Incident Report

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APEX takes our club culture, code of conduct, rules, and etiquette seriously.  If you believe someone is violating the code of conduct and it is beyond your ability to handle yourself,  we ask that you report it to APEX management directly at the time. If that isn’t possible, please email EC@arizonapowerexchange.orgIf this is your first time reporting information in this way, please read below so that you can understand the process, and know where this information goes and how it is handled.

Why would you report things to the club?
Not sure you should report, or just want to help to handle a tough situation?
Who gets the report?
Who else will know?
Reporting Guidelines
What happens after you file a report? The Process.
Direct Link: APEX Incident Report PDF

Why would you report things to the club?

We want to be clear that while not every violation of our rules, etiquette, or Code of Conduct is membership jeopardizing, it is important that the management team have as much information as possible. While the particular incident may not be a big deal to you, your report along with other information may help us to address patterns in behavior, or someone who really needs some coaching to be a successful member.
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Direct Link: APEX Incident Report PDF

Not sure you should report, or just want to help to handle a tough situation?

Sometimes we don’t know if we should report, or maybe we want to handle a difficult situation but just aren’t sure how. If you need help with how to move forward, or aren’t sure you should report or not, please just email us. One of the amazing things about being a member of APEX is the resources available to us. You can email any Member(s) of the Executive Committee with which you are comfortable.
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Who gets the report?

The email to send your information to goes to the entire management team so that there can be complete transparency and no one can bury information if it happens to be about them.
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Who else will know?

While we are transparent in our process, we are are bound by confidentiality through our fiduciary responsibilities.  Your information -including that this report exists) will not be shared outside of the management team without your knowledge.
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Reporting Guidelines

    • Your contact info (so we can get in touch with you if we need to follow up)
    • Names (real, nicknames, or pseudonyms) of any individuals involved. If there were other witnesses besides you, please try to include them as well.
    • When and where the incident occurred. Please be as specific as possible.
    • Your account of what occurred. If there is a publicly available record include a link.
    • Any extra context you believe existed for the incident.
    • If you believe this incident is ongoing.
    • Any other information you believe we should have.

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What happens after you file a report?

All reports will be kept confidential. In some cases, we may determine that a public statement will need to be made. If that’s the case, the identities of all victims and reporters will remain confidential unless those individuals instruct us otherwise.

If this issue goes beyond our walls, and believe anyone is in physical danger, please notify appropriate law enforcement first. If you are unsure what law enforcement agency is appropriate, please include this in your report and we will provide you with resources.

You will receive an email from the Management Team acknowledging receipt within 24 hours. We promise to acknowledge receipt within 24 hours (and will aim for much quicker than that).

Based on the needs of the reporter, the management team will immediately meet to review the incident and work to determine issues like:

  • What happened.
  • What kind of incident this was.
  • Who the bad actor was.
  • Whether this is an ongoing situation, or if there is a threat to anyone’s physical safety.

If this is determined to be an ongoing incident or a threat to physical safety, the management team’s immediate priority will be to protect everyone involved. This means we may delay an “official” response until we believe that the situation has ended and that everyone is physically safe.

Once the management team has a complete account of the events they will make a recommendation as to how to respond. Recommendations may include:

  • Nothing (if they determine no violation occurred).
  • Coaching from the EC about unacceptable behavior.
  • A private reprimand from the EC to the individual(s) involved.
  • Reorientation with a member of the EC and discussion about the code of conduct
  • An imposed vacation (i.e. asking someone to “Take some time away”).
  • A temporary ban from APEX
  • Revocation of Membership
  • Ban of the Member (ban means they are not welcome at events open to the public either)

In most cases The Executive Committee will be available to hear/act on recommendations within one week.

The Executive Committee will respond within 10 days to the person who filed the report with either a resolution or an explanation of why the situation is not yet resolved.

Once the EC accepts the recommendation of final action, the EC will contact the original reporter to let them know what action (if any) we’ll be taking. We’ll take into account feedback from the reporter on the appropriateness of our response, but we don’t guarantee we’ll act on it. While the feelings and opinions of the reporter absolutely matter, the EC may have more information than a single report. We will do our best to explain our reasons within the confines of our duty to confidentiality.

Finally, the EC will make a report on the situation to the Board of Directors during executive session of the next scheduled Board of Directors meeting.

Appealing

Only permanent resolutions (such as bans) may be appealed. Upon a decision, the person in question will be advised of the process.
Direct Link: APEX Incident Report PDF

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