OOTFA Code of Conduct

Every OOTFA member agrees to follow this Code of Conduct when joining or renewing. It was adopted September 11, 2026. Questions or concerns can go to any state or district officer.

A printable PDF copy will be posted here shortly. Copies are also available from any officer.

1. Purpose

The Oregon Oldtime Fiddlers’ Association (OOTFA) is dedicated to promote, preserve and perpetuate Old Time fiddling and Old Time music across the State of Oregon through its State officers and 10 geographic districts. This Code of Conduct establishes expectations to ensure:

  • A safe, respectful, and inclusive environment;
  • Ethical governance and accountability;
  • Compliance with applicable Oregon laws and administrative rules.

2. Scope

This Code applies to:

  • State Officers
  • District Officers
  • General Members
  • Volunteers and event participants
  • Guest performers and instructors

3. Core Values

All members shall uphold:

  • Respect – Treat all individuals with dignity
  • Integrity – Act honestly and ethically
  • Stewardship – Protect the Association’s reputation and assets
  • Community – Foster fellowship through music
  • Safety – Prioritize physical and emotional well-being

4. Compliance with Laws and Regulations

All members must follow applicable provisions of the Oregon Administrative Rules, including those related to:

  • Nonprofit governance
  • Public meetings (if applicable)
  • Financial accountability
  • Youth safety and supervision
  • Comply with federal, state, and local laws
  • Adhere to any required insurance, licensing, and event regulations

5. Member Conduct Standards

Members shall:

  • Treat others respectfully regardless of age, background, or skill level
  • Refrain from harassment, discrimination, bullying, or intimidation
  • Avoid disruptive behavior during meetings, rehearsals, and performances
  • Use appropriate language and behavior at all Association functions
  • Respect venues, equipment, and property

6. Responsibilities of State Officers

State Officers shall:

  • Provide leadership consistent with OOTFA bylaws and this Code
  • Ensure compliance with the Oregon Administrative Rules
  • Maintain accurate records and financial transparency
  • Support and oversee district operations
  • Address complaints and enforce this Code fairly

7. Responsibilities of District Officers

District Officers and Event Chairs shall:

  • Organize state and local events consistent with OOTFA standards
  • Promote a safe and inclusive environment
  • Ensure proper supervision of minors at district events
  • Maintain communication with State leadership
  • Handle local concerns promptly and responsibly

8. Financial Integrity

All officers and members handling funds must:

  • Use funds solely for authorized Association purposes
  • Maintain accurate and transparent financial records
  • Avoid conflicts of interest or personal gain
  • Follow accepted nonprofit accounting practices

9. Conflicts of Interest

Members shall:

  • Disclose any personal, financial, or professional conflicts
  • Refrain from decision-making where a conflict exists
  • Act in the best interest of the Association

10. Anti-Harassment & Non-Discrimination

OOTFA prohibits:

  • Discrimination based on race, color, religion, gender, age, disability, sexual orientation, or national origin
  • Sexual harassment or misconduct
  • Retaliation against individuals who report concerns

11. Alcohol, Drugs, and Safety

At Association events:

  • Illegal drugs are prohibited
  • Alcohol use must comply with venue rules and laws
  • Members must not perform or supervise while impaired
  • Safety hazards must be addressed immediately

12. Use of Association Property & Name

Members shall:

  • Use OOTFA property and logo responsibly
  • Represent the organization positively in public and online

13. Reporting Concerns

Members are encouraged to report violations of this Code, including:

  • Unsafe conditions
  • Financial irregularities
  • Harassment or misconduct

Reports may be made to District Officers or State Officers. All reports will be handled promptly, confidentially (as appropriate), and without retaliation.

14. Enforcement & Discipline

The board or committee appointed by the State President shall review these reports and decide on appropriate action which may include:

  • Verbal or written warning
  • Removal from events
  • Suspension or termination of membership
  • Removal from leadership positions

Serious violations may be referred to appropriate authorities.

15. Youth Safety & Supervision

To align with Oregon safety expectations:

  • Minors must be supervised by a parent, guardian, or designated responsible adult unless part of an approved program.
  • At least two adults should be present when supervising youth (best practice).
  • No inappropriate contact, communication, or favoritism toward individual minors. Report any concerns of abuse or unsafe conditions immediately.
  • No minor should be isolated one-on-one with an adult or another minor in a space not easily visible to others (e.g., behind closed doors or out of public view). Members and/or volunteers should interrupt or redirect such situations when they arise.
  • OOTFA members, volunteers, and/or staff will not engage in private, one-on-one communication or contact with minors outside OOTFA activities (including text, social media, or in-person). Communication should include a parent/guardian or occur in group settings.
  • OOTFA members, volunteers, and/or staff should promptly report any concerning behavior involving a minor to event leadership. Concerns about possible abuse or unsafe situations should be taken seriously and not ignored.
  • OOTFA members, volunteers, and/or staff may not transport minors in personal vehicles unless a parent/guardian is present or has given prior permission.
  • OOTFA members, volunteers, and/or staff should avoid entering restrooms or private spaces alone with a minor. Assistance to younger children should occur with visibility (e.g., doorway presence or another adult nearby). Older minors are expected to use facilities independently.
  • OOTFA members, volunteers, and/or staff should use appropriate, non-intrusive physical contact (e.g., handshakes, high-fives, brief side hugs). Contact with areas typically covered by a swimsuit, or any contact that makes a minor uncomfortable, is not permitted. A minor’s request for personal space should be respected.
  • OOTFA members, volunteers, and/or staff should not show preferential treatment toward individual minors (e.g., gifts, special privileges, or exclusive attention) that could create the appearance of favoritism or a special relationship. Interactions should remain appropriate, transparent, and consistent with the group setting.
  • All adults should maintain appropriate boundaries when interacting with minors. This includes avoiding sexual jokes, suggestive comments, sharing intimate personal details, or any behavior that could be perceived as grooming or overly personal.
  • OOTFA members, volunteers, and/or staff may not engage in romantic or sexual relationships with minors under 18 in connection with OOTFA activities.
  • OOTFA activities involving minors should occur in open, observable environments. Members, volunteers, and/or staff should avoid creating situations that limit visibility or isolate individuals.

Digital Safety

OOTFA will make reasonable efforts to announce that its events may be photographed and livestreamed and offer a practical opt-out process if possible. When photographing or capturing video of minors, OOTFA members and representatives follow these guidelines:

  • Only capture photos/videos in public view and observe generally accepted standards of decency.
  • Avoid capturing and/or posting closeups when unnecessary.
  • Avoid posting images or videos where the minor’s identifying information is clearly visible on nametags.
  • When identifying children in publications or during broadcasts, use only first name, last initial, and age group. Avoid last names, exact age, hometowns, and school names.
  • Remove any identifying metadata in images that include minors.
  • Do not tag children.
  • Parents may photograph their own child, but should not post identifiable images/video of other children without permission from parents/guardians of those children.
  • Adult participants should not publicly share or post photos or videos of minor(s) if the adult participant has not obtained the parent/guardian and minor’s consent.

As part of the consent process, OOTFA will also make participants aware that children may be photographed in public performances by the general public who may or may not follow our guidelines.

Consent Form (Sample)

I hereby grant [OOTFA Event Name] the absolute right and permission to copyright, use, reuse, and publish without compensation: digital, print, video, and photographic images of my child. This permission pertains to the use of these images in perpetuity for advertising for this event in the future as well as other Oregon Oldtime Fiddlers’ Association events. [Event name] agrees not to use your child’s name in digital and printed media. In the event that we want to use your name, we will contact you. [Event name] is not responsible for and has no control over the use or distribution of pictures and videos taken by the general public or other [Event name] participants. I hereby waive any right to inspect or approve any of these images prior to use. I hereby release, discharge, and agree to hold harmless [Event name] and their legal representatives or assigns, and all persons acting under their permission or authority from any liability. I hereby warrant that I have read the above authorization.

16. Acknowledgment

All members, officers, and volunteers are expected to:

  • Read and understand this Code;
  • Agree to abide by its provisions;
  • Support its enforcement.

17. Review and Updates

This Code shall be reviewed annually or more often as needed by State leadership to ensure continued alignment with the Oregon Administrative Rules and best practices for nonprofit organizations.

OOTFA Code of Conduct, adopted 9-11-2026.