Purpose and Scope

CoSN is committed to upholding the highest standards of ethical conduct, integrity, and accountability. This policy establishes the framework for identifying, reporting, and investigating potential ethics violations by members of the CoSN Community. The Board Executive Committee is responsible for administering this policy and ensuring consistent, fair, and impartial enforcement. 

CoSN members are the heart of our organization — and the strength of our community depends on each of us showing up with integrity, respect, and a shared commitment to advancing our mission. Individual Members and individuals belonging to a CoSN member institution or corporation are expected to act in the best interests of the CoSN community at all times, embodying honesty, transparency, and professionalism in every interaction. To protect the trust we've built together, the following behaviors may constitute a conduct violation subject to review:

  • Conduct Unbecoming of a CoSN Member We each carry the reputation of this organization. Behavior — inside or outside of CoSN activities — that materially damages the credibility, mission, or public standing of CoSN reflects on all of us and may be subject to review.
  • Misrepresentation or Fraud Members are expected to communicate truthfully and accurately. Knowingly providing false or misleading information to CoSN leadership, staff, fellow members, or the public — including misrepresentation of credentials, records, or affiliations — undermines the trust our community depends on and will be taken seriously.
  • Harassment or Discriminatory Conduct CoSN is committed to being a welcoming, inclusive space for all. Harassment, intimidation, bullying, or discrimination of any kind — directed toward fellow members, staff, volunteers, or stakeholders — is inconsistent with our values and will not be tolerated, regardless of where or how it occurs.
  • Interference with an Investigation Into an Ethics Complaint Members are expected to support a fair and transparent process when conduct concerns arise. Any attempt to obstruct, intimidate, or interfere with a formal review or complaint process undermines the integrity of our community standards.

Filing a Complaint

Any member of CoSN may file a complaint if they believe an individual or institutional or corporate member has engaged in conduct that violates this policy. Complaints must be submitted in writing to the CoSN CEO.

  • The name and contact information of the person filing the complaint
  • The name of the member alleged to have engaged in the conduct
  • A clear and detailed description of the alleged conduct, including relevant dates and circumstances
  • The names of any witnesses or individuals with relevant knowledge
  • Any supporting documentation or evidence

Complaints that lack sufficient factual basis may be dismissed at the discretion of the CEO. 

Initial Review

Upon receipt of a complaint, the CoSN CEO will conduct a preliminary review within ten (10) business days to assess whether the complaint contains sufficient factual detail to warrant referral to the Board Executive Committee. If this criteria is met, the complaint will be forwarded to the Board Executive Committee  for formal review. If the complaint is deemed insufficient, the complainant will be notified and given ten (10) business days to provide additional information. If no additional information is received, the complaint will be closed without prejudice.

Review and Investigation

Upon accepting a complaint for investigation, the Executive Committee will provide written notice to both parties within fifteen (15) business days. The notice will include:

  • A summary of the complaint and the specific policy provisions at issue
  • A request that the respondent submit a written response within ten (10) business days
  • A statement of confidentiality expectations applicable to all parties
  • Notice that the respondent should refrain from contacting the complainant directly regarding the matter

The Board Executive Committee may engage qualified external consultants, legal counsel, or subject matter experts to assist in gathering and evaluating information. Any such individuals will be bound by confidentiality obligations and will not participate in deliberations or voting. In the event that a member of the Board Executive Committee is the focus of a complaint, the Chair will excuse that individual from deliberation on this matter.

The Board Executive Committee will review the complaint, the respondent's written response, and any additional information obtained during the investigation. Where warranted, the Board Executive Committee  may convene a virtual or live hearing to afford both parties an opportunity to present relevant information.

Hearing and Due Process

The respondent will be provided with reasonable advance notice of any scheduled hearing, along with the names of  members and any consultants participating in the process. The respondent may raise concerns about potential conflicts of interest among  members, which the Board Executive Committee  will consider in good faith.

Hearings will be closed to the public and may be recorded for the official record. The respondent will have an opportunity to make a statement and to respond to questions from the . The respondent may be accompanied by personal legal counsel, who may advise but may not participate directly in  deliberations.

If the respondent declines to participate or is unresponsive, the Board Executive Committee  may proceed in the respondent's absence based on the information available.

Following the hearing, the Board Executive Committee will deliberate in private and render a decision based on a preponderance of the available evidence.

Possible Disciplinary Actions

Based on the nature, severity, and circumstances of the violation, the Board Executive Committee may recommend one or more of the following actions:

  • Formal written warning or private reprimand
  • Suspension of Membership for the member organization for a defined period depending on the severity of the infraction
  • Suspension for just the individual involved for a defined period depending on the severity of the infraction

All records, evidence, and documentation submitted in connection with a complaint shall become and remain the property of the organization and will be retained as part of the official record.

Appeals

A respondent may appeal a disciplinary decision within thirty (30) calendar days of receiving written notice of the 's determination. Appeals must be submitted in writing via a verifiable method and must identify one or both of the following grounds:

  • Procedural Error The Board Executive Committee materially failed to follow the procedures set forth in this policy in a manner that affected the outcome.
  • Factual Error The decision was based on a substantial error of fact or material omission that, if corrected, would likely have altered the outcome.

Appeals will be referred to an Appeals Panel composed of Board Members selected by the CoSN Chair with no involvement in the original proceeding. The Appeals Panel will review the full record and may request supplemental information from either party.

The Appeals Panel will issue a written recommendation within forty-five (45) calendar days. The Board Executive Committee will render a final written decision within thirty (30) calendar days of receiving the recommendation. The final decision is binding on all parties.

Voluntary Resignation or Admission

A respondent may, at any point during the process, voluntarily forfeit their membership or their organization’s membership in the association and admit to the alleged conduct. In either case, the  retains authority to impose an appropriate sanction and to record the outcome in accordance with this policy. Voluntary forfeiture of membership or admission of responsibility waives the respondent's right to further appeal.

Confidentiality

All parties involved in a complaint or investigation — including the complainant, respondent, witnesses,  members, and staff — are expected to maintain strict confidentiality throughout the process. Unauthorized disclosure of complaint-related information may itself constitute a violation of this policy.