Ethics Committee Charter
[Company Name]
I. Introduction
This document includes sections on:
1. The committee’s duties, responsibilities, and scope
2 The committee’s membership structure and composition, terms and time commitments, selection and appointment processes, and procedures in cases of member misconduct
3. The committee’s rules of procedure, decision making processes, confidentiality, Quorum requirements, and process review
4 Financial affairs
5. Ethical grievance case consultation processes
6 Committee reporting and documentation guidelines and requirements and process for amendments to the charter
1. Executive Summary Committee Name
The Committee shall be referred to herein as the “[Company Name] Ethics Committee.” In this document, at times, it shall be referred to the “Ethics Committee” or the “Committee ”
Overview of Charter
The [Company Name] Ethics Committee Charter provides a detailed blueprint for the establishment, functioning, and governance of the Ethics Committee. This document outlines the committee's structure, roles, responsibilities, operational procedures, and guidelines for financial oversight, creating a robust framework for ethical governance within [Company Name] It serves as an essential reference for committee members, offering clear directives on maintaining and promoting the organization's ethical standards
Other Parties
The other bodies referenced in this document are:
● [Company Name]'s Board of Directors (the “Board”): A group which stewards the organization in its mission, overseeing the organization's strategic and financial health.
● The Independent Oversight Body (the “IOB”): This body will serve as a bridge and balance between the Board and the Ethics Committee, ensuring that the Ethics Committee remains independent while being accountable. See more information here [add link]
● The Vision Council: An advisory group made up of team members, board members and independent advisors who meet to attend to the spirit and vision of the organization and its desired impact This group grapples with dilemmas and foundational values of doing culture change work
● [Company Name] Advisors: Advisors that support the organization with their expertise. They are available to the board, leadership and other key stakeholders in the [Company Name] ecosystem.
● The Care Team: Amongst other forms of supporting the organization, the Care Team will partner with the Ethics Committee to support the healthy resolution of issues and restoration of relational trust and psychological safety through a range of restorative practices, including facilitation and mediation
[Link to organizational chart. Example: To see how these bodies relate and the reporting hierarchy within [Company Name], see the org chart here.]
2. Committee Overview
a. Committee Purpose
The Committee is pivotal in helping ensure that [Company Name]'s operations and activities adhere to rigorous ethical principles, reflecting the organization's commitment to integrity and responsible conduct Its primary objectives include advising on ethical practices, reviewing policies, fostering ethical culture, handling ethical queries and conflicts, and engaging with stakeholders to help promote transparency and trust The Committee plays a strategic role in guiding [Company Name] towards ethical leadership, continuous improvement in ethical standards, and fostering an environment where ethical decision-making is at the core of organizational practices Through its activities, the Committee aims to uphold [Company Name]'s commitment to its values, serving as a critical guardian and advocate of these values and helping ensure that ethical considerations are embedded in every facet of the organization's operations The committee guides [Company Name] in its mission to maintain ethical excellence in all its endeavors.
b. Committee Composition
The Ethics Committee is composed of two groups Consultants may also be brought in to inform the Ethics Committee’s Decisions
● Voting Members constitute the core decision-making body of the Ethics Committee. They are responsible for deliberating on ethical matters, reviewing cases, and making formal recommendations to [Company Name]'s leadership and Board. Voting members can be compensated
● Non-voting members provide an advisory and consultative role to the Ethics Committee. Their participation is valuable due to their unique expertise, lived experiences, or representation of key stakeholder groups However, they do not have the power to vote on final decisions Non-voting members may be compensated Non-voting members are not held to the same attendance requirements as voting members, though they should attend most meetings they are invited to, prioritizing those regarding their area of expertise or that concern their stakeholder group
● Consultants are not considered a part of the Ethics Committee, but may be kept informed of [Company Name] and the Ethics Committee’s work and engaged as needed There should be an agreement for consultants’ availability. They may be contracted for their expertise to support decision-making processes
c. Strategic Purpose
● Ethical Leadership: The committee is dedicated to fostering an organizational culture where ethical considerations guide all decisions made within [Company Name]
● Continuous Ethical Improvement: Acknowledging the evolving nature of ethical challenges, the committee commits to perpetually improving the various components of the ethics infrastructure, ensuring it remains dynamic and responsive to new insights and external changes
● Stakeholder Trust: By fostering transparent and principled operations, the committee aims to cultivate and sustain trust among all stakeholders, reinforcing [Company Name]'s reputation and integrity.
● Ethical Competency: Ensure that all members of the organization are equipped with the knowledge and skills to make ethical decisions, embedding ethical reasoning into the DNA of [Company Name]'s culture.
● Innovation in Ethics: The committee aspires to pioneer innovative approaches to ethical challenges, set new standards for ethical practices in psychedelic care and education, and lead by example.
d. Committee Authority
The committee advises the board and leadership team, with the authority to gather necessary information, consult experts within a budget, and recommend changes to leadership and the Board in writing. Leadership and the board must consider all recommendations and act upon them or reject the recommendations The Board is required to formally respond in writing to the
committee, outlining their response to all committee recommendations and reason for adoption, rejection, or any other decision about the recommendations.
The committee also provides the IOB with a record of all formal recommendations made to leadership and to the Board. The Board is required to copy the IOB on its formal response to the recommendations
e. Committee Correspondence
Members of the leadership team who are not part of the Board may be copied on correspondence only if the majority of both the Board and the Committee approve This policy ensures the integrity of discussions on ethical matters related to [Company Name]'s operations and leadership by its governance bodies. It aims to involve leadership in communications only after achieving consensus and alignment on what should be communicated For more details on this policy, refer to section IX. Reporting, Documentation, and Evaluation.
f. Committee Accountability
If [Company Name] community members wish to submit a grievance regarding the Ethics Committee or its members, they should do so directly to the Independent Oversight Body as described below in section 4 9 Member Misconduct Process
Relationship with Other Governance Structures within [Company Name]
The Ethics Committee operates within a network of governance structures at [Company Name] These structures may inform, support, or advise the functioning of the Ethics Committee. These structures, and their relationship with the ethics committee, includes:
[Company Name]'s Board of Directors (the “Board”):
● The Ethics Committee serves in an advisory capacity to [Company Name]'s Board of Directors It provides formal suggestions and recommendations, to which the Board must respond in writing. The Committee may work collaboratively with the Board or leadership team to execute ethics related initiatives, policy updates, programing, etc The Committee submits regular reports to the Board for transparency and accountability The Leadership team submits regular reports of activity to keep the Committee informed. In cases of committee member removal, the Board acts as the final appellate body Significant charter amendments require Board approval.
The Independent Oversight Body (IOB):
● The IOB annually reviews the structure, processes, independence, and effectiveness of the Ethics Committee, suggesting improvements or changes The IOB reviews the committee's annual report of its findings and any recommendations for policy change, grievance case outcomes, or other recommendations it has made to the board and the wider organization In instances of disagreement or conflict between the Board and the
Ethics Committee, the IOB can serve as a mediator, or partner with a professional who can provide an unbiased perspective and facilitate resolutions. The IOB can step in as an extra vote in committee matters where needed
The Vision Council:
● The Vision Council may be called upon to provide input and advice to the Ethics Committee to better align with the overall vision and mission of the organization. Members of the Vision Council may serve as non-voting members of the Ethics Committee
The [Company Name] Advisors:
● [Company Name] Advisors may be called upon to provide input and advice to the Ethics Committee to better align with the overall vision and mission of the organization.
[Company Name] Advisors may serve as non-voting members of the Ethics Committee
II. Duties
1. Committee Responsibilities
The Ethics Committee's primary responsibilities are to help uphold [Company Name]’s ethical standards The committee's duties encompass a wide range of activities designed to ensure that the organization's operations align with its core ethical principles as described in the Code of Ethics [add link], and are informed by and contribute to the evolving best practices of the psychedelic field
The Ethics Committee's primary responsibilities are to fulfill their advisory role to [Company Name], to evolve the Code of Ethics and Codes of Conduct, to address grievances and promote accountability and to provide review of the program content and methodologies for alignment with ethical standards If the committee members conclude that the allocated time and resources are insufficient to adequately fulfill other duties, they must prioritize their responsibilities in a manner that best upholds [Company Name]'s ethical commitments
[Company Name] report to support Committee Duties: [Company Name] leadership will provide a high level annual strategic plan of the organization's activities to the ethics committee to support their duties A quarterly report of the activities completed over the last quarter and any adjustments to the activity scheduled for the upcoming quarter will be provided.
The responsibilities of the ethics committee include:
a. Advisory Role
○ Ethical Guidance: Offer ongoing advice on ethical matters to different stakeholders within [Company Name], including leadership, staff, and board to support decision-making processes.
b. Grievance and Accountability Processes
○ Grievance Handling: Work with [Company Name] leadership to develop and oversee standardized procedures for addressing grievances, ensuring a fair and transparent process.
○ Restorative Accountability: Guide the organization in implementing restorative practices that address harm, facilitate reconciliation when possible, and promote the growth and learning of all involved in ethical breaches.
c. Policy Review and Input
○ Examine and Provide Feedback: Regularly review [Company Name]'s policies, programs, and practices to ensure they reflect the organization's ethical commitments
○ Policy Development: Actively participate in the development of new policies to ensure they reflect high ethical standards.
d. Code of Ethics Evolution
○ Continuous Improvement: Maintain and continuously improve [Company Name]'s Code of Ethics and Codes of Conduct to help ensure their relevance and effectiveness, incorporating feedback from stakeholders and adapting to new ethical challenges.
○ Implementation Monitoring: Monitor the effective implementation of the Code of Ethics across all levels of the organization
e. Programmatic Content and Methodologies Review
○ Program Content Review: Review and provide input on the development of programmatic content for ethical practices
○ Program Methodologies Review: Review and provide input on the methodologies for teaching ethics within [Company Name]'s educational offerings
f. Ethical Training and Education
○ Ethics Training: Lead the development and execution of ethics training for [Company Name]'s staff, emphasizing practical decision-making and ethical reasoning.
○ Awareness Campaigns: Initiate and oversee campaigns to promote ethical awareness and understanding throughout the organization.
g. Consultation and Conflict Resolution
○ Consultative Support: In collaboration with the Care Team, serve as a consultative body for addressing ethical dilemmas (i e decision points that need expert ethical guidance) and providing advice, aligned with [Company Name]’s values and ethics, to facilitate resolution
○ Mediation: In collaboration with the Care Team, act as a mediator in conflicts where ethical considerations are central, proposing solutions that align with [Company Name]'s ethical values
h. Ethical Monitoring and Reporting
○ Ethical Audits: Conduct regular audits of [Company Name]'s practices to ensure compliance with ethical policies and standards
○ Reporting: Provide comprehensive reports on the committee's activities, findings, and recommendations to the board and relevant stakeholders
i. Stakeholder Engagement
○ Feedback Collection: Proactively engage with a broad spectrum of stakeholders to gather insights and perspectives on ethical matters
○ Inclusion in Decision-Making: Ensure that stakeholder feedback is considered in the committee's deliberations and recommendations.
j. Strategic Planning and Goal Setting
○ Strategic Priorities: Identify and establish the committee's strategic priorities and goals, ensuring they align with [Company Name]'s mission and values.
○ Continuous Evaluation: Regularly assess the effectiveness of the committee's initiatives, adapting strategies to meet evolving ethical challenges and organizational needs
k. Other Roles
○ Evolving Values: The committee may periodically review [Company Name]s values and ethical principles and offer recommendations for changes to be made to be in greater alignment with the evolving ethical best practices in the field.
○ Media and Communications: The committee advises on ethical considerations in media releases and communications, helping ensure that [Company Name]'s public messages align with its ethical standards.
○ Human Resources: The committee contributes to the ethical evaluation of staff hiring and evaluations, infusing ethical considerations into HR processes
○ Admissions: For educational programs, the committee provides guidance on ethical criteria for student admissions, supporting fairness and integrity in selection processes.
○ Continuous Learning: The committee is dedicated to continuous learning and staying updated with the latest developments in psychedelic care and ethics.
2 Committee Scope
The scope of the Ethics Committee defines the boundaries and extent of the committee's purview, helping to ensure its responsibilities are clear and focused.
a. Policy Review and Input
While the committee provides critical feedback and suggestions, the final decision-making and policy approval lie outside its purview, typically with the board or executive leadership. The committee's role is advisory; it does not have the authority to enforce policy changes but can recommend modifications or the development of new policies
b. Grievance and Accountability Processes
It does not directly administer disciplinary actions but recommends appropriate responses to ethical violations to the [Company Name] leadership team to carry out
c. Advisory Role
While providing advice, the committee does not participate in executive decisions but ensures that its ethical insights are available to inform them
d. Code of Ethics Evolution
The committee's role is to recommend updates and monitor implementation, not to directly enforce compliance across the organization
e. Ethical Training and Education
The committee recommends on training agendas and content and the [Company Name] leadership team designates trainers or departments that may execute the actual training delivery.
f. Consultation and Conflict Resolution
The committee advises and proposes resolutions, and does not serve as the final arbitrator in conflicts or enforcing its recommendations.
g. Ethical Monitoring and Reporting
While it monitors and reports on ethical practices and policies, the committee does not have the authority to impose sanctions or enforce compliance directly.
h. Stakeholder Engagement
Stakeholder engagement is for insight and feedback gathering; stakeholders do not directly influence the committee's decisions but provide valuable context
i. Strategic Planning and Goal Setting
The committee’s focus is to provide ethical advice on strategic direction and long-term ethical objectives, not the day-to-day operational decisions of the organization
III. Membership Roles and Responsibilities
1 Composition
The Ethics Committee is composed of a diverse group of individuals, including seasoned professionals and representatives from the community To avoid conflicts of interest, the committee does not include [Company Name] staff or members of the Board. This composition ensures a holistic and multifaceted approach to ethical deliberations
2. Roles within the Committee
● Chair: The Chair leads the committee, setting long-term and short-term strategies and helps ensure the committee's adherence to its responsibilities The Chair acts as the primary liaison with [Company Name]'s leadership and board.
● Co-Chair/Second Chair (Optional): If appointed, the Co-Chair supports the Chair, assisting in organizing activities and stepping in when the Chair is unavailable Additionally, the Co-Chair can serve as the Chair-Elect, performing tasks to prepare themselves for assuming the role of Chair in the future, once they have been elected
● Treasurer: The Treasurer manages the committee's finances, ensuring transparency and accountability and maintaining a clear separation of financial duties from the Chair
● Secretary: A committee member or a provided administrative support person acts as the Secretary, responsible for meeting documentation, note-taking, and maintaining records of the committee's activities
3. Committee Membership
● Voting Members
○ The committee must include a minimum of five members to help ensure adequate diversity of thought and opinions.
○ The maximum number of core committee members should not exceed nine to maintain effectiveness and facilitate decision-making.
○ The Committee can amend the above minimum and maximum requirements as outlined in XI Amendments to the Charter
○ At the invitation of the Committee, non-members, such as [Company Name]'s executive team members or other stakeholders, can attend meetings to provide input but do not participate in the final decision-making process
● Non-Voting Members
○ The voting members of the Ethics Committee can elect as many non-voting members as are needed according to the committee's requirements and available budget. More on Non-voting members in section IX.
○ Non-voting members are selected based on their expertise, perspectives, and ability to represent key stakeholder groups
○ The number of non-voting members may fluctuate over time as the committee's needs evolve and budgetary considerations change
○ Non-voting members attend meetings, participate in discussions, and serve on subcommittees or working groups, but do not have the authority to vote on final decisions made by the committee
4. Subcommittees and Working Groups
To enhance its effectiveness, the committee may establish additional subcommittees focusing on specific areas such as organizational ethics, education, case consultation, and research.
Subcommittees may constitute voting and non-voting members of the ethics committee
These subcommittees would be responsible for a particular committee area of focus, such as:
● Organizational Ethics and Infrastructure: Maintaining and improving ethical standards and policies within [Company Name].
● Education: Developing and reviewing ethics-oriented educational content and training materials, and program methodologies
● Case Consultation and Grievance: Reviewing grievance protocols, processing grievances, and discussing ethical cases to refine [Company Name]'s ethical framework
● Research and Collaboration: Stays current on ethics research and trends in psychedelic and related fields to inform the Committee's work, and explores external collaborations to enhance [Company Name]'s ethics and benefit the field
Each subcommittee has a designated chair, secretary, and liaison who is responsible for communicating with all voting members of the committee, ensuring the structured and effective management of its responsibilities. These roles can be held by the same person or more than one person
IV. Selection and Appointment
1.
Process for Selecting Committee Members
● Initial Selection: The [Company Name] leadership team and Board recommended, after vetting and interviewing them, initial members to establish the committee. To limit bias, [Company Name] leadership and board had independent professionals review candidates during the initial Committee selection process.
● Ongoing Member Selection:
○ Existing members, the leadership team, or the board can nominate new committee members.
○ Nominees undergo a vetting and interview process, which should be conducted by a designated subcommittee of the Ethics Committee This vetting process should include independent review by a neutral 3rd party to mitigate bias or the committee becoming too insular
○ At a preset interval to be decided by the ethics committee in its inaugural year, an open call will be issued for applicants from the public to submit interest in a committee role
● Existing Member Role Renewal Self-nomination: Existing members may self-nominate for another term They will undergo a review and evaluation of their last term This review process will be designed by the committee in its first year
● Ongoing Appointment: Each current member of the Board and the committee casts a single vote for or against each proposed nominee In the case of a stalemate, the IOB casts the deciding vote
● Conflict of Interest Disclosure: All incoming and renewing members of the Ethics Committee are required to complete a Conflict of Interest [add link] (COI) form Disclosed conflicts will be considered when evaluating suitability for membership or renewal This form serves to:
1 Identify and disclose any conflicts of interest among committee members
2. Provide a structured format for detailed disclosure
3 Allow members to propose conflict management strategies
4 Create a formal, signed record of disclosures
5. Inform members of non-disclosure consequences and confidentiality rules
6 Establish ongoing disclosure responsibilities
2. Member Qualifications and Selection Criteria
Members are selected for their commitment to [Company Name]'s values, their expertise in ethics, and their ability to engage in deep discussions on the ethical aspects of psychedelic care. The selection criteria emphasize diversity in race, gender, professional background, and ethical experience to help ensure rounded perspectives
3. Member Expertise
Ideal Member Criteria
Ideal members have strengths in the following areas:
● Meets the qualifications for at least one of the areas of expertise listed below
● Has overlapping expertise across more than one area of expertise to generate better understanding throughout the committee
● Understanding of psychedelic care and the unique ethical challenges in this field
● Ability to commit the required time to actively participate in committee meetings and responsibilities
● Demonstrated alignment with [Company Name]'s core values
● Contributes to the committee's diversity of perspectives in terms of lived experience, professional background, and expertise
● Strong interpersonal and communication skills
● Strong ethical reasoning and decision-making skills
● Collaborative approach to problem-solving and consensus-building
Committee Areas of Expertise
The following are the core areas of expertise represented on the Committee One person can represent expertise in more than one of these areas.
1 Experienced Psychedelic Guide with Expertise in Psychedelic Ethics
● Qualifications: Certified psychedelic guide or licensed professional with extensive experience in providing psychedelic-assisted care
● Skills: Deep understanding of the psychedelic experience, ability to navigate complex emotional and psychological terrains, strong interpersonal and communication skills
● Background: Minimum of 5 years of experience in psychedelic guiding or therapy, demonstrated commitment to ethical practice
2 Bioethicist or Ethics Scholar
● Qualifications: Advanced degree in bioethics, philosophy, or a related field with a focus on ethics in healthcare or psychedelic research
● Skills: Expertise in ethical reasoning, familiarity with ethical frameworks and theories, ability to analyze complex moral dilemmas and provide guidance
● Background: Contributions to the field of bioethics, experience serving on ethics committees or institutional review boards
3 Transformative Justice Expert
● Qualifications: Expertise in transformative justice principles and practices, deep understanding of harm reduction approaches in the context of psychedelics
● Skills: Ability to design and facilitate accountability processes, provide guidance on preventing and mitigating harm, foster a culture in alignment with transformative justice principles
● Background: Extensive experience in implementing transformative justice interventions, leadership in harm reduction initiatives within psychedelic communities or related fields.
4. Non-Western Healing and Non-Western Ethics Advocate
● Qualifications: Expert in non-Western healing modalities, with a deep understanding of their cultural contexts and ethical principles
● Skills: Ability to translate and bridge frameworks of a non-western approach and ethic to other professionals with a predominantly western academic ethics background.
● Background: Significant experience in non-western cultural theory/cosmology and practices. Experience with non-clinical or non-western psychotherapy oriented psychedelic practices and ethics
5. Diversity, Equity, and Accessibility Advocate
● Qualifications: Experienced practitioner and/or advocate with expertise in promoting diversity, equity, and accessibility in healthcare or healing contexts, using an anti-oppressive lens.
● Skills: Ability to think and implement change systematically to promote culturally sensitive ethical practices Ability to navigate complex terrains related to difference in cultural identity with strong interpersonal and communication skills
● Background: Past experience with similar roles or a professional background that lends skills and experience to this area of expertise.
6 Education and Program Operations Expert
● Qualifications: Significant experience in designing, implementing, and evaluating educational programs, with a focus on ethics and professional development
● Skills: Knowledge of best practices in ethics education, ability to integrate ethical principles into program operations and curricula, experience in developing and assessing learning outcomes
● Background: Proven track record of leading successful educational initiatives, familiarity with the unique challenges and opportunities of psychedelic training programs
7 Chair
Chair position should fulfill Chair criteria as well as another of the above areas of expertise. The committee chair should have a proven history of effective committee implementation, or similar activity, strong leadership capacity, as well as strength in psychedelic ethics
● Qualifications:
○ Leadership and Committee Management Experience
■ Proven track record of effectively leading and managing committees, boards, or similar decision-making bodies, preferably in healthcare, research, or ethics contexts
■ Skilled in developing and implementing efficient operational structures, processes, and procedures, including setting agendas, assigning tasks, and helping ensure accountability
■ Familiarity with best practices in ethics committee operations, including policy development and case review processes
■ Experienced in recruiting, onboarding, and training diverse and skilled committee members
■ Ability to evaluate committee performance and implement continuous improvement strategies
■ Strong understanding of governance principles, and best practices for running efficient and productive meetings
○ Ethical Expertise and Psychedelic Knowledge
● Understanding of bioethics, research ethics, or professional ethics, particularly as they apply to psychedelic healing and/or significant practical experience as a psychedelic guide, therapist, or researcher, with a keen understanding of the field's unique ethical challenges
4 Exclusion criteria for voting membership include:
a. Individuals who are currently an employee of [Company Name]
b Individuals who currently sit on any other advisory or governance bodies of [Company Name]
c Individuals who are currently in any of [Company Name]’s psychedelic apprenticeship or training programs that result in certification Specific to the Chair role: someone who has ever been trained as a psychedelic guide by [Company Name]
d Individuals who have close family members (e g , spouses, children, parents, siblings) currently employed by or serving on any governance bodies of [Company Name]
e. Individuals who hold financial interests (e.g., investments, partnerships) in [Company Name]or its direct competitors or who are currently involved in any joint ventures, research projects, or other collaborative initiatives with [Company Name]
f Individuals who have a conflict of interest, working relationship involving financial gain, or close personal relationship with another ethics committee member
g. Individuals who have been involved in any legal disputes or public controversies with [Company Name]or who have publicly expressed strong opinions, either positive or negative, about [Company Name]or its practices, which could be perceived as bias
h Individuals who have accepted significant gifts, favors, or entertainment from [Company Name]or who have any other personal, professional, or financial relationships with [Company Name]that could be perceived as compromising their objectivity and independence
i. Individuals with a history of professional ethical misconduct
5. Membership Terms
Members serve for a minimum initial term of [one year], with the possibility of renewal. To ensure continuity and stability, the committee should consider staggering the renewal terms so that not all members are up for renewal simultaneously Consecutive renewal of terms should be limited to 7 years. The committee may autonomously set term lengths and renewal processes after the initial term, following the protocol for amending this charter described in section XI Amendments to the Charter.
6. Time Requirements
Initially, the committee meets [three hours each month], and must meet for no less than [one hour per month], with additional time allocated for tasks outside of meetings. The committee may choose to meet for more hours each month if they see fit
The committee can adjust the frequency and duration of meetings to ensure they fulfill their responsibilities effectively Active participation is crucial for a functioning committee Non-attendance of [3 meetings within a year] is grounds for removal to be determined by the Committee.
7. Election of Committee Chair
The chair of the Ethics Committee plays a crucial role in guiding the committee's activities, ensuring its effectiveness, and upholding the highest ethical standards. The process for electing the committee chair is designed to identify and appoint an individual with the necessary leadership skills, ethical expertise, and psychedelic knowledge to fulfill this important role
1. Nomination Process:
○ Any voting member of the Ethics Committee can nominate a candidate for the chair position, including self-nominations.
○ Nominees must meet the established criteria for the committee chair above
○ Nominees should submit a brief statement outlining their qualifications, vision for the committee, and commitment to serving as chair.
2 Review and Discussion:
○ The committee will review all nominations and candidate statements
○ Candidates will have the opportunity to present their qualifications and vision to the committee and answer questions from members
○ The committee will discuss the merits of each candidate, considering their experience, expertise, and alignment with the committee's goals and values
3 Voting Process:
○ After the review and discussion phase, the committee will hold a vote to elect the chair
○ Each voting member of the committee will have one vote, and the candidate receiving the most votes will be elected as chair.
○ In the event of a tie, a second round of voting will be held between the tied candidates If the tie persists, the decision will be made by the Independent Oversight Body.
4 Term of Service:
○ The elected chair will serve a term of [two years] from the date of their appointment
○ The chair may be re-elected for additional terms, subject to the approval of the committee and the individual's willingness to continue serving.
○ If the chair is unable to complete their term, the committee will hold a special election to select a new chair for the remainder of the term.
5 Transition and Onboarding:
○ The outgoing chair will work with the newly elected chair to ensure a smooth transition of responsibilities
○ The new chair will receive an orientation to the committee's work, including a review of the framework, current initiatives, and any pending matters.
○ The committee will provide the necessary support and resources to the new chair to help them succeed in their role
By following this structured process for electing the committee chair, the Ethics Committee ensures that the leadership of the committee is entrusted to an individual with the necessary qualifications, experience, and commitment to advancing the committee's mission and upholding its ethical standards
8. Membership Resignation
Members wishing to resign must provide a [30-day] notice to the committee and the Board, explaining their reasons. The committee and board will then immediately initiate the process to secure new nominations, assuming the vacating seat is to be filled
9. Member Misconduct Process
Removal of a Committee Member follows this procedure:
1. Initial Concern or Nomination: Concerns or nominations for the removal of a committee member can be submitted to the the Independent Oversight Body by any committee member, board member, employee, or other stakeholder, ensuring a wide base for raising concerns.
2 Preliminary Review: The Independent Oversight Body conducts a preliminary review to determine if the concerns warrant a full investigation This step ensures that baseless or trivial complaints are filtered out. It additionally serves to evaluate when removal is warranted for non-compliance with the charter, and which does not require investigation
3. Independent Investigation: If a full investigation is warranted, the Independent Oversight Body, or its designee (which could include external members to avoid conflicts of interest) is appointed to conduct the investigation as to whether the member in question has breached ethical conduct or policies related to their role.
4 Presentation of Findings: The findings are presented to the Committee minus the member under investigation To ensure transparency, a summary (with respect to confidentiality concerns) should also be provided to the Board.
5 Decision Making: The Committee votes on the removal, excluding the member in question from the process A [two-thirds majority] is required for removal
a. In the case of stalemate: The IOB gets one vote and the [Company Name] Board gets one vote In the case that continues the stalemate, a 3rd neutral party is engaged to review all facts and a re-vote is conducted amongst all previously noted parties, where each person’s vote is counted individually
6 Transformative Justice Process: If deemed appropriate and if the member in question agrees to participate, the committee may initiate a transformative justice process in accordance with the Transformative Justice Policy and Protocol
7. Board as Appeal Body: If the member disputes the committee's decision, they can appeal to the Board The board acts as the final appellate body, ensuring an additional layer of review This keeps the board's role as an oversight capacity without direct involvement in the investigation or initial decision-making process.
8 Documentation and Transparency: The entire process should be documented, and the principles of fairness, confidentiality, and transparency should be upheld throughout the process.
V. Rules of Procedure
The below outlines perimeters for the committee in the fulfillment of its responsibilities
1. Transparency
The committee is responsible for transparently communicating its activities and decisions All formal recommendations to [Company Name] leadership, along with justifications, are to be documented and shared within [a week] of decision-making, ensuring accessibility.
2 Regular Meetings and Reviews
Meetings are scheduled [monthly with a minimum meeting frequency of once per quarter], with the option to convene additional sessions as required The Chair is responsible for setting the agenda, distributed to all voting members and any attending non-voting members at least [three days] in advance, allowing members to propose additional topics A digital recording or detailed minutes of the meeting will be archived for future reference and compliance checks
3. Ethical Monitoring and Reporting
The committee will implement a system for ongoing ethical monitoring involving periodic audits of various departments. A [semi-annual] ethics report summarizing findings, actions taken, and future recommendations will be presented to the board and shared internally
4. Quorum Requirements
A quorum requires the presence of at least [two-thirds] of the committee members Quorum should consist of no less than 3 voting members
5. Decision-Making Structure
The committee follows a consent-based decision-making process This means decisions are ideally made with everyone in agreement. However, if after engaging the consent-based decision making process, complete agreement can't be reached on the committee's recommendations, the course of action that the two thirds majority supports will be adopted
Members who do not agree with this majority decision have the opportunity to detail their perspectives in extra commentary. This commentary will be included in an appendix attached to the main recommendation, ensuring all viewpoints are documented and considered
The outlined consent-based decision-making process must be adhered to, helping to ensure that each decision is reached thoughtfully and inclusively
Decision-Making Framework:
● Stance Declaration: When a decision is to be made, each member must explicitly declare their stance as "I consent," "I have considerations," or "I do not consent" regarding any decision This can be done non-verbally via a thumbs up, sideways, or down, as long as these votes are captured and recorded transparently
● Addressing Considerations: If any considerations are raised or a member states “I don’t consent”, their considerations and perspectives should be discussed, and attempted to be addressed by amending the proposal. A re-vote can then be conducted.
● Achieving Consensus: The committee aims for a final decision to be made by consensus
● Two-Thirds Majority Requirement: If consensus cannot be achieved, a decision requires a two-thirds majority of the voting members to pass
Handling Tie or Split Votes:
In the event of a tie or split vote where the required two-thirds majority is not met, the committee may unanimously vote to table the decision for further discussion in a subsequent meeting. If the committee fails to unanimously decide to table the discussion, or a vote is urgent, [a representative of the The Independent Oversight Body] will be included to resolve the deadlock
Conflict-of-Interest Scenarios:
Members must disclose any potential conflicts of interest related to the meeting’s agenda at the beginning of the meeting or before the discussion of relevant topics. If a conflict is declared, the member must abstain from both discussions and voting on the matter Failure to declare conflict-of-interest is grounds for removal from the Committee
6. Meeting Operations
The Ethics Committee's meetings are to be held remotely, with the Secretary responsible for scheduling, conducting, and documenting these sessions. Special meetings can be initiated by a [majority] vote of the committee members and must adhere to the same procedural rigor as regular meetings.
7. Conflict Management
The committee must develop a conflict management protocol detailing steps for internal resolution within the ethics committee and the engagement of external mediators if needed. This protocol should outline the procedures for raising concerns, investigating issues, and deciding on resolutions.
8. Confidentiality
All committee members are required to sign a non-disclosure agreement specific to the Ethics Committee's operations.
9 Conflict of Interest Disclosure:
Each year, to maintain ethical standards and ensure integrity in the committee's decision-making processes, all members of the Ethics Committee are required to complete a Conflict of Interest (COI) form This form serves to:
1. Identify and disclose any conflicts of interest among committee members
2 Provide a structured format for detailed disclosure
3 Allow members to propose conflict management strategies
4. Create a formal, signed record of disclosures
5 Inform members of non-disclosure consequences and confidentiality rules
6 Establish ongoing disclosure responsibilities
Excessive conflicts will be considered when evaluating a member's suitability for continued service on the Committee Members must recuse themselves from voting on subjects related to their disclosed conflicts. Failure to disclose conflicts is grounds for removal from the Committee.
10. Emergency Response Procedures
An emergency subcommittee will be formed to address urgent ethical issues, with members rotating every [twelve months]. This subcommittee is tasked with reviewing urgent grievances promptly (within 72 hours) and implementing necessary actions
VI. Financial Affairs
1. Funding Sources and Authority
The Ethics Committee is allocated a budget to support its activities, including compensation for core and stakeholder committee members, funding for urgent meetings, and engagement with external experts The budget categories are established at the committee's inception and are subject to review and adjustment after the first six months of operations, and annually thereafter, allowing for a more tailored financial plan based on the committee's operational needs.
Funding for the committee is sourced from [Company Name]'s overall budget at the beginning of each fiscal year, the amount determined by the Board with input from the IOB and the Committee The committee has the authority to make financial decisions within the confines of its budget.
Compensation for core and non-voting committee members is determined at the beginning of each fiscal year. Compensation is a fixed annual stipend. Total committee compensation will be made public
2. Financial Oversight
To ensure financial integrity, the committee's budget and expenditures are subject to quarterly reports, the results of which are reported to [Company Name]'s leadership and board. All financial transactions and decisions are recorded and filed for transparency and accountability.
The committee's financial decision-making is distinct from financial operations. While the committee decides on the allocation and use of its funds, [Company Name]'s financial operations team handles the execution of payments and other financial operations This separation ensures that the committee's financial decisions are implemented accurately and in compliance with broader organizational financial practices
3. Financial Management and Conflict of Interest
To mitigate financial conflicts of interest, the committee adheres to stringent guidelines:
● Disclosure: All committee members must disclose any financial interests that could potentially influence their decision-making within the committee
● Recusal: Members with a potential conflict of interest in a financial decision are required to recuse themselves from related discussions and votes
● Independent Review: If they deem necessary, The Board may require Independent auditors or financial experts review financial plans and transactions to ensure objectivity and adherence to ethical standards
4. Repercussions for Financial Misconduct
Any instances of financial misconduct are taken seriously Misconduct can lead to a member's removal from the committee, and severe violations may warrant further disciplinary action
VII. Case Consultation and Review Process
The committee has a structured process for managing, reviewing, and resolving ethical cases or issues that arise within [Company Name] This process ensures that all cases are handled with diligence, transparency, and fairness, reflecting the organization's commitment to ethics.
Case Management Process
1. Submission:
● Secure Submission Form: Members of the [Company Name]community are able to submit grievances or issues to the Ethics Committee via a unified, secure channel. Currently there exists a form [add link] on the [Company Name] website
to submit grievances with an option to do so anonymously This could be an online portal, email, Signal or Whatsapp number, or a direct communication line to the committee, ensuring accessibility and confidentiality These channels should be agreed upon by the Committee and communicated to the [Company Name]community on the website and all public facing Committee materials
● Anonymity: If desired, submitters can choose to remain anonymous, and the committee will take steps to protect their identity throughout the process.
● Acknowledgment: Upon submission, the Committee will respond to the message and acknowledge receipt, assign a [unique case number for tracking and documentation], and provide an estimated timeline for the case review, with immediate next steps
2. Initial Review and Communication:
● Case Manager Assignment: A dedicated case manager from the Ethics Committee is assigned to each case to oversee its progress and serve as the main point of contact for the submitter
● Preliminary Assessment: The case manager and one other ethics committee member, to help minimize bias, conducts an initial review to evaluate the issue's relevance, urgency, and whether further information or investigation is needed.
● Initial Response: The case manager informs the submitter and any involved parties about the commencement of the review process, emphasizing confidentiality and the steps ahead.
3. Detailed Review and Investigation:
● Investigation: If necessary, a fact-finding investigation is conducted to gather all pertinent information and perspectives related to the case. The submitter may provide this information via a secure, confidential web form, an interview with the case manager and committee member, or other approved method
● Documentation: Recordings and transcripts of interviews should be captured verbatim to avoid bias and to have a record of interviewees reports The Ethics Committee may select the tool most suitable to this task, including AI-powered transcription software
● Subgroup Deliberation: The case is reviewed by a specialized subgroup within the committee, chosen for their relevant expertise, to help support a balanced and informed deliberation
4. Recommendations and Implementation:
● Recommendations: The committee develops clear, actionable recommendations for addressing the issue, which may include corrective actions, engagement in the [Company Name] Transformative Justice protocol, organizational policy revisions, or other measures to address the issue and prevent future occurrences
● Communication: Decisions and their rationale are communicated clearly to all relevant parties,helping to ensure that the rationale is clear and the expected actions are understood
● Implementation Monitoring: The committee monitors the implementation of decided actions with relevant departments or individuals to ensure effective execution
● Feedback Loop: A feedback mechanism is established, allowing the committee to assess the outcomes of its suggestions and adjust its processes or guidance as needed
5. Documentation:
● Record Keeping: Every stage of the process, from discussions to final decisions, must be meticulously documented in a secure, digital format for accountability and future reference. Record keeping must comply with confidentiality and protect the anonymity of submitters when required
Through this process, the Ethics Committee ensures that all ethical cases are addressed with the seriousness and rigor they deserve
VIII. Reporting, Documentation, and Evaluation
1. Reporting and Documentation
The Ethics Committee is committed to maintaining a rigorous and transparent documentation and reporting process This ensures that committee activities, findings, and recommendations are accurately recorded, easily accessible, and can be referenced for future consideration Documentation should be filed in such a way as to allow future ethics committee members to access records into perpetuity Regular reports are submitted to [Company Name]'s leadership, board, and IOB ensuring transparency and accountability in its activities
The committee maintains thorough documentation:
● Meeting Documentation: Detailed minutes of each meeting are to be taken and should include the date, attendees, key discussions, decisions made, and action items These minutes are to be sent out and approved by voting members at the subsequent meeting and then archived for future committee reference. Meeting documentation such as meeting notes, task lists, etc can be kept confidential within the Committee members if it is preferred, and must be made accessible to successive committee members
● Case Documentation: All ethical cases or issues brought before the committee must be meticulously documented, detailing the submission, review process, committee findings, recommendations, and any follow-up actions taken. No cases shall be sealed to future committee members. Case notes and filing methods must provide transparency so that recurring issues regarding the same individual can be flagged Case files must be made available to [Company Name]’s Board and the IOB.
● Annual Reports: The committee is responsible for compiling an annual report summarizing its activities, case reviews, training initiatives, policy recommendations, and any significant outcomes of their work This report is to be presented to the Board, IOB, and is made available to relevant stakeholders within [Company Name].
● Information Storage: All documentation of finalized decisions, recommendations, and other outputs from meetings, excluding meeting notes, but including budgets, accounting, recruitment and selection materials, or other documentation visible to [Company Name] leadership should be in a drive or platform with shared ownership so that [Company Name] has access to these materials in perpetuity
2. Documentation Principles and Parameters
All of the below documentation is to be internal to the Committee only. The Committee will separately draft any communications for [Company Name] Board or leadership
1. Meeting Documentation:
○ Date, time, and location (virtual or physical) of the meeting
○ List of attendees, including voting and non-voting members present
○ Agenda items discussed
○ Key points of discussion for each agenda item
○ Decisions made, including the voting process and results
○ Dissenting opinions or concerns raised by members
○ Action items assigned, including responsible parties and deadlines
○ Any conflicts of interest declared and how they were addressed
2 Case Documentation:
○ Unique case number for tracking
○ Date of submission and initial review
○ Brief description of the ethical issue or grievance (maintaining confidentiality as appropriate, using initials instead of names to identify the people involved)
○ Steps taken in the investigation process
○ If applicable, steps taken and outcomes of a Transformative Justice Process
○ Committee findings and rationale
○ Recommendations made by the committee
○ Follow-up actions taken or planned
○ Timeline of the case from submission to resolution
3 Annual Reports:
○ Summary of committee activities for the year
○ The number and types of cases reviewed
○ Major policy recommendations made and whether they were adopted or not
○ Training initiatives conducted if applicable
○ Significant outcomes or improvements in organizational ethical practices
○ Challenges faced and how they were addressed
○ Goals and priorities for the coming year
4 Financial Documentation:
○ Budget allocation and expenditures
○ Compensation details for committee members (while maintaining individual privacy)
○ Results of any financial audits
○ Any financial decisions made by the committee
5 Evaluation and Improvement Documentation:
○ Results of annual committee evaluations
○ Summary of feedback received from stakeholders
○ Improvement plans developed and implemented
Adjustments or updates made to documentation policies or procedures
3. Committee Evaluation and Improvement
A structured committee evaluation and improvement process should be developed jointly by the Committee and the Board in place to ensure the committee remains effective and aligns with [Company Name]'s evolving operations and the psychedelic fields evolving ethical landscape
The committee is dedicated to continuous learning and staying updated with the latest developments in psychedelic care and ethics This dedication ensures that [Company Name]'s ethical practices are consistently at the forefront of standards. The committee engages in regular self-assessments to refine its effectiveness and enhance its contribution to the organization's ethical framework
1 Annual Evaluation: The committee's effectiveness is evaluated annually against set success metrics and intended goals. If required by either the Board or the Committee, this evaluation may be conducted by an independent subcommittee or an external consultant to ensure objectivity The evaluation focuses on the committee's impact on [Company Name]'s ethical culture, its recommendations' relevance and efficacy, its processes' efficiency, and stakeholder satisfaction
2 Continuous Feedback Loop: The committee establishes a feedback mechanism to gather input from various stakeholders, including committee members, employees, and others, on the committee's performance This feedback is integral to identifying areas for improvement and shaping the committee's strategies and focus areas
3. Improvement Plan: The committee develops and implements an improvement plan based on the annual evaluation and ongoing feedback This plan outlines targeted actions to enhance the committee's operations, increase its impact, and address any identified challenges or shortcomings
4 Policy and Procedure Updates: The committee regularly reviews and updates its policies and procedures to reflect best practices, learnings from past activities, and changes in the broader ethical and regulatory landscape in a timely manner
IX. Non-Voting Members
Purpose of Non-Voting Members
Non-voting members serve an important advisory and consultative role on the Ethics Committee Their participation is valuable due to their unique expertise, lived experiences, or representation of key stakeholder groups. By including non-voting members, the Ethics Committee ensures diverse perspectives are considered in its deliberations and decisions.
Responsibilities of Non-Voting Members
Non-voting members have the following responsibilities:
● Attend Ethics Committee meetings with regularity and actively participate in discussions, providing their unique insights and perspectives.
● Stay abreast of Ethics Committee activity, meeting notes and upcoming meeting agendas to be efficacious when they do attend meetings
● Serve on subcommittees or working groups as needed, contributing their expertise to specific focus areas
● Provide advice and recommendations to the voting members on ethical matters, policy decisions, and case reviews.
● Act as liaisons between the Ethics Committee and the stakeholder groups they represent, communicating relevant information and feedback in both directions.
● Adhere to the same confidentiality and conflict of interest policies as voting members
● Engage in ongoing education and stay current with developments in psychedelic care ethics to inform their contributions to the committee.
Compensation of Non-Voting Members
Non-voting members of the Ethics Committee may be eligible for compensation in recognition of their time, expertise, lived experience, unique perspectives, and contributions to the committee's work The availability and extent of compensation will be determined by the voting members of the Ethics Committee, taking into account factors such as the committee's financial resources and budget allocations, and the level of commitment required from non-voting members, and the unique perspective they are able to bring to bear to committee considerations The compensation policy for non-voting members will be reviewed periodically to ensure it remains fair, appropriate, and sustainable within the available budget The Ethics Committee will communicate the compensation policy and any changes to non-voting members in a transparent and timely manner
Appointment of Non-Voting Members
Non-voting members are appointed through the following process:
● Identification of Stakeholder Groups: The Ethics Committee identifies key stakeholder groups that should be represented by non-voting members These groups may include
[Company Name] alumni, survivors or advocates, practitioners from diverse professional orientations, and others as deemed necessary.
● Nomination: Candidates for non-voting member positions can be nominated by voting members of the Ethics Committee, the Board, or through self-nomination.
● Review and Selection: The Ethics Committee reviews the nominations, considering factors such as the candidate's expertise, experience, stakeholder group representation, and alignment with [Company Name]'s values. The voting members of the committee then selects the most suitable candidates
● Appointment: Selected candidates are formally appointed as non-voting members of the Ethics Committee. The appointment process includes orientation to the committee's work and signing of necessary agreements (e g , confidentiality, conflict of interest)
● Term: Non-voting members shall serve a term of one year, with the possibility of reappointment. The voting members of the Ethics Committee will review the performance and contributions of non-voting members at the end of each term and determine whether to extend an invitation for another term. The committee reserves the right to adjust the term duration or limit the number of consecutive terms served by non-voting members to ensure fair representation and bring in fresh perspectives when necessary.
The Ethics Committee should design and periodically review the stakeholder groups included to adapt to evolving organizational needs. The appointment process for non-voting members should be transparent and communicated to the [Company Name] community
Exclusion Criteria for non-voting members include:
● Individuals who have been involved in any legal disputes or public controversies with [Company Name] or who have publicly expressed strong opinions, either positive or negative, about [Company Name] or its practices, which could be perceived as bias
● Individuals with a history of professional ethical misconduct
X. Amendments to the Charter
1 Review and Assessment Process
This charter is reviewed periodically at intervals decided by the committee to ensure relevance and effectiveness Reviews serve as opportunities to identify and implement necessary adjustments to the committee's structure, processes, or scope.
The process for revisions and amendments is as follow:
1 Proposal for Amendments: Any committee member can propose amendments to the charter Proposals should be in writing and clearly outline the proposed changes, the rationale behind them, how they align with [Company Name]'s values and goals, and their potential impact on the committee's functions, responsibilities, and the organization
2 Review Process: Proposed amendments undergo a thorough review by the committee, allowing for a comprehensive discussion and consideration of their implications. This process ensures that all perspectives are considered and that changes are made thoughtfully and collaboratively.
3 Approval Mechanism: The committee votes on proposed amendments Approval for amendments must be unanimous If passed, the [Company Name] board then has final approval over amendments that significantly affect the organization's core operations, financial standing, impose a substantial burden or would cause a significant divergence from [Company Name]’s values, or the founding values of the Ethics Committee This dual-layered approval process ensures that amendments are made with a balanced consideration of the committee's autonomy and the organization's broader interests
4 Publication and Transparency: Once approved, amendments to the charter are documented and made publicly available to ensure transparency and accountability. This publication process includes detailing the amendments made, the rationale, and the effective date of the changes.
Through this structured approach, the Ethics Committee ensures that its charter remains a dynamic document that evolves in alignment with the committee's growth, the organization's changing needs, and the broader ethical landscape in which [Company Name] operates