Code Of Conduct

Last Updated: August 6, 2025

Introduction

Pennsylvania Postal History Society (PaPHS) is committed to fostering a welcoming, professional, and inclusive environment for all members. This Code of Conduct establishes standards for ethical behavior, respectful interactions, and responsible engagement in PaPHS activities. By joining PaPHS, members agree to uphold these principles, ensuring the society remains dedicated to historical research, education, and philatelic integrity.

Member Responsibilities

PaPHS members are expected to:

Engage respectfully in forums, events, and discussions.
Foster a positive environment that welcomes diverse perspectives.
Conduct historical research and philatelic activities with integrity.
Respect confidentiality regarding personal data and organizational information.
Actively contribute to education, historical preservation, and society initiatives.

Community Engagement and Online Conduct

PaPHS values constructive dialogue and collaboration across all platforms. Members should:

Practice civil discourse by avoiding personal attacks, disruptive behavior, or inflammatory remarks.
Respect intellectual property by properly crediting sources in research, publications, and presentations.
Contribute thoughtfully to ensure discussions remain relevant to postal history and society initiatives.
Use appropriate channels for addressing concerns through official PaPHS communication methods.

Ethical Research and Philatelic Integrity

As a society dedicated to postal history preservation, PaPHS members must:

Ensure accuracy by verifying historical findings before presenting or publishing research.
Avoid misrepresentation by refraining from altering or falsifying philatelic materials, research, or provenance.
Respect collector and dealer rights by conducting transactions and scholarly exchanges with honesty and transparency.

Third-Party Policy and Code of Conduct Compliance

Members must respect and adhere to the policies, terms, and codes of conduct of third-party providers used for PaPHS events, digital platforms, and research tools.
PaPHS is not responsible for enforcing, mediating, or resolving disputes related to third-party services. Any issues arising from interactions with external platforms must be addressed directly with the respective provider.
Members engaging in external forums, exhibitions, or collaborative projects under the PaPHS name must represent the organization professionally and abide by the rules set forth by those entities.

Conflict Resolution

If disputes arise, PaPHS encourages members to resolve them constructively through:

Direct communication, attempting resolution privately and professionally.
Mediation, where PaPHS may facilitate neutral review if necessary.
Membership review, with serious violations potentially leading to disciplinary action.

Annual Meeting of the Board of Directors

PaPHS holds an Annual Meeting of the Board of Directors to review organizational initiatives, membership policies, and strategic goals.
This meeting serves as a forum for leadership decisions, policy updates, and long-term planning for the mission and operations of the PaPHS.
Members may be invited to participate in certain discussions or committees, depending on the agenda and governance needs.
Any updates to the Code of Conduct, membership structure, or operational guidelines will be reviewed at the annual meeting before implementation.

Limitation of Liability and Hold Harmless Agreement

By participating in PaPHS activities, events, and discussions, members agree that:

PaPHS is not liable for personal decisions, financial commitments, or actions taken based on information shared within society discussions, publications, or events.
Members participate in PaPHS events, digital forums, and educational programs at their own discretion and assume responsibility for any personal, professional, or financial implications.
PaPHS does not guarantee the accuracy, completeness, or availability of third-party resources, historical findings, or philatelic evaluations presented through member contributions.
Members agree to hold PaPHS, its leadership, volunteers, and affiliates harmless against claims related to content shared, disputes arising within discussions, or any direct or indirect consequences of participation in PaPHS activities.
Legal disputes will be resolved in accordance with the laws of the applicable jurisdiction, and members agree to engage in mediation or internal review procedures before pursuing legal action.

Compliance and Enforcement

PaPHS reserves the right to:

Issue formal warnings for conduct violations.
Suspend or revoke membership if necessary.
Adjust policies in response to organizational needs and ethical concerns.

Conclusion

This Code of Conduct ensures PaPHS remains a respectful, ethical, and historically focused community. By adhering to these standards, members help preserve the integrity of philatelic research and postal history education.

Contact and Reporting

Members who witness or experience violations of this Code of Conduct may report concerns to PaPHS leadership at paphs1974@gmail.com.