standard Developer Certificate of Origin v1.1:

By making a contribution to this project, I certify that:

(a) The contribution was created in whole or in part by me and I have the right to submit it under the open source licence indicated in the file; or

(b) The contribution is based upon previous work that, to the best of my knowledge, is covered under an appropriate open source licence and I have the right under that licence to submit that work with modifications, whether created in whole or in part by me, under the same open source licence; or

(c) The contribution was provided directly to me by some other person who certified (a), (b) or (c) and I have not modified it.

(d) I understand and agree that this project and the contribution are public and that a record of the contribution is maintained indefinitely.

Code contributions are sign-off using: git commit -s

Common Questions

Can I use my ETHOS work in my portfolio?

Yes! You retain rights to showcase your work. Just attribute it properly: "Created for ETHOS Institute."

What if my employer owns my work product?

Check your employment agreement. If uncertain, get written permission from your employer before contributing substantive work.

Can I withdraw my contributions later?

No. Once contributed, the licence is irrevocable. This ensures ETHOS can rely on volunteer work long-term. However, you can always stop contributing new work.

How is my work attributed?

Co-authorship on publications, acknowledgment in resources, digital badges, and public team page listing (with your consent).

Ready to Join?

Our charter ensures volunteering is safe, fair, and rewarding for everyone.

Start ApplicationBack to Community

Questions? Email info@ethos.institute