WRITING CIRCLES

Terms of Participation and Code of Conduct

The Federation of BC Writers (the FBCW) Writing Circles program brings writers together for peer connection, discussion, and creative exchange. These shared understandings help maintain welcoming and constructive groups while respecting the time and contributions of participants and volunteer facilitators.

About the program

1.  Peer-based participation.  I understand that Writing Circles are for peer support, discussion, and the sharing of writing. They are not classes or workshops, and participants and facilitators do not have a teacher-student relationship. Information and advice shared by others reflect their own views and experiences and are not specifically endorsed by the FBCW. I am responsible for making informed decisions about how I use information shared in a circle.

2.  Information and responsibility.  I understand that the FBCW, its board, staff, and members are not liable for any damages or losses arising from taking part in programming or from information shared by staff, volunteers, or peers in the program.

3.  Volunteer facilitation.  I understand that facilitators volunteer their time to help guide meetings and support the agreed-upon format. They are not expected to provide instruction, individual support, or other work outside their designated responsibilities. I will respect their time, privacy, and communication boundaries.

4.  Group purpose and norms.  I understand that each circle has its own purpose, format, and shared expectations. I will participate in a way that respects these arrangements and contributes positively to the group. Suggestions and reasonable accommodation requests are welcome, while decisions about significant program or circle changes remain with the FBCW, in consultation with those involved as appropriate.

Registration and attendance

5.  Spaces and registration.  I understand that demand for Writing Circles may exceed available spaces and that a place is not guaranteed. Registration takes place during published registration periods. Returning participants have priority for their existing circles; remaining spaces are offered on a first-come, first-served basis. Staff and facilitators do not arrange advance registration or reserve spaces outside the established process, except where approved by the FBCW for administrative or accessibility reasons.

6.  Commitment to attend.  By registering, I commit to attending and participating regularly and to keeping track of meeting dates and times. If I can no longer participate, I will notify the facilitator and withdraw so that the space can be offered to another writer.

Respectful and inclusive participation

7.  Dignity and inclusion.  I will treat others with respect and support the dignity of people of all ages, sexes, genders, sexual orientations, ancestries, languages, abilities, nationalities, health statuses, religions, and socioeconomic backgrounds. I will not engage in harassment, discrimination, threats, or other unwelcome verbal, written, visual, or physical conduct.

8.  Communication and differences.  I recognize that participants bring different experiences, perspectives, communication styles, and creative approaches. I will engage with courtesy, patience, and good faith. Differences of opinion are a normal part of creative exchange; I will address them constructively and respectfully.

9.  Giving and receiving feedback.  In groups that offer feedback, I will focus on the writing rather than the writer and provide feedback that is constructive, respectful, and appropriate to the circle's format. I will be mindful of the type of feedback requested and recognize that writers may have different creative goals and preferences. I understand that thoughtful critique, including differing opinions, is part of participation in a critique-based circle. A helpful approach to critique includes identifying strengths, asking questions to clarify the writer's intentions, and offering constructive suggestions for improvement.

10.  Sharing sensitive material.  I understand that creative work may explore challenging or personal subjects. Before sharing work with graphic or potentially distressing content, such as sexual violence, extreme violence, self-harm, suicide, or traumatic experiences, I will give a brief content notice. This allows others to make informed choices about listening or participating in critique. I will also respect a participant's choice to step away or decline to engage with some material. Circles specifically dedicated to exploring sensitive or challenging subject matter may establish alternative content-notice practices appropriate to their purpose. These expectations will be communicated to participants in advance.

Privacy, confidentiality, and boundaries

11.  Confidentiality and creative ownership.  I will respect the privacy and intellectual property of fellow participants. I will not share another participant's contact details, writing, critique materials, or private circle discussions outside the group without their permission. I will not record meetings or distribute screenshots without the consent of those involved. This does not prevent me from reporting a concern through the FBCW's established channels.

12.  Personal boundaries.  I will be considerate of others' time, privacy, and communication preferences. Participation in a Writing Circle does not create an obligation to correspond privately, socialize, or provide support outside circle activities. I will respect reasonable requests about direct communication.

Concerns and program oversight

13.  Addressing concerns.  I understand that occasional disagreements or challenges can arise in group activities. I will approach them respectfully and seek constructive solutions where appropriate. I may bring a concern to the facilitator, or contact the FBCW Writing Circles Coordinator directly when the matter involves the facilitator, is sensitive, or cannot reasonably be addressed within the circle.

14.  Fair and appropriate responses.  I understand that the FBCW reviews concerns with consideration for fairness, confidentiality, the circumstances involved, and the well-being of participants. Depending on the situation, it may provide guidance, clarify expectations, support a conversation, or take other reasonable steps. Information may be shared with those who need it to respond appropriately; complete confidentiality cannot always be guaranteed.

15.  Organizational responsibilities.  I understand that facilitators guide the activities of their circles and that the FBCW is responsible for the administration and oversight of the Writing Circles program. The FBCW makes decisions concerning registration, program operations, facilitation arrangements, and participation when needed, with consultation as appropriate.

16.  Participation and consequences.  I understand that continued participation depends on meeting these terms and supporting a respectful, workable group environment. Depending on the circumstances, the FBCW may issue guidance or a warning, temporarily suspend participation, adjust participation arrangements, or remove a participant from a circle or the program. Where appropriate, the person affected will have an opportunity to respond. Immediate steps may be necessary in serious situations. A change in circle placement does not necessarily imply misconduct, and an alternate placement cannot be guaranteed. The FBCW retains final authority over decisions concerning participation, suspension, and removal from Writing Circles, subject to applicable law and organizational policies.

17.  Facilitator and participant relationships.  I understand that positive working relationships between facilitators and participants are important to the success of Writing Circles. Where an ongoing conflict prevents a circle from functioning effectively, the FBCW may determine an appropriate resolution, including changes to participation arrangements or removal from the circle. Decisions will consider the circumstances, the needs of the group, and the importance of maintaining program continuity.

18.  Program continuity.  I understand that circles depend on volunteer availability, participation, and organizational capacity. The FBCW may adjust schedules, change facilitators, reorganize, pause, or discontinue circles where necessary, and will communicate significant changes as reasonably possible.

Acknowledgement

By registering for or participating in a Writing Circle, I acknowledge that I have read and understood these Terms of Participation and Code of Conduct and agree to follow them.