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Conflict Protocols

Purpose

To ensure that any Robbeburg community member who feels threatened, intimidated, or unsafe receives support, and that the Robbeburg Board handles such situations carefully, confidentially, and in line with statutes and good governance.

Table of Contents

Phase 1: Immediate Actions ⚡

Phase 2: Investigation and Assessment 🔎

Phase 3: Board Actions / Decisions 🎬

Phase 4: Communication 💬

Phase 5: Long-term / Structural Actions 🏛️

Phase 1

Phase 1: Immediate Actions ⚡

These steps aim to protect the person who feels unsafe and prevent escalation.​​

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  1. Acknowledgement and documentation of the report

    • The complaint will be taken seriously.

    • The reporter of the incident will be listen to without judgment.

    • The facts will be recorded:

      • Name of reporter (with contact info for follow-ups)

      • Date/time of report

      • Description of the incident(s)

      • Persons involved

      • Any witnesses

    • The information will be kept confidential (only shared with those who must act).

  2. Ensuring safety depending on severity

    • The reporter will be asked: “Do you feel safe to continue activities?”

    • Assessment of severity, distinguishing between:

      • Miscommunication or interpersonal conflict

      • Intimidation, bullying, harassment

      • Threats or behavior violating the organization’s Statutes or Code of Conduct

      • Criminal behavior (which must be reported to authorities)

    • Both parties will be reminded of the Code of Conduct.

    • The parties will be separated temporarily (different events, groups, or activities).

    • If the situation is severe (e.g., physical threat), the accused party will be barred from activities temporarily.

    • In serious cases, contacting authorities will be advised.

  3. Explanation of the process

    The reporter will be told what steps will be taken and how long they may take.

Phase 2

Phase 2: Investigation and Assessment 🔎

These steps must be fair, careful, and neutral.

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  1. Appointment of a handler or committee (that has no personal conflict with any party):

    • A confidential advisor, or

    • A neutral Board member, or

    • A small independent committee.

  2. Hearing both sides, with written notes kept:

    • The reporter will be spoken to (separate from the accused party).

    • The accused party will be spoken to (separate from the reporter).

      • The complaint will be explained, with respect to confidentiality.

      • They will be given the chance to respond.

    • If the reporter refuses to cooperate:

      • They will be informed that the investigation will continue even without their cooperation, but that their refusal will make it more challenging to obtain the facts from all sides, which may cause potential bias in the final decision due to lack of information.

    • If the accused party refuses to cooperate:

      • They will be informed that the investigation will continue even without their cooperation, but that their refusal will make it more challenging to obtain the facts from all sides, which may cause potential bias in the final decision due to lack of information.

  3. Evidence evaluation, considering:

    1. Severity of the complaint (impact on safety)

      • Miscommunication or interpersonal conflict

      • Intimidation, bullying, harassment

      • Threats or behavior violating the organization’s Statutes or Code of Conduct

      • Criminal behavior (which must be reported to authorities)

    2. Previous incidents or warnings (behavior patterns)

    3. Consistency of statements between all sides and witnesses

    4. Emails/messages​

Phase 3

Phase 3: Board Actions / Decisions 🎬

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Once the facts are assessed, the Board will act in line with:

  1. The Robbeburg Statutes as a non-profit organization

  2. The Robbeburg Code of Conduct

  3. Principles under the WBTR (acting in the interest of the association and its members)

 

Depending on the severity of the complaint, action options toward the accused party include (in any combination):

  1. Informal measures

    • Mediation between members

    • Official written warning, including reminder of our Code of Conduct

    • Monitoring period of 6 months

  2. Formal measures

    • Official written warning, including reminder of our Code of Conduct

    • Temporary suspension (barring from certain/all activities or spaces)

    • Membership termination (see Article 7 of Statutes for relevant clause(s))

 

The Board must be able to show:

  1. Decision-making was fair

  2. Both sides were heard

  3. Measures were proportionate

  4. Decisions and reasonings were documented

Phase 4

Phase 4: Communication 💬

 

📂 All documents relevant to the report and investigation will be kept in a secure file.

⚠️ Confidential details about any relevant members or parties will not be shared to other members or parties (including the reporter, accused party, witnesses, etc.) beyond what is necessary.

 

The reporter will be informed about the outcome:

  1. What measures have been taken

  2. What will be done to ensure their safety

They will be checked-in with regularly.

 

The accused party will be informed about the outcome:

  1. The decision will be communicated in writing.

  2. The reason and any consequences will be explained.

Phase 5

Phase 5: Long-term / Structural Actions 🏛️

 

To prevent future incidents:

  1. The Robbeburg social safety policies and incident procedures will be updated, including:

  2. A confidential advisor might be installed, depending on the severity and quantity/rate of reported incidents over time:

    • Internal as a dedicated role in the organization, or

    • External by hiring an umbrella organization

  3. Continued training for Board members and volunteers will be provided on:

Reporting an Incident or Submitting a Complaint

To report an incident or complaint, see our Complaint Procedure.

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