Incident Reporting Guide

This guide explains how Glasgow Furs volunteers respond to, record, and review incidents. Our goals are simple: keep everyone safe, handle concerns fairly.

Last updated: 26/01/2026

What Counts as an Incident

Report These
  • Harassment, discrimination, or unwanted sexual attention
  • Physical aggression or threats
  • Repeated boundary-pushing after being asked to stop
  • Someone who appears unwell, distressed, or unsafe
  • Stalking, doxxing, or attempts to identify anonymous attendees
  • Serious safety issues (hazards, overcrowding, suspected spiking, etc.)
Not Incidents On Their Own
  • Personal disagreements or relationship disputes
  • Unverified online allegations without credible evidence
  • Disliking someone or unsubstantiated claims

Not sure? Log it as a concern and raise it with the volunteer team for review.

Quick Response Checklist

During a meet or event, follow these steps:

  1. Safety first - if there's immediate danger, get venue security and/or call emergency services.
  2. Get another volunteer - don't try to handle serious issues alone.
  3. Separate people if needed and safe to do so.
  4. Stay calm, neutral, and respectful. Don't argue.
  5. Make quick notes and move the details into the reporting system as soon as possible.

Detailed Guidance for Volunteers

  • Thank them for telling you.
  • Ask what they need right now (space, a friend, water, help leaving safely).
  • Don't promise outcomes - say you'll record it and review it with the team.
  • Offer to involve venue staff or security if relevant.

When logging an incident, include:

  • Date, time, and which meet or event
  • Who was involved (names or handles)
  • What happened - clear, factual description
  • What action was taken and who was informed
  • Any witnesses or evidence

  • A written summary is usually better than keeping lots of screenshots.
  • If a screenshot or photo is genuinely needed, keep only what's relevant and redact unrelated names.
  • Upload evidence to the reporting system and delete local copies when safe to do so.

Decisions about warnings, removals, or bans are based on the incident record and evidence. The volunteer team coordinates together, and outcomes are documented clearly - including a review date for temporary actions.

When communicating a decision to someone:

  • Be polite and brief.
  • Say which rule was breached and describe the behaviour in general terms.
  • Don't share reporter identities, volunteer discussions, or third-party personal data.

  • Keep incident records no longer than necessary.
  • Every report should have a review date and, where possible, a deletion date.
  • If someone asks for their data, forward the request to our Data Protection Lead - don't try to answer it yourself.