Community Safety, Harassment & Safeguarding Policy

Last update: September 16, 2026

1. Our Commitment

The Caribbean Hub is committed to creating welcoming, respectful, inclusive and safe environments where people can participate in Caribbean arts, culture, recreation and community with dignity and respect.

We recognize that harassment, discrimination, sexual harassment, bullying, predatory behaviour and other forms of inappropriate conduct can occur within communities and organizations. Caribbean Hub is intentional about creating spaces where these behaviours are actively discouraged, addressed and not normalized or tolerated.

Everyone participating in a Caribbean Hub program, event, class, volunteer activity or community space has the right to be treated with dignity and respect.

1.1 Purpose and Intent

The purpose of this policy is to:

• Establish clear expectations for respectful behaviour within Caribbean Hub spaces.
• Help prevent harassment, intimidation, discrimination, unwanted sexual or romantic attention, bullying and other inappropriate behaviour.
• Promote consent, personal boundaries and community safety.
• Provide clear and accessible ways for individuals to raise concerns.
• Establish a fair, consistent and respectful process for assessing and responding to concerns.
• Identify actions Caribbean Hub may take when conduct does not meet these expectations.

This policy is intended to provide a practical community safety framework for Caribbean Hub’s current programs, events and activities. As the organization continues to grow, additional safeguarding, operational and safety procedures may be developed where appropriate.

2. Who This Policy Applies To

This policy applies to anyone participating in, attending, supporting or interacting with Caribbean Hub activities, including but not limited to:

• Participants and attendees
• Volunteers
• Staff and contractors
• Instructors and facilitators
• Performers and artists
• Vendors
• Board and committee members
• Partners
• Sponsors
• Community contributors
• Guests and members of the public

It applies to Caribbean Hub programs and activities, including but not limited to Soca Fit, i-Land Fest, workshops, volunteer activities, cultural events, community gatherings and other Hub-organized activities, as well as relevant interactions connected to those activities.

3. Expected Behaviour

We expect everyone to:

• Treat others with respect, dignity and consideration.
• Respect personal, physical and emotional boundaries. No means no.
• Respect other people’s personal space, information, property and belongings.
• Communicate and interact with others without bullying, harassment, intimidation or discrimination.
• Consume alcohol responsibly and avoid disruptive, aggressive, unsafe or disorderly behaviour.
• Help create an inclusive, welcoming and safe environment for everyone.
• Treat volunteers, staff, contractors, vendors, performers, participants and other community members respectfully, including when receiving directions or resolving disagreements.
• Communicate concerns, disagreements or frustrations in a respectful and constructive manner.

Good community practice includes respecting another person’s boundaries, accepting when someone does not wish to engage, responding appropriately when asked to stop a behaviour, and considering how one’s actions may affect the comfort and safety of others.

4. Behaviour We Do Not Tolerate

Behaviour that may violate this policy includes, but is not limited to:

• Harassment, pressure, unwanted advances, inappropriate or unwanted sexual comments, jokes, innuendos or gestures, or unwanted physical contact.
• Bullying, intimidation, threats, aggression or retaliation.
• Discrimination or degrading behaviour based on a person’s identity or background.
• Stalking or repeated unwanted communication or contact.
• Intoxication that results in disruptive, aggressive, unsafe or disorderly behaviour.
• Taking advantage of someone’s intoxication, vulnerability or inability to freely consent.
• Theft, damage to property or interference with another person’s belongings.
• Abusive, hostile, demeaning or persistently disrespectful behaviour toward volunteers, staff, contractors, participants, vendors or other community members.
• Behaviour that disregards clearly expressed personal or physical boundaries.
• Any behaviour that is threatening, unsafe, seriously inappropriate or makes others feel unwelcome.

A single serious incident may be enough to warrant action.

Not all inappropriate behaviour will look the same or reach the same level of seriousness. Caribbean Hub will consider the circumstances, nature, frequency and impact of the behaviour when determining an appropriate response.

5. Consent and Boundaries

Consent means a clear, voluntary and ongoing agreement to participate in an interaction or activity.

Consent must be freely given and can be withdrawn at any time.

Silence, lack of resistance, previous consent or an existing relationship should not be assumed to mean consent.

Attending a Soca Fit class, dancing with someone, volunteering alongside someone, attending a party or simply being friendly does not give anyone access to that person or imply romantic, sexual or physical consent.

Please approach connections, friendships, relationships and even finding a dancing partner for the next song with consent, boundaries and respect in mind.

If someone communicates that they are uncomfortable, do not wish to engage or want an interaction to stop, that boundary must be respected.

No means no.

6. Scope of This Policy

Caribbean Hub recognizes that personal relationships, friendships and disagreements may exist between members of the community.

The organization does not intervene in private relationship matters, interpersonal disputes or personal conflicts simply because the individuals involved participate in Caribbean Hub activities.

This policy is intended to address conduct that affects the safety, dignity or well-being of individuals within Caribbean Hub spaces, or that creates a reasonable safety concern connected to participation in our programs, events or activities.

Personal relationship matters, including dating disagreements, breakups, infidelity or other private disputes, are not by themselves grounds for action under this policy.

However, behaviour such as harassment, stalking, threats, violence, intimidation, retaliation or other conduct covered by this policy may still be addressed regardless of whether the individuals involved are currently or were previously in a personal relationship.

Where conduct occurs outside a Caribbean Hub activity but creates a reasonable concern regarding someone’s safety or participation within a Caribbean Hub space, the organization may consider whether reasonable safety measures are appropriate.

7. Reporting a Concern

Anyone who experiences or witnesses behaviour that may violate this policy is encouraged to report it.

Reports may be submitted through:

Email: complaints@caribbeanhub.ca
Form: Community Safety & Incident Report Form

People may report something that happened to them personally or something they witnessed.

Reports should include as much information as the person feels comfortable providing. This may include:

• What happened
• When it happened
• Where it happened
• The individuals involved
• Whether there were witnesses
• Any relevant supporting information or documentation

Where a concern relates to more than one Caribbean Hub program, event or activity, the person making the report may identify all activities that are relevant.

People are not required to have every detail or supporting document available before raising a concern.

7.1 Review Team Preference

When submitting a concern, individuals will have an opportunity to indicate who they would feel most comfortable having involved in reviewing their concern.

Options may include:

• Women-only review team
• A mixed-gender review team
• No preference
• Another preference or consideration the individual would like Caribbean Hub to be aware of

Caribbean Hub will make reasonable efforts to consider and accommodate the preference of the person making the report when selecting the members who will review the concern.

Preferences will be considered alongside factors such as conflicts of interest, availability, confidentiality, fairness and the circumstances of the concern.

7.2 External Reporting

Caribbean Hub’s internal reporting process does not prevent anyone from contacting police, emergency services, child protection authorities, medical services, legal services or another appropriate authority or support service.

Nothing in this policy is intended to discourage or prevent any person from making an external report where they believe it is appropriate or where reporting is required by applicable law.

A person does not need Caribbean Hub’s permission to contact an external authority or support service.

8. What Happens After a Report

Caribbean Hub will acknowledge reports and a designated member or members of the Community Safety Response Team will conduct an initial assessment.

The initial assessment will consider:

• Whether the concern falls within the scope of this policy.
• Whether there are immediate safety concerns.
• Whether any conflicts of interest exist among those who may review the concern.
• Any review team preference expressed by the person making the report.
• The nature and seriousness of the concern.
• What, if any, further review or action is appropriate.
• Whether additional guidance, support or external referral may be appropriate.

Depending on the circumstances, designated members of the Community Safety Response Team may:

• Speak privately with the person making the report.
• Gather additional information.
• Speak with witnesses or other relevant individuals.
• Speak with the person whose behaviour has been reported and provide them with an opportunity to respond.
• Review relevant information or supporting documentation.
• Implement reasonable interim safety measures while the matter is being reviewed.
• Seek appropriate guidance or support where additional knowledge or expertise is needed.

Not every report will require a full review.

Some concerns may be addressed through an initial assessment, clarification of expectations, safety measures or other appropriate action.

A report may also be determined to fall outside the scope of this policy.

Where further review is required, designated members of the Community Safety Response Team will review the available information and determine appropriate next steps in accordance with this policy and the Hub’s internal procedures.

The response will depend on the nature and seriousness of the concern, the information available and the safety and well-being of those involved.

Caribbean Hub is not a law-enforcement, child-protection, medical or judicial body and does not replace the role of the appropriate authorities where those authorities should be involved.

9. Possible Actions and Consequences

Where a concern is substantiated, or Caribbean Hub determines that action is reasonably necessary to protect the safety and well-being of the community, appropriate action may include:

• Providing guidance or clarifying expectations for future behaviour.
• Issuing a verbal or written warning.
• Establishing a behavioural agreement or conditions for continued participation.
• Restricting participation in particular programs or activities.
• Removing someone from an event, program or activity.
• Temporarily suspending participation while a matter is being addressed.
• Suspending or prohibiting someone from participating in future Caribbean Hub activities.
• Ending a volunteer, vendor, contractor, partnership or other relationship, including declining future participation in Caribbean Hub programs or events.
• Taking other reasonable action appropriate to the circumstances.

The action taken will depend on the nature and seriousness of the conduct, the circumstances surrounding the incident, any relevant previous concerns and the safety and well-being of those involved.

Caribbean Hub may take reasonable interim safety measures before a final determination has been made where circumstances warrant doing so.

These measures are intended to support safety while a concern is being assessed and do not necessarily mean that an allegation has been substantiated.

Where circumstances may involve criminal conduct, child protection concerns or an immediate threat to someone’s safety, individuals may contact the appropriate authorities or services.

10. Confidentiality and Privacy

Reports will be handled as privately, respectfully and discreetly as reasonably possible.

Information relating to a report will only be shared with individuals who reasonably need the information to receive, assess, review or respond to the concern, or where disclosure is required by law or necessary to address an immediate safety concern.

Members of the Community Safety Response Team involved in receiving or reviewing concerns are expected to:

• Respect the privacy and dignity of everyone involved.
• Not discuss reports or identifying information outside of the review process.
• Only access information necessary for their role.
• Avoid sharing information through informal community conversations, social media or other inappropriate channels.
• Declare any actual or potential conflict of interest and step away from a matter where appropriate.
• Continue respecting confidentiality after their involvement in a matter has ended.

Where information needs to be gathered from another person, reasonable efforts will be made to disclose only the information necessary for that person to meaningfully participate in the process.

Reasonable efforts will also be made to avoid unnecessarily drawing attention to a report or identifying the person who raised the concern.

Absolute confidentiality cannot be guaranteed where a fair review or safety response requires certain information to be disclosed.

Information may also need to be disclosed where required by applicable law or where there is an immediate or serious safety concern.

11. Community Safety Response Team

Caribbean Hub will maintain a Community Safety Response Team to support the implementation of this policy and the review of concerns when required.

Not every member of the Community Safety Response Team will necessarily participate in every matter.

A smaller number of appropriate members may be selected depending on:

• The circumstances of the concern
• Any preferences expressed by the person making the report
• Potential conflicts of interest
• Availability
• Confidentiality considerations
• Other relevant circumstances

Members involved in reviewing concerns will be expected to understand and follow Caribbean Hub’s expectations regarding:

• Confidentiality and privacy
• Conflicts of interest
• Fair and respectful review processes
• Consent and boundaries
• Appropriate handling of sensitive information
• Their responsibilities and limitations as members of the Community Safety Response Team

No member of the Community Safety Response Team should participate in reviewing a matter where an actual or potential conflict of interest could reasonably affect their impartiality.

Caribbean Hub may provide training, resources or other learning opportunities to help Response Team members develop a shared understanding of these responsibilities.

Where a matter requires expertise or authority beyond the role or experience of the Community Safety Response Team, Caribbean Hub may seek appropriate external guidance rather than attempting to handle the matter beyond its capacity.

12. No Retaliation

Caribbean Hub will not tolerate retaliation against someone for:

• Raising a concern in good faith
• Participating in a review
• Providing information as a witness
• Supporting someone who has made a report
• Contacting an appropriate external authority or support service

Retaliation may include intimidation, threats, punishment, exclusion, harassment, interference, pressure or other adverse treatment connected to a person’s participation in a reporting or review process.

Retaliation itself may result in action under this policy.

13. Fairness

Taking concerns seriously does not mean automatically assuming an allegation has been proven.

Where further review is required, Caribbean Hub will aim to provide a fair process to both the person raising the concern and the person whose conduct has been reported.

The person whose conduct has been reported will generally be provided with an appropriate opportunity to understand and respond to the concern before a final determination is made, where circumstances permit.

Individuals involved in reviewing a concern must disclose any actual or potential conflict of interest that could reasonably affect their impartiality.

Decisions will be based on the information reasonably available to Caribbean Hub and the circumstances of the matter.

The absence of independent witnesses or documentation does not automatically mean that a concern will be disregarded.

Similarly, making a report does not automatically establish that a policy violation occurred.

Deliberately false or malicious reports may themselves violate this policy.

However, a complaint that cannot be substantiated is not, by itself, considered a false or malicious complaint.

14. Immediate Safety and External Services

If someone is in immediate danger or believes a crime is occurring, they should contact 911 or the appropriate emergency service.

Caribbean Hub’s reporting process is not a replacement for:

• Emergency services
• Police
• Medical assistance
• Child protection authorities
• Counselling or mental-health services
• Legal advice
• Other reporting, protective or support mechanisms

Where an individual believes that a matter should be reported to an external authority, nothing in Caribbean Hub’s internal process prevents them from doing so.

No manager, board member, volunteer, staff member, contractor, instructor or other representative of Caribbean Hub is authorized to prevent another person from making a report to an appropriate external authority where that person wishes to do so or where external reporting is required by applicable law.

Where immediate safety concerns arise during a Caribbean Hub activity, reasonable steps may be taken to protect participants while appropriate emergency or external assistance is contacted.

15. Related Policies, Procedures and Resources

This policy forms part of Caribbean Hub’s broader organizational policy and governance framework.

Where applicable, it should be read alongside other Caribbean Hub policies, including:

• Governance & Contractor Policy
• Fund Reserve Policy
• Other policies and procedures adopted by Caribbean Hub from time to time

This policy does not replace or supersede any applicable local, provincial or federal laws or legal obligations in the jurisdiction where an incident occurs.

Where there is a conflict between this policy and an applicable legal requirement, the applicable law or legal requirement will govern.

This Community Safety, Harassment & Safeguarding Policy is not intended to serve as a complete operational manual for every health, safety, child-safeguarding, volunteer-management, first-aid or event-management situation.

As Caribbean Hub continues to grow, additional policies, protocols and procedures may be developed to address areas such as:

• Event safety and risk management
• Lost or separated children
• Volunteer and staff conduct
• Child and youth safeguarding
• First aid and emergency response
• Participant and volunteer consent
• Instructor and facilitator responsibilities
• Other areas of organizational and community responsibility

The development of additional policies or procedures does not limit Caribbean Hub’s ability to take reasonable safety measures under this policy in the meantime.

This policy has been informed by applicable guidance and recognized practices related to workplace bullying, harassment, community safety and safeguarding, including resources provided by WorkSafeBC.

Caribbean Hub will periodically review this policy and update it as the organization, its programs, applicable requirements and recognized practices evolve.