EYAA Incident Reporting & Response Procedure

Approved 8/13/2025)

Purpose:
To ensure EYAA maintains a safe, respectful, and fair environment for all athletes, families, and volunteers, this procedure outlines how the board will receive, review, and act on reported incidents using a fair and consistent approach.

1. Incident Submission & Intake

Reports may be submitted anonymously via the EYAA Incident Reporting Form.

Non-anonymous reports may be followed up with directly.

The EYAA President (or a designated board member) will review submissions weekly and flag any requiring immediate attention.

All incident reports are shared with all board members for classification.

Incidents will be followed up on by email or text and documented in the EYAA Shared Drive.

2. Initial Review & Classification

Each report is reviewed and classified by a majority vote of the board as one of the following:

Minor Concern: Miscommunication, frustration, or a one-time issue.

Moderate Violation: Disrespectful behavior, poor sportsmanship, disregard for EYAA policies.

Major Violation: Safety risk, harassment, verbal abuse, physical aggression, or repeated policy violations.

3. Response Framework

All communications will be kept on file, including written warnings to individuals. 

Level 1 – Warning & Education

The individual is privately notified of the concern in writing and documented within EYAA.

A reminder of EYAA's code of conduct and/or zero tolerance policy is given.

Resources or coaching may be offered.

No public action is taken unless warranted by severity.

Level 2 – Probation & Oversight

A formal notice is issued to the individual with clear documentation of the incident.

The individual is placed on a probationary period, with increased monitoring or limited involvement in some roles.

The board may require specific conditions (e.g., a mediation, code of conduct training).

Level 3 – Removal or Ban

The individual is removed from their role or activity, and if appropriate, formally banned in accordance with the EYAA Code of Conduct.

A written summary of the reasoning and outcome is kept on file.

4. Escalation for Major Violations

Any single major violation may result in immediate suspension or ban without needing to follow all three steps.

In such cases, the board will meet as soon as possible to vote on the appropriate action.

5. Documentation & Tracking

All incident reports and actions are documented in a secure EYAA board-only drive.

An incident only counts toward a formal ban if it is documented and confirmed by a majority board vote.

Incidents remain on record for two calendar years, after which they may be dismissed if no further incidents occur.

6. Protection Against Abuse of Reporting

Repeated use of the reporting form or email for minor complaints, personal vendettas, or fabricated claims may result in disregard of future submissions from that source.

The board reserves the right to dismiss reports that are clearly made in bad faith, but this must be agreed upon by at least two board members.