09 · Narrative Case Study Template

Use: Telling a single participant's story is the most powerful and most dangerous thing in impact reporting. This file is the only way we are allowed to do it. Owner: Head of Impact + Coach who knows the participant + the participant themselves.

The three rules

1. Composite anonymisation by default. Most case studies are composites of 2–3 real participants with similar journeys, presented as one. We say so on the page.
2. Single-participant named stories only with documented, revocable consent. The participant has to be able to take their story down at any time.
3. No surprise stories. The participant sees and signs off the exact final wording, in the exact final layout, before publication. They get a copy.

Composite case study template

Composite participant. Details combined from 2–4 real journeys to protect identity.

The situation 2–3 sentences. Role band (not job title), sector, what was making the situation hard. Never the client name unless they've consented and the participant has consented.

What we did together 2–3 sentences. Programme strand, number of sessions, framing of the work. No therapy language even if the situation was tough.

What changed 2–3 sentences. Tied to a Tier 2 or Tier 3 outcome with a number where we have one ("confidence rose from 3 to 7 on the cohort pulse"). No before/after photos. No "transformation" language.

In their words (composite) One short quote, ≤25 words, edited only for grammar and anonymity, marked composite in the caption.

What the coach noticed Optional. 2 sentences. Frames it as practice, not heroics. Names what could have gone differently.

Why we're sharing this 1 sentence. What this teaches about the programme, not "isn't it great."

Single-participant named template

Only when:

• Participant has given written consent on the consent form (see below).
• Participant has reviewed the exact published copy and approved in writing.
• Participant has been told they can withdraw at any time and how.
• The client org has consented to being named (if named in the story).
• Their coach has reviewed for any safeguarding sensitivity.

Same structure as composite, but the caption changes to:

[First name only or full name as approved by participant]. Used with consent dated [DD/MM/YYYY]. Participant can withdraw this story at any time by emailing [address] — withdrawal will be actioned within 5 working days.

Consent form — what's on it

1. What is being collected (the quote, the situation, optional photo).
2. Where it will be published (named publication, date range).
3. Whether their employer is named.
4. Whether their name (first / full) is used.
5. How to withdraw consent and what we will do if they do.
6. Retention period for the consent record (7 years).
7. Confirmation they have seen the final wording.
8. Signature, date.

Stored in the Evidence Room (file 08) consent records.

Things we never do

• Use a participant story we obtained because their employer asked them to "share for marketing."
• Use a child or young person's story (under-18) as a named single-participant case.
• Use a story containing a safeguarding disclosure (mental health crisis, DA, abuse, debt crisis) as a named single-participant case — composite only, with extra care from the Coach and Head of Coaching.
• Quote a participant's manager about that participant.
• Edit a quote to make it sound more dramatic. Light copy-edit for grammar and anonymity only.
• Pair a quote with an unrelated participant's photo.
• Use stock-photo "smiling person at desk" alongside real quotes. Use illustrations instead.

Withdrawal handling

If a participant withdraws a named story:

• The story is removed from the live web report within 5 working days.
• Prior PDF versions are not retracted (impossible to recall), but the page on memacademy.org carries the withdrawal note ("This story has been withdrawn at the participant's request.").
• A note is added to the corrections log (file 10).
• We do not ask the participant why. We don't try to talk them out of it.

Quality check before publication

A 4-question pass before any case study (composite or named) ships:

1. If a colleague of this participant read this, could they identify the person? If yes → re-anonymise.
2. Is anything in here that the participant would only have shared under coaching confidentiality? If yes → re-consent or remove.
3. Does the story imply MEM "fixed" the participant? If yes → re-write to frame as their work, our scaffolding.
4. Would we be comfortable if this story was the only thing a regulator saw about us? If no → don't publish.

If any answer is wrong, the story doesn't ship. There is always another way to make the point.