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The purpose of this policy is to describe the method by which allegations of harassment, violence, or offensive behavior should be reported by volunteers of TBR and the procedure by which such allegations will be dealt with by the organization.

The policy of TBR is one of affirmative compliance with relevant provisions of all applicable state and federal laws.  Additionally, TBR will not tolerate violence, the threat of violence, or verbal or physical harassment, whether or not of a sexual nature.  Violations of this policy will result in disciplinary action up to and including suspension or termination of volunteer privileges.   

 1)   Initial Reporting: complaints may be made in person or in writing to the Stage Manager, Director, or Volunteer Engagement Committee (VEC) representative for the respective show, or to the Vice President of Production, or Executive Director (ED).  Complaints may also be submitted to the VEC via volunteer@theatrebr.org.

Involvement of minors: a minor wishing to make a complaint is not required to have a parent or guardian present. When a minor is accused of serious misconduct, the parent or guardian shall be advised before the minor is interviewed.

2)  Investigation: Upon initial reporting, as soon as practicable, the ED or appropriate board member shall

-interview the complainant and document the substance of the interview; and

-interview the accused and document the substance of the interview.

In addition to the above, the ED or board member may, at their discretion, interview witnesses to the alleged conduct and document the substance of the interview/s.

3)  Review and determination:  The ED, VP of Production, and VEC rep (or VEC chair) shall review and consider the information gathered.  Consequences are to be determined on a case by case basis, depending on the nature of the alleged conduct.  Possible actions include a warning, suspension for a specified or renewable term from specified activities or from all activities, and termination of volunteer privileges from specified activities or from all activities.  The designated spokesperson for the review committee shall convey the decision, privately and in writing, to the complainant and the accused.

Either the complainant or the accused may appeal any adverse decision to the President of the Board of Governors, who may, in their discretion, choose to bring the matter before the Board. Such decision on appeal shall be final.

4) Documentation, Confidentiality and Record Keeping: It is critical that this process remain confidential for the protection of all involved, particularly the complainant.

All documentation pertaining to the investigation and its outcome (Investigation File) shall be maintained ONLY in a password protected electronic folder containing scanned documents relating to the occurrence, investigation and result.  This folder should be accessible only to the President, the VP Production, and the ED.

Initial reporting shall be documented in writing and saved to the Investigation File no more than three business days after receipt of the complaint.

Documentation pertaining to interviews shall be saved to the Investigation File no more than three business days after each interview is conducted.   

5) Continuity: 

Prior to auditions for each show, the Stage Manager shall forward the audition list to the President, VP of Production, and Executive Director for their review.  If an individual whose volunteer privileges have been suspended or terminated appears on the list, the Stage Manager and show Director shall be advised.  The ED or appropriate board member shall contact the individual to remind them of the terms of their suspension/termination and advise them that they will be unable to audition for the show.

Prior to the first technical rehearsal for each show, the Stage Manager (and Costume Coordinator, where appropriate) shall forward the current list of volunteers proposed to work the show to the President, VP of Production, and ED for their review. If an individual whose volunteer privileges have been suspended or terminated appears on the list, the Stage Manager and show Director shall be advised.  The ED or appropriate board member shall contact the individual to remind them of the terms of their suspension/termination and advise them that they will be unable to work on the show.

The Investigation File shall be preserved in accordance with Section 4 for a period of no less than five years, unless impracticable, with the exception of Investigation Files involving permanent termination of volunteer privileges which shall be preserved for a period of no less than ten years.

6) Notice:  Each volunteer shall receive a copy of TBR’s Volunteer Guidelines, which shall contain a summary of this Volunteer Accountability Policy.  The Stage Manager for each show shall secure a signed acknowledgment of such receipt from each volunteer and forward these acknowledgments to the theatre office.  Signed acknowledgments shall be kept on file (digitally or in hard copy) for no less than three years.