A code of conduct is a formal agreement between your nonprofit and its community members about how people will treat each other. It establishes clear behavioral expectations, creates accountability when violations occur, and signals that your organization takes safety and inclusion seriously. Yet most nonprofits either skip writing a code of conduct altogether or create something so generic it provides no real guidance.
A well-written code of conduct does three critical things. First, it protects your community by establishing clear boundaries around harassment, discrimination, and harmful behavior. Second, it reduces moderator burden by providing objective standards for decision-making — moderators don't have to guess whether behavior violates community norms. Third, it creates legitimacy for enforcement. When someone is removed from your community, they're more likely to accept that decision if it's clearly outlined in guidelines they agreed to.
This guide walks you through writing a code of conduct that actually works — one that your moderators will use consistently, your community will understand, and that protects the people who need protecting most.
Why Codes of Conduct Matter for Nonprofits
Many nonprofit leaders see codes of conduct as legal necessities or compliance checkboxes. That misses the real value. A thoughtfully written code of conduct is a powerful tool for culture design.
Here's what a good code of conduct provides:
Clear Behavioral Standards
Without explicit guidelines, members are left guessing what's acceptable. This creates three problems. First, some people push boundaries they didn't know existed. Second, moderators enforce based on personal preference rather than consistent standards. Third, when enforcement happens, it feels arbitrary to the person being moderated. A clear code solves all three problems.
Safety for Vulnerable Members
If your nonprofit serves historically marginalized communities — or if your community includes anyone from a marginalized group — you need explicit protections against harassment and discrimination. Generalized "be nice" statements don't work. Harassers and discriminators see that space and think the rules don't apply to them. Specific prohibitions and enforcement show that your community takes these violations seriously.
Reduced Moderator Burden
Community moderation is one of the most difficult, underappreciated volunteer roles in nonprofits. Moderators face hostile situations, second-guessing, and emotional toll. A clear code of conduct is a moderator's best tool. Instead of deciding subjectively whether something "feels wrong," they can say: "Your behavior violates our code of conduct because [specific section], which we all agree on." This reduces the emotional labor and the likelihood of conflict escalation.
Defensible Enforcement
If your organization ever needs to remove someone from your community for serious violations — harassment, threats, discrimination — you want documentation. A code of conduct you created in advance and shared with all members provides that documentation. It's much harder to claim unfair treatment if the rules were public and the person agreed to them.
What to Include in Your Code of Conduct
A complete code of conduct typically includes eight core elements. You don't need to be exhaustive, but you do need to cover these areas clearly.
1. Scope and Applicability
Be explicit about where your code of conduct applies. Does it cover just your online community platform, or also in-person events? Does it apply to all members equally, or differently to staff, board, and volunteers? Here's the template language:
Example: "This Code of Conduct applies to all members of [Organization] community, including participants in online forums, in-person events, social media groups, and any other spaces formally created or hosted by [Organization]. It applies equally to all members, volunteers, staff, and board members. [Organization] has the right to enforce this code in any space under its control and to hold anyone accountable for violations, including members who violate this code in external spaces if those violations harm the community."
The last sentence is important. If someone is harassing your members in a different Slack workspace or on Twitter, your organization should have the right to address it if it's affecting your community.
2. Core Values
Identify 3–5 foundational values that define your community. These become the reference point for all behavioral expectations. Keep them short and memorable. Here are examples:
Example (advocacy nonprofit): We believe in Respect, Courage, Integrity, and Inclusion. Every interaction should reflect these values.
Example (peer support community): We are built on Trust, Confidentiality, Mutual Support, and Non-judgment.
These values aren't just decoration. Reference them throughout your code. When you describe unacceptable behavior, tie it to violated values. When you enforce, explain which values the violation violated. This creates coherence.
3. Expected Behaviors (What Good Looks Like)
This is the section most codes miss. Instead of starting with a long list of prohibited behaviors, start by describing what positive community behavior looks like. This serves two purposes: it sets a aspirational tone, and it helps members understand the culture you're creating before reading the restrictions.
Example:
- Assume good intent and ask clarifying questions before accusation
- Be direct about disagreement while being kind about the person
- Celebrate others' wins and lift up diverse voices
- Admit mistakes and apologize genuinely when you cause harm
- Respect confidentiality — what's shared here stays here
- Listen more than you speak, especially if you hold privilege in this space
- Give others room to be wrong, learn, and do better
- Call in your peers privately before calling them out publicly
- Recognize your own potential biases and work to counteract them
- Respect diverse communication styles and accommodate accessibility needs
The "call in before calling out" principle is particularly important. You want a culture where people correct each other with care, not perform criticism for an audience. This reduces public conflict and gives people room to learn without shame.
4. Unacceptable Behavior (Specific Prohibitions)
Now list specific behaviors that violate your code. Be concrete. "Harassment" is too vague. "Persistent unwanted contact that makes someone feel unsafe" is clear. Here's a template covering the most common violation categories:
Harassment and Bullying: Persistent unwanted contact, name-calling, personal attacks, or behavior that intimidates or isolates someone. This includes public mockery, sustained criticism of a person (rather than their ideas), threats, and doxxing (sharing someone's private information without consent).
Discrimination: Treating someone unfairly based on identity characteristics including but not limited to race, ethnicity, color, national origin, caste, disability, sexual orientation, gender identity, religion, age, or socioeconomic status. This includes microaggressions and "jokes" about identity groups.
Sexual Harassment: Unwanted sexual advances, requests for sexual favors, or other conduct of a sexual nature when: (a) submission is explicitly or implicitly a condition of participation, (b) submission or rejection is used to make decisions affecting the person, or (c) the conduct creates an intimidating, hostile, or offensive environment.
Abusive Language: Slurs, hate speech, or abusive language targeting any protected identity category. Note: criticism of ideas, policies, or public figures is fine. Abusive language targeting people based on identity is not.
Spam and Self-Promotion: Repeated unsolicited commercial content, recruitment to external organizations, or spam links. (Adjust this based on your community — some communities allow more self-promotion than others.)
Violation of Privacy: Sharing confidential information, member names, or personal details without explicit consent. Recording, screenshotting, or sharing conversations outside the community without permission.
Disruption: Intentional derailment of conversations, repeating debunked arguments after being corrected, or participating primarily to provoke rather than to genuinely engage. (This is the hardest one to adjudicate — see enforcement section below.)
Be specific about examples. Instead of just "harassment," give concrete examples: "Repeatedly tagging someone to argue with them after they've asked not to. Sending private messages designed to intimidate. Calling someone stupid or incompetent based on a disagreement."
5. Reporting Process
Make it simple for community members to report violations. Provide multiple channels. Here's a template:
Example: "We encourage you to report violations of this code of conduct. You can report by: (1) Using the 'Report' button on any post or comment in our online platform (these reports go to [person name]), (2) Emailing violations@[organization].org, (3) Filling out this confidential form [link], or (4) Telling any staff member or moderator. You can report anonymously or identify yourself — your choice. Reports are treated as confidential unless you ask to be credited."
Key principles: Make reporting easy (clear instructions, multiple channels), preserve confidentiality (don't share the reporter's name without consent), and commit to response timelines (we will acknowledge your report within 48 hours and provide an update within 5 business days).
6. Enforcement Framework (Graduated Consequences)
This is the section that actually protects your community. Without clear enforcement, your code of conduct is decoration. Use a graduated system:
Level 1: Warning (First-Time Minor Violations) For first-time violations that don't involve safety issues (tone problems, one-off off-topic posts, etc.), provide a warning. Contact the person privately, explain what they did that violated the code, provide specific guidance on what to do differently, and ask for their acknowledgment. Document the conversation.
Level 2: Temporary Removal (Second Violation or Serious First Violation) If someone violates the code a second time despite a warning, or commits a serious first violation (targeted harassment, slurs, threats), temporarily remove them from the community for a specific period (24 hours for less serious, 2 weeks for serious). Explain the violation, the length of removal, and the conditions for reinstatement. Allow them to appeal the decision to [person name] within [timeframe].
Level 3: Permanent Removal (Persistent Violations or Egregious Misconduct) If someone violates the code despite temporary removal, or engages in egregious misconduct (threats, sexual harassment, hate speech), remove them permanently. Provide written explanation, allow appeal, but make clear the community's safety takes priority over their continued participation.
Key enforcement principles: Document everything. Treat similar violations consistently (same moderator decisions should align, and decisions across moderators should align). Provide context — a single harsh word from someone usually kind gets different treatment than a pattern from a chronic offender. Distinguish between mistakes and malice. Allow appeals. Err on the side of redemption unless safety is at stake.
7. Appeal and Reconsideration Process
People will feel they were treated unfairly. Build in a process for appeals:
Example: "If you receive a warning or temporary removal and disagree with the decision, you may appeal to [appeals person name] within 5 business days. Provide your response, including context we might have missed. [Appeals person] will review the violation, the enforcement decision, and your response, and will provide a final determination within 3 business days. Their decision is final, but you may request annual review if new information emerges."
An appeals process isn't about overturning decisions — it's about credibility. When people know they can appeal, they're more likely to accept the decision even if they disagree.
8. Moderator Accountability
Moderators are held to the same standards as everyone else, plus additional standards about impartiality and accountability:
Example: "Moderators agree to: (1) Apply this code of conduct consistently and impartially, (2) Recuse themselves from decisions affecting people they have personal conflicts with, (3) Keep all reports confidential, (4) Respond to reports within 48 hours, (5) Provide written explanation for all enforcement decisions, (6) Accept appeal decisions even when they disagree, (7) Follow this code of conduct themselves (any moderator violating the code is subject to removal)."
This is critical. Moderators have power. Show that the code applies to them too, or members won't take it seriously.
How to Write Inclusive Guidelines (Especially If You Serve Marginalized Communities)
If your nonprofit serves people from groups that experience discrimination — people of color, LGBTQ+ people, disabled people, etc. — your code of conduct needs to protect them specifically. Generic codes don't work.
Center Safety, Not Tone
Don't penalize marginalized people for expressing anger or frustration about their own oppression. A person of color expressing frustration about racism shouldn't be warned for "aggressive tone." That person has the right to set boundaries without being polite about it. Your code of conduct should protect their right to do so.
Better language: "Criticism of ideas, policies, or systemic issues is always welcome, even when expressed passionately. We protect people's right to set boundaries around discussing their own oppression. If you feel hurt by someone's boundary-setting, that's real, but it doesn't override their right to set it."
Explicitly Protect Marginalized People From Harassment They Experience
Research what forms of harassment your members actually face. If your community includes Trans people, add specific protections against misgendering, including what happens if someone is corrected and does it again. If you serve People of Color, add protections against being asked to educate white people on racism. If you serve disabled people, add protections against "inspiration porn" and unsolicited advice about disability.
Example: "Repeated misgendering (using incorrect pronouns or names) after being corrected is harassment. If you make a mistake, correct yourself and move on. If someone corrects you, accept the correction. Repeated misgendering after correction will result in removal."
Be Clear About "Call In" vs "Call Out"
Some communities include the principle "call in before calling out" (give people a private chance to correct themselves). This is good in general, but can be abused to silence marginalized people. Be clear: you don't need to privately correct someone to call out racism, transphobia, or other forms of oppression. That protection is only for minor, good-faith mistakes.
Better language: "For minor mistakes or tone misunderstandings, we encourage private conversation first. For intentional harassment, slurs, or oppressive behavior, public accountability is appropriate. You are never required to privately educate someone who is being oppressive to you."
Shift Burden Away From Marginalized People
Don't require marginalized people to report discrimination. Make reports the organization's job, not the victim's job. If a moderator sees racism, they should report it and take action — they shouldn't wait for the person being harassed to file a complaint.
Better language: "Moderators and staff actively monitor for harassment and discrimination. You should never have to report a violation yourself — our team is responsible for protecting community safety. That said, reports are always welcome."
The Enforcement Framework: A Detailed Model
Enforcement is where most codes of conduct fail. Here's a detailed enforcement model that actually works:
Who Enforces?
Designate specific people (usually 2–3 moderators) as the enforcement team. These should be people who are trained, have good judgment, and have time to do this well. One person makes decisions feel arbitrary. Three creates better checks and balances.
Example: "[Organization] has a Community Stewardship Team of three volunteers trained in moderation and conflict resolution. They review all reports and make enforcement decisions. They report to [staff member] weekly. Any moderator can report a violation, but only the Stewardship Team makes final enforcement decisions."
How to Investigate
Don't enforce based on a single report. Actually investigate:
Steps: (1) Read the reported content or incident description carefully. (2) Look at context — what happened before and after? (3) Check the account history — is this a pattern or one incident? (4) If needed, ask clarifying questions to the reporter. (5) In serious cases, ask the accused for their perspective before deciding. (6) Document your findings.
The last step is critical. Write a 1-2 paragraph summary of what happened and why you made your decision. This becomes the basis for appeals and for training future moderators.
The Decision Framework
Use this framework for every violation:
Severity Assessment: Is this a minor infraction (someone being unintentionally rude), moderate violation (targeted criticism of a person, one instance of slur), or serious violation (harassment campaign, threats, repeated slurs)? Document your reasoning.
Pattern Assessment: Is this a first offense or part of a pattern? Check account history. If it's part of a pattern, move up the enforcement ladder.
Intent Assessment: Did the person know what they were doing? (Intentional violation) Or did they make a good-faith mistake? (Unintentional violation) This matters for consequences. Someone who accidentally used a slur they didn't know was offensive is different from someone using it intentionally.
Community Impact: Did this harm just one person or the whole community? Did it silence voices? Did it make people feel unsafe? Higher impact violations warrant stronger responses.
Based on these factors, assign consequence: First-time, unintentional minor violation: warning. Second violation or first-time moderate: temporary removal (24 hours to 2 weeks). Persistent or serious violation: permanent removal.
Communication Template
When you enforce, communicate clearly. Here's a template:
For a Warning: "We received a report about [specific behavior] in [link to post]. This violates our code of conduct because [which section]. Going forward, [specific guidance on what to do differently]. We know you didn't mean harm — thanks for understanding. If you have questions, you can reply to this message."
For Temporary Removal: "We're temporarily removing your access to [Community] for 2 weeks due to violations of our code of conduct. This is the result of [reference to previous warning or specific serious violation]. We removed you because [which code sections you violated and why it matters to community safety]. When you return on [date], we expect [specific behavior changes]. If you believe this decision is unfair, you can appeal to [person] by [date]."
For Permanent Removal: "We're permanently removing your access to [Community] due to [specific serious violations and pattern]. Despite [previous warning/education], you [continue to/intentionally] violated our code of conduct by [specific behaviors]. This is a final decision made in the interest of community safety. If you believe this is a serious injustice, you may appeal once to [person] by [date], but we are not open to discussion about this decision."
Key principles: Be specific, reference the code, explain the impact, state the consequence clearly, and provide appeal information.
Moderator Training and Support
A great code of conduct with bad moderators is useless. Invest in moderator training:
Initial Training (Before They Moderate)
Before anyone moderates, they should complete training covering: (1) The code of conduct itself — what each section means and why it exists, (2) The enforcement framework — how to investigate, decide, and communicate, (3) Common scenarios — practice making decisions on real examples from your community, (4) Bias awareness — understanding how their own identity and biases might affect moderation decisions, (5) Self-care — emotional impact of moderation and strategies to avoid burnout.
This training should take 4–6 hours for initial certification. It's worth it.
Ongoing Training (Monthly)
Have monthly moderator meetings where you review recent enforcement decisions, discuss patterns you're seeing, and refine processes. This keeps everyone aligned and surfaces problems early. Spend 90 minutes discussing 2–3 recent cases, talking through what worked and what you'd do differently.
Moderator Support
Moderation is emotionally difficult. You might see harassment, threats, discrimination — and the weight of deciding what to do about it falls on volunteers. Provide support:
- Have a moderator chat for them to debrief
- Offer optional counseling or therapist access (many organizations have Employee Assistance Programs that extend to volunteers)
- Have clear escalation paths — if a decision feels too big for one moderator, they can bring it to the team
- Give moderators the authority to say "I'm not comfortable deciding this" and pass it to someone else
- Check in regularly — are they feeling supported? Burned out? Need a break?
- Rotate moderators off periodically (1–2 year terms) so they don't carry the burden forever
Downloadable Template: Ready-to-Use Code of Conduct
Here's a complete code of conduct template you can customize for your nonprofit. Edit the [bracketed sections] with your specific organization name, contact info, and enforcement person names.
[ORGANIZATION NAME] COMMUNITY CODE OF CONDUCT
Scope: This Code of Conduct applies to all participants in [Organization] community, including online forums, in-person events, and social media spaces created or hosted by [Organization]. It applies equally to all members, volunteers, staff, and board members. [Organization] reserves the right to enforce this code in any space under its control and to address violations that harm the community, including violations occurring in external spaces.
Our Core Values: We are committed to [insert 3-5 values, e.g., "Respect, Courage, Integrity, and Inclusion"]. Every interaction in our community should reflect these values.
What Good Community Looks Like:
- Assume good intent and ask clarifying questions before accusation
- Disagree directly with ideas while treating people with kindness
- Celebrate others' accomplishments and lift up underrepresented voices
- Admit mistakes, apologize genuinely, and do better
- Respect confidentiality — what's shared here stays here
- Listen more than you speak, especially if you hold privilege
- Give others room to be wrong, learn, and grow
- Reach out privately before public criticism when possible
- Recognize your biases and actively work to counteract them
Unacceptable Behavior: We do not tolerate:
Harassment and bullying: Persistent unwanted contact, name-calling, personal attacks, public mockery, threats, or behavior that intimidates or isolates someone.
Discrimination: Treating anyone unfairly based on race, ethnicity, color, national origin, caste, disability, sexual orientation, gender identity, religion, age, socioeconomic status, or other protected characteristics, including through "jokes" or microaggressions.
Sexual harassment: Unwanted sexual advances, requests for sexual favors, or conduct of a sexual nature where (a) submission is a condition of participation, (b) submission is used in decisions affecting the person, or (c) the conduct creates an intimidating, hostile, or offensive environment.
Hate speech and slurs: Slurs or abusive language targeting protected identity categories. Note: criticism of ideas, policies, or public figures is always welcome, even passionately expressed.
Privacy violations: Sharing confidential information, member names, or personal details without explicit consent. Recording, screenshotting, or sharing conversations outside the community without permission.
Spam and self-promotion: Repeated unsolicited commercial content, recruitment to external organizations, or spam links (adjust based on your community norms).
Disruptive behavior: Intentional derailment of conversations, repeating debunked arguments after being corrected, or participating primarily to provoke.
Reporting Violations: Report violations by: (1) Using the Report button on any post (reports go to [person]), (2) Emailing [email], (3) Submitting this form [link], or (4) Telling any staff member. Reports are confidential. You may report anonymously or identify yourself.
Enforcement: We use a graduated approach: First-time minor violations receive a warning. Second violations or serious first violations result in temporary removal (24 hours to 2 weeks). Persistent or egregious violations result in permanent removal. All decisions include written explanation and appeal rights.
Appeals: To appeal an enforcement decision, contact [person] within 5 business days with your explanation. [Person] will review and respond within 3 business days. This decision is final.
Questions? Contact [person] at [email].
Customize this template for your specific community. If you serve specific populations, add specific protections. If you have unique challenges, add sections addressing them.
How to Communicate and Get Buy-In
Writing a code of conduct is one thing. Getting your community to accept it is another. Here's how:
Involve Community in Writing It
Don't write a code in private and impose it. Draft one based on the template above, then invite representatives from different community segments to review and comment. Prioritize input from people who've experienced harassment or discrimination in your community — they know what protections matter.
Send draft for comment with a 2-week deadline. Explain that you're building this to protect the community. Ask specifically: What are we missing? Where will this fail? What protections matter most to you?
Explain Why You're Doing This
When you launch, explain the purpose clearly. Don't make it sound punitive — frame it as "We want this to be a place where everyone feels safe and respected. Here's how we're going to do that."
Message template: "We've created a Code of Conduct for [Community]. This isn't about being restrictive or punishing people. It's about being clear about the culture we're building. We want a community where [describe what you want]. That means we need to be clear about behaviors that violate that vision. We created this code with input from [stakeholders] and are committing to enforcing it consistently and fairly. By joining, you're agreeing to support this culture."
Make It Visible, Not Buried
Link to your code of conduct in the most prominent places: at the top of your community platform, in your welcome email, as a pinned post in your main channel. If someone has to hunt for it, they won't read it.
Reinforce Regularly
The first week people are excited. By month six, they've forgotten. Reference the code regularly. When you see great community behavior, praise it and name the value it reflects. When you enforce, explain what code section was violated. When you get it right, publicize it (respectfully). The code becomes real when people see it applied consistently.
Annual Review: Keeping Your Code Current
The best code of conduct is one you actually use and refine. Set a calendar reminder for one year after launch: time to review.
What to Review
Ask yourself: (1) What violations did we see most often? (2) Where was the code unclear? (3) Where did we wish we'd been more specific? (4) Did enforcement feel fair and consistent? (5) Did our community culture shift? (6) What did we learn from appeals or complaints? (7) Did we protect the people who needed protecting most?
Update Based on Learning
If you found yourself making exceptions to your code, that's data. Don't just make ad-hoc exceptions — update the code to reflect your actual values. If you saw patterns you didn't anticipate (e.g., a specific type of harassment), add it. If sections were confusing, clarify them.
Communicate Updates
When you update your code, tell people. "We reviewed our Code of Conduct after one year and made these changes based on what we learned. Here's why." This shows people you're learning, and it's not a static document imposed from on high.
Plan to review annually. Most years will have minor tweaks. Every few years you might do a deeper revision. That's normal and healthy.
Special Cases and How to Handle Them
Here are challenging enforcement scenarios and how to handle them:
Case 1: Someone Claims Tone Policing
Scenario: A person of color expressing frustration about racism in your nonprofit community is criticized for being "aggressive" or "hostile."
Response: This is not a code violation. Protect the person's right to set boundaries and express frustration. Communicate to others: "People have the right to express passion about their own oppression. If you don't like the tone, that's a you problem, not a them problem."
Case 2: A Well-Intentioned Person Made a Mistake
Scenario: Someone accidentally misgendered a transgender person, corrected themselves immediately when another member pointed it out, and apologized.
Response: This isn't a violation. They did exactly what you hope for. No action needed. Maybe publicly praise this behavior as an example of good community conduct.
Case 3: Good Faith Disagreement on Sensitive Topics
Scenario: Two people disagree about how to address a political issue. It's getting heated, but neither is attacking the other personally or using slurs — they're just strongly disagreeing.
Response: This is not a violation. Disagreement is healthy. Only intervene if it escalates to personal attacks. You can suggest they take it to DMs if it's dominating the channel, but this isn't a code of conduct violation.
Case 4: Harassment Campaign
Scenario: Multiple accounts are piling onto a single person with criticism, mocking, and name-calling.
Response: This is serious. Temporary removals for everyone involved. Reach out to the target to make sure they're okay. Consider whether this person needs extra support. Explain the decision clearly: "Pile-ons where multiple people target one person for mockery violates our code of conduct. We removed everyone who participated."
Case 5: Genuine Grey Area
Scenario: Someone posted something you can interpret two ways — could be innocent, could be a subtle insult. You're genuinely unsure.
Response: Don't enforce. Reach out privately to the person and ask: "I'm reading this post [quote it] and I'm wondering what you meant. I interpreted it as [X] but I want to make sure I'm not misunderstanding." Often they'll clarify and the issue resolves privately. Only enforce if there's a clear violation.