Diversity, Equity & Inclusivity Policy

Otakuthon is committed to fostering an environment that is inclusive, equitable and diverse. One where we celebrate differences; where each volunteer or staff member, regardless of their rank, is treated fairly and is respected for those differences; and where every team member has an equal opportunity to contribute to the success of our organization and reach their full potential. This commitment stems from the senior most leaders and includes every member of the team. 

TERRITORIAL ACKNOWLEDGEMENT

Otakuthon would like to begin by acknowledging that the convention and its office is located on unceded Indigenous lands. The Kanien’kehá:ka Nation is recognized as the custodians of the lands and waters on which the convention takes place. Tiohtià:ke/Montréal is historically known as a gathering place for many First Nations. Today, it is home to a diverse population of Indigenous and other peoples. As uninvited guests, it is our responsibility to honour the stewards of this land by educating ourselves about the histories and contemporary realities of First Peoples, and by contributing to the critical work of reconciliation and decolonization.

SCOPE 

This policy applies to all current staff regardless of their rank, from volunteers, support staff, staff, managers and so on of Otakuthon and it extends to the treatment of vendors and suppliers, contractors, visitors, attendees and staff applicants. 

This policy applies, and may not be limited to, communications and physical interactions through oral and written medium, social media, online platforms (i.e., Otakuthon Discord), where the party identifies themselves as being part of Otakuthon and part of their activities within.

DEFINITIONS

For the purpose of this policy and for interpretation by the staff members: 

• Diversity refers to the differences in the makeup of the staff, including age, race, colour, national or ethnic origin, family or marital status, sex, gender identity or expression, sexual orientation, language, physical and mental ability, genetic characteristics, political affiliation, religion, socio-economic status, and other characteristics that make our staff members unique. 
• Equity means ensuring fair access to all staff opportunities for everyone, regardless of diversity or difference. Equity addresses the effects of colonization, economic and social disparity, and injustices against marginalized groups. It also addresses systemic barriers to access and participation in employment opportunities, sometimes through practices that may not appear to be “equal”. 
• Inclusion is the process through which the Otakuthon Cultural Society builds community and where staff and the organization at large experience the benefits of diversity. Inclusion provides everyone with the right to participate in the organization.

COMMITMENTS 

 As a non-profit organization, Otakuthon Cultural Society is committed to: 

• Creating an environment where the individual differences and contributions of all staff members are recognized and valued; 
• Maintaining an environment that promotes dignity and respect for every volunteer or staff; 
• Attracting and retaining a skilled and diverse staff members that best represents the talent that is available within the communities in which Otakuthon operates;
• Ensuring all selection-based criteria are appropriate and based on diverse skills, experience and perspectives when both recruiting new staff and promoting current team members. Selecting team members for new positions or promotions based solely on merit; 
• Regularly reviewing and updating as required all staff practices and policies that do not support the intention behind this policy—including, but not limited to: recruitment and selection; benefits; personal development and training; promotions; transfers; community or social activities; and the ongoing development of a volunteer environment built on the premises of diversity, equity and inclusion; 
• Reviewing diversity statistics on an ongoing basis to ensure representation of the communities within and at all levels of the organisation; 
• Complying with all associated legislative requirements; 
• Encouraging respectful communication at all times; 
• Actively discouraging, and addressing through appropriate disciplinary action, any forms of intimidation, bullying, victimization, vilification or harassment that result from or are contrary to the intentions of this policy. 
• Additionally, we expect the leaders within Otakuthon to: 
• Understand their role in promoting diversity, equity and inclusion within our environment; 
• Act in accordance with this policy at all times; 
• Actively discourage and address any actions that are contrary to this policy. 

And we require all staff to: 

• Treat each other with dignity and respect at all times; 
• Act in accordance with this policy at all times; 
• Identify and bring forward any situations that are contrary to this policy.

COMPLAINTS 

It is the expectation of Otakuthon that all volunteers and staff members adhere to the commitments outlined above. Should you witness any breach of this policy, please advise the human resources department immediately. 

If you are personally in violation of any commitments or the general intention of this policy, disciplinary action, up to and including immediate termination, may be sanctioned. The disciplinary action will be in direct correlation to the nature and extremity of the violation. 

REPRISALS 

Any staff or volunteer who files a valid complaint in accordance with this policy will not be subject to any form of retaliation either direct (e.g., dismissal or demotion) or indirect (e.g., being passed over for a promotion). 

POLICY REVIEW 

Otakuthon is committed to reviewing our policies regularly. As such, this policy is subject to change without prior notice.

Enquiries 

Enquiries about this policy and related procedures can be made to the HR Director at hr@otakuthon.com

Created On: 01/11/2024

Last Updated On: 16/05/2025