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⚖️ Conflict Resolution Guidelines — Gecian Hub

Purpose

This document outlines how conflicts should be managed within the Gecian Hub community and Executive Committee (ExCom). The goal is to resolve issues constructively, maintain trust, and keep the project running smoothly.

1. General Principles

  1. Respect & Professionalism

  2. All parties must treat each other respectfully, regardless of role or experience.

  3. Personal attacks or harassment are not tolerated.

  4. Transparency

  5. Conflicts should be addressed openly with the relevant parties.

  6. Decisions or resolutions must be documented.

  7. Problem-Focused Approach

  8. Focus on issues, not individuals.

  9. Avoid blame; prioritize solutions over arguments.

  10. Escalation Hierarchy

  11. Conflicts are first handled at the lowest possible level.

  12. Escalate only if resolution is not achieved.

2. Conflict Types

Conflict Type Examples Resolution Path
Technical Code review disagreements, architecture decisions Tech Lead → Lead if unresolved
Design UI/UX disputes, branding inconsistencies Design Lead → Lead if unresolved
Community / Outreach Contributor disagreements, recruitment disputes Outreach Lead → Lead if unresolved
Operational / Policy Scheduling conflicts, resource allocation Vice Lead → Lead if unresolved
Personal / Interpersonal Miscommunication, behavior issues Lead or Mentor involvement if necessary

3. Conflict Resolution Steps

Step 1: Identify the Issue

  • Clearly define the problem or disagreement.
  • Focus on facts and impact, not personalities.

Step 2: Communicate Privately

  • Discuss the issue one-on-one or in small groups.
  • Aim to understand the other party’s perspective.

Step 3: Seek Mediation

  • If private discussion fails, involve the Lead or Vice Lead.
  • Lead may act as a mediator to propose solutions.

Step 4: Document the Resolution

  • Record the problem, discussion points, agreed resolution, and next steps.
  • Share documentation with relevant ExCom members.

Step 5: Follow-Up

  • Check after a reasonable period to ensure the resolution is effective.
  • Adjust the approach if needed.

4. Escalation Policy

  1. Minor Issues → Handled by role-specific lead.
  2. Persistent / Major Conflicts → Escalate to Lead.
  3. Unresolvable Conflicts → Mentor (previous Lead) may provide advice, but final authority rests with current Lead.

⚠️ The Mentor is advisory only; they cannot enforce decisions.

5. Contributor / Student Conflicts

  • Conflicts involving contributors or students should be handled by Outreach Lead first.
  • If unresolved, escalate to Lead.
  • Document all communications and actions.

6. Preventive Measures

  1. Clear Roles & Responsibilities

  2. Follow documented ExCom roles to avoid overlapping authority.

  3. Open Communication Channels

  4. Maintain regular meetings and updates.

  5. Encourage contributors to voice concerns early.

  6. Respect Policies

  7. Always follow Privacy Policy, Legal Guidelines, and Decision-Making process.