Setting Up Effective CoC Reporting Mechanisms

Setting Up Reporting Mechanisms

The reporting mechanism is the bridge between your code of conduct's written standards and actual enforcement. If people cannot report safely, your CoC is ineffective.

Reporting Channel Options

Email (Most Common)

• Dedicated address: conduct@project.org
• Reaches all committee members simultaneously
• Easy to set up with any email provider
• Supports attachments for screenshots/evidence

Web Form

• Google Forms, Typeform, or custom form
• Can include guided questions
• Can support anonymous submissions
• More accessible for people uncomfortable with email

In-App / Chat

• Dedicated Slack/Discord channel visible only to committee
• Lower barrier to reporting
• Useful for real-time events
• Risk: messages may feel less formal/permanent

Essential Form Fields

A good reporting form collects:

1. Your name and contact (optional for anonymous reports)
2. Date and time of the incident
3. Where it happened (channel, repo, event)
4. Who was involved (names or usernames)
5. What happened (description of the behavior)
6. Links or screenshots (evidence)
7. What outcome you would like (optional)

Anonymous Reporting

Allow anonymous reports, but be transparent about limitations:

## Anonymous Reporting
We accept anonymous reports. However, please be aware that:
- We may be unable to follow up with you for clarification
- Investigation may be limited without the ability to ask questions
- We cannot provide you with updates on the outcome

Accessibility

Ensure your reporting mechanism is accessible to everyone:

• Provide multiple channels (email + form minimum)
• Support multiple languages if your community is international
• Ensure forms work with screen readers
• Provide a phone number for urgent in-person events
• Consider timezone differences in response expectations

Confidentiality Commitment

State explicitly in your CoC:

All reports will be handled with discretion. The committee
will maintain confidentiality to the extent possible while
conducting a fair investigation. We will not reveal the
identity of reporters to the reported person without
the reporter's explicit consent.