Torch Reporting Process
This document is part of four documents that comprise The Torch Community Safety Guidelines. They are: The Torch Statement of Values, Rights and Responsibilities, The Torch Theatre Anti-Harassment and Anti-Discrimination Policy and The Torch Reporting Process.
A report is filed.
If you need to file a report, you can do it in one of a few ways:
- You can file an anonymous report on the Torch performers page.
- The report form will send an email to the entire board.
- You can send an email to firstname.lastname@example.org
- This email will also be sent to the entire board.
- You can tell a board member
- If you tell a board member, they will be responsible for notifying the rest of the board and initiating the reporting process by putting in writing what was told to them and emailing it back to the reporter.
- You can tell someone else to tell a board member.
We know that if the person you’re reporting is also a board member, the steps above aren’t great. We’re hoping that someone on the board is a safe destination for your report.
The board will assign two members to lead the investigation. (We’ll call them “the investigation team”.) They will first speak to the reporter. The investigation team will either:
- Schedule a zoom phone call with the reporter (this call will be recorded with the reporter’s permission. When the investigation is closed, the recording will be deleted.)
- Accept the reporter’s statement in writing.
At no point will “casual, off the record” communications be considered part of the investigation. The reporter may provide additional “evidence” to the board (emails, screenshots of Facebook activity, etc), but it is Torch policy to require only the word of the reporter.
When a board member is accused: When the report is about a member of the board, the accused board member will not be notified or a take an administrative part of the investigation process, but will be treated like a community member. They will be excluded from every step below involving the entire board.
When the report is anonymous: The investigation team will move directly to step 3.
The investigation team will then have either a (mandatorily) recorded zoom conversation or accept the accused’s statements in writing. At this point, the team may also contact other parties who may have been involved in the report.
The investigation team will present their findings and the board will deliberate on the best course of action. This deliberation will happen in a closed session, and all members of the board will be present, unless the reporter specifically requests otherwise.
Note: details about the investigative team’s findings will not be public.
The board will notify both parties (the reporter and accused) of the decision and next steps.
The board can take any number of disciplinary and corrective actions, up to and including, permanent dismissal from The Torch. There is no sample list of actions because we believe that there is no template for either reporting or responding, and we treat each case as an individual and important event.
The Board’s Commitments:
As the stewards of this process, the board commits to:
- Attend to all reports in a timely manner
- To keep all details of the reports (and associated testimony) confidential. This includes using industry best practices when storing digital/physical artifacts of the investigation
- To treat all involved parties with respect
- To keep as our primary goal the safety of all parties involved. This focus on safety may mean that we need to divert from these steps in cases where the steps themselves endanger folks involved.