Members Code of Conduct and Disciplinary Policy

1. Overview The AiTWobo Robotics Club is committed to fostering a professional, collaborative, and respectful environment for all members. This Code of Conduct and Disciplinary Policy is designed to ensure that every member adheres to high standards of participation, accountability, and professionalism. The following guidelines outline the expectations for behavior, attendance, participation, and performance within the club.

2. Equipment Borrowing Policy

• Borrowing Privileges: Members are allowed to borrow robotics equipment for practice at home to enhance their learning and project work.
• Return Deadlines: Each borrowed kit must be returned to the club by the deadline provided at the time of borrowing.
• Consequences for Late Returns:
  • Missed Deadlines: Failure to return equipment on time will result in a penalty applied to the member’s Trustworthiness score.
  • Non-Return of Materials: If a member fails to return the borrowed equipment entirely, sanctions will be applied, and the member will be removed from the club.
• Member Responsibility: Members are expected to handle all borrowed equipment with care and return it in good condition.

3. Training and Project Participation

• Training Structure: Some training sessions will focus on specific robotics projects. Members may work individually or in groups, and each project will culminate in an individual lab report submission.
• Report Submission: All members are required to submit their lab reports individually via the Academia platform, adhering to deadlines provided. Failure to submit on time will result in penalties, including a reduction in Trustworthiness and Attendance Points.

4. Communication and Professional Email Use

• Personal Email Requirement: All official communications from the AiTWobo Robotics Club will be sent to the personal email address provided by members. Members are required to create and use this email for all club-related activities, including report submissions, notifications, and meeting communications.
• Account Creation: Members must use their personal email to create necessary accounts for the club’s systems, such as Academia for report submissions and other required platforms.

5. Trustworthiness and Penalties

• Initial Trustworthiness Score: All members begin with a 90% Trustworthiness score.
• Penalty System: If a member fails to meet the expectations outlined in this Code of Conduct, a penalty will be assessed and deducted from their Trustworthiness score. Such penalties may be applied for:
  • Failure to meet deadlines for reports or projects. -10%
  • Unprofessional conduct or behavior that disrupts the club’s activities. -15%
  • Non-compliance with attendance or participation requirements. -5%
• Penalty Removal: Penalties will be automatically removed after two months if the member demonstrates improvement and adherence to club policies. However, repeated infractions may lead to further disciplinary action.

6. Attendance and Participation

• Initial Attendance Points: Each member starts with 10 Attendance Points.
• Attendance Deductions:
  • Missed Meetings: A 1-point deduction will be applied for each unexcused absence from a meeting.
  • Non-payment of Fees: A 2-point deduction will be applied if membership fees are not paid on time.
  • Failure to Participate: A 1-point deduction will be applied if a member fails to actively participate in a training or project session.
• Attendance Point Threshold: If a member’s attendance points drop to 0, they will be removed from the club.
• Time-Off Requests: Members may request time off for valid reasons, but these requests must be made at least 2 days in advance. Failure to provide advance notice will result in the denial of time-off and a potential penalty to their Attendance Points.

7. Time-Off Balances

• Initial Time-Off Balance: Each member starts with 00 hour 00 mn 00s of time off.
• Time-Off Earning: For each meeting attended, members will earn 10 minutes to their time-off balance.
• Usage: Members can use their time-off balance to excuse themselves from meetings. However, requests for time off must be submitted at least 2 days prior to the meeting, and the time-off balance will be deducted accordingly. If the balance is exhausted, the member must attend meetings unless an extraordinary circumstance arises.

8. Lab Report Deadlines and Consequences

• Timely Submission: All lab reports must be submitted by the specified deadlines. Failure to meet the deadline will result in:
  • Trustworthiness Penalty: A deduction will be applied to the member’s Trustworthiness score.
  • Attendance Points Deduction: A 1-point deduction will be applied to the member’s attendance points.
  • Further Disciplinary Action: Repeated failures to submit reports on time will result in additional penalties and could lead to the member’s expulsion from the club.

9. Professionalism and Code of Conduct

• Expectations for Behavior: All members are expected to behave in a professional and respectful manner at all times. This includes maintaining proper conduct during training sessions, meetings, and online communications.
  • Unacceptable Behavior: Any action that disrupts the club’s activities, violates the Code of Conduct, or negatively impacts the club’s reputation will result in disciplinary action. This includes but is not limited to dishonesty, harassment, and unprofessional conduct.
  • Respectful Collaboration: Members are expected to actively contribute to group projects and collaborate effectively with others, demonstrating respect for diverse perspectives.

10. Appeals Process

• Request for Review: If a member believes that a penalty has been unfairly applied or disputes a decision, they may request a formal review. The request must be submitted in writing to the club’s leadership.
• Review Process: All appeals will be reviewed fairly and transparently. If the appeal is found to be valid, the penalty will be removed or modified as appropriate.

11. Final Authority

• The AiTWobo Robotics Club leadership holds the final authority regarding all decisions related to disciplinary actions, including penalties, point deductions, and member removal. The leadership will act with fairness, consistency, and transparency in enforcing this policy.

Conclusion This Disciplinary Code and Code of Conduct is designed to ensure the highest standards of professionalism, participation, and collaboration within the AiTWobo Robotics Club. Members are expected to adhere to these guidelines, contribute positively to the club’s activities, and maintain a high level of integrity and responsibility at all times. By following this code, we can ensure that AiTWobo continues to thrive as a productive and respectful community for all robotics enthusiasts.