Complaints & Disciplinary Policy

Club Disciplinary, Complaints and Appeals Procedure

Aims/Objectives

To foster fruitful and trusting relationships between the Club, coaches, parents/carers and all members.
To afford persons an opportunity to express opinions/grievances through the framework of a defined procedure.
To minimize the opportunity for conflict by providing all persons an opportunity to liaise with the Club.

While many concerns can be dealt with in an informal manner to the satisfaction of all concerned, the Club has a formal complaints and appeals procedure in place. Nevertheless, all reasonable efforts to resolve matters should be exhausted before accessing the complaints & appeals procedure.

Step One

Any person who has a complaint or concern should bring it to the attention of the Chairperson. The complaint or concern should be in writing and should outline all relevant details and other parties involved. If it is possible for the Chairperson, with or without assistance from other Executive Officers, to resolve the issue to the satisfaction of all parties, then they are empowered to do so.

Step Two

Unless the complaint or concern relates to a child abuse matter** or criminal offence that meets criteria for formal reporting to the Statutory Authorities; if deemed appropriate, the Chairperson may convene a Disciplinary Committee.

The Disciplinary Committee will consist of three or more Executive Officers and/or Club Committee members. To assist independence, and avoid clear conflicts of interest, the Disciplinary Committee will exclude any Executive Officers or Committee Members which might be cited in the complaint or concern.

Step Three

The Disciplinary Committee should furnish any participant with details of the complaint being made against them and afford them the opportunity of providing a response either verbally or in writing. In the event of a complaint against a child, the parents/carers should be informed and advised of the process.

Step Four

The Disciplinary Committee will then hear the case of all parties involved to consider whether a Club rule or policy has been infringed.

Step Five

The Disciplinary Committee will then inform in writing those involved of the outcome of their review and any sanctions, if any, that are to be imposed. This notification will be in writing, setting out the reasons for the sanction.
In respect to any participant that is under eighteen years of age, such written notification will be forwarded via their parent/carers.

Step Six

Any party that is unsatisfied with the findings of the Disciplinary Committee may appeal in writing to the Clubs
Executive Officers.

Step Seven

A Second Disciplinary Committee will be formed of three different Executives/Committee members, and they will re-hear the case, all evidence being duly considered. The Second Disciplinary Committee may uphold or reject the appeal, or may vary, alter or set aside any sanction imposed by the original Disciplinary Committee. The decision of the Second Disciplinary Committee shall be final.

Rumours

Any rumours relating to inappropriate behaviour circulating in the Club should be brought to the attention of the Chairperson and will be investigated promptly. All ensuing information will be managed confidentially and with sensitivity.

Confidentiality

Confidentiality is about managing information in a respectful, professional, and purposeful manner. It is important that the rights of both the complainant and the accused are suitably protected. Therefore, appropriate confidentiality will be maintained in respect of all complaints and issues of concern.

The following points will be borne in mind:

A guarantee of confidentiality or undertakings regarding secrecy cannot be given, the welfare of the child will supersede all other considerations.
All information will be treated in a careful and sensitive manner and only be discussed with those who need to know.
Information will be conveyed to the parents/carers of a child about whom there are concerns in a sensitive way. Giving information to others on a “need to know” basis for the protection of a child shall not constitute a breach of confidentiality.

**Please note in relation to a compliant or concern relating to child abuse or vulnerable person, or a welfare issue, these will be reported under the clubs ‘Reporting Procedures policy’.