The Canadian Association of Professional Speakers (CAPS) is committed to fostering a harassment-free professional organization where all members are treated with respect and dignity.

This Anti-Harassment Policy is intended to make CAPS inclusive, safe, and non-discriminatory for everyone by setting out expectations and standards of conduct and by ensuring we have a clear process in place for responding to complaints of discrimination, harassment and violence.

Our CAPS Anti-Harassment Policy is in line with Provincial Human Rights Acts and provides protections from harassment based on race, national or ethnic origin, colour, religion, age, sex, sexual orientation, marital status, family status, disability, pardoned conviction or other protected categories.

Harassment within the membership of CAPS will not be tolerated. Members who are found to have harassed another individual will be subject to corrective actions. This includes any member who: interferes with the resolution of a harassment complaint; retaliates against an individual for filing a harassment complaint; or files an unfounded harassment complaint intended to cause harm.

The Anti-Harassment Policy covers all members and guests of the Canadian Association of Professional Speakers. CAPS will not tolerate, condone or allow harassment whether engaged in by fellow members, board of directors, or by outside guests, business associates, customers or others who conduct business with this organization at the national or chapter level. The association encourages reporting of all incidents of harassment, regardless of who the offender may be. When a complaint is brought forward, CAPS has a duty to investigate, unless the complaint is clearly without merit.

Application of the Policy

This policy applies to all current members of the Canadian Association of Professional Speakers, including individual, and supplier members. This policy also applies to any person attending a Canadian Association of Professional Speakers annual meeting, convention, or sponsored event, even if the person is not a current member of the organization.

Definitions

Harassment is defined as comments or actions that are known, or ought reasonably to be known, to be unwelcome and unwanted (verbal, visual or physical) including, but not entirely restricted to, behaviours that create an intimidating or detrimental environment.

Examples of harassment include, but not limited to:

• derogatory or condescending comments or teasing or jokes regarding a person’s race, national or ethnic origin, colour, religion, age, sex, sexual orientation, marital status, family status, disability or pardoned conviction
• physical threats or assault
• outbursts of anger and destruction of property
• distributing inappropriate material or discriminatory photos, videos, or internet postings
• spreading malicious rumors to discredit someone
• sabotaging or destructively interfering in the work of others
• singling someone out to do demeaning tasks
• offending or humiliating someone physically or verbally
• bullying, threatening or intimidating someone
• racial micro-aggressions and racial jokes and comments
• cyber-bullying and harassment through social media
• discriminatory or harassing conduct including (but not limited to) anti-Black racism, anti-Indigenous racism, Islamophobia, antisemitism, anti-Asian racism, homophobia, transphobia, biphobia, ableism, ageism, xenophobia and sexism

Sexual harassment is defined as unwelcome or unwanted conduct of a sexual nature (verbal, visual or physical) that is likely to cause offence or humiliation, including but not entirely restricted to behaviours that;

°  create an intimidating, humiliating, or detrimental environment; or

°  leads to task-related consequences

Examples of sexual harassment include, but not limited to:

• unwanted sexual advances
• uninvited touching, pinching, fondling, hugging, kissing, patting, etc.
• demands for sexual favors in exchange for favorable treatment or continued participation/advancement
• repeated sexual jokes, flirtations, advances or propositions
• uninvited letters, phone calls, or messages sent by electronic mail or text message
• verbal abuse of a sexual nature
• graphic, verbal commentary about an individual’s body
• repeatedly asking someone out who is not interested
• leering, whistling
• assault, coerced sexual acts
• suggestive, insulting, obscene comments or gestures
• condescension or paternalism which undermines self-respect
• telling lies or spreading rumors about a person’s sex life
• homophobic comments or jokes or “outing” or threatening to “out” someone based on their sexual orientation
• display in the ‘workplace’ or on CAPS social media of sexually suggestive objects or pictures.

In all cases, the harassment can be a single incident, repeated incidents, or patterned behaviour. It can occur through direct or indirect interactions, including in print or through digital media.

Responsibilities and Expectations

The Canadian Association of Professional Speakers aims to provide all members with a harassment-free professional organization.

The CAPS Board of Directors is responsible for:

• being familiar with the procedures and receiving training on this policy;
• not engaging in behaviour that constitutes harassment as defined in the policy;
• the administration and enforcement of this policy;
• encouraging the informal resolution and/or mediation of differences wherever appropriate;
• informing members of their rights and obligations under the policy and its authorities;
• supporting measures to eliminate harassment within CAPS;
• ensuring that this policy is applied in a timely, consistent and confidential manner;
• determining whether or not allegations of harassment are substantiated based on the Ethics Committee report;
• determining what corrective action is appropriate where a harassment complaint has been substantiated; and
• reviewing the Anti-Harassment Prevention Policy every three (3) years.

The Canadian Association of Professional Speakers Ethics Committee is responsible for:

• being familiar with the procedures and receiving training on this policy and investigation procedures;
• investigating complaints and determining whether or not allegations of harassment are substantiated;
• following the appropriate procedures and processes while reviewing the complaint;
• reporting on the investigation and findings to the Board of Directors;
• making recommendations for developing, establishing and providing training in harassment prevention measures and procedures for the Ethics Committee, the National Board, and the membership;
• reviewing this policy annually, or as required; and
• making necessary recommendations to ensure that this policy meets the needs of the CAPS.

The Canadian Association of Professional Speakers members are responsible for:

• agreeing when joining and on subsequent renewal to adhere to the CAPS Anti-Harassment Policy;
• treating others with respect within in the professional organization;
• not engaging in behaviour that constitutes harassment as defined in the policy;
• participate in education and training programs so you can respond suitably to any incident of harassment in order to eliminate harassment within CAPS;
• reporting harassment to either the CAPS Executive Director or the President of the Board of Directors; and
• cooperating with a harassment investigation and respecting the confidentiality of the investigation process.

CAPS Members can expect:

• to be treated with respect;
• that reported harassment will be dealt with in a timely, confidential and effective manner;
• to have their rights to a fair process and to confidentiality respected during a harassment investigation; and
• to be protected against retaliation for reporting harassment or cooperating with a harassment investigation.

Harassment is unacceptable at any member-related settings, such as CAPS-related travel, CAPS-related social events and online or remote interactions. Consenting romantic relationships between members and/or guests are not considered to be acts of sexual harassment.

Proactive Personal Response

CAPS encourages individuals who believe they are being harassed to firmly and promptly notify the offender, either verbally or in writing, that their behaviour is unwelcome. It is important to be specific, as many offenders may not realize that their actions are offensive.

After addressing the offender, individuals should confidentially report the incident and the response (within two (2) business days is recommended) to the Canadian Association of Professional Speakers Executive Director or the President of the Board of Directors. This ensures that all harassment issues are properly tracked and addressed.

As per the CAPS Ethics Complaints Procedure, outside of the Proactive Personal Response noted above, complaints should be made as soon as possible after the alleged violation occurs and, in any event, no later than one year from the date of the last incident of perceived harassment, unless there are circumstances that prevented the member from doing so.

Situations Requiring Reporting Through The Official Harassment Complaint Process

CAPS recognizes that there are valid reasons that may make direct confrontation impossible, such as the seriousness of the situation, personal concerns, or ongoing harassment. In these cases, using the Proactive Personal Response may not be appropriate. Therefore, we encourage individuals who believe they are being harassed to report these incidents using our Procedures for Addressing a Harassment Complaint.

Note: In the case of a physical assault, the police should also be contacted immediately.

The specific guidelines for addressing complaints are outlined in the CAPS Ethics Complaint Procedure document.

CAPS has developed this policy to ensure that all its members and guests can participate in an environment free from harassment. CAPS remains an organization bound by our principles of ethical conduct.