If the contacted Officer deems it appropriate and the reporting individual so requests, the Officer may also refer a matter from informal assistance to formal mediation. In that case, the Officer and the Vice President (or, President, if the Vice President is the Officer to whom the report was made) will convene a Mediation Team of three or more community members and notify the Elected Officers that a formal mediation has been initiated.
The Mediation Team will promptly meet with the involved parties separately to discuss the incident and collect information. Each party may appoint an advocate to stand with or for them at any point in this Mediation process. The Mediation Team will then develop a resolution plan, taking into account the preferences of the reporting individual and aimed at allowing those affected by the behavior to heal from any damage caused, allowing a pathway to restitution for any person whose behavior caused harm, and ensuring the dignity of all involved. Example resolutions include (but are not limited to) a public or private apology; removing a member from a specific T@F event; suspension of a member from future T@F events for a certain period of time or until other conditions are met; removal of a member from an elected or appointed position; directing a member to seek counseling as a condition to continued involvement with T@F; or any other reasonable measure.
As part of the resolution plan, the Mediation Team may recommend that the involved parties provide an Accountability Statement, indicating that each party understands and accepts the resolution of the Mediation Team. If actions are required of any party, the Mediation Team may also require that the statement list those actions and indicate how the party intends to meet them.
If there is a long-term component to the provided resolution plan, the Mediation Team may appoint an Accountability Team to ensure that the resolution is being implemented. Ideally, the Accountability Team would include at least one member of the Mediation Team, as well as at least one person approved by the subject of the report who is willing to support them through the necessary work. The Mediation Team may also recommend the frequency with which the Accountability Team meets, for example after one month, three months, and six months (with future meetings as necessary), to check up on progress and report to the Elected Officers.
The Mediation Team will then provide a resolution report to the Elected Officers (excluding any Elected Officers with a conflict of interest) for approval. That report may include, as necessary and appropriate: a) the names of the involved parties, where appropriate, including the reporting party; b) the time and date an Officer was first contacted about the incident or behavior for assistance; c) the time and date of the incident(s) or behavior; d) a short summary of the incident, including what was said or done, where it happened, any other parties who might have been involved, etc.; e) any additional information relevant to the incident or the proposed resolution, including whether any of the parties affected by the behavior wish to remain anonymous and whether any Elected Officers should not be involved in reviewing the resolution report due to a conflict of interest; and f) the proposed resolution plan. Upon the approval of the Elected Officers, the Mediation Team will then present the report to the applicable involved parties.