The Erasmus Student Network Uni Wien (in short ESN Uni Wien) is committed to promoting equality of opportunity for all, and to ensuring that no individual is discriminated against in the planning and delivery of any of our projects or activities.
This Code of Conduct sets out to ensure that every person feels safe, included and respected during their involvement with ESN Uni Wien. We outline our policies to ensure the safety and wellbeing of the international students, volunteers and all others affiliated with ESN Uni Wien. We make clear our zero-tolerance policy towards any kind of discrimination or threatening behaviour. We reaffirm the importance of our core values, those of unity in diversity, openness, tolerance and respect. We demonstrate our dedication to encouraging diversity among our members and volunteers. As part of an international youth organisation, we recognise our responsibilities and are committed to meeting them in full. An organisational culture that creates a safe environment, embraces equality and values diversity will help us to ensure that everyone feels involved and included in our plans and activities.
This Code applies to any individual, organisation or group participating in any activity or meeting (online and offline) of ESN Uni Wien and covers conduct at:
- Paid and free events.
- ESN-related online activities, including communication on ESN Uni Wien administered social media channels
- External representation of ESN Uni Wien.
All our activities, events and communication channels focus on the international student community of the university of Vienna. However, our events and activities are open to all international students of higher education institutions or international interns. This extends to: exchange students, full-time international students and international interns. Activities can be attended by volunteers of ESN Uni Wien and local students, unless stated otherwise in the description of an activity.
3. Discrimination, harassment and violence
ESN Uni Wien is an environment which respects and welcomes everyone, and in which no form of bullying, harassment, violence, disrespectful or discriminatory behaviour is tolerated. Our policy extends to, but is not limited to, discrimination on the basis of:
- Disabilities or impairments of any kind.
- Education and socio-economic background
- Ethics and values, political or religious beliefs.
- Gender including sex, sexual orientation, gender identity or gender expression.
- Language and literacy.
- Physical appearance.
- Race including colour, nationality, ethnic or national origin.
- Role or experience within ESN.
All persons participating in the activities of ESN Uni Wien must act in accordance with these values and work to cultivate an inclusive and accessible network. Individuals should be respectful and constructive in their communication and engagement with others. ESN Uni Wien will not tolerate any instance of verbally or physically aggressive behaviour. Violations of this Code should be reported to the designated Point of Contact (6.1.) and will be dealt with according to the relevant procedure (6.1.-6.3.)
4. Potentially dangerous behaviour
ESN Uni Wien values the health and safety of all those involved with the section. ESN Uni Wien takes its responsibility to create a safe and inclusive environment at all activities. It is expected from all involved with ESN Uni Wien to act responsibly in regard to the handling of alcohol.
Offering alcoholic beverages at activities shall always be done in a responsible way and in accordance with the Austrian law. If alcohol is served at an activity, ESN Uni Wien reserves the possibility to impose a required minimum age of attendees of 18 years.
If an activity takes place in another country, the legal drinking age of that country applies. If alcohol is served during an activity, non-alcoholic beverages will always be available and promoted. The Board of ESN Uni Wien can also act according to the relevant procedure (6.3.) to any violations or irresponsible behaviours regarding alcohol.
4.2. Illegal drugs
ESN Uni Wien has a zero-tolerance policy regarding illegal drugs at any of the activities. This applies to the use, possession and distribution of substances listed as illegal drugs by the Austrian Authorities, as well as being under the influence of illegal drugs during activities. Violation of this section will result in the automatic exclusion for the remainder of the event and possible exclusion from one or more future activities, as described in section 6.3.
4.3. Dangerous Objects
It is forbidden to bring any dangerous object to any of the activities. Dangerous objects include, but are not limited to: fireworks, fire arms, cut and thrust weapons or an imitation of any of these objects. The Board of ESN Uni Wien determines if an object is dangerous. Violation of this section will result in the automatic exclusion for the remainder of the event, and additionally, possible exclusion from one or more future activities, as described in section 6.3.
5. Location-specific Rules
ESN Uni Wien hosts many of its activities at external locations, which have their own rules and regulations. In case of a conflict between the rules and regulations of the activity’s location and this Code of Conduct, the rules and regulations of the location take precedence. In addition to following the guidance and rules of ESN members at the location participants are obligated to obey the directions, rules and regulations of the location. Should one not comply with these directions and/or regulations, the relevant authority can act based upon their own rules and regulations. The Board can also act according to the relevant procedure (6.3.).
ESN Uni Wien will actively avoid locations whose values, rules and/or regulations conflict with this Code.
6.1. Point of Contact
The Board of ESN Uni Wien is responsible for ensuring that all volunteers are aware of their rights and obligations under this Code of Conduct.
Before joining ESN Uni Wien-related activities (online and offline), including ESN Uni Wien administered social media channels, all participants will be informed about their rights and obligations under this Code of Conduct.
Any violations of the Code of Conduct as stated in 3. Discrimination, harassment and violence and 4. Alcohol and Drugs and Dangerous Objects shall first be reported to an ESN Uni Wien team member. They will act according to the relevant procedure (6.3.). In case this does not prove to be sufficient, the team members or victims themselves are encouraged to contact the Board. (firstname.lastname@example.org). The submission will be received by the Vice President. The submission is confidential and you have the right to remain anonymous if preferred.
In order to protect the privacy of the people affected, all parties involved are expected to remain discrete on the matters that occurred. The Board shall not disclose the identity of an affected individual without their consent.
6.3. Disciplinary actions
Upon witnessing or receiving any complaints, all ESN Uni Wien volunteers are required to take the following steps, based on their best judgement and depending on the severity of the action:
- Inquire with the victim and/or witness about the violations of the Code that have occurred.
- Remind one of their obligation to act in accordance with the Code of Conduct.
- Engage in a one-on-one conversation with the offender to make sure that there is an understanding of the reason for the violation.
- If applicable, ask the offender for an explanation and an apology and/or retraction of the action.
- Demand the offender to leave from the remainder of the activity.
- If needed, inform the Board about the incident. The Board can take disciplinary actions in accordance with this Code and the Statutes of ESN Uni Wien. This extends to: exclusion of future events or meetings, temporary suspension from the organization, or permanent expulsion from the organisation.
Our online registration platform is provided by ESN Austria and is hosted under registrations.esnaustria.org.
7.1 Data security
All our servers communicate using TLS 1.2+ encryption and redirect any unencrypted connections. All data stored by ESN Uni Wien is located in Germany on servers in datacenters operated by German companies.
7.2 Privacy of ticket sale
If you register to an event we will use this data only for the organization of the event and will only share the data in context of this event if it's required (e.g. by authorities) or in the legitimate interest of the event itself (e.g. to reserve a hostel).
The data will not be used or sahred with any other third party outside of the context of this event.
7.3 Third parties
If you pay for your ticket using a service like PayPal, Stripe, Mollie, Wirecard, or Sofort, we transfer only the minimal necessary amount of data to these services. We route all email to you via Google's Gmail. We do not know or control which additional data is obtained by these services.
7.4 Data deletion
Data deletion is hard in the scope of ticket sales. We are forced to keep lots of data around in original form to comply with regulations of tax authorities, since nearly all data collected by us is directly related to a sale.
We reserve the right to retain the data as long as Austrian law requires us to.
8. Legal contact
ESN Uni Wien
1010 Wien, Austria
If we process your data, you are a data subject under the terms of GDPR and you are entitled to the following rights:
- Right to access: You can request access to a copy of your personal data by writing us to email@example.com.
- Right to erasure, rectification, restriction of processing, objection to processing, data portability: You can execute these rights by writing us to firstname.lastname@example.org.
- Right to lodge a complaint with a supervisory authority: Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement if the data subject considers that the processing of personal data relating to him or her infringes the terms of the GDPR. The supervisory authority with which the complaint has been lodged shall inform the complainant on the progress and the outcome of the complaint including the possibility of a judicial remedy pursuant to Article 78 GDPR.