Incident Response

 Note: This is a proposal. Ultimately, the board will decide how to operate.

Incident Response

In an Emergency

Use proper emergency channels. The incident response process is not intended for emergency scenarios.

Preamble

Ideally, we would not have to worry about this. However, incidents and poor behavior by members are a reality, and this document is intended to serve as a tool to operate with fairness and effectiveness in mind.

Process

1. Notice that something happened
2. Agree that it qualifies as an incident (i.e., something worth sending a warning or reprimand). Quorum is not required for this step.
3. Reach out to the person
   1. Invite them to state their case or suggest corrective action they will take to fix the issue.
   2. Inform them that the board is discussing the matter and will reach out again once a decision has been made regarding the action to be taken.
4. Deliberate with the board
5. Determine proper action with the board (Quorum is required for the decision.)
   1. Send a letter
   2. Send a warning
   3. Log the incident

Justification

• Communicating with the member as soon as possible will help mitigate unnecessary chatter.
  • The member may be able to provide more information.
  • It's possible it's a misunderstanding.
  • The member may correct the issue before a decision is made, which may influence the board to lessen the action or punishment.
  • Allowing them to state their case is the fair way to operate.
• Having a process to follow can help mitigate any irrational or emotional decisions.
• Keeping a log of incidents will help justify more severe actions (e.g., banning a member).

Examples

 Note: These are fictional examples, and any persons mentioned below are not real people despite any resemblance to real individuals.

Initial Contact

Hello Dustin,

It has been brought to our attention that you are living at HackRVA. This is against our rules.

The board is currently discussing this, and we will reach out again when we have determined what course of action to take. In the meantime, please state your side of the story and provide any information that might help us reach a better understanding.

Note that correcting the issue or stating intent to correct the issue before we finish deliberating might help lessen the severity of our decision.

Warning

Hello Dustin, The board has discussed the issue of you living at the space. This is a direct rule violation and a problem that impacts other members. For this specific occasion, we have decided to issue a warning.

Note that any further incidents might require us to take more severe actions that may result in you losing your membership.

...

--

The HackRVA Board

Letter

Hello Dustin, In regard to the issue of you living at the space.

The board has discussed and gathered information... We have decided that this is a direct rule violation that impacts other members and is a violation of our lease.

You're membership is revoked. You are eligible to reinstate your membership in 30 days.

Any further incidents might result in more severe actions.

...

--

The HackRVA Board

Definitions

Incident

A scenario where a member (or guests of a member) has caused a problem that warrants punishment or corrective action.

Initial Contact

A communication with the member

state the problem

invite their feedback.

Letter

Direct communication with the member

states the problem

states action that is being taken

states further actions if we continue to have the problem