CPG Reporting — Additional Information
Community Participation Guidelines (CPG) Reporting - Additional Information
Why and when to make a report
ESIP encourages you to report incidents of unacceptable behavior (as defined in CPG Section 3), even when the incident is deemed minor. Reports are useful not only for identifying individual behaviors that need addressing but also for improving organizational practices. While the CPG generally focuses on an individual’s actions, we as a community want to ensure that we also live up to the CPG. Therefore, reporting seemingly minor unacceptable behavior might help highlight an opportunity to improve our community. If you are uncertain whether an incident qualifies as unacceptable, we would still suggest that you seek out any of the ESIP Staff members to discuss the incident and, if appropriate, make a report yourself or via a proxy reporter.
Channels of reporting
Direct reporting
Individuals who experience or witness unacceptable behaviors in all ESIP activities (CPG Section 1) are encouraged to make a report directly through the online reporting form (CPG Section 5). Anonymous reports are allowed but will limit the ability for follow-up.
Proxy reporting
All reports, including proxy reports, are important to identify patterns of unacceptable behavior of an individual or on a Community level. For whatever reason, if you do not wish to make a report yourself, even anonymously, but want the information recorded, you may ask any of the ESIP Staff to file a report on your behalf.
What happens after a report is filed
Reports made to the online reporting form or to the Toll Free Number (1-800-881-9418 - choose extension for Executive Director or Operations Director) are shared with ESIP’s Executive Director, Operations Director, and President, and, optionally, additional review committee members that may include the Governance Chair and the Vice-President. Reporters may elect to exclude one or more of these individuals from viewing the report by reporting via phone or email directly to the ESIP Executive Director, Operations Director or President.
Upon receiving a complaint from a community member, the complaint will be assessed for severity and violation of the Community Participation Guidelines, and all parties will be notified of the complaint. Investigators will be assigned by ESIP’s Executive Director and/or Board President, to investigate the complaint.
Reports will receive an acknowledgment of receipt. Once a reported incident has been investigated and a decision communicated to the relevant parties, all have the opportunity to appeal the decision by sending an email to inclusion@esipfed.org.
Investigation
Reports are handled discreetly and privately; they will only be shared with those who can investigate, respond, and advise. As part of this investigation, it may be necessary to disclose some factual information related to the reported incident to others, such as key stakeholders administering communities or events, witnesses, and implicated parties. The reporter will be notified of any such disclosure.
Correspondence
All reports are reviewed and responded to based on the nature of the report. ESIP will provide reasonably prompt updates via email.
Redress
When an investigation has been completed and the reported unacceptable behavior has been confirmed, appropriate measures will be taken to address the situation (CPG Section 4).