Phoenix Performing Arts Incident Management Procedure

Phoenix Performing Arts is dedicated to maintaining a safe, respectful, and supportive environment for all participants, including students, staff, and families. To address incidents effectively, we have established a clear and consistent procedure for reporting, documenting, and managing incidents. This procedure ensures that all concerns are handled with fairness, confidentiality, and prompt action.

Purpose:

• The Incident Management Procedure is designed to:
  • Provide a standardized process for reporting and addressing incidents, including but not limited to bullying, harassment, safety concerns, and violations of the Code of Conduct.
  • Ensure that incidents are managed fairly, consistently, and promptly.
  • Foster a safe and positive environment for all participants in Phoenix Performing Arts programs.

Scope:

• This procedure applies to:
  • All students, staff, volunteers, and families involved in Phoenix Performing Arts programs, rehearsals, performances, and events.
  • Incidents that occur within the context of Phoenix Performing Arts activities, including rehearsals, performances, and official events. While we encourage positive behavior outside of these settings, our ability to address incidents is limited to those affecting our programs.
• Definition of an Incident
  • An incident may include, but is not limited to:
  • Bullying, harassment, or discrimination (in person or online)
  • Physical altercations or threats
  • Disruptive behavior that interferes with the safety, well-being, or participation of others
  • Violations of the Student, Staff, or Parent/Guardian Code of Conduct
  • Safety concerns or injuries that require immediate attention

Incident Reporting:

To report an incident, the following process should be followed:

• Immediate Safety Concerns: If an incident involves immediate danger or harm, staff should intervene promptly to ensure safety and report the issue to appropriate authorities if necessary.
• Filing a Report: Incidents should be reported to a designated staff member or board member as soon as possible. The preferred method of reporting is through the Incident Reporting Form available online at https://forms.gle/tjeqhconuYgsdPQW9.
  • The form should include all relevant details, such as the date, time, location, individuals involved, a description of the incident, and any witnesses.
• Confidentiality: Phoenix Performing Arts will handle all incident reports confidentially, sharing information only with those directly involved in managing the issue.

Incident Review and Documentation:

• Initial Assessment: Once an incident report is submitted, a designated staff member or board member will review the report within 48 hours. The incident will be classified as minor, moderate, or serious based on its severity.
• Documentation: All incident reports and subsequent actions will be documented in a secure, confidential file to track patterns and ensure appropriate follow-up. Documentation will include a summary of the incident, actions taken, communication with involved parties, and any resolutions or outcomes.

Investigation and Resolution

• Minor Incidents: Minor incidents (e.g., minor disruptions, inappropriate language) will be addressed by speaking directly with the individual(s) involved and issuing a verbal warning. Staff will monitor the situation to ensure no further issues arise.
• Moderate Incidents: Moderate incidents (e.g., repeated disruptions, non-compliance, minor bullying) will require a more in-depth review. A meeting will be scheduled with the involved parties, including students and parents/guardians if applicable. An official warning will be issued, and specific steps will be outlined to prevent recurrence.
• Serious Incidents: Serious incidents (e.g., physical altercations, harassment, bullying, threats, severe safety concerns) may result in immediate action, such as suspension or removal from the program. 
• A formal investigation will be conducted, which may include gathering statements from witnesses, reviewing relevant materials (e.g., messages or emails), and meeting with involved parties.
• The Board of Directors or designated personnel will make the final decision regarding consequences, and affected individuals will be notified promptly.

Severity-Based Disciplinary Actions:

• Minor Offenses: Addressed within the three-strike process. Typically results in a verbal warning and monitoring.
• Moderate Offenses: May escalate quickly within the three-strike process, including official warnings, parent/guardian meetings, and possible suspension from rehearsals.
• Serious Offenses: May bypass the three-strike process, resulting in immediate suspension or expulsion from the program. The severity of consequences will be based on the nature of the offense, potential harm, and disruption to the safe environment.

Communication with Families:

• Notification: For incidents involving students, parents/guardians will be notified promptly if their child is involved in an incident, whether as a participant, witness, or reporter. Regular communication will be maintained throughout the resolution process to keep families informed.
• Privacy: Details about incidents will be shared only with those directly involved. Families are asked to respect the privacy of others and not discuss incidents publicly or on social media.

Appeal Process:

• Right to Appeal: If a student, staff member, or parent/guardian disagrees with the outcome of an incident resolution, they may submit a written appeal within 7 days of the decision.
• Review of Appeal: The appeal will be reviewed by the Board of Directors or designated personnel. A meeting may be scheduled to discuss the issue, and a final decision will be communicated within 14 days of receiving the appeal.

Suspensions and Reinstatement

• Suspension from a Production: In cases where a student is suspended from a production due to serious or repeated violations, they will not be able to participate in that show. The suspension is intended as an opportunity for reflection and growth.
• Reinstatement for Future Productions: Students who have been suspended will have the opportunity to return for future productions after sitting out one or two shows, depending on the nature of the incident. Before rejoining, they must:
  • Participate in a reinstatement meeting with staff and parents/guardians to discuss their understanding of the issue, the actions they have taken to improve, and how they plan to adhere to the Code of Conduct moving forward.
  • Agree to a behavior contract that outlines expected conduct and specific steps to be followed to ensure positive participation.
  • Demonstrate a commitment to responsible and respectful behavior both within and outside of rehearsals.
  • Commitment to Growth: Phoenix Performing Arts believes in second chances and the ability for students to learn and grow from their experiences. Reinstatement offers a structured opportunity for them to demonstrate personal growth and responsibility.

Continuous Improvement:

• Phoenix Performing Arts is committed to continuously improving the Incident Management Procedure. Feedback is welcome, and periodic reviews will be conducted to ensure the process remains effective, fair, and supportive of a positive environment.
• By adhering to this procedure, Phoenix Performing Arts strives to maintain a safe, respectful, and inclusive environment for all participants. Thank you for your cooperation and commitment to our community.