*PLEASE NOTE THAT AS WE GAIN EXPERIENCE USING THIS PROCESS, WE WILL MAKE TRANSPARENT UPDATES.
Our intentions as facilitators include:
Providing a process to keep the community accountable
Keeping reported information confidential unless otherwise specified
Sharing links to resources for education and healing
WHAT DOES REPORTING AN INCIDENT LOOK LIKE?
Initial report made: Reporter/ harmed person contacts facilitator(s) about incident, stating that reporter’s “consent, autonomy, privacy or identity” has been disrespected, or that inappropriate behavior or discrimination in general has occurred, citing a “bad actor.”
Facilitator to respond to the reporter within 1 week (sooner if able) to acknowledge receipt of report, to share Resources for Healing, and to ask: Are there any issues, legal or otherwise, worth noting such as a PFA (protection from abuse) or other lawsuit?
If yes, ask that they contact us after this is resolved
If no, continue
Facilitator to ask if any facilitators should be excluded from this process
Facilitator to share link to this PUBLIC INCIDENT REPORTING PROCESS, a LIST OF POSSIBLE OUTCOMES, and a TIMELINE FOR NEXT STEPS aka when to expect further communication (days vs weeks depending on report).
Facilitator to alert all facilitators that an incident report has been made without sharing confidential names or details.
Facilitator to start the following text conversations, likely on discord, but other platforms may be used if needed:
“Facilitator Incident Chat” with only reporter-approved facilitators to share the initial report and discuss:
What further information is needed from the reporter and/or the “bad actor”
What we think the outcome should be
What timeline is reasonable
Which 2 facilitators will act as point people (may include initial facilitator)
Updates as more information is gathered
“Dialogue with Reporter Chat” with the reporter + up to 2 support people + the 2 point people from VFS
Reporter can have one specified person represent them if preferred - ideally the reporter or their representative will provide some sort of first hand written account of the incident
We will ask the reporter their preference between scheduling a time to meet via video chat or specifying a time to be available for text chat to continue the incident reporting process
We will assist in scheduling this meeting or time to be available for text chat
Reporter/ representative is welcome to share information or questions in this chat at any time, respecting that the point people are volunteers, who may not be available to respond until the next specified time
Prior to meeting, we will help set an agenda to include:
Review of Initial Report
Reporter’s desired outcome such as: a. No action at this time, VFS to keep this report confidential, can be used to link incidents involving the same “bad actor” b. Temporary ban, with plan for further discussion and remediation by the “bad actor” c. Permaban for “bad actor,” this person is a threat to the community, and is unlikely to change
Plan for follow up
Point people to follow up based on discussion/ desired outcome
If needed, create “Dialogue with ‘Bad Actor’ Chat” with the “bad actor” + up to 2 support people + the 2 point people from VFS
We will share with the “bad actor” that an incident report involving them was made, which we would like to discuss further.
“Bad Actor” can have one specified person represent them if preferred - ideally the “bad actor” or their representative will provide some sort of first hand written account of the reported incident
We will ask the “bad actor” their preference between scheduling a time to meet via video chat or specifying a time to be available for text chat to continue the incident reporting process
We will assist in scheduling this meeting or time to be available for text chat
“Bad Actor”/ representative is welcome to share information or questions in this chat at any time, respecting that the point people are volunteers, who may not be available to respond until the next specified time
Prior to meeting, we will help set an agenda to include
issues addressed in incident report
time for “bad actor” to share thoughts/ response
“Bad Actor’s” desired outcome such as: a. Temporary ban, with plan to discuss and implement remediation b. Permanently ban, this person is uninterested in further discussion or remediation c. Open new Incident Report due to concern that initial reporter is abusing this process
Plan for follow up
Point people to follow up based on discussion/ desired outcome
Facilitators to implement decision: a. If facilitators agree with the reporter/ representative on remediation/ temporary ban, set dates to check in with both reporter and “bad actor” or representatives regarding progress of remediation. b. If facilitators agree with the reporter/ representative on permanent ban, inform the “bad actor” of permanent ban. c. If facilitators agree that the reporter is abusing this process, repeat the process with the new reporter. d. If facilitators disagree with the reporter on a temporary ban or permanent ban, they will seek 3rd party guidance, determine the next course of action, and then circle back to the reporter/ representative/ “bad actor” stating our decision for remediation/ temporary ban or permanent ban or other result.