Write up internal report

It's very useful to start writing internal report as soon as possible, even before taking any action or talking to anyone else outside your Response Team.

Unless the time sensitive reaction is needed and you don't have time to write everything down immediately, we recommend writing down report on the spot.

Taking the time to write down all the details as clearly as possible, will allow you to catch all the little things you wouldn't otherwise thought of before jumping to conclusions. Writing your thoughts down is really valuable, and we've been proved over and over again that this process lets you see things that otherwise go unseen.

It will help you:

  • look at the incident objectively and in more organized way,
  • make your final report more accurate, as you won't get a chance to forget any details - this is especially important if the incident was reported verbally,
  • prepare yourself to the possible talk with the involved sides,
  • compare the incident with previous ones you dealt,
  • make sure that all Code of Conduct team actions are described and documented.

Make sure to document things as soon as they happen. Add description of the talks with each involved sides after you come back from the meeting, document when and who did what. Don't rely on your memory and don't leave it for later, especially that after the event it will be much harder to meet with the whole Code of Conduct team to finish the report.

Content

The internal report should contain following information (but should not be limited to only that):

  • who, when, where, how the incident was reported?
  • who received the report - it's especially important in case of verbal reports;
  • when and where the reported incident happened
  • who was involved?
  • description of the received report: what happened? - make sure to state clearly who is a victim or who feels offended or uncomfortable,
  • describe any planned actions taken:
    • if you decide to speak with involved sides, document who will meet and talk to them,
    • write down reactions of the involved sides on your Code of Conduct process - does the offender feels sorry? Or do they cause further problems?
    • document if you send any e-mails or ask any third parties for input and why,
  • describe any decisions about further actions:
    • does the situation will be reported to anyone?
    • does the conference organizers or Code of Conduct team need to do anything?
  • if the offender is causing problems during the Code of Conduct process make sure to document it too. Copy e-mails or make screenshots whenever applicable.

Example report

Report: Verbal report made by Person A and received by Response Team Member A on 29th December 2000, 9am in the conference venue. When: 28th December 2000, 10.30pm Where: Conference party at Django* conference

What happened: Person A overheard one of our attendees (later identified as Person B) speaking to his friends and saying something along the lines of "Here is a quote". The reporter went to this person and quietly asked them to tone it down. They got very confrontational (not physically) and insisted that it wasn't actually inappropriate. It was reminded him that our CoC applies but that didn't really stop them.

The conference staff decided to talk to this person the next day to try to achieve common understanding of expected behaviour during the conference, or give a warning if understanding is not achieved.

So on Next day, Response Team Member A and B took him aside to an empty room and went over what happened, explaining our stance on the issue and the reason why we don't accept it. The harasser immediately apologized on their own (without any prompt from us). They said that after thinking on it, they realized fully how their behavior was wrong and they thanked us for stepping in. The whole meeting lasted about 10 minutes, was very calm and overall successful.

The conference staff decided not to take any further action and consider the case closed.

Actions taken:

  • Response Team decided to talk to Person B, and during this meeting a common understanding between Response Team and Person B was achieved.
  • Issue will be included in conference's Transparency report after the event.
  • This report will be sent to Django Software Foundation Code of Conduct in case similar event occur in the future.

Template report

Report: How report was made? Who made the report? When report was made? Where report was made? Who received the report? When: When the issue in subject took place? Where: Where the issue in subject took place?

What happened: Detailed and neutral description of events in subject: starting when the incident took place, until final resolution of the incident.

Actions taken: Summary of actions taken by Response Team.

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