overseer l⚡g

How to respond to incidents in session

YOU are the primary person to respond to this. If you are unable to provide support, alert the other leaders in the leaders chat so they can go to the breakout room in your place.

Step 1Meet with the leader & player in a Breakout Room

Step 2Find a replacement leader (if the lobby is unsupervised)

Message the leaders chat to find a replacement leader to supervise the lobby.

• If no leaders are immediately available, Heralds will provide sufficient supervision in the interim.

Step 3Discuss what happened with the leader and player

Step 4Document the discussion and incident

Use the Lightmare Incident Response Template.

• Document concrete information, including direct quotes and the time events occurred. This is important, especially if the incident needs to be escalated.

Step 5Hand off to the Social Gaming Coordinator

After you have gathered all of the relevant details, tell the player the Social Gaming Coordinator will follow up with them soon.

• Recommend any services from the Lightmare Safety & Wellbeing Policy Document (where relevant) that the player could reach out to for support.

Step 6Debrief after the session

After the session has concluded, organise a time to debrief the Social Gaming Coordinator on this event.

• Include a brief anecdote in the Overseer Report for the evening that there was an incident concerning a player (include their full name and Discord profile name), but do not include any other details — such as what happened or what the incident was about.

Get in position before the session starts

1Join the Overseer channel

Jump into the 👑 OVERSEER 👑 voice channel on Discord.

2Put your crown on

Insert the crown emoji ( 👑 ) between the square brackets of your Discord nickname by right-clicking your profile tile and clicking 'Edit Server Profile'.

• Ensure that you're editing your server nickname for the "Lightmare Social Gaming Server".

3Check the Overseer Log in the CGHQ doc

Access the Overseer Log. You should only see data in:

• Columns F–M (seedling data)
• Column O
• Column P
• Column Q

If you see data in other columns, this is an indication that the data was either a) not exported or b) not cleared.

• Export Data — exports all of the Overseer data from the Overseer Log to the OSL Record.
• Clear OSL — "Clear Overseer Log": resets all of the columns, apart from Columns O, P & Q.
• Clear VABD — "Clear Voice Attendance Bot Data": clears all of the data derived from the Discord bot.

Fill in the session details

• Select your name from the Overseer dropdown menu, and select the session type (i.e. Day / Night).
• Add the seedlings you can see to the seedling list on the left-hand side of the Overseer Log!

Take attendance in the CGHQ doc

Once you have checked that the previous Overseer Log exported correctly and have reset it for this session, go to the Attendance Sheet and check off the attendees for the evening.

You can double-check who is in attendance by going to the Overseer Log and scrolling across to columns AI–AK. These columns cross-reference each other to ensure that players are marked correctly according to the:

1. Attendance Sheet (Column AI) — names appear here when you manually tick them off
2. Discord Bot (Column AJ)
3. Session Plan (Column AK)

Check which players have been identified in Columns AJ & AK to see if any players are missing from the Attendance Sheet. Keep checking & updating the Attendance Sheet periodically throughout the session.

Post the list of checkpoints at 6pm in the leaders chat

Post the Check-Points list (located in Column X of the Overseer Log) in the leaders chat using the tag @here.

Check in with leaders (6:30pm)

Message the leaders chat using the tag @here:

• Remind leaders to update their lobby channel status
• Encourage lobbies to split up if they're getting too loud
• Let leaders know that you're around for extra assistance if needed
• Remind leaders to update the Session Plan on what games players are currently playing

Reach out to the players that have not shown up to session

Reach out to players who are left in the live-updating retention list in Column R of the Overseer Log.

Copy & paste the list from Column Q to Column R (copy, then paste with Ctrl+Shift+V to just paste values) to see contact numbers for players appear.

• If you're friends with the player on Discord, message them there; otherwise send them a text.
• If you message someone for retention and they show up, include in your retention notes that 'Player showed up'.

Check in with all the seedlings that are present to see how they're settling in

As the Overseer, your role is to support and guide new players (aka 'Seedlings') until they are settled (or 'graduated').

Head over to the Overseer Log — the list of current Seedlings can be found in Column D. Column E will display a green checkbox to indicate which Seedlings are present for the current session; these are the players that you will be checking in on.

If there is a seedling in session whose name does not appear in the Column E list, and they are not doing their Connection Session, please let one of the management team know.

Running the check-in

Once you've identified which seedlings to check in with, start jumping into the lobbies that they're in and asking them to have a quick chat with you in one of the Breakout Rooms.

• Explain that the purpose of this conversation is to see how they're going, and if they're settling into social gaming sessions well.
• You'll be asking them a series of questions recorded in the log's columns to determine if they have met the criteria for 'graduation' (i.e. removal of the seedling emoji in front of their name).

Once a player has checked all of these boxes, their name will be highlighted green, indicating that they are eligible to graduate from the seedling role.

If you think the seedling says something worth noting for the next overseer, feel free to right-click the box where you would click the check mark and write a quick note.

Jump around the lobbies to see if any players or leaders are needing support

Once you have completed retention, checked in with new players and ensured everyone is settled in, you may then resume duties as a social gaming leader, and offer your games / join existing ones. (Update the social gaming chat if you're taking a break.)

• Continue to be a point of contact for leaders, and monitor the session.
• Oversee the entire session — you are not confined to one lobby.
• Check that everyone has a game to play and is engaged in an activity (unless their preference is to observe, or 'hang out' in the social setting).
• Help manage leaders and players to be playing socially with other players — no 1-on-1 leader-to-player lobbies.

Write a report at the end of the session describing how it went

You will submit your Overseer Report in Column AF ("Overseer Comments After Session") in the Overseer Log.

Export the session's data and reset the log for next time

Step 1Export the data

• Export Data — exports the Overseer report.
• Clear OSL — clears all the manually entered areas, including:
  • Column R (Retention)
  • Column V (Retention Notes)
  • Column AF (Overseer Comments After Session)

Step 2Clear the bot data

• Clear VABD — clears attendance.