In the event of an issue being brought to the awareness of a person responsible for a community or organization governing the industry in their particular country, the below is a recommended course of action based on Canada's rules & regulations.

Note that it was generated by A.I. which referenced the appropriate source material but do consider that additional research may be required and that this only be considered an example/template. 

STANDARD OPERATING PROCEDURE: INCIDENT REPORT INTAKE AND MANAGEMENT

Applicable Entity: Canadian National Sport Organization (NSO)
Governance Framework: UCCMS / Abuse-Free Sport / Safe Sport Framework

Stage 1: Immediate Safety Assessment and Statutory Reporting

1. Immediate Danger Evaluation:

   • Determine whether an individual is in imminent physical danger or medical distress.
   • If an active safety risk exists, contact emergency services (9-1-1) immediately.

2. Mandatory Child Protection Reporting:

   • If the report involves a person under the age of 18 who is suspected of being at risk of abuse, neglect, or harm, immediately notify the local Children’s Aid Society (CAS) or provincial/territorial child welfare agency.
   • Statutory Compliance: Comply strictly with mandatory reporting obligations (e.g., Ontario’s Child, Youth and Family Services Act, 2017, SO 2017, c 14, Sch 1, s 125). Organizational or internal policies do not replace or delay this statutory legal duty.

3. Referral of Potential Criminal Offenses:

   • Where allegations disclose potential criminal conduct (e.g., physical assault, sexual abuse, luring, fraud, or threats), refer the matter to the police service having local jurisdiction.
   • Coordinate with law enforcement before proceeding with any internal investigative steps to ensure civil or administrative proceedings do not prejudice an ongoing criminal investigation.

Stage 2: Intake, Logging, and Jurisdictional Routing

1. Record Preservation and Incident Logging:

   • Log the report in a secure, confidential incident registry.
   • Record the date, timestamp, intake officer, submitting party, named respondent(s), affected participant(s), and nature of the allegations.
   • Preserve all attached media, emails, screenshots, logs, and communications in their original, unedited formats (maintaining metadata).

2. Acknowledge Receipt:

   • Send a formal, neutral, written acknowledgment to the reporting party within 24 to 48 hours.
   • Provide a unique tracking or case file number.
   • Remind parties of organizational anti-retaliation policies and confidentiality obligations.

3. Jurisdictional Determination:

   • Abuse-Free Sport / OSIC Signatory: If the NSO is a program signatory to the Office of the Sport Integrity Commissioner (OSIC) and the matter involves an alleged UCCMS violation by a Designated/UCCMS Participant, transfer the file immediately to OSIC/Abuse-Free Sport per the relevant Program Signatory Agreement.
   • Internal NSO Jurisdiction: If the matter falls outside OSIC’s mandate (e.g., employment disputes, selection disputes, internal organizational governance, or non-signatory participants), retain the file for internal processing under the NSO’s applicable Discipline and Complaints Policy.
   • PTSO / Local Referral: If the incident occurred entirely within the jurisdiction of a Provincial/Territorial Sport Organization (PTSO) or local club, formally redirect the file to the competent authority while monitoring for safeguarding compliance.

Stage 3: Conflict of Interest and Case Management Assignment

1. Conflict Screening:

   • Screen all internal leaders, Board members, executive staff, high-performance personnel, and committee members for actual, potential, or perceived conflicts of interest.
   • Any individual named in the report, with personal or commercial ties to the parties, or with supervisory responsibility over the respondent must formally recuse themselves from all aspects of file management.

2. Appointment of an Independent Case Manager (ICM):

   • Assign an external, independent, certified Case Manager or legal professional to oversee procedural direction, review evidence, and ensure impartial administration.

Stage 4: Interim Risk Management and Safety Measures

1. Provisional Risk Assessment:

   • The ICM or Safe Sport Officer must assess whether the respondent’s continued, unrestricted participation poses a risk to participants, staff, or the integrity of the sport environment.

2. Implementation of Interim Measures:

   • Where warranted, issue documented, written interim restrictions pending the final determination of the matter. These may include:

• Full or partial provisional suspension from sanctioned events, coaching, officiating, or facilities;
• Requirement of third-party supervision/chaperoning during team activities;
• Reassignment of administrative or operational duties;
• "No-contact" directives prohibiting direct or indirect communication with specific individuals.
  • Notice and Scope: Specify that interim measures are neutral risk-management actions and do not constitute a finding of guilt or liability.

Stage 5: Investigation and Procedural Fairness

1. Appointment of an Independent Investigator:

   • If material facts are contested and internal jurisdiction applies, engage an external, unbiased investigator with recognized expertise in safe sport, employment, or workplace investigations.

2. Application of Natural Justice / Procedural Fairness:

   • Notice to Respondent: Deliver written notice of the allegations, specific policy breaches cited, potential consequences, and the investigation process to the respondent.
   • Right to Respond: Provide the respondent with a fair, reasonable opportunity to submit a full response and tender evidence.
   • Standard of Proof: Apply the civil standard: balance of probabilities (more likely than not).
   • Evidence Handling: Gather witness interviews, documentary trails, and digital records. Ensure no destruction or spoliation of evidence occurs.

Stage 6: Adjudication and Sanctioning

1. Discipline Panel Review:

   • Upon receipt of the final investigation report, convene an impartial, independent Discipline Panel if the matter is not resolved through summary disposition or mediation.

2. Determination of Sanctions:

   • If a breach is established, determine proportionate, evidence-based sanctions, considering mitigating and aggravating factors:

• Formal written reprimand;
• Mandatory education, training, or supervised rehabilitation;
• Loss of privileges, national team eligibility, or coaching credentials;
• Suspension for a fixed term or indefinite expulsion/ban;
• Termination of commercial, employment, or contractor relationships.

3. Written Decision:
   • Issue a written decision setting out the findings of fact, analysis of applicable policies, reasons for sanctions, and available rights of appeal.

Stage 7: Appeals and Post-Resolution Monitoring

1. Appeals Administration:

   • Administer any appeal pursuant to the NSO’s Appeal Policy or refer to the Sport Dispute Resolution Centre of Canada (SDRCC) where jurisdictional thresholds are met.
   • Limit appeals to recognized grounds (e.g., procedural unfairness, lack of jurisdiction, or unreasonable/erroneous decision).

2. Registry and Notification:

   • Record sanctions on the national safe sport registry/ineligible list as required by NSO policy and Sport Canada governance criteria.
   • Notify relevant member organizations, PTSOs, international federations, and public registries where disclosure is legally authorized and necessary for participant protection.

3. Anti-Retaliation Monitoring:

   • Monitor all parties post-resolution. Enforce strict zero-tolerance policies against retaliation, intimidation, harassment, or adverse action directed at complainants, witnesses, or investigators.