INCIDENT ACTION PLAN

External support

At all times Urbanum, the reporter, the victim, or anyone else, can contact TREY for support. 

This plan is mainly aimed at incidents that require fast response, such as a harassment case at an event. But for any cases that are not significantly time-sensitive, Urbanum will contact TREY to help in handling the case. And in any significant case TREY is contacted to support in this process as they are professionally trained and have more resources available to them. 

https://trey.fi/en/advocacy/help-regarding-harassment-discrimination-and-bullying

Incident Protocols

Urbanum has established clear procedures for reporting and handling incidents to ensure a safe and inclusive environment. There are three recommended methods for reporting an incident to Urbanum:

  1. Contacting the event-specific incident coordinator
  2. Contacting a board member
  3. Filling out the incident report form

Each of these methods ensures that incidents are addressed appropriately and in a timely manner.

Event-Specific Incident Coordinator

We aim to have an Event-Specific Incident Coordinator for each of our events to manage any reported incidents. This coordinator must be a member of the Urbanum Board or Officers and has preferably completed TREY’s equality training. To maintain impartiality, the coordinators of the event should refrain from being the Event-Specific Incident Coordinator, and the coordinator is required to remain sober throughout. The coordinator should not put themselves at risk. 

The coordinator is responsible for:

  • Handling incidents that occur during the event
  • Listening to all parties involved in the incident
  • Deciding on the appropriate course of action, which may include:
    • Issuing a verbal warning
    • Removing an individual from the event 
    • Bringing the issue to external authorities (TREY, security, police, etc.)

Any further disciplinary actions require offering a formal hearing to the individuals involved and a board decision. 

Contacting a Board Member

If an incident is reported to a board member, they must inform the chair sector, who will delegate the coordination of the incident. If the reporter wishes, the board member who was initially contacted may remain involved in handling the situation. If the chair sector or Event-Specific Incident Coordinator faces harassment, they should contact another board member or TREY to take over coordination of the incident, ensuring the safety of the board members involved.

The chair sector is responsible for:

  • Gathering information from all parties involved
  • Determining the appropriate response, which may include:
    • Issuing a verbal warning
    • Removing an individual from the event
    • Bringing the matter to external authorities

Any further disciplinary actions requires offering a formal hearing to the individuals involved and a board decision. 

Filling Out the Incident Report Form

If an incident is reported via the official incident report form, the chair sector will receive a notification. The chair sector will then take the lead in addressing the incident, ensuring that all perspectives are considered before deciding on the appropriate action. The possible responses mirror those of the previously mentioned methods, including issuing warnings, removing individuals from on-going events, and taking other appropriate steps.

Any further disciplinary actions requires offering a formal hearing to the individuals involved and a board decision.

Disciplinary actions

  • Urbanum always holds the right to deny non-members access to Urbanum’s events and/or services. 
  • Urbanum always hold the right to remove a member from a singular event.
  • Any further disciplinary actions require the following: 
  1. A formal hearing to be offered to the individuals involved, if they accept, the hearing is to be held, but if they refuse, a decision can be made without a hearing. 
  2. A disciplinary action is decided upon by the board based on our official rules. 

Confidentiality and Need-to-Know Basis

To protect those involved, incident information should only be shared with the necessary individuals. Ideally, only the event-specific incident coordinator and the board sector should be informed. Other board members or individuals should only be involved or informed if necessary. For example, if a disciplinary action is taken it should be decided on by a majority of the board. But preferably this meeting would only include board members, no officers, to limit the amount of people that are informed.