Dispute Resolution Policy
Purpose:
The Semiahmoo Soccer Club acknowledges that disputes among the game's participants can occur. This policy provides direction to the Club's members (as defined in the Club's Constitution) and players and Technical Staff on the appropriate protocol for addressing and resolving concerns and disagreements.
The Dispute Resolution Policy is a three level process which attempts to be fair in respecting individual members as well as the Club. It is the policy of the Club that discipline matters and/or disputes should be resolved at the lowest level of intervention possible in a fair and impartial manner.
The Dispute Resolution Policy is referenced to in Section 10 of the SSC Policy and Procedures document.
Definition of Dispute:
For the purpose of this policy a dispute is defined as a disagreement, conflict or difference of opinion between individuals that is having, or has the potential to have, a negative impact on Club members, technical staff or players.
Resolution Process:
It is the intent of this Policy that all issues are to be addressed with the individuals involved prior to seeking Executive involvement. However, if the Complainant has legitimate reasons to believe that communicating with the individual responsible for, or involved in, the issue or incident may have a negative impact upon another individual, for example, the player, the Complainant may request the involvement of their Age-Group Coordinator at any point in the process.
Level 1:
The Complainant must discuss the issue or incident with the person directly responsible for the situation in an attempt to accurately identify the problem and resolve the issue.
The Complainant must request a mutually acceptable time to discuss their concerns with the individual involved or responsible.
If it is not possible to discuss the issue or incident immediately after its occurrence the details should be written down. It is important to consider that there may be a reasonable explanation for the occurrence.
If strong emotions are invoked over the incident, a minimum cool-down period of 24 hours is highly recommended before speaking with the individuals responsible.
It is reasonable and highly recommended that there is a witness to any discussion (i.e. Assistant Coach or Manager) that occurs.
If the matter cannot be resolved informally at this level then the complaint process should move to Level 2. If a Complainant approaches an Executive Member or Technical Staff member without having taken the aforementioned steps they must be directed to first speak to the people directly involved in, or responsible for, the issue or incident in an effort to resolve the matter at the lowest possible level.
Level 2:
The Complainant must first approach their Age-Group Coordinator in an attempt to seek resolution. The Age-Group Coordinator may, if deemed necessary and/or appropriate invite other individuals to be part of the resolution process. If the matter can be resolved satisfactorily through discussion at this level the complaint process does not need to be continued.
Note: If there is a dispute or complaint concerning the conduct of an individual towards an Official or the conduct/performance of an Official, the Executive Member responsible for Referees should be the contact person for assisting in resolution of the incident.
Level 3:
The Complainant must prepare a written complaint to the President of the Club outlining the facts/action in dispute. The facts are to include but are not limited to:
- Date, time and place of incident in dispute.
- Names of relevant parties (as known) and the part they had in the dispute. This can include officials, team manager, and other parents.
- Contact information of parties and complainant (if known).
- The grounds upon which the Complainant is making the complaint.
- The decision or action in dispute.
- The suggested resolution or outcome being sought.
A meeting with all parties involved will be arranged to resolve the issue or situation. If a mutually agreed upon resolution cannot be achieved, the President of the Club, in discussion with the Executive, will rule on the outcome or resolution to the incident or issue.
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