WOCN CODE OF CONDUCT POLICY

SECTION 2.10.A: CODE OF CONDUCT POLICY

 

Section 1. Policy Statement

The actions of all Wound, Ostomy, and Continence Nurses Society (WOCN) representatives, whether serving at the National or Chapter level, should be free of any real or perceived conflict of interest. The mission and philosophy of WOCN are based on the values WOCN strives to attain. Ethical behavior arises from adherence to these values by all leaders, volunteers, consultants, and members representing WOCN.

 

The WOCN Society is committed to maintaining a professional environment where all representatives treat each other with respect, civility, and dignity. This policy establishes standards for professional conduct, defines prohibited behaviors, outlines required communication protocols, and provides clear procedures for reporting and addressing violations.

 

1.1 Purpose

This Code of Conduct and Conflict of Interest Policy provides direction and guidance for professional interactions. It establishes clear expectations, defines accountability measures, and creates mechanisms for addressing concerns while supporting a positive volunteer experience.

 

1.2 Scope

This policy applies to all WOCN Society representatives at both the National and Chapter levels. This is a unified policy document; Chapters may not create separate or conflicting policies. This policy supersedes any existing policy. All representatives are expected to follow this policy in all WOCN-related activities including, but not limited to, in-person events, virtual meetings, and electronic communications.

 

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Section 2. Definitions

 

2.1 Definitions of Representatives Acting on Behalf of WOCN

For the purposes of this section, the following definitions apply:

• WOCN leader: Officers and Directors of a WOCN National and/or Chapter Board of Directors, elected by membership and/or appointed by the Board of Directors, per WOCN Bylaws.
• WOCN volunteers: Society members appointed by the National or Chapter Board of Directors to act on behalf of WOCN including, but not limited to, committee and task force chairs and/or members and Local Networking Community (LNC) Liaisons. (Refer to chapter handbook and/or chapter charter for details related to membership roles and responsibilities).
• WOCN consultants: Individuals paid to carry out services on behalf of WOCN.
• WOCN members: All individuals who elect to join WOCN.

 

2.2 Conduct-Related Definitions

These examples are provided for guidance and do not represent all possible situations.

• Workplace Violence: Any act or threat (intentional or non-intentional) of physical violence, harassment, intimidation, or other threatening or disruptive behavior that occurs in connection with WOCN activities, including virtual interactions. This includes but not limited to verbal, written, physical, sexual, and psychological conduct.
• Bullying: Repeated, unwanted harmful actions intended to humiliate, offend, or cause distress to an individual. Bullying may occur through verbal, nonverbal, psychological, or physical means and includes virtual/electronic bullying (cyberbullying).
• Incivility: Observable behaviors that violate professional norms. Includes rude or discourteous actions that violate workplace norms of mutual respect, such as condescending language, dismissive gestures, or deliberately ignoring communications.
• Harassment: Unwelcome conduct based on protected characteristics or that creates an intimidating, hostile, or offensive environment. Includes unwelcome advances, requests, or conduct that interferes with an individual’s ability to participate in WOCN activities.
• Virtual Misconduct: Inappropriate, disrespectful, or harmful behavior conducted through electronic means including email, text messaging, video conferencing, social media, or online platforms. Includes but is not limited to: aggressive tone in written communications, exclusionary group messages, sharing private communications without consent, and using technology to circumvent organizational communication channels.
• Personal Attack: Comments, statements, or actions directed at an individual based on protected characteristics or personal attributes, include but not limited to:
  • Race, ethnicity, or national origin
  • Gender, gender identity, or gender expression
  • Pronouns or chosen name
  • Sexual orientation
  • Age
  • Religion or belief system
  • Disability or health status
  • Physical appearance
  • Family or relationship status
  • Socioeconomic background
  • Any other attribute unrelated to WOCN business or professional responsibilities
• Exclusionary Conduct: Deliberately excluding individuals from communications, decisions, or discussions related to their role or responsibilities. Includes side conversations, private group texts, or selective information sharing that bypasses appropriate channels and isolates individuals from organizational activities.

Such conduct is prohibited whether expressed verbally, in writing, or through electronic communication.

 

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Section 3: Code of Conduct

Those acting on behalf of WOCN strive for compatibility between our values and actions. Our dealings with each other should be based on mutual trust and dedication. We should treat each other with respect and dignity at all times. In doing so, WOCN will maintain ethical relationships and lasting credibility with members, colleagues, employees, and the public.

 

We, as WOC nursing professionals, dedicate ourselves to carrying out the mission of WOCN. We will do the following:

• Treat others with respect, civility, dignity, and without discrimination or harassment in all professional relationships.
• Use the names and pronouns that people request and communicate respectfully at all times.
• Maintain a professional and courteous demeanor in all interactions, whether in person, online, or on the phone.
• Cooperate with and respect the unique perspectives and opinions of fellow WOCN Society stakeholders, leaving personal prejudices out of all discussions.
• Handle disagreements respectfully. Feedback will be shared in a helpful, non-confrontational manner.
• Refrain from discriminatory, harassing, intimidating, or bullying conduct.
• Put the interests of WOCN above personal interests.
• Maintain confidentiality regarding any privileged information to which we have access in the course of our official duties.
• Follow all safety protocols, policies, and procedures. Report unsafe conditions immediately.

 

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Section 4: Unacceptable Behaviors

The following behaviors are unacceptable in all WOCN-related activities and interactions. The list provides specific examples to clarify expectations; it is not exhaustive.

 

4.1 Physical Conduct

• Physical violence, threats of violence, or intimidating physical gestures
• Unwanted physical contact
• Blocking or impeding movement

 

4.2 Verbal and Written Conduct

• Yelling or using aggressive tone in communications
• Using profanity, slurs, or derogatory language
• Making threats, whether explicit or implied
• Personal attacks on character, family, appearance, or lifestyle
• Persistent criticism unrelated to legitimate organizational concerns
• Spreading rumors, gossip, or false information about colleagues

 

4.3 Virtual and Digital Conduct

• Sending/sharing aggressive, hostile, or condescending emails, social media communications or messages
• Using all caps, excessive punctuation, or formatting to convey hostility
• Creating exclusionary group texts or communications that bypass official channels
• Sharing private communications without consent. Communication sent via official WOCN email or platforms are the property of the Society and may not carry an expectation of privacy during an investigation.
• Absence of response to legitimate communications in a reasonable timeframe

 

4.4 Organizational Conduct

• Excluding individuals from meetings, communications, or decisions relevant to their role
• Withholding information necessary for someone to perform their duties
• Undermining decisions or authority through side conversations
• Taking credit for others’ work or ideas
• Retaliation against anyone who reports concerns in good faith
• Pressuring others to remain silent about concerns or incidents
• Demanding immediate decisions without allowing reasonable time for consultation

 

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Section 5: Required Communication Protocols

The following communication protocols are required for all official WOCN business to ensure transparency, documentation, and professional conduct.

 

5.1 Official Communication Channels

• Email: All official WOCN business should be conducted using WOCN email addresses, when available, or clearly designated personal email addresses for WOCN correspondence. All board members should be copied on communications relevant to their roles.
• Video Conferencing: Board meetings and formal discussions should occur via scheduled video conferences (Zoom, Teams, etc.) to allow for verbal expressions and documentation through minutes.
• WOCN Community Platform: Leaders are encouraged to use WOCN Community chat features for informal coordination and quick questions.

 

5.2 De-escalation Protocol

When written communication shows signs of escalating tension:

• Any party may request to “table the discussion until the next board meeting” or schedule a call.
• If a call is needed urgently, it should include all relevant parties (no exclusionary discussions).
• All parties are encouraged to take a minimum 24-hour pause before responding to heated communications.
• At the Chapter level, the National Board Liaison may be invited to facilitate, if needed.

 

5.3 Meeting Conduct Standards

Each meeting should begin with a brief reminder of conduct expectations. The following statement should be included at the top of all meeting agendas: WOCN LEADERSHIP DESIGNED ALLIANCE (see exhibit A).

 

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Section 6: Reporting Procedures

 

6.1 How to Report

To report alleged misconduct, submit as much information as possible related to the incident including emails, screenshots, photos, list of witnesses, dates, and descriptions of what occurred. Reporting should be reserved for code of conduct concerns unable to be managed by the involved parties/board. Reports may be submitted through the following channels:

• Email: Contact the applicable board president, as outlined below. If the incident involves a WOCN National leader or volunteer, copy the Chief Staff Executive. If the incident involves a chapter leader or volunteer, copy the National Board Liaison and Director of Membership.
• Online: Complete the online reporting form available here.

Follow-up will be provided in writing from a designated leadership representative.

 

6.2 Standard Escalation Path for Chapter

• Step 1: Direct conversation with the individual (if safe and appropriate)
• Step 2: Report to Chapter Board President
• Step 3: Report to National Board Liaison and Director of Membership
• Step 4: Refer to National Board of Directors

 

6.3 Standard Escalation Path for National

• Step 1: Direct conversation with the individual (if safe and appropriate)
• Step 2: Report to National Board President (skip if incident involves the President)
• Step 3: Report to Chief Staff Executive

 

6.4 When Chapter President is Involved

If the Chapter President is alleged to have committed or is directly involved in the conduct violation:

• Step 1: Report directly to National Board Liaison and Director of Membership (skip Chapter President)
• Step 2: Follow response level in 7.1

 

6.5 Protection from Retaliation

Individuals who report concerns in good faith are protected from retaliation. Retaliation against anyone who reports a concern or participates in an investigation is itself a serious violation subject to investigation at Level 3 or above.

 

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Section 7: Enforcement

Violations of this Code of Conduct by leaders, volunteers, members, and contractors while acting on or behalf of WOCN or attending a WOCN activity are subject to investigation and discipline. Violations of the Code of Conduct during activities that are unrelated to WOCN may be subject to investigation and discipline when the leader, volunteer, member, or contractors engaged in instances of egregious conduct or conduct that WOCN reasonably believes is injurious to WOCN. WOCN reserves the right to bypass lower levels and proceed directly to higher levels for severe violations.

 

7.1 Response Level after Standard Escalation Path

 

 

7.2 Conduct Resolution Committee

In instances of repeated conduct or severe conduct, rising to Level 3 or Level 4 intervention, WOCN will form an ad-hoc Conduct Resolution Committee. The Committee is charged with reviewing all related information/materials and determining whether the complaint violates the WOCN Code of Conduct policy. The Conduct Resolution Committee must be unbiased in its review and determination, focusing solely on the facts presented against the standards set forth in this policy. No one implicated in a Code of Conduct violation shall serve on the Committee. The accuser and the accused are barred from the committee, even if they hold one of these titles.
The ad-hoc Conduct Resolution Committee should consist of:

• WOCN National Board President
• WOCN National Board Immediate Past-President or designee, if Immediate Past President is unable to serve
• One additional member of the WOCN National Board of Directors
• The National Board Liaison, only for chapter involvement
• Chief Staff Executive and/or Director of Membership

 

Should the matter involve a contractor, resolution may include cancellation of contracts without penalty to the Society, pursuant to the terms of the contract and applicable law.

All matters of the Conduct Resolution Committee shall be kept confidential, unless required by law.

The Conduct Resolution Committee shall complete its review and issue a written determination within thirty (30) business days of formation, unless extended by the National Board President for documented cause.

 

7.3 Documentation and Record Retention

All enforcement records, including written reports, committee findings, remediation plans, and correspondence related to conduct violations, shall be maintained by WOCN Headquarters pursuant to WOCN’s document retention policy. Access to enforcement records shall be limited to the Chief Staff Executive, National Board President, and legal counsel unless disclosure is required by law.

 

7.4 Due Process and Appeals Procedure

A. Notice of Investigation: Upon the formation of a Conduct Resolution Committee (Level 3 or Level 4), the individual under review shall receive written notice of the allegations within twenty-eight (28) business days of the committee’s formation. This notice shall include a summary of the alleged misconduct and the specific sections of the Code of Conduct or COI Policy believed to have been violated.

B. Right to Respond: The individual shall have up to fourteen (14) days to submit a written response and any supporting documentation (e.g., emails, witness statements) to the Conduct Resolution Committee prior to a final determination. The committee may, at its sole discretion, invite the complainant or respondent to a closed session to present their case verbally.

C. Final Determination and Notice: Once a decision is finalized, a formal letter shall be sent to the individual outlining the findings, any disciplinary action taken, and the effective date. The National Board of Directors must approve any Level 3 or Level 4 action.

D. Appeals Process: Individuals subject to Level 3 or Level 4 enforcement have the right to appeal the decision based on the following grounds:

• Procedural Error: A significant failure by the Society to follow the protocols outlined in this policy.
• New Evidence: Material information that was not available at the time of the initial investigation.
• Conflict of Interest: Evidence that a member of the Conduct Resolution Committee was biased or implicated in the violation.

E. Appeal Timeline:

• Submission: A written request for appeal must be submitted to the National Board President (or Chief Staff Executive if the President is involved) within fifteen (15) business days of receiving the formal disciplinary letter.
• Review: The Board shall designate an independent Appeal Panel (consisting of at least three members of the WOCN National Board not involved in the initial investigation) to review the record.
• Finality: The decision of the Appeal Panel is final and binding.

 

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Section 8. Reservation of Rights

WOCN reserves the right, in its sole discretion, to institute interim or permanent discipline, up to an including suspension, removal from position, or revocation of membership, in instances of egregious conduct or conduct that WOCN reasonably believes is injurious to WOCN or violates its mission.

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Effective as of July 1, 2026