1.      What is the difference between a concern, a report and a formal complaint? 

A concern is information raised about conduct, safety, wellbeing or a possible breach that may need to be considered, even if the person raising it is not asking for a formal process. 

A report is information submitted to Equestrian Australia through the reporting portal or another approved reporting channel. A report allows Equestrian Australia to assess the information and determine the appropriate next steps. 

A formal complaint is a report that asks Equestrian Australia to address alleged conduct through a formal complaints process under an applicable policy or procedure. A formal complaint may need to meet particular requirements before that process can begin. 

The title a person gives their submission does not determine the process that will apply. Equestrian Australia will consider the information provided, the outcome sought, the applicable policies and whether the matter is within scope. If more information is needed to understand how the matter should be managed, authorised personnel may contact you through the secure Message Board or using the contact details you have supplied. 

2.      Is this process managed by a third party?

The reporting portal is hosted by Rely, an independent third-party case management platform.

Reports submitted through this portal are received and managed by authorised Equestrian Australia personnel in accordance with Equestrian Australia's integrity policies and procedures.

The platform is used to securely collect, store and manage information. Responsibility for assessing and managing reports remains with Equestrian Australia.

3.      Who will receive my report?

Reports are received by authorised personnel responsible for managing integrity matters.

These personnel are trained to handle reports fairly, sensitively and in accordance with Equestrian Australia's policies and processes.

If your report concerns a person who would normally have access to integrity matters, appropriate measures will be taken to manage any actual or perceived conflict of interest. This may include restricting access to information or assigning the matter to an alternative case manager.

4.      Can I make a report anonymously?

You may be able to make a report anonymously through the reporting portal.

If you report anonymously, it is important to securely record your Issue ID and password. These details allow you to log back into the Reporter Portal, access the secure Message Board and receive any updates or requests for further information.

If you do not provide contact details and lose your login details, Equestrian Australia may not be able to reconnect you with your original report.

5.      Will my identity be kept confidential?

Equestrian Australia will handle reports respectfully and in accordance with applicable privacy obligations and integrity processes.

Information will only be shared where it is appropriate and necessary to assess, manage or respond to the report, or where disclosure is required or permitted by law.

While Equestrian Australia will take reasonable steps to protect confidentiality, some matters may require information to be shared with relevant people or authorities so the matter can be properly managed.

6.      What information should I include in my report?

Please provide as much relevant information as you can. This may include:

• What happened
• Who was involved
• When and where the incident occurred
• Whether there were any witnesses
• Any supporting documents, photos, screenshots or other evidence
• Any immediate safety or wellbeing concerns

You do not need to have all the information or evidence before making a report. If you are unsure whether something is relevant, you can include it and the matter can be assessed through the appropriate process.

7.      What if I do not have evidence?

You can still make a report if you do not have documents, screenshots, photos or other evidence.

Please provide as much detail as you can, including dates, locations, names of people involved, witnesses and any other information that may help Equestrian Australia understand and assess the matter.

Additional information can also be provided later through the secure Message Board if it becomes available.

8.      After reporting an issue, how do I access the Reporter Portal and Message Board?

Once you have submitted a report, you can log back into the Reporter Portal using your Issue ID and password.

The secure Message Board allows you to:

• Provide additional information
• Upload supporting documents or evidence
• Respond to requests for further information
• Receive updates about your report
• Raise concerns about alleged victimisation or retaliation

To access the portal, select the Login button at the top of the page.

We encourage you to check the Message Board regularly, as this may be the primary method of communication if you have reported anonymously.

9.      I've lost my Issue ID or password. Can I still access the Message Board?

If you submitted your report anonymously and did not provide contact details, it may not be possible to recover your login credentials.

To help protect privacy and anonymity, Equestrian Australia cannot access or retrieve confidential login information for anonymous reports.

If you are unable to access your Message Board, you may submit a new report and refer to your previous report if possible.

When submitting a report, we recommend securely storing your Issue ID and password for future access.

10.  Will I receive updates about my report?

Where appropriate, updates may be provided through the secure Message Board or other contact details you have supplied.

The level of information that can be shared may depend on the nature of the matter, privacy considerations, confidentiality obligations and the applicable integrity process.

If you have reported anonymously, please log back into the Reporter Portal regularly using your Issue ID and password so you can check for updates or requests for further information.

11.  What happens after I submit a report?

After a report is submitted, it will be reviewed by authorised personnel responsible for managing integrity matters. 

The report will be assessed to determine whether it is within scope and what process, policy or referral pathway may apply. If the matter is within scope, it may be categorised using Equestrian Australia’s Case Categorisation Model to support a consistent and proportionate approach to its management. 

Next steps may include seeking further information, referring the matter to an appropriate person or body, taking action under a relevant policy or procedure, or determining that no further action is required. 

Where appropriate, a matter may be referred to an external agency or organisation, such as Sport Integrity Australia, the eSafety Commissioner, police, child protection authorities or another relevant regulator or service. 

11. How do I report an emergency situation?

If there is an immediate risk to someone's safety or wellbeing, contact emergency services on 000 immediately.

The reporting portal should not be used as the primary method for seeking urgent assistance in an emergency.

If information received through a report indicates an immediate risk of harm, Equestrian Australia may take appropriate action to protect the safety and wellbeing of those involved, including contacting emergency services where necessary.

12.  What is victimisation or retaliation?

Victimisation or retaliation may include treating a person unfairly because they have made a report, supported someone else to make a report or participated in an integrity process.

If you believe you are experiencing victimisation or retaliation, you can raise this through the secure Message Board or submit a new report.

Concerns about victimisation or retaliation will be considered seriously and managed in accordance with the relevant policies and processes.

13.  What types of concerns can be reported through this portal?

This portal can be used to report integrity-related concerns connected with Equestrian Australia activities, programs, events or people.

Examples may include concerns about behaviour, safety, member protection, child safeguarding, harassment, bullying, discrimination, misconduct, conflicts of interest or other potential breaches of integrity-related policies.

If a matter is not suitable for this reporting pathway, Equestrian Australia may refer you to the appropriate process, person or organisation where possible.

14.  How long will the process take?

Timeframes can vary depending on the nature and complexity of the matter, the information available and the process that applies.

Some matters may be resolved quickly, while others may require further assessment, referral or investigation.

Where appropriate, updates may be provided through the Reporter Portal or other contact details you have supplied.

15.  Can Equestrian Australia identify anonymous social media accounts or take action regarding online behaviour?

Equestrian Australia members are expected to comply with EA’s policies, codes of conduct and integrity standards when engaging online, including when using personal or otherwise identifiable social media accounts. Online behaviour, including comments, posts, messages, sharing of content, bullying, harassment, threats, discrimination, vilification, intimidation, impersonation or other inappropriate conduct, may constitute a breach of EA requirements if it falls within EA’s jurisdiction.

EA does not have the legal authority to independently identify the owner of an anonymous social media account, obtain IP address information, or compel social media platforms to provide account or user information.

If an EA member can be identified and their online conduct is alleged to breach an applicable EA policy, EA may investigate the conduct and, where appropriate, take disciplinary or other action according to policies and procedures. This may apply whether the conduct occurs on an EA-related platform or on an individual's personal social media account.

For anonymous or unidentified accounts, EA may assess the available information and consider whether the matter can be progressed under its policies. 

EA may directly liaise with social media platforms, including Meta, regarding online harassment, bullying, impersonation, harmful content or accounts connected to EA members. This may include using available platform reporting and escalation pathways, providing relevant information to assist with assessing reported content or accounts, and working with the platform where appropriate to address online safety concerns.

EA may also refer or report matters to relevant external authorities or organisations, including theeSafety Commissioner, particularly where the conduct involves online abuse, cyberbullying, image-based abuse, threats, harassment or other forms of online harm within the eSafety Commissioner's jurisdiction.

The fact that conduct occurs online or through a personal or anonymous account does not, of itself, prevent EA from considering the matter under its integrity framework.

16.  What types of matters may be outside Equestrian Australia's jurisdiction?

Not every dispute, disagreement or incident involving Equestrian Australia members can be managed through Equestrian Australia's integrity processes.

For example, matters may fall outside Equestrian Australia's jurisdiction where:

• the conduct has no direct connection to equestrian sport, Equestrian Australia activities, events, programs or policies;
• the matter relates to a private dispute between individuals that does not involve a breach of an applicable Equestrian Australia policy; or
• another organisation, regulator or authority is better placed to manage the issue.

Examples may include:

• two members becoming involved in a verbal or physical altercation in a public place that is unrelated to equestrian sport or Equestrian Australia activities; or
• two individuals exchanging abusive social media messages that have no direct connection to equestrian sport, Equestrian Australia activities, programs or events.

Where appropriate, Equestrian Australia may provide information about alternative organisations, services or authorities that may be able to assist.