Teacher Hub

Dharma Gates

Ethics Policy

Code of Conduct: Teachers Addendum

Purpose

Teachers hold spiritual authority and influence within Dharma Gates programs and retreat containers. Within a retreat container, the possibility for vulnerability, trust, and unequal power dynamics are likely to arise. Because of this, teachers are expected to observe additional boundaries and standards of conduct in accord with The Five Precepts.

Commitments

I agree to:

1. Protect safety, dignity, and well-being

Teachers accept a duty of spiritual care toward participants, recognizing that participants may experience emotional, psychological, or spiritual vulnerability.

Teachers agree to:

• Act to maintain a safe and respectful retreat container

• Offer guidance only within their training, role, and competency

• Refer participants to appropriate professional or organizational support when concerns exceed their scope

• Not provide psychotherapy, trauma processing, or diagnostic interpretation of mental health symptoms.

• Maintain humility, accountability, and openness to feedback

• Practice non-harming toward all living beings and respond to animals or pests with compassion while respecting retreat center health and safety requirements

2. Exercise stewardship and integrity in authority

Teachers agree to use their role and influence for the benefit of all beings, rather than personal benefit.

This includes refraining from seeking:

• Emotional dependency or validation from participants

• Unpaid labor, special favors, or preferential treatment

Teachers agree to uphold agreed upon retreat schedules and program commitments except when modification is required for participant safety or program integrity.

3. Maintain clear relational and sexual boundaries

Teachers agree to use speech and action to benefit participants. Sexual contact or romantic relationships or activity between teachers and participants are strictly prohibited during Dharma Gates retreats, teaching activities, and related informal periods before and after such programs. Exceptional situations that occur after the teacher/student relationship has ended may be submitted to the Board for discussion.

Sexual exploitation, coercion, or misuse of authority are prohibited.

4. Use authority responsibly in communication

Teachers agree to use compassion and care in public and private speech, recognizing that their words may be experienced as authoritative or directive.

Teachers agree to:

• Communicate truthfully

• Refrain from verbal abuse, intimidation, or disparaging speech

• Maintain confidentiality regarding participant experience and information

• Avoid using Dharma Gates programs, teachings, or public platforms to process unresolved personal material

• Avoid using Dharma Gates teaching authority to promote personal political positions (e.g., endorsing candidates, political parties, or policy positions) or to make discriminatory, racist, or exclusionary remarks.

5. Maintain clarity and support safe practice conditions

Teachers commit to supporting Dharma Gates’ substance-free retreat environment.

Teachers agree to:

• Refrain from intoxicants, including alcohol and cannabis, before, during and immediately following Dharma Gates programs

• Use prescribed or over-the-counter medications responsibly

• Report concerns about participant intoxicant use to Dharma Gates staff rather than attempting to independently investigate and resolve such matters with participants.

Together, we commit to keeping Dharma Gates programs, gatherings, and retreats free from intoxicants so that the conditions for practice are clear, safe, and supportive for everyone.

Accountability & Ethical Concerns

Teachers agree to cooperate fully with Dharma Gates processes for addressing ethical concerns. Dharma Gates reserves the right to remove a teacher from a retreat or future teaching roles if this Code of Conduct is violated, including precautionary removal prior to completion of an investigation when participant safety may be compromised.

For concerns about participants, staff, or general retreat issues:

• Report to any Dharma Gates employee

• Emailing team@dharma-gates.org

• Dedicated web form

For concerns about Directors or a Board Member:

• Board-only web form

For anonymous reports:

• Dedicated web form

Travel Expense Policy: Teachers, Facilitators & Independent Contractors

Dharma Gates reimburses reasonable travel expenses for teachers, facilitators, and independent contractors participating in Dharma Gates programs or activities.

Travel expenses should be reasonable, necessary, and directly related to the Dharma Gates program you are supporting. When possible, please choose cost-effective options that balance practicality, comfort, and sustainability and save your receipts.

If you are unsure whether an expense is reimbursable, please contact Operations <team@dharma-gates.org> before incurring the expense.

1. Authorized Expenses for Program Travel

1.1. Modes of Transportation

■ Economy airfare

■ Train or bus travel

■ Public transit

■ Mileage for personal vehicle use at $0.67/mile

■ Parking and tolls related to program travel

■ Taxi or ride-sharing services e.g., Lyft (reimbursable when public transit is

unavailable or reasonably necessary)

1.2. Hotels & Lodging

■ Hotel associated with program travel if pre-approved

■ Lodging associated with the retreat, program, or organizational activity when not

already provided by Dharma Gates

1.3. Other Travel Costs

■ Up to $25 meal stipend/day on travel days

■ Baggage fees for a single piece of luggage

■ Other travel-related expenses if pre-approved

2. Non-reimbursable Expenses

2.1. The following are generally not reimbursable:

■ Personal travel not directly related to the program

■ Upgrades (e.g., business or first-class airfare)

■ Alcohol or personal entertainment

■ Expenses incurred for companions or family members

■ Late fees, change fees, or cancellations due to personal scheduling changes

■ Non-vegan food, including items with honey or certain gelatin products

3. Mileage

3.1. If driving a personal vehicle, mileage may be reimbursed at $0.67. The roundtrip mileage reimbursement must be less than the roundtrip cost by other modes of transportation or reasonably necessary.

3.2. Please record mileage using Dharma Gates Mileage Log, including the date, starting location, destination, purpose of trip, and total miles driven.

4. Submitting Expenses

4.1. Please email copies of receipts to Operations <team@dharma-gates.org> within 30 days following the program. Include the Mileage Log if claiming mileage.

Definitions:

● Teacher: A teacher is an individual responsible for delivering core instructional content within a Dharma Gates program or retreat. Teachers may also participate in program design or curriculum development.

● Facilitator: A facilitator is an individual who supports the learning and practice environment by guiding group processes, discussions, or activities without serving as the primary source of instructional content.

● Independent Contractor: An independent contractor is a non-employee individual or entity engaged by Dharma Gates to provide specific services under a written agreement. Teachers and facilitators engaged by Dharma Gates may be classified as independent contractors.

● Program Travel: Travel undertaken for the purpose of participating in or supporting an official Dharma Gates retreat, course, or organizational activity that has been authorized in advance.

● Authorized Expenses: Costs that are reasonable, necessary, and directly related to approved Dharma Gates programming or organizational activities, and that are eligible for reimbursement under this policy.

● Non-Reimbursable Expenses: Costs that are personal in nature, not directly related to program activities, or otherwise excluded from reimbursement under this policy.

● Receipt: A document issued by a vendor that confirms payment and includes the vendor name, date, description of goods or services, and amount paid. Receipts are required for reimbursement unless otherwise specified in this policy.

● Mileage: Travel in a personal vehicle for program-related purposes. Reimbursement is calculated using the $0.67/mile.

● Mileage Log: A record documenting the date, origin, destination, purpose of travel, and total miles driven for each reimbursable trip.

● Travel Day: A calendar day on which an individual travels to or from an authorized program location.

● Program Location: The retreat center, venue, or site where a Dharma Gates program or event takes place.

● Pre-Approved Expense: An expense that has been reviewed and authorized by Dharma Gates leadership before it is incurred, when such approval is required under this policy.

● Reimbursement Request: A submission of an expense report, receipts, and any required supporting documentation requesting repayment of authorized expenses.

Use this form to upload receipts for reimbursement and log your mileage.