GRIEVANCE & DISCIPLINARY PROCEDURE

Hallamshire Harriers Sheffield operates a series of Codes of Conduct for all members, coaching staff, volunteers, officials and helpers. It is hoped that it extends to the parents of young athletes. Details are shown on the Club’s web site: alternatively, a printed copy is available on request from the Club Secretary.

Allegation of a breach of the Code of Conduct can result in the administration of the following complaints and disciplinary procedure.

Complaints Procedure

This procedure is open to all members of Hallamshire Harriers Sheffield, irrespective of age, plus those adults and helpers who assist in the running of the club.

Both the complainant and the subject of the complaint have the right to confidentiality throughout the investigation.

It is the Club’s objective to resolve disputes at the lowest level wherever possible, without compromising the rights of any individual. For that reason, the following levels are available to assist in this aim.

Level 1

In the first instance, the alleged breach of conduct should be reported to the Coach or Team Manager or other person responsible for the group. If the complainant feels unable to approach that person, then the matter should be reported to the Club Welfare Officer. Submissions may be made verbally or in writing.

Level 2

If the breach cannot be resolved by Level 1 above or is of a persistent nature, the matter should be reported to the Club Grievances and Disciplinary Committee for investigation. Submissions may be made verbally or in writing to any of the members of this committee.

Level 3

The right of appeal against the findings of the Club Grievances and Disciplinary Committee is open to all. In this event, written notification must be submitted to the Club Secretary who will instigate the Appeal Process.

Exception

Where the alleged breach involves a Reportable Offence, it must be immediately brought to the attention of a member of the Grievances and Disciplinary Committee or the Club Welfare Officer. Failure to do constitutes a Breach of Conduct in itself.

For these purposes, a Reportable Offence is defined as one which involves a physical, verbal or mental abuse or intimidation of a member or by a member: a criminal offence: an act of indecency: an act of violence.

What actions can be taken?

Available actions vary according to the Level as stated above.

Level 1

This level is intended for minor breaches. The only action available is that of a formal verbal warning. If the breach is repeated, the matter must be escalated to Level 2.

If a formal verbal warning is given, the circumstances of the warning, including the date and time of both the breach and the issuing of the warning, must be reported in writing to the Grievances and Disciplinary Committee by the person issuing the warning.

If the recipient of the formal verbal warning is under the age of 16, then the parent or carer of that person must also be informed of the warning.

Level 2

The Grievances and Disciplinary Committee will, upon receiving a complaint, convene a hearing with the complainant to decide whether a breach has been committed.

The complainant will be invited to expand on the nature of the complaint. Following on from this, the subject of the complaint will be invited to a hearing, at which they are entitled to be accompanied by any person of their choosing, to discuss the details of the complaint.

Written evidence may be provided to substantiate points being made. In the interests of fairness, and for the sole purpose of the investigation, the Committee may call upon other persons to present evidence, provided that those persons are not under the age of 16. Both hearings may be recorded, for the sole purpose of the investigation.

After following this procedure, the Grievances and Disciplinary Committee shall inform all interested parties of the outcome of the event and any action that shall be taken.

Actions available to this Committee are:-

i) Dismissal of the claim with no action.

ii) Issue of a verbal warning as to future conduct to the subject of the complaint.

iii) Issue of a written warning as to future conduct to the subject of the complaint.

iv) A recommendation to the Management Committee that the subject of the complaint be suspended for a period of time.

v) A recommendation to the Management Committee that the subject of the complaint be expelled from the Club.

In the event that the complaint is in direct relation to a child protection matter, the police or social services will be involved immediately. In this event the only investigation to be undertaken shall be led by the relevant professional service following which the Club will adhere to any findings of this investigation.

Level 3

If either the complainant or the subject of the complaint are dissatisfied with the findings of the Grievances and Disciplinary Committee, they have the right to appeal the decision. Notice of wishing to appeal must be submitted to the Club Secretary, in writing, within 14 days of the original decision being given.

The club shall acknowledge this appeal and undertake a fresh investigation and report the findings to all relevant parties.

In the event of an appeal the subject of the complaint has the right to seek external assistance from either a professional body or suitable party to undertake an investigation into the matter in conjunction with the club. Only the subject of the complaint can request this course of action.

Decision

The investigation shall be deemed closed and the decision final in the following circumstances.

1) The committee present a decision that is not contested by appeal.

2) An appeal investigation presents a decision that clearly reflects the clubs policies and code of conduct.

3) The police or social services lead an investigation into a child protection matter.