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Moderation Protocol – Allround The Agency Community

Version: 1.0

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Effective date: 20 August 2026

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Scope: This moderation protocol applies to all communities within Allround The Agency’s online learning environment. This version supersedes all previous versions of the community moderation protocol.

 

This moderation protocol sets out how we moderate the community in a consistent, fair and professional manner. This ensures that, as a participant, you know what to expect if something goes wrong or is reported.

1. Purpose and guiding principles

1.1 The purpose of moderation is to keep the community safe, respectful and inspiring for all participants.

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1.2 We adhere to the following principles:

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  • Safety and respect for all participants are paramount.

  • Consistency: similar situations → similar measures wherever possible.

  • Transparency: we communicate clearly and respectfully about any action taken in so far as privacy and security permit.

2. Moderators’ responsibilities

2.1 Moderators (or designated team members) are responsible for:

 

2.2 Moderators are independent in their judgement: they do not take sides in disagreements between participants, but safeguard the common interest of a safe community.

3. Categories of breaches and examples of measures

  • periodically reviewing new posts and comments;

  • handling and assessing reports in accordance with the reporting procedure;

  • hiding, editing or removing content where necessary;

  • addressing, warning or (temporarily) blocking participants in the event of breaches;

  • escalating complex or sensitive issues to a responsible person within Allround The Agency.

 

We distinguish between three main categories. This is a guide; a more nuanced approach may be required on a case-by-case basis.

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3.1 Category 1 – Minor breaches

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Examples  Measures:

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3.2 Category 2 – Moderate breaches

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  • A post that is off-topic but otherwise not harmful.

  • A one-off minor breach of a promotion rule (e.g. a slightly too commercial tone).

  • Unintentionally sharing something that would be more appropriate in another channel or topic.

  • A friendly private message explaining the issue and requesting that the post be amended, moved or deleted.

  • If necessary, moving the post to a more appropriate location.

  • No further sanctions provided this remains a one-off offence.

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Examples Actions:

 

3.3 Category 3 – Serious offences

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  • Repeated promotion or self-promotion despite previous explanations.

  • Unfriendly or derogatory tone in comments.

  • Raising sensitive topics in a way that clearly offends others, but where correction is still possible.

  • Temporarily hiding or deleting the post or comment in question.

  • Clear warning via private message, referring to the code of conduct and community guidelines.

  • Recording of the breach in an internal log (date, user, nature of breach, action taken).

4. Moderation steps

  • Discriminatory, racist, sexist or hateful comments.

  • Threats, serious intimidation or explicit incitement to violence or self-harm.

  • Publicly sharing highly sensitive personal information about others without consent.

  • Repeated or persistent spamming or misuse of the community for personal gain, despite warnings.

  • Immediate hiding or removal of the content.

  • Temporary or permanent removal of the participant from the community (depending on the severity and previous history).

  • Escalation to a responsible party within Allround The Agency and, if necessary, consideration of further action (for example, informing the relevant authorities).

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4.1 Report or notification

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Moderation may be initiated by: a moderator’s own observation;

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  • a report from a participant via the reporting procedure.

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4.2 Assessment

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The moderator:

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  • reviews the content in context;

  • assesses it against the community terms and conditions, code of conduct and applicable legislation;

  • determines the category of the breach (minor, moderate, serious).

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4.3 Decision and implementation

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The moderator selects an appropriate measure (see section 3) and implements it. In cases of doubt, they first consult with a colleague or the person in charge.

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4.4 Communication with the participant

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Where appropriate, we inform the participant concerned: We communicate respectfully, clearly and as factually as possible.

5. Logging and evaluation

  • what action has been taken;

  • why;

  • what we expect to prevent a recurrence.

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5.1 Moderation actions are recorded in an internal log, including at least:

 

5.2 Periodically (for example, quarterly) we evaluate: Where necessary, we amend the moderation protocol, the code of conduct or the community terms and conditions.

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  • date and time;

  • participant(s) involved;

  • a brief description of the situation;

  • the action taken;

  • the moderator’s name.

  • whether the rules are still clear and appropriate;

  • whether certain types of incidents occur more frequently and require adjustment;

  • whether moderation decisions are sufficiently consistent.

6. Relationship to other documents

This moderation protocol forms part of: Together, these documents provide the framework for a safe, respectful and inspiring community within our online learning environment.

 

  • the Community Terms and Conditions;

  • the Code of Conduct;

  • the Community Reporting Procedure;

  • the Consent Form for the publication of community content;

  • the Privacy Policy of Allround The Agency.

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