Being the safety lead

You are the only role that can open safety reports. The president can't, and neither can other officers. That keeps reports from becoming board gossip, and it means people can trust the form.

What you see

Safety lists every case: the category, status, age, who reported it ("Not recorded" if anonymous) and the next step. Each time you open a case, it's logged, and the case page shows how many times it's been opened.

Anonymous reports have no link to the reporter at all, and the filing time is rounded to the hour. You can't follow up with the reporter, so work from what's written.

The steps, in order

Every case goes through the same steps, so that everyone is treated the same way.

1. Acknowledge. Do this promptly. It moves the case to reviewing.
2. Gather statements. Add a short summary of each statement you take.
3. Request the subject's response. If someone is named, ask for their side and set a deadline of 7, 10 or 14 days. Colors doesn't send this request; contact them yourself, then record that you did.
4. Decide. Colors won't let you decide until the case is acknowledged and, if someone is named, until their response is in or the deadline has passed.
5. Appeal window. 14 days after the decision. Record an appeal and its grounds if one comes in.
6. Close. After the appeal window, or once an appeal is resolved.

You can add a free-form step with a note at any point, for anything that doesn't fit.

The audit log, which other officers can read, records only that a step happened. Your notes stay in the case.

Decisions

The outcomes are no action, warning, event ban and suspension. If no one was named, only no action is possible.

• A suspension needs an end date and takes effect straight away.
• An event ban can have an end date, or none.
• Every decision needs a written rationale of at least 20 characters. It's shared with the person it's about, so write it for them.

Restrictions

A suspension, or an event ban that hasn't ended, puts a restriction on the member. While it's in place, they can't buy tickets, don't see hidden venue addresses, can't check in by location, and the door screen shows Do not admit. The door team sees only that, never the reason.

When a suspension's end date passes, the member's status stays suspended: Colors doesn't change it back yet. Keep track of end dates and raise them with the board when they come up.

Never a shared blacklist

Restrictions apply in this club only. Colors never shares ban lists between clubs, and you can't see another club's cases. If you're worried about someone who's active elsewhere, talk to that club's safety team person to person.