8.1 ROUTINE:  Every year Bass Coast staff will undertake a review of all suppliers, sub-contractors, managers and vendors. Sources of information taken into account during this review, may include but are not limited to: 

• Feedback generated from attendee survey;
• Feedback generated from post-show management debrief;
• Feedback from other teams;
• Feedback from Bass Coast Equity Committee (when established);
• Feedback from members of greater Merritt Community;
• Compliance with Code of Conduct;
• Participation in Bass Coast hosted sexual violence prevention training;
• Business reviews;
• Review of social media accounts;
• Contradiction to Bass Coast’s own values in the area of Equity, Diversity and Sustainability;
• Demonstrated ongoing commitment to work, learning or policy in other intersecting areas such as equity, reconciliation, sustainability, diversity;
• The details, status, outcome and follow through in regards to a complaint (Section 8.2)  since the last assessment. 

This review will be used to inform decisions around working with any party in question in the future. Bass Coast Festival reserves the right to re-evaluate contracts on an assessment and incident-specific basis.

8.2 RESPONDING TO A COMPLAINT: When prompted by a disclosure of sexual violence involving a supplier, sub-contractor, manager or vendor (including staff thereof),  the review outlined in Section 8.1 will be completed. If the/survivor wishes for their disclosure to launch a formal complaint, an additional assessment will be prompted in a timely manner.

The person carrying out the assessment will:  

• Inform the person against whom a complaint has been filed as soon as possible;
• Share this policy with all involved parties
• Remind all parties of the right to and limits of confidentiality. Section 11.0.
• Interview the survivor and the alleged harasser separately;
• Interview other relevant third parties separately;
• Collect details using the Sexual Violence Incident Form;
• Decide whether, on a balance of probabilities, whether there has been a violation of the Code of Conduct; 
• Produce a report detailing the assessment details, findings and any recommendations for operational changes, prevention and / or restorative and remedial actions.

If it is determined a Code of Conduct Violation took place:

• Suggest sensitive, relevant, remedial action(s) in consultation with the survivor and other 3rd parties as appropriate . Examples of remedies are outlined in Section 9.0;
• Consult with other teams or organizations (for example harm reduction or sexual violence prevention organizations) as needed while maintaining confidentiality;
• Follow up to ensure that the recommendations are implemented, changes implemented within a specified time frame, that there has been no further unwanted sexual behavior, and that the survivor is informed of and satisfied with the outcome.

If it cannot be determined that a Code of Conduct Violation

• The person conducting the assessment may still make recommendations to minimize risk and support well-being;
• Keep a record of all actions taken;
• Ensure that the all records concerning the matter are kept confidential;
• Ensure that the process is done as quickly as possible after the complaint is made.

8.3 DETERMINING WHO CARRIES OUT ASSESSMENTS

• As part of the process to conduct an assessment, Bass Coast may opt to use an internal or external investigator.

• The decision regarding who will carry out the assessment and whether an an external investigator will be used will be determined based on various factors including: 
• the seriousness of the allegations; 
• whom the allegations are made against;
• any potential conflict of interest;
• any potential safety needs of either party;
• ability to undertake an objective/neutral process internally; 
• costs involved;
• the training/skills/ability of those available to conduct the investigation*. 

* This section includes material from Cultural Human Resources Council, 2018