Incident Reporting Guidelines and Procedure

The Diplomacy Training Program (DTP) considers the health, safety and security of its employees, interns, volunteers and participants to be paramount. We take all concerns and reports of incidents seriously and are committed to act on these reports in a timely manner.

DTP is committed to a reporting process which is truthful, fair and professional. The reporting process enables appropriate action to be taken in individual cases, and for lessons to be learned that can inform future policy and practice and minimise the risk of future incidents.

It is mandatory for all DTP personnel and associates¹ to report any incidents of concern² that occur at the DTP office or on DTP programs. This extends to DTP staff, Board members, interns and volunteers, partners, trainers, and program participants. If an incident does occur, this should be recorded and reported, and appropriate action should be taken.

DTP’s PSEAH, child protection, gender and complaints policies are also relevant.

Who should report?

All DTP staff, board members, volunteers/interns. DTP will encourage staff/volunteers of its partner organisations, and participants on its programs to also report any incidents.

What should be reported?

Any and all actions and events that take place at the workplace, or on programs, that have had, or could have had, an adverse impact on the health, safety and security of DTP personnel and associates and/or participants.

Any disclosure, concern or allegation from a child, community member, staff or associate regarding the safety, abuse or exploitation of a child (this includes actual, suspected, or risk of abuse or harm to a child).

Any observation or concerning behaviour exhibited by a member of the DTP Board or staff, a DTP volunteer/intern, contractors, partner organisations or participants that breaches the DTP Code of Conduct.

When to report?

Incidents should be reported as soon as possible after they have taken place.

Who to report to?

To report an incident, DTP’s Executive Director or Office Coordinator should be contacted:

Executive Director 
Email: [email protected]
Tel: (02) 9385 2277

Office Coordinator
Email: [email protected]
Tel: (02) 9385 3549

To report an incident taking place on a DTP program, DTP’s Program Coordinator or Executive Director should be contacted on:

Program Coordinator/DTP Executive Director
Email: [email protected]
Attention: Program Coordinator or DTP Executive Director

How should it be reported?

Verbally (telephone or in person) and/or by completing the DTP’s incident form (see Attachment 1).

An incident form should be filled in for each relevant incident. This will be kept on file and will be
reported on to the DTP Board.

What will happen next?

The Office Coordinator and/or Program Coordinator in consultation with the Executive Director will discuss the incident and then decide upon the next step³. This will involve one or more of the following:

  • Interviewing the person/persons who reported the incident and/or other witnesses to gather more information with which to make a decision about the incident;
  • If the reported incident takes place during a training program, the incident will be discussed with representatives of program partners and necessary follow-up action will ideally be agreed with them, while DTP retains the responsibility to apply its own policies;
  • If the incident is assessed clearly not to be a criminal matter, it will be addressed internally/with program partners if on a program and this will include discussions with the individual/s concerned4;
  • If it is suspected or evident that a crime has been committed, the incident will be reported to relevant authorities;
  • A decision that no further action is necessary;
  • Providing support to all involved (including reporter) as necessary.

Further action to be taken by DTP/DTP’s Partners.

Further action will be taken against any DTP employees, interns/volunteers5 or participants found to have:

  • Breached DTP’s Code of Conduct and/or relevant policies6
  • Intentionally made a false allegation

Further action may include the following:

  • DTP personnel – appropriate disciplinary action, potentially including dismissal
  • Program participants – action up to and including immediate removal from the program; exclusion from all further DTP programs, written notification/advice to their organisation of the incident and reasons for exclusion
  • Program partners – request for/assistance with a review of relevant policies and processes; training of specific staff members; action taken in relation to specific staff/volunteers of partner organisation; termination of relations, including contractual and partnership agreements with DTP.


¹ Associates encompasses those for whom DTP has a level of responsibility – including volunteers/interns/trainers/contractors.
² These incidents include acts, actions, accidents and events that have had or could have had adverse consequences for health, safety and security of individuals.
³ Any incident involving the Executive Director will be referred to the DTP Board.
4 Appropriate protocols will be followed – and there will be no discussions with any child without the approval and presence of a parent/guardian etc.
5 This includes DTP’s Board members and DTP’s trainers.
6 Refer also to DTP’s PSEAH, child protection, gender, safe learning environments and complaints policies.