IOC Staff Terms and Conditions
Article 1 (Purpose)
These Terms and Conditions establish the basic rules regarding the roles, duties, use of authority, protection of internal information, participation in activities, restrictions on eligibility, and removal from roles for staff members participating in the operation of IOC (International Online Conference), so that staff may act responsibly and fairly.
Article 2 (Definitions)
1.
“IOC” refers to an international online parliamentary-style program in which various countries and organizations participate together to engage in online exchange, meetings, discussions, presentations, and team activities.
2.
“Operating Committee” refers to the operating body responsible for IOC planning, operation, rule-making, dispute handling, and major decision-making.
3.
“Staff” refers to individuals responsible for operational duties such as IOC program operation, server management, participant guidance, interpretation, recordkeeping, promotion, and assistance with meeting proceedings.
4.
“Chairpersons” refers to those who manage speaking order, meeting order, agenda progress, and related matters during IOC meetings or programs.
5.
“Participant” refers to an individual who participates in the program after completing the IOC application and confirmation process.
6.
“Server” refers to the Discord server used for IOC operations or any online platform designated by the Operating Committee.
Article 3 (Role of Staff)
1.
Staff shall work to ensure the smooth operation of IOC and to create a safe environment for exchange.
2.
Staff shall perform duties assigned by the Operating Committee, including participant guidance, server management, assistance with meetings and programs, delivery of notices, reporting of issues, and event preparation.
3.
Staff shall understand the purpose and operational direction of IOC and cooperate so that participants can take part in a respectful environment.
4.
Staff shall act fairly and without bias toward any specific country, organization, or participant.
Article 4 (Basic Duties of Staff)
Staff shall have the following duties:
1.
To comply with the IOC Terms and Conditions, server rules, Staff Terms and Conditions, and instructions from the Operating Committee
2.
To respect participants, other staff members, chairpersons, and participating organizations
3.
To participate sincerely in assigned duties and carry them out responsibly
4.
To actively participate in meetings, event preparation, program operation, and post-event follow-up
5.
To refrain from damaging the reputation and trust of IOC
6.
To protect internal information learned during operations
7.
To promptly report any issues to the Operating Committee
Article 5 (Speech and Conduct)
1.
Staff shall be careful in their words and actions, as they are in a position to set an example for participants.
2.
Rude remarks, aggressive expressions, discriminatory remarks, derogatory comments, mockery, profanity, sexual harassment, and threatening words or actions are prohibited.
3.
Staff shall not treat participants differently based on personal feelings or relationships.
4.
Staff shall recognize that they represent IOC and shall maintain a careful and responsible attitude in public spaces.
5.
Staff shall not engage in inappropriate words or actions, even in private conversations, that may damage trust in IOC.
Article 6 (Use of Authority)
1.
Staff authority shall be used only for server operation, safety management, participant protection, program progress, and maintenance of order.
2.
Operational authority such as warnings, chat restrictions, voice channel restrictions, message deletion, role assignment, and removal from the server may be used only when there is a reasonable basis.
3.
The use of authority for personal feelings, relationships, jokes, retaliation, convenience, or private purposes is prohibited.
4.
When the use of authority is necessary, staff shall, where possible, share the situation with the Operating Committee or senior staff.
5.
If abuse of authority is confirmed, the Operating Committee may restrict the staff member’s authority, change their role, or remove their staff status.
Article 7 (Participation in Activities)
1.
Staff shall actively participate in IOC operational meetings, event preparation, program operation, and post-event follow-up.
2.
Staff shall faithfully perform assigned duties and share progress with the Operating Committee when necessary.
3.
Repeated absence from meetings, preparation processes, or program operations without a valid reason, or failure to respond to communications, may be considered insufficient participation.
4.
If staff do not actively participate or fail to perform assigned roles, the Operating Committee may change or remove the staff member’s role.
Article 8 (Protection of Internal Information)
1.
Staff shall not disclose internal information learned during IOC operations, including meeting details, participant lists, personal information, unpublished plans, operational materials, and dispute-handling details.
2.
Internal information may not be shared with individuals, external organizations, social media, or communities without prior approval from the Operating Committee.
3.
Sensitive information, including participants’ personal information, reports, and dispute details, shall not be shared except with staff members who need the information for operations.
4.
If disclosure of internal information is confirmed, the Operating Committee may restrict the staff member’s authority, remove their role, or limit future IOC participation.
Article 9 (Protection of Personal Information and Records)
1.
Staff shall protect participants’ personal information, including names, contact details, email addresses, dates of birth, affiliations, photos, videos, and account information.
2.
Participants’ personal information may not be used for purposes other than IOC operation.
3.
Recording, capturing screenshots, screen recording, taking photos or videos, or saving screen-shared content shall be done only when necessary and with the consent of the relevant parties.
4.
Sharing a participant’s remarks, photos, videos, personal information, or conversation content externally without consent is prohibited.
5.
If a privacy violation occurs or is likely to occur, staff shall immediately report it to the Operating Committee.
Article 10 (Fairness and Prevention of Conflicts of Interest)
1.
Staff shall not provide unfair benefits to any specific participant, country, organization, or acquaintance.
2.
Personal relationships or feelings shall not influence participant selection, role assignment, dispute handling, disciplinary discussions, or similar matters.
3.
If a matter directly involves the staff member’s own interests, the staff member shall inform the Operating Committee and may be excluded from the relevant discussion or decision.
4.
Staff shall not engage in conduct that may undermine the fairness and trust of IOC.
Article 11 (Private Contact with Participants)
1.
Staff shall be careful when contacting participants privately.
2.
Personal contact that is not for operational purposes shall be based on the other party’s consent.
3.
Continuing to contact someone after they have indicated that they do not want contact or have refused contact is prohibited.
4.
Staff shall not use their position to pressure participants or force private relationships.
5.
If a violation is confirmed, the Operating Committee may remove the staff member’s role or restrict future IOC participation.
Article 12 (Prohibition of Sexual Harassment and Inappropriate Conduct)
1.
Staff shall not engage in sexual harassment, sexual jokes, comments on appearance, or words or actions that may cause discomfort.
2.
Photos, videos, messages, voice remarks, emoji use, or other actions that may burden or discomfort participants or other staff members are prohibited.
3.
Even if framed as a joke or social bonding, conduct that may make the other party uncomfortable is not permitted.
4.
If serious violations of order such as sexual harassment, violence, bullying, threats, or illegal acts are confirmed, the Operating Committee may immediately restrict authority, remove roles, restrict server use, or limit future IOC participation.
Article 13 (Use of IOC Name and Materials)
1.
Names related to IOC, including IOC, the Operating Committee, participating organizations, event names, logos, and titles, may not be used without prior approval from the Operating Committee.
2.
Use of the IOC name for commercial, political, or personal promotional purposes is prohibited.
3.
Staff titles shall not be used for personal benefit, external promotion, private activities, or unauthorized external contact.
4.
IOC-related materials, announcements, participant lists, meeting minutes, and operational documents may not be shared externally without approval from the Operating Committee.
Article 14 (Reporting Issues and Handling Disputes)
1.
Staff shall immediately report to the Operating Committee any issues that may affect operations, including disputes between participants, rule violations, safety concerns, privacy violations, or suspected sexual harassment.
2.
Staff shall not conceal or independently handle issues based solely on personal judgment.
3.
During dispute handling, the personal information of relevant parties and the details of reports shall be protected.
4.
The Operating Committee may request explanations or materials from relevant staff members for fact-checking.
5.
Staff shall cooperate sincerely with the Operating Committee’s investigation and mediation procedures.
Article 15 (Role Restrictions and Removal of Eligibility)
1.
The Operating Committee may restrict a staff member’s authority or remove their role if any of the following applies:
1.
Violation of these Terms and Conditions or the IOC Terms and Conditions
2.
Violation of server rules or instructions from the Operating Committee
3.
Abuse of authority
4.
Insincere participation in activities
5.
Failure to perform assigned duties without a valid reason
6.
Inappropriate words or actions toward participants or other staff members
7.
Disclosure of internal information or personal information
8.
Damage to the reputation of IOC or participating organizations
9.
Serious violations of order such as sexual harassment, bullying, violence, threats, or illegal acts
10.
Repeated refusal or disregard of reasonable instructions from the Operating Committee
2.
Depending on the severity of the matter, the Operating Committee may issue a warning, restrict authority, change roles, suspend duties, remove staff status, or restrict future IOC participation.
3.
In serious cases, additional measures may be decided through a meeting of the Operating Committee.
Article 16 (Responsibility and Disclaimer)
1.
Staff shall faithfully perform assigned duties and shall take care not to cause harm to IOC operations through intentional misconduct or gross negligence.
2.
The Operating Committee may take necessary measures for issues caused by a staff member’s carelessness, violation of terms, abuse of authority, disclosure of personal information, or independent judgment.
3.
The Operating Committee shall not be liable for issues arising from circumstances beyond its control, such as online platforms, external services, or individual participants’ communication environments, unless there is intentional misconduct or gross negligence by the Operating Committee.
Article 17 (Amendment of Terms)
1.
These Terms and Conditions may be amended according to IOC operational circumstances, consultation among participating organizations, and resolutions of the Operating Committee.
2.
The Operating Committee shall notify staff when these Terms and Conditions are amended.
3.
If staff continue to use the IOC server or participate in program operations after notice of amended Terms and Conditions, they shall be deemed to have agreed to the amendments. However, matters requiring separate consent under applicable laws shall be exceptions.
Article 18 (Governing Standards and Interpretation)
Matters not provided for in these Terms and Conditions shall be governed by the IOC Terms and Conditions, server rules, resolutions of the Operating Committee, consultation among participating organizations, and general practice.
