Incident & Complaint Reporting

This procedure provides a clear, fair, and confidential process for reporting and resolving incidents or complaints within Collabs. The goal is quick resolution while protecting all parties involved.

1The Reporting Process

  • Any Collaber or Mentor can report an incident via private email or direct message to a Lead/Director.
  • Reports must include details: what happened, who was involved, when/where, and evidence (e.g., screenshots).
  • Anonymous reporting is allowed. Reporting is strictly protected, with zero tolerance for retaliation against reporters.
  • Reports must be made within 7 days of the incident (urgent incidents like harassment must be reported immediately).
  • Malicious or false complaints will lead to disciplinary action.

2Incident Classifications

  • Minor: Off-topic posts, late attendance.
  • Moderate: Rude language, sharing unapproved links.
  • Serious: Bullying, plagiarism, minor privacy breaches, discrimination.
  • Severe: Harassment, cheating, threats, unauthorized data sharing, or misuse of the Collabs name externally.

3Investigation Steps

  • The Director assigns a bias-free investigator within 24 hours. The investigator gathers evidence privately.
  • Involved parties are notified and given 72 hours to respond.
  • The investigation must be completed within 7 days, with findings documented securely.
  • The identities of anonymous reporters are strictly protected throughout the process.

4Resolutions & Appeals

  • Actions: Ranging from a verbal warning (Minor) to a 7-day restriction (Moderate), up to permanent removal (Severe).
  • All parties are notified of the outcome, and positive resolutions (e.g., apologies) are heavily encouraged for minor offenses.
  • Appeals can be submitted within 7 days to the Executive Team. Appeal reviews are conducted within 72 hours, and the final decision is binding.