Reasons, evidence and staff comments

Keep the member-facing explanation separate from sensitive staff discussion.

Action reason

Use: conduct + context/rule + expected change or decision. "Repeated personal insults in general after a reminder. Stop targeting other members and keep disagreements about the topic."

Warn, timeout, remove-timeout and kick reasons are sent in Taffy's attempted member DM. They are not private staff comments. Do not include reporter identities, confidential evidence, personal details or speculation in that field.

Private incident note

Use a relevant ModMail /mail note, or a private staff-channel handover. Taffy does not currently attach editable comments to a moderation case. Link the separate note to the case number and member ID so another moderator can follow it.

Copy and fill this template:

Member ID:
Case number(s):
Incident time and channel:
Rule / observed conduct:
Evidence links / restricted evidence location:
Action and reason:
Review or approval, if any:
Member notified? Delivery issue?
Next step / reviewer / review time:

Include only what another moderator needs to understand the decision. Keep evidence in authorized staff spaces. Never ask for passwords, account tokens or unrelated personal documents.

Corrections and follow-up comments

"Follow-up to case 42: original message context reviewed. Finding: ... Decision: ... Action taken / reset case: ... Reviewed by: ..."

Clearly distinguish an allegation, what you observed, and the review outcome. Do not claim approval that has not happened. If the outcome changes, add a dated follow-up rather than quietly rewriting the story in staff chat.

Retention and evidence limits

Taffy case history and locally stored transcripts are subject to configured retention. A warning reset preserves earlier cases only while they remain retained. Discord copies and separate staff messages have their own availability; deleting a local record does not guarantee every copy disappears.

A message link can stop working after deletion. Keep the minimum allowed evidence needed for review, without spreading harmful material or retaining unnecessary sensitive content.