Reporting to the Valliant Oversight and Ethics Council (VOEC)

Who Can Report?

The Valliant Oversight and Ethics Council (VOEC) welcomes reports from anyone affiliated with our organizations, including:

• Employees
• Volunteers
• Board members
• Clients or service recipients
• Community members

Why You Might Report

• Harassment or Discrimination: Any form of workplace harassment, discrimination, or inappropriate behavior, including but not limited to sexual harassment, racial discrimination, or bullying.
• Conflict Mediation: Workplace conflicts that require impartial resolution, particularly involving leadership or sensitive dynamics.
• Ethical Concerns: Issues like conflicts of interest, favoritism, mismanagement, or unethical decision-making.
• Policy Violations: Suspected breaches of organizational policies, including DEI (Diversity, Equity, and Inclusion), anti-discrimination, or anti-harassment standards.
• Research Ethics: Concerns about the ethical conduct of research activities, including IRB compliance or the treatment of participants.
• Financial Mismanagement: Concerns about the misuse of funds, improper documentation, or lack of transparency in financial operations.

What to Include in Your Report

• Your Contact Information: Include your name, role, and preferred method of contact (email or phone). Anonymous reports are also accepted, but providing contact information allows us to follow up for clarification if needed.
• Nature of the Concern: Clearly state whether your report relates to harassment, a workplace conflict, an ethical issue, or another concern.
• Detailed Description: Provide specific details, including:
  • What happened.
  • When and where it occurred.
  • Who was involved (names and roles).
  • Any witnesses who may have observed the situation.
  • The impact of the issue (on you, others, or the organization).
• Supporting Evidence: If available, keep on hand relevant documents, emails, text messages, or other materials that support your report, which can be emailed to us at query.valliant@gmail.com 
• Desired Outcome: Share what you hope will result from the resolution of your report (e.g., conflict mediation, policy changes, accountability measures).

What Happens Next?

After submitting your report, a member of the VOEC will review it thoroughly. You can expect a follow-up within three business days to:

1. Confirm receipt of your report.
2. Discuss the concern in more detail if needed.
3. Outline the next steps in the investigation or mediation process.

We are committed to handling your report with the utmost confidentiality, professionalism, and fairness. The VOEC aims to resolve concerns promptly and equitably, ensuring the well-being of all individuals and the integrity of our organizations.

How to Submit a Report

You can file your report by submitting the information to the report below. If you would like to attach supporting documents, please forward them to the committee at query.valliant@gmail.com

Ethics Committee Handbook

Roles and Responsibilities for the Ethics Chairperson and Ethics Officers

Ethics Chairperson

The Ethics Chairperson leads the Valliant Oversight and Ethics Council (VOEC) and ensures the committee’s operations align with the mission and values of the organization. The Chairperson’s role is central to providing effective ethical oversight and fostering a culture of fairness and accountability.

Key Responsibilities

1. Leadership and Governance:
   • Convene and preside over all VOEC meetings.
   • Establish meeting agendas and ensure they address key priorities and concerns.
   • Guide discussions to ensure balanced and fair deliberation of issues.
   • Serve as the primary point of contact between the VOEC and organizational leadership.
2. Oversight and Decision-Making:
   • Ensure all ethical investigations and audits are conducted thoroughly and impartially.
   • Oversee the development and implementation of ethical policies and procedures.
   • Facilitate resolutions to conflicts or ethical concerns brought before the committee.
   • Organize and oversee voting processes during mediation or ethical rulings, ensuring that decisions are made by majority vote.
3. Communication:
   • Communicate VOEC findings, recommendations, and decisions to organizational leadership.
   • Maintain confidentiality while ensuring transparency in appropriate circumstances.
   • Represent the VOEC during internal and external engagements.
4. Policy Development and Training:
   • Lead the development of ethics training programs for employees and volunteers.
   • Ensure the organization’s policies are updated to reflect current ethical and legal standards.
5. Voting Oversight:
   • Ensure all members are informed about cases before voting.
   • Facilitate fair and orderly voting during mediations or ethical decisions, ensuring outcomes reflect the majority consensus of the VOEC.

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Ethics Officers

Ethics Officers work under the leadership of the Chairperson to manage the day-to-day operations of the VOEC. They serve as investigators, mediators, and advisors, ensuring the ethical integrity of the organization’s operations.

Key Responsibilities

1. Investigation and Resolution:
   • Conduct investigations into ethical concerns, including harassment, conflicts of interest, or financial misconduct.
   • Gather evidence, interview relevant parties, and provide impartial assessments.
   • Recommend appropriate actions or resolutions to the Chairperson and committee.
   • Participate in voting on ethical matters to ensure impartial and democratic resolutions.
2. Auditing and Monitoring:
   • Identify potential risks or gaps in ethical practices and propose corrective measures.
   • Monitor the implementation of policies and procedures to ensure compliance.
3. Conflict Mediation:
   • Act as neutral mediators in workplace disputes, ensuring fair and unbiased outcomes.
   • Facilitate communication between parties to resolve conflicts effectively.
   • Collaborate with the Chairperson to present findings and vote on appropriate resolutions, requiring majority consensus for final rulings.
4. Policy Support:
   • Assist in drafting and revising organizational policies related to ethics and compliance.
   • Ensure that all policies align with legal requirements and ethical best practices.
5. Education and Training:
   • Conduct ethics training sessions for employees, volunteers, and leadership.
   • Develop educational materials and resources to promote an ethical workplace culture.
6. Reporting and Documentation:
   • Maintain detailed and confidential records of investigations, audits, and outcomes.
   • Provide regular updates to the Chairperson and committee on ongoing cases and issues.
   • Contribute to the VOEC’s annual reports by summarizing activities and findings.

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Collaboration Between Chairperson and Officers

• Strategic Alignment: The Chairperson and Ethics Officers collaborate to align the VOEC’s activities with the organization’s mission and values.
• Voting and Rulings: All decisions related to mediation or ethical matters are subject to a majority vote by the VOEC. This ensures that resolutions are democratic and reflect collective agreement.
• Continuous Improvement: Together, they evaluate the effectiveness of policies and recommend updates to enhance ethical oversight.

Handbook for Mediation and Oversight by the Valliant Oversight and Ethics Council (VOEC)

Mediation Process

The mediation process is designed to ensure impartial, fair, and transparent resolution of conflicts within the organization. All mediations are conducted under the authority of the VOEC, following these steps:

1. Initiation of Mediation:
   • A conflict is reported to the VOEC, and a preliminary review is conducted to assess its validity.
   • All parties involved are informed of the mediation process and their rights.
2. Investigation and Evidence Gathering:
   • Ethics Officers conduct thorough investigations, including interviews with involved parties and witnesses.
   • All relevant evidence, such as emails, text messages, financial records, and legal documents, is reviewed.
3. Deliberation and Voting:
   • The VOEC convenes to deliberate on the findings.
   • Each member has an equal vote, and a majority vote is required to make any ruling or resolution.
4. Outcome Communication:
   • The decision is communicated to all parties involved, with detailed reasoning behind the ruling.
   • Confidentiality is maintained throughout the process.

Audits and Investigations

The VOEC has the authority to conduct regular and ad hoc audits to ensure compliance with ethical standards, financial transparency, and legal obligations. These audits include:

• Financial Audits: Access to all financial records, bank statements, and transactions to identify discrepancies or mismanagement.
• Workplace Audits: Evaluations of workplace satisfaction, harassment reports, and policy adherence.
• Research Audits: Ensuring all research complies with ethical guidelines, including IRB approvals and participant consent.
• Communications Audits: Reviewing emails, texts, websites, and other organizational communications to assess transparency and adherence to policies.

The VOEC can also:

• Interview any employee, volunteer, or client.
• Request access to attend any meetings or observe organizational operations.
• Require cooperation with all investigations.

Powers of the VOEC

Access and Authority

The VOEC has unrestricted access to:

• All organizational communications, including emails, text messages, websites, and other records.
• Financial records, contracts, and legal documents.
• Any meeting or internal discussions, as requested.

Remedial Actions

Should the VOEC identify ethical violations or concerns, it has the authority to:

1. Recommend Further Training:
   • Mandate targeted training for individuals or groups involved in the issue.
2. Issue Warnings:
   • Provide verbal or written warnings to the parties involved.
   • Issue final written warnings when necessary.
3. Terminate Employment:
   • Terminate any individual’s position within the organization, except for board members, who require a vote by the board they serve on for removal.
4. Expunge Unfair Warnings:
   • If the VOEC finds any warning—verbal, written, or final—to be issued unfairly, it has the power to:
     • Expunge the warning from the individual’s record.
     • Take corrective action against the party responsible for issuing the unfair warning if malice or bias is detected.

Corrective Powers

The VOEC’s rulings on ethical concerns include:

• Enforcing Policy Changes: Recommending updates to policies or procedures to prevent future ethical breaches.
• Disciplinary Actions: Implementing or overturning disciplinary measures based on fairness and evidence.
• Reporting: Providing detailed reports on their findings to organizational leadership.

Investigation Form

Section 1: Rights Read to the Complainant

Any member of the ethics committee can fill out this form and conduct the interview. The completing member shall create a copy of this template, and share it with all members of the ethics committee. From that point, they will have 1 week to read the document and make a decision from the time of completion of this form. At the start of the interview, the Ethics Officer must read the following rights to the complainant:

1. You have the right to confidentiality within the bounds of the investigation. Your information will be shared only with those who need to know as part of the mediation process.
2. You have the right to present evidence and request witnesses to support your case.
3. You have the right to fair and impartial treatment throughout the mediation process.
4. You have the right to withdraw your complaint at any time, though the VOEC may choose to proceed if the matter involves broader organizational concerns.
5. You have the right to be informed of the findings and outcome of the mediation process.

The Ethics Officer will proceed only after the complainant acknowledges these rights.

Section 2: Complainant Information

• Full Name:
• Position/Role in Organization:
• Contact Information:
• Date of Report:

Section 3: Respondent Information

• Full Name:
• Position/Role in Organization:
• Contact Information:

Section 4: Incident Information

• Nature of the Conflict:
• Date(s) of the Incident(s):
• Location of the Incident(s):
• Detailed Description of the Conflict: (Please describe the issue in as much detail as possible, including names of all involved parties, witnesses, and any relevant context.)
• Evidence Provided (here please attach screenshots, documents, etc..):
• Desired Outcome: (What resolution or action do you hope to achieve through mediation?):

Section 5: Respondent Interview

• Detailed Description of the the respondents perception of the Conflict: (Please describe the issue in as much detail as possible, including names of all involved parties, witnesses, and any relevant context.)
• Evidence Provided of their point of view (include screenshots, documents, etc..):
• Desired Outcome: (What resolution or action do you hope to achieve through mediation?):

Section 6: Proposed Action

Each member of the committee shall select one of the following corrective actions to resolve this conflict. 

Remedial Actions

Should the VOEC identify ethical violations or concerns, it has the authority to:

1. No Remedial Action
2. Recommend Further Training:
   • Mandate targeted training for individuals or groups involved in the issue.
3. Issue Warnings:
   • Provide verbal warning 
   •  Provide a written warning
   • Issue final written warning
4. Terminate Employment:
   • Terminate any individual’s position within the organization, except for board members, who require a vote by the board they serve on for removal. You can only recommend termination to the board.
5. Expunge Unfair Warnings:
   • If the VOEC finds any warning—verbal, written, or final—to be issued unfairly, it has the power to:
     • Expunge the warning from the individual’s record.
     • Take corrective action against the party responsible for issuing the unfair warning if malice or bias is detected.
6. Whistleblow to outside organization such as the IRS, FDA, CDC, DOJ etc.

Please specify which of the above whom and what corrective actions you believe should be taken. 

Name	Whom	Remedy	Reasoning (2-6 sentences with evidence)
Zackery Samples
Jacob Derin
Shayla Beniot
Camille Gerolymatos

Section 6: Final Action

The Ethics Chairperson shall serve the final decision to the complainant and respondent. 

Please explain the final action in detail: