South Canterbury Amateur Athletic Club
Complaints Protocol
Created July 2010
Review Date July 2011
Purpose
To provide clear direction on acceptance and management of complaints that will ensure: -
- A clear process for anyone who wishes to make a complaint
- All complaints are impartially investigated
- Confidentially and privacy of individuals is respected
- Complaints are viewed as a way to improve our club.
Process
- Should be reported to the Chief Official at the event or the Meeting Manager at the time of the incident
- All parties, including witnesses and parent(s) to be involved in the complaint process of the alleged behavioral incident.
- Resolution to be sought at the time of the incident.
If not resolved to personal satisfaction by all involved, then the complaint should be put in writing and given to the Chairperson. The written complaint should include: -
- Date and time of incident
- Alleged incident
- What was done at the time to resolve it
- Who was involved in the initial discussions to resolve the issue
- Why resolution was not possible
The written complaint may be given verbally by the complainant and written down by person bringing complaint on behalf of member. Committee to ascertain whether or not the above process has occurred before accepting the complaint. If this is not the case, then the complainant to be advised to follow the initial procedure of dealing with the issue with the designated people as set out above.
To review the complaint, a Disciplinary Committee of three Club personnel be appointed; one position being either the President or Vice President and the balance being two Committee members.
An athlete who breaches the code of conduct may be stood down from an event by the official or meeting manager. If this occurs parents will be informed.
