Photo credit: Leslie the Pony Lion and Amy. Photo © Sara Muskulus

Conduct Committee Investigatory Philosophy & Procedure

Purpose of the Conduct Review Process

The purpose of the FirePony Creative Society Conduct Committee process is to gather sufficient information to make fair, consistent, and safety-focused recommendations regarding participation in FPCS events, programs, volunteer roles, and community spaces.

The Conduct Committee exists to support:

  • Participant safety
  • Community wellbeing
  • Organizational accountability
  • Fair and consistent review processes
  • Risk assessment and harm reduction

The Conduct Committee is not a criminal court and does not determine criminal guilt or innocence.

Its role is to assess available information, evaluate safety and organizational concerns, and make recommendations regarding continued participation in FPCS spaces.

Core Responsibilities of the Conduct Committee

The responsibilities of the Conduct Committee include:

  • Receiving and documenting incident reports
  • Determining whether reports fall within committee jurisdiction
  • Gathering and reviewing relevant information
  • Assessing participant safety and organizational risk
  • Identifying patterns of concerning behavior when relevant
  • Recommending appropriate actions or restrictions to the Board of Directors
  • Maintaining procedural consistency and confidentiality

The committee may consider both individual incidents and broader patterns of behavior when assessing participant safety concerns.

A single report may not always result in action. However, repeated reports, escalating behavior patterns, retaliation, or ongoing safety concerns may result in additional review or recommendations.

Confidentiality and Anonymity

The Conduct Committee makes reasonable efforts to protect participant privacy and limit disclosure of sensitive information to those with a legitimate operational need to know.

However, absolute confidentiality or anonymity cannot be guaranteed.

Anonymous reports may be reviewed and documented, but anonymity may limit the committee’s ability to investigate thoroughly, gather additional information, or recommend action.

In some situations, the committee may retain information for pattern tracking or future reference even if insufficient information exists for immediate action.

Timeline Expectations

Some reports involve multiple participants, witnesses, or complex circumstances and may require time to review thoroughly.

Because the Conduct Committee is composed of volunteers, timelines may vary depending on:

  • Availability of involved parties
  • Complexity of the situation
  • Urgency of safety concerns
  • Availability of supporting information
  • Event schedules and operational demands

Participants involved in a report can help support the process by responding to committee communications in a timely manner.

The Conduct Committee may provide status updates when appropriate, though confidentiality considerations may limit the details that can be shared.

Typical Conduct Review Process

1. Report Submission

Incident reports are submitted through the FPCS Incident Report Form or through designated event safety channels.

Conduct Committee leadership receives and reviews incoming reports.

2. Initial Review and Assignment

Committee leadership conducts a preliminary review to:

  • Assess immediate safety concerns
  • Determine whether the report falls within committee jurisdiction
  • Identify potential conflicts of interest
  • Assign case lead investigators when appropriate

Interim safety measures may be implemented if immediate concerns exist.

3. Information Gathering

Assigned investigators review available information and may:

  • Conduct interviews
  • Gather written statements
  • Review supporting documentation or evidence
  • Contact witnesses
  • Review prior related reports when relevant
  • Seek additional contextual information regarding safety concerns or behavioral patterns

Investigators also explain procedural expectations, possible next steps, and potential outcomes to involved participants when appropriate.

Trauma-Informed Approach

The Conduct Committee strives to conduct investigations in a respectful, trauma-informed, and non-adversarial manner.

Committee members aim to:

  • Avoid unnecessary retraumatization
  • Respect participant boundaries
  • Focus on behavior and impact
  • Maintain procedural fairness
  • Reduce unnecessary disclosure of sensitive information

4. Risk Assessment and Deliberation

After information gathering is complete, investigators present findings to the Conduct Committee.

The committee reviews:

  • Available information and evidence
  • Credibility and consistency of information
  • Severity of conduct
  • Pattern or escalation concerns
  • Community safety impact
  • Compliance with prior boundaries or restrictions
  • Risk of future harm

The committee then deliberates and determines whether recommendations should be made to the Board.

5. Recommendations

Possible recommendations may include:

  • Educational warnings
  • Behavioral agreements
  • Leadership or volunteer restrictions
  • No-contact directives
  • Temporary suspension
  • Indefinite suspension
  • Permanent bans
  • No further action

The committee may also recommend interim or conditional participation restrictions when appropriate.

6. Board Review

Depending on organizational policy and delegation authority, the Board of Directors may:

  • Accept recommendations
  • Request additional information
  • Request further review
  • Approve participation restrictions or sanctions

7. Notification and Follow-Up

The Conduct Committee or designated Board representatives notify involved participants regarding outcomes when appropriate.

Because of confidentiality and privacy considerations, the committee may not always disclose detailed information regarding sanctions, restrictions, or deliberations.

The organization may also determine whether broader operational notification is necessary for safety or event management purposes.

Important Principles

Safety-Focused Process

The conduct process prioritizes participant safety and organizational wellbeing rather than punishment.

Good-Faith Reporting

Participants will not face retaliation solely for making reports in good faith, even if insufficient information exists to substantiate concerns.

Pattern-Based Assessment

The committee may consider patterns of behavior, escalation concerns, repeated reports, and prior restrictions when assessing safety risks.

Procedural Fairness

Submission of a report does not automatically result in sanctions or findings of wrongdoing.

The committee evaluates available information through a structured review process intended to support consistency, fairness, and participant safety.

    Resources: