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Incident Response

Ensuring the Code of Conduct is upheld and respected is a primary responsibility of all Club Leads. This checklist serves as a vital resource to ensure that every reported incident is handled with the utmost care, professional integrity, and the seriousness it deserves.

Please make sure to read through the FOSS United Code of Conduct thoroughly and ensure that all volunteers are made aware of the reporting procedure prior to the event.

Ensure you include a dedicated slide in your opening ceremony deck that displays the link to the Code of Conduct.

Incident Response Checklist

  • Open this checklist
  • Make a copy of this checklist for yourself
  • Stay Calm: Take a breath. Your composure sets the tone for the reporter’s safety.
  • Involve a Trusted Third Person: If possible, ensure you are not alone with the reporter. Bring in a neutral witness to observe and "break the mandate."
    • This person must not belong to the group being reported.
      • If the report is against an organizer, ask a trusted speaker or sponsor representative to join.
      • If the report is against a sponsor, bring in another organizer or club lead.

“I need a moment of your time for something important. We have had a Code of Conduct incident reported, and as per our protocol, I need a neutral third person to sit in as a witness while I take the report. Your role is simply to be present to ensure the process is transparent and fair for everyone. Can you join us in a private space for a few minutes? This must remain strictly confidential.”

  • Introduce the third person

Before we begin, I want to introduce [Name]. To ensure that this process is handled with the highest level of integrity and that your safety is prioritized, FOSS United protocol requires a neutral third party to be present. [Name] is here solely as a witness to the conversation. They are not part of the group involved in your report, and they are committed to maintaining your absolute privacy.

  • Find a Safe Space: Immediately move the reporter to a private, quiet area away from the incident.
  • Protect Privacy: Assure them that this stays within the necessary FOSS United team members.
  • Call the Incident Line: Dial 9900982939 immediately. Tell the reporter that this is standard operating procedure as mentioned in the Code of Conduct. Call twice in a row to bypass "Do Not Disturb" (DND) settings on phones.
    • Follow Up: If the call isn't answered after the second attempt, notify the central team (Rahul, Ansh, Siddharth) by calling them directly.
  • Don’t play the interpreter: Let the reporter speak to the FOSS United team member.
  • Action: Wait for the team’s instructions and handle resolutions accordingly.