ASLC Confidential Reporting Process

Purpose

The Association of Ston(e)y Lake Cottagers (ASLC) is committed to maintaining a safe, respectful, and inclusive environment for everyone who has access to our spaces, lands and/or programs.

ASLC takes all concerns seriously.

We are committed to fairness, respect, and transparency in every step of this process – and to ensuring that our community remains a safe, welcoming, and inclusive place for all.

This process provides a clear and confidential way for anyone to report concerns related to the ASLC Code of Conduct, including (but not limited to):

  • Disrespectful, racist or discriminatory language / behaviour (e.g., the use of racial slurs, exclusion based on race, creed, sexual orientation, gender expression, etc.)

  • Bullying, harassment or intimidation

  • Safety concerns (physical, emotional, or environmental)

  • Inappropriate conduct by participants, their parents/guardians, staff, contractors, volunteers or visitors

All reports will be treated seriously, respectfully, and in confidence wherever possible.

 

Responsibility

The ultimate responsibility for this policy belongs to the ASLC Board of Directors, headed up by the President. You can find the name of the current Directors, including the President, on the ASLC website (aslcmembers.ca). Please note that some board members leave (and others join) the board each year, usually at the Annual General Meeting at the beginning of July. There may be a short delay before board member details are updated on the ASLC website in July.

 

Who Can Report a Concern

Anyone connected with ASLC may submit a report – including participants, parents / guardians, staff, contractors, volunteers, community members or visitors.

 

How To Report a Concern

1. Ways to Submit a Report

You can report a concern in one of the following ways:

a.     In Person (Written Report)

  • Confidential Report Forms are available in the Programs Office located behind the Store.

  • Completed forms should be sealed in the provided envelope and placed in the Confidential Reporting Box marked “ASLC Governance – Private.”

  • Only members of the Governance Committee have access to this box. If you are concerned about a potential conflict of interest, please let us know. You can consult the list of Governance Committee members on the ASLC website(aslcmembers.ca) and indicate on the outside of the sealed envelope if there are particular members you do not want to have access to your Report information. The box will be checked weekly.

 

b.     By Email

  • You may also send a confidential report to Governance@aslcmembers.ca

  • If you are more comfortable remaining anonymous, you may use a new or generic email address, but please include enough detail for the Committee to understand and follow up appropriately.

 

Please note that while the ASLC Board and Governance Committee may consider reports that are made anonymously, the ASLC Board or the Governance Committee will not be required to take steps to investigate or address complaints that are received anonymously.

 

2. Information to Include (if possible)

When submitting a report, please provide:

  • Your name and contact information (optional)

  • Date, time, and location of the incident or concern

  • Names of individuals involved (if known)

  • Description of what occurred

  • Any witnesses or people who may have additional information

  • Any immediate safety or support needs

  • Whether you wish to be contacted with the results of the review.

If you prefer not to include certain details, that is okay – the Committee will still review your report.

 

3. What Happens After a Report Is Made

  1. Acknowledgment – A member of the Governance Committee will confirm receipt of your report (unless it is anonymous).

  2. Review – The report will be reviewed by at least two Governance Committee members to determine next steps.

  3. Follow-Up – If appropriate, a staff or committee member may contact you for clarification or further information. Steps will be taken to remove as much bias as possible when determining which person/people to involve.

  4. Action – Depending on the situation, actions may include informal resolution, mediation, further investigation, or disciplinary measures in accordance with ASLC policies.

  5. Outcome – You will be informed when the matter has been reviewed and addressed, within the limits of privacy and confidentiality.

  6. Updates – the ASLC will amend and post current policies as needed, including when issues arise.

 

4. Confidentiality and Privacy

  • All reports will be handled discreetly and only shared with those directly involved in reviewing or resolving the concern.

  • It is important to note that the duty to report is a legal obligation under the Child, Youth and Family Services Act (CYFSA) in Ontario. It requires that any person who has reasonable grounds to suspect that a child under the age of 16 is in need of protection must promptly report this directly to a Children’s Aid Society, and cannot rely on anyone else at ASLC to make this report for them

    • This duty applies to everyone, including professionals who work with children, and is crucial for ensuring the safety and well-being of children.

  • ASLC will make every effort to protect the privacy and safety of all parties.

  • Retaliation or reprisal against anyone who raises a concern is strictly prohibited.

  • While ASLC encourages the good-faith reporting of all concerns, knowingly false or malicious reports may themselves be addressed under the ASLC Code of Conduct.

 

5. Urgent or Safety-Related Concerns

If a situation poses an immediate threat to someone’s safety, please notify an ASLC staff member right away or contact local emergency services before submitting a written report.

 

Related Policies, Procedures and Codes of Conduct

·       ASLC Child/Youth/Vulnerable Adult Protection Policy

·       ASLC Code of Conduct

·       ASLC Workplace Harassment Policy

·       ASLC Workplace Violence Policy

 

If you have any questions, you can reach out to the ASLC board via email at: Governance@aslcmembers.ca