14. Reporting and Documentation of breaches in the code of conduct
14.1. Any member who witnesses or becomes aware of a potential breach of the Code of Conduct is obligated to report the incident promptly to the President of the Board or a designated member of the Advisory Committee.
The report should be submitted in writing detailing:
- The nature of the breach
- Individuals involved
- Date, time, and location
- Supporting evidence or witnesses
Upon receipt, the recipient must acknowledge the report within 24 hours and log it into a confidential incident register via the board e-mail. If the breach is made by a member of the board the report must be made to the Advisory Committee.
14.2 Initial Assessment
Within 7 days of logging the report, the Board will convene to conduct a preliminary assessment to determine the severity and credibility of the alleged breach.
This assessment may involve:
- Reviewing the submitted report
- Consulting with involved parties
- Gathering additional information as necessary
Based on the initial assessment, the Board will decide whether to:
- Dismiss the case if unfounded
- Address the issue through informal resolution
14.3 The investigation committee is responsible for:
- Conducting thorough interviews with relevant parties
- Collecting and reviewing pertinent documents and evidence
- Maintaining confidentiality and impartiality throughout the process
The investigation should be completed within 14 days of the committee's formation.
14.4. Reporting and Decision-Making
Upon conclusion of the investigation, the committee will compile a comprehensive report outlining findings, conclusions, and recommended actions.
The report will be submitted to the Board within 7 days of completing the investigation.
The Board will review the report and make a decision on the appropriate course of action within 14 days, which may include:
- No further action if the breach is unsubstantiated
- Informal resolution measures
- Formal disciplinary actions such as suspension or termination of membership
14.5. Communication of Outcome
The Board will communicate the decision in writing to the individual(s) involved within 7 days of making the decision.
A summary of the outcome, respecting confidentiality, will be shared with the Advisory Board and other relevant parties as necessary.
14.6. Monitoring and Review
The Board will monitor the implementation of any actions taken to ensure compliance and effectiveness.
An annual review of this safeguarding procedure will be conducted to incorporate lessons learned and to update the process in line with best practices and any changes in legal or organizational frameworks.
