Member Activity & Leave of Absence Policy

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Member Activity & Leave of Absence Policy
Community Participation & Extended Absence
This guide may be updated as GGU policies, procedures, platforms, and organizational needs change.

Public Transparency:
This policy is intentionally published for community transparency. The policy itself is public; credentials, recovery material, private personnel records, security-sensitive evidence, and other protected operational details remain restricted.

 

Activity

Members are encouraged to remain reasonably involved through servers, Discord, Forums, events, guilds, or community projects.

 

Extended Absence

Members who expect an extended absence may use the current Leave of Absence process where applicable.

 

No Fixed Purge in This Policy

If GGU adopts a formal inactivity review cadence, it should be published explicitly rather than implied by outdated guides.

 

Return

Returning members should contact Leadership if roles or access require restoration.

 

Scope

This policy applies to GGU members, Leadership, contributors, partners, or systems to the extent they participate in or affect the activity described by this policy.

 

Responsibilities

• Individuals are responsible for complying with the policy within their assigned access and duties.
• Managers are responsible for communicating expectations and correcting known violations within their area.
• Higher Leadership may interpret organization-wide questions, approve exceptions, or impose additional controls where risk requires it.

 

Exceptions

Exceptions should be limited, justified by a legitimate operational need, approved by the appropriate authority, and documented when they materially increase risk or depart from normal practice.

 

Violations

Violations may result in corrective instruction, removal of access, warning, suspension, demotion, removal from Leadership, removal from the community, or other action appropriate to the severity and circumstances.

 

Review & Maintenance

This policy should be reviewed when relevant systems, laws, platforms, organizational structure, or operational practices materially change.

 

Activity Standard

GGU should evaluate activity using meaningful participation rather than a single platform-presence metric. Server play, Discord, Forums, events, guilds, and project participation may all demonstrate involvement.

 

Inactivity Reviews

If GGU performs membership inactivity reviews, the current cadence and consequences should be published separately or in this policy before enforcement.

 

Definitions & Interpretation

Where a term is not specifically defined in this policy, it should be interpreted using its ordinary GGU operational meaning and related published guides. When two policies appear to conflict, the more specific policy should generally control for its subject matter unless higher Leadership directs otherwise.

 

Policy Ownership

Each policy should have an identifiable organizational owner responsible for periodic review, proposed updates, and resolving routine interpretation questions. Ownership of the policy does not grant unlimited authority to waive it.

 

Records & Evidence

• Keep records that are reasonably necessary to demonstrate approvals, access changes, disciplinary actions, incidents, or exceptions.
• Store sensitive records in appropriately restricted locations.
• Do not create unnecessary collections of personal information.
• Do not alter or delete records to conceal mistakes or avoid review.
• Where an action is logged automatically, preserve the relevant log rather than duplicating it manually without need.

 

Good-Faith Reporting

Members and Leaders should be able to report suspected policy violations in good faith without retaliation. Knowingly false reports, fabricated evidence, or malicious misuse of reporting processes may themselves be addressed as misconduct.

 

Policy Changes

Material policy changes should be communicated to affected people. Changes that alter access, enforcement, or Leadership obligations should include enough explanation for people to understand what changed and when the new expectation applies.

 

Policy protects the community when expectations are clear before problems happen.