Community Safety Initiative
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Process draft OD-001OD-015

SYN-027

Intake, investigation, and oversight (reference: AfrikaBurn WELL)

As an in-ecosystem reference: WELL operates as an escalation when ordinary interactions have failed; where there is evidence or complaint of sexual trauma, assault, or rape, the specialised STAR process takes precedence. On-site incidents are handled by operational teams and logged centrally; post-event investigations follow when needed. Investigations are run by teams matched to the incident category — health, psych support, security, cross-portfolio — with defined oversight, outcomes decided at executive level with the investigating team, results reported per case, and employee-involved incidents triggering a separate secondary process. Criminal (SAPS) and civil matters have a single defined organisational point of contact, and complex or charge-bearing cases are allowed to run past the normal timeline.

Deliberately left open — This is event-organisation machinery with staff and legal structure behind it; what a volunteer year-round community can responsibly mirror is a Stage 2 question feeding OD-001/OD-015.
Where this comes from · 16 source items

This draft merges what the community actually said across 16 source items — every source ID is permanent and traceable.

  • WELL-012 The WELL process represents an escalation in the organisation’s involvement where other actions or interactions between community members, volunteers, committees, suppliers, service providers or the organisation (or any combination thereof) may have failed or proved inadequate in addressing the situation.
  • WELL-019 Where there is evidence or complaint of STAR, STAR process takes precedence.
  • WELL-020 All incidents reported on site are attended to by operational teams and processed according to the Standard Operating Procedure, and logged at the Venue Operations Centre.
  • WELL-021 Where a governance response is required, Directors are in attendance for input in decision making processes.
  • WELL-022 If an incident directly involves an employee of AfrikaBurn (as complainant or respondent), there may be a point in the process where a different set of steps kicks in to address specific HR, disciplinary or human welfare requirements.
  • WELL-023 All incident reports involving an employee will involve a secondary process.
  • WELL-030 Following the processing and investigating of a complaint or incident during an AfrikaBurn event according to the SOPs, a post-event investigation may be conducted. It is also noted that some complaints will only be raised after an event.
  • WELL-031 Investigation of an incident of Harm to people will be conducted by appropriate and relevant members of the WELL team, Medical Team and or STAR team, who will identify scope. This process is overseen by an ED representing Exco.
  • WELL-032 An incident of Risk to culture, will be investigated by an appropriate and relevant cross portfolio team, who will define scope, and report data points, evidence and recommendations to Exco for review. This process is overseen by Exco.
  • WELL-033 An incident involving Damage to (theft of) property will be investigated by an appropriate and relevant cross portfolio team with our security providers, who will define the scope. Any data points, evidence and recommendations will be provided to Exco for review. This process is overseen by Exco.
  • WELL-034 When an investigation is carried over post-event, it is intended, as far as is reasonably possible, that Exco concludes all reviews between 1 June and 31 August and makes decisions and recommendations ahead of the ticketing season.
  • WELL-035 Where criminal charges are pursued or a case is complex, this timeline may not be possible.
  • WELL-071 Where SAPS is investigating a criminal case or participants mount civil cases the point of contact with the organisation is through the Executive Director/s.
  • WELL-072 Harm to People | Information gathering & investigation by: appropriate team scope: Health Services Coordinator, Psych Support, Ops Manager, Site Manager, Security, Rangers; If STAR- as per STAR policy; If Psych Support | Outcome by: Exco, represented by an ED with appropriate team; Per STAR Policy; Per consult with Support for assessment, actions, risks and outcomes | Oversight & Appeals: EDs (to be determined on case by case basis) | Reported to: High Level report to Exco per case; Summary of all cases to Directors
  • WELL-073 Risk to Culture | Information gathering & investigation by: relevant portfolio, Site Manager, Ops Manager | Outcome by: Exco | Oversight & Appeals: CultCom | Reported to: Directors
  • WELL-074 Loss or Damage to Property | Information gathering & investigation by: Operations Manager, Site Manager | Outcome by: Exco | Oversight & Appeals: RiskCom | Reported to: Directors

Themes · investigation and fairness · reporting and channels · governance and legitimacy · legal interface

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