Incident Management Policy & Procedure

1. Purpose

To ensure a safe, respectful, and inclusive environment for all participants by providing clear procedures for reporting, investigating, and resolving incidents—both minor and major—that occur within the club's activities.

Codes of Conduct

All participants are bound by:

• Basketball Victoria’s Codes of Conduct
• The Panther Basketball Club’s own Code of Conduct; and
• Any other relevant association-level policy regarding players, spectators or team officials which outline the expected standards of behaviour.

Individuals who breach these rules may be subject to disciplinary action as outlined in this policy.

2. Scope

This policy applies to all club members, including players, coaches, board members, volunteers including committee members, parents, and spectators, during any club-sanctioned activity.

3. Definitions

• Minor Incident: Behaviour that breaches the club’s Code of Conduct but does not pose immediate harm (e.g. unsportsmanlike behaviour, verbal disagreements, persistently challenging the rulings of game referees).

• Major Incident: Serious breaches of the club’s Code of Conduct that may involve violence, threats, discrimination, harassment, or any behaviour causing harm or distress, unlawful or illegal activity, intoxication or illicit substance use, or actions that may seriously jeopardise the successful function of the club.

4. Exclusions

The following aspects are excluded from this policy, unless there is a demonstrated link with a breach in a relevant Code of conduct (i.e. Panthers, association or Basketball Victoria):

• Referee, team or spectator performance (either Panther or opposing teams)
• General complaints- for example, condition/ state of facilities or administrative activities.

5. Reporting Procedures

Anyone involved in or witnessing an incident—including players, coaches, parents, volunteers, and spectators have the right and responsibility to report it.

The club encourages a proactive approach to safety and wellbeing, and all reports will be taken seriously, treated confidentially, and handled with fairness. Reports are to be in writing to the club’s Incident Officer, with the option for anonymous reporting where appropriate.

5.1 Minor Incidents

• • Immediate Action: Can be addressed by:
    • on the spot by coaches, board members or team managers. OR
    • written confirmation by the club president within 72 hours of the incident occurring
  • Reporting and documentation: Complete an internal incident report form and submit it to the club’s Incident Officer within 72 hours.
  • Resolution: Handled internally with possible outcomes like warnings or mediation.

5.2 Major Incidents

• • Immediate Action: Ensure safety and, if necessary, contact emergency services, temporary suspension*.

*NB: The club president (at their discretion) may choose to apply a temporary suspension to a person that has been reported as per this policy, but before a final determination has been made.

• • Reporting and documentation: Complete an internal incident report form and submit it to the club’s Incident Officer (or the Officer’s proxy if required) within 24 hours.
    In the event of a temporary suspension, this decision will be communicated to the person in question in writing along with any conditions.
  • Escalation: Forward the report to the relevant association and/or Basketball Victoria using their official Incident Report Form if relevant.

Report an Incident

6. Investigation Process

• Appointment: The club's Incident Officer will be assigned as the incident investigator or a nominated proxy if unavailable.
• Procedure:
  • Collect statements from involved parties and or witnesses
  • Review any available evidence (e.g. photographic or video footage).
  • Maintain confidentiality throughout the process.
• Outcome: Findings are documented and an outcome is recommended by the Incident Officer to the Panthers Basketball Club board members, who vote to resolve a final determination. A letter is sent to the person(s) involved outlining outcome, and appropriate actions are implemented.
• Timing: It is expected that an outcome from the investigation should take:
  • For minor incidents: 4-7 days
  • For Major incidents:  7-14 days

NB: above periods are indicative only and are dependent on the circumstances of the incident and any involvement in external processes (e.g. tribunal hearings or police investigations).

7. Disciplinary Actions

Based on the investigation's findings, actions may include:

• Minor Incidents: Written warnings, mediation, mandatory training sessions, short term suspensions.
• Major Incidents: Temporary suspensions, suspensions, expulsion from the club, or referral to Basketball Victoria's Tribunal as per their Tribunal By-Laws.

In determining disciplinary action(s) consideration will be given to tribunal outcomes from association and/or Basketball Victoria (if relevant) as well as number and severity of previous incidents.

8. Appeals Process

• Individuals have the right to appeal decisions within 7 days of notification.
• The club’s board will review the appeal, and their decision will be final.

9. Child Safety and Mandatory Reporting

• Any incidents involving minors must be reported to the Club's Child Safety Officer.
• In line with the Child Safe Standards, mandatory reporting obligations to authorities must be fulfilled.

10. Record Keeping

• All incident reports and related documents are to be securely stored for a minimum of 7 years.

11. Communication

• This policy will be accessible on the club's website and included in member induction materials.
• Regular communication will be provided to all coaches, players, and volunteers to create awareness and ensure the policy and its procedures are understood.

12. Review

• This policy will be reviewed every two years, or sooner if determined by the board.

References:

• Basketball Victoria Policies
• Basketball Victoria Tribunal By-Laws
• Basketball Victoria Incident Report Form
• Child Safe Standards