Incident Response Policy

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Appendix D. Incident response policy (full text) cont.

Read during training. Then complete EO Incident Report training and Incident Response items in My ETP. Incident Response Policy (If things get sideways)

Eagle OPS Foundation Incident Response Policy Purpose - https://form.jotform.com/250765153587061

The purpose of this policy is to provide a clear, consistent process for addressing violations of the Eagle OPS Code of Conduct. This ensures that incidents are handled fairly, transparently, and in alignment with our mission to foster social connection and support for veterans, their families, and patriots.

Scope

This policy applies to all Eagle OPS staff, volunteers, Mission Coordinators, participants, and Difference Makers. Violations of the Code of Conduct may result in disciplinary action, including but not limited to warnings, loss of leadership roles, suspension, or permanent removal from the organization.

Incident Response Process

Reporting an Incident

·Who Can Report: Any staff member, volunteer, participant, or community member who witnesses or experiences a violation of the Code of Conduct.

·How to Report:

·Submit an incident report via email to js@eagleops.org or through the anonymous reporting tool (if applicable).

·Include details such as:

·Date, time, and location of the incident.

·Individuals involved.

·Description of the incident, including any witnesses.

Initial Review

Objective: To gather preliminary facts and determine whether the reported incident constitutes a potential violation of the Code of Conduct.

Steps:

·Leadership will review the report within five business days.

·If additional clarification is needed, leadership may contact the reporting party or any witnesses.

·Determine the severity of the incident and decide whether immediate action is required (e.g., suspension of involved parties).

Investigation

Objective: Conduct a thorough and unbiased investigation into the incident. Steps:

·Leadership will assign one or more individuals to investigate the incident.

·Interview all involved parties, including the person(s) accused of the violation, witnesses, and the reporting party.

·Review relevant documentation, such as messages, emails, or video footage (if applicable).

·Ensure confidentiality and professionalism throughout the process.

Appendix D. Incident response policy (full text) cont.

Determination

Objective: To decide on appropriate actions based on the findings of the investigation. Steps:

·Leadership will evaluate the investigation findings against the Code of Conduct.

·Determine whether a violation occurred and its severity.

·Decide on disciplinary actions, if necessary, and document the decision.

·Disciplinary actions may include:

·Verbal or written warning.

·Temporary suspension from events or activities.

·Removal from leadership or Mission Coordinator roles.

·Permanent expulsion from the organization.

Communication

To the Involved Parties:

·Notify the individual(s) involved of the decision and any consequences.

·Provide a clear explanation of the reasoning behind the decision.

·Outline expectations for future behavior and steps for potential reinstatement (if applicable).

·To the Organization:

·Share a general update with the team, ensuring confidentiality of personal details, to maintain transparency and unity.

Appeals

·Individuals who disagree with the decision may submit a written appeal to the board within seven days of receiving the determination.

·The board will review the appeal and make a final decision within 14 days.

Documentation

·All reports, investigation notes, and outcomes will be documented and securely stored.

·Documentation ensures transparency and provides a record for future reference in case of recurring issues.

·Guiding Principles

·Fairness: All parties will be treated respectfully and fairly during the process.

·Confidentiality: Sensitive details will only be shared with those directly involved in the investigation and resolution.

·Consistency: This policy ensures consistent handling of incidents across the organization.

·Alignment with Mission: Decisions will always reflect Eagle OPS' mission to support veterans, foster camaraderie, and maintain a welcoming, respectful environment.

Acknowledgment

My ETP step: Log into My ETP and complete Incident Response / EO Incident Report training items.

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