Discipline & Complaints Policy

Georgetown Impact Volleyball Club (GIVC) is committed to fairness, safety and accountability.  This policy outlines how concerns and misconduct will be managed to ensure a respectable environment for all participants. 

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Purpose and Application

Individuals are expected to fulfill certain responsibilities and obligations including, but not limited to, complying with GIVC Policies, By-Laws, rules and obligations.  Non-compliance may result in sanctions pursuant to this Policy. 

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This policy applies to conduct occurring during all club activity, including online activities or electronic communications related to club business.  This Policy also applies to outside club activities where the behaviour impacts on the club’s reputation, environment or participants. 

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Definitions

1. Complainant – the individual/party submitting a complaint.

2. Respondent – the person/party responding or whose conduct is the subject of the complaint.

3. Individuals – all categories of membership defined in the Organization’s By-laws, as well as all individuals employed by, or engaged in activities with, the Organization including, but not limited to, athletes, coaches, convenors, officials, volunteers, team managers, team staff, administrators, Executive members of the Organization, contractors, spectators and parents/guardians of athletes

4. Minor Infraction – low-level or first-time misconduct typically resolved at the team, staff or executive level

5. Major Infraction – serious misconduct and any violations of the UCCMS

6. Discipline Committee – a minimum of 1-3 members of the executive and/or independent individuals experienced with dispute resolutions to oversee formal complaints and investigations

7. Appeals Panel – A minimum of 1-3 members of the executive to oversee the view who were not involved in the original decision

 

Alignment

GIVC recognizes that Individuals are also members of the OVA and Volleyball Canada.  Under the OVA’s Reciprocation Policy, GIVC must share discipline decisions involving an Individual with the OVA and Volleyball Canada.  Both the OVA and Volleyball Canada may choose to take additional action if they feel it is necessary.

 

Minor’s Representative

Complaints may be brought for or against an Individual who is a Minor.  Minors must have a parent/guardian or other adult serve as their representative during the process.  All communications, as applicable, must be directed to the Minor’s representative. 

 

Grounds for a Complaint

Any Individual may report an incident or complaint when an Individual is believed to have violated GIVC’s Code of Conduct, the OVA Code of Conduct, the OVA Abuse Policy – Person of Authority Code of Conduct or the Universal Code of Conduct to Prevent and Address Maltreatment in Sport (UCCMS).  All participants share a duty to report any behaviour that may compromise the safety, well-being, or integrity of athletes, coaches, volunteers, or the Club community. 

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Minor Infractions

Minor infractions generally involve lower-level behaviour that can often be addressed through education, reminders or corrective action.  Examples include:

• Disrespectful, abusive, racist or sexist comments, behaviour or inappropriate communications

• Disrespectful conduct

• Minor incidents of violence (i.e. tripping, pushing, elbowing)

• Conduct contrary to the values of the GIVC

• Non-compliance with the GIVC’s policies, procedures, rules or regulations

• Repeated lateness or lack of preparedness

• Failure to follow team rules or practice expectations

• Minor unsportsmanlike behaviour

• First-time or unintentional breaches of either the GIVC or OVA’s Code of Conduct

• Low-level conflict among participants

• Minor volunteer or administrative non-compliance

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Major Infractions

Major infractions are serious allegations that required formal investigation.  Examples include:

• Repeated minor incidents

• Any incident of hazing

• Behaviour that constitutes harassment, sexual harassment, or sexual misconduct

• Emotional, physical or sexual maltreatment

• Violent behaviour or threats of harm

• Pranks, jokes or other activities that endanger the safety of others

• Conduct that intentionally interferes with a competition or with any athlete’s preparation for a competition

• Conduct that intentionally damages the GIVC’s image, credibility or reputation

• Major or repeated violations of the GIVC’s Code of Conduct

• Serious breaches of Safe Sport principles or Rowan’s Law

• Abuse of authority, power imbalance or boundary violations

• Possession or use of illegal substances during club activities

• Deliberate damage to property or theft

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Reporting a Complaint

Complaints must be submitted in writing, within fourteen (14) business days of the alleged complaint/incident, and needs to include:

• Name and contact information of Complainant

• Description of the conduct

• Date(s), time(s), and location(s) of incident(s)

• Names of any witnesses

• Any relevant documentation

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Complaints may be submitted to:

• Any member of the Executive

• Any coaching staff

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The acceptance of anonymous complaints will be at GIVC’s discretion as the GIVC’s ability to fully investigate may be limited.

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Complaint Screening

Upon receiving a complaint, the GIVC will:

1. Convene with the Discipline Committee

2. Determine whether the complaint is frivolous and/or within the jurisdiction of this Policy and the Club

3. If the Discipline Committee determines that the complaint is frivolous or outside the jurisdiction of this Policy and/or Club, the complaint will be dismissed immediately.  The decision to accept or dismiss the complaint may not be appealed

4. Determine whether the alleged incident or conduct is a minor or major infraction.  If this is a major infraction, forward the complaint to an independent third-party case Manager, such as Sport Dispute Management Inc. (SDM) 

5. Notify the Complainant that their complaint has been accepted and the classification of the complaint (minor or major)

6. Inform the Respondent of the complaint or incident and provide them an opportunity to respond.

7. Review all submissions and relevant documentation.

8. The Discipline Committee will proceed to make the determinations or one or more of the following sanctions:

   • Verbal or written warnings

   • Verbal or written apologies

   • Service or other contribution to GIVC

   • Temporary removal from a practice or event

   • Removal of certain privileges

   • Suspension from certain teams, events and/or activities

   • Suspension from club events and/or activities

   • Suspension from all the GIVC’s activities for a designated period

   • Any other actions considered appropriate for the offense

9. The Discipline Committee will notify all parties of the outcome of the complaint, including informing the Respondent of the sanction(s), which will take effect immediately.  Notification will be within a reasonable timeframe of 5-10 business days

10. The OVA must also be notified if the outcome relates to an OVA competition or program, or results in an individual’s removal from club programming. 

11. Records of all sanctions will be maintained by GIVC.

12. If there is no sanction, the Complainant may contest the non-sanction by informing the Discipline Committee within four (4) days of receiving the decision, that the Complainant is not satisfied with the decision.  The initial complaint or incident will then be handed to the third-party Case Manager

13. The sanction may not be appealed until a request for reconsideration has been made.  The Respondent may contest the sanction by submitting a request for reconsideration with four (4) days of receiving the sanction.  In the request, the Respondent must indicate:

    • Why the sanction is inappropriate;

    • Summary of evidence that will be submitted to support the Respondent’s position;

    • What penalty or sanction (if any) would be appropriate

14. Upon receiving a request for reconsideration, the Discipline Committee may decide to accept or reject the Respondent’s suggestion for an appropriate sanction

15. Should the Discipline Committee accept the Respondent’s suggestion for an appropriate sanction, that sanction will take effect immediately.

16. Should the Discipline Committee not accept the Respondent’s suggestion for an appropriate sanction, the initial complaint or incident will be handled by the third-party Case Manager

 

Procedures for Major Infractions

Major infractions follow a formal investigation process and will be forwarded to Sport Dispute Management (SDM).  SDM is the OVA’s Independent Third-Party Discipline Chair that manages all breaches of the UCCMS, OVA Abuse Policy – Person In Authority Code of Conduct or the OVA Code of Conduct.  Georgetown Impact Volleyball Club may seek guidance from the OVA on whether referral to SDM is required. 

 

Appeals

A decision cannot be appealed on its merits.  An Appeal may only be heard if there are sufficient grounds for an appeal.  Allowable grounds are instances where the Respondent is alleged to have:

1. Made a decision that they did not have the authority or jurisdiction to make;

2. Failed to follow its own procedures; or

3. Made a decision that was influenced by bias (where bias is defined as a lack of neutrality to such an extent that the decision-maker appears not to have considered other views).

 

Appeals must be submitted with four (4) business days of receiving the Georgetown Impact Volleyball Club’s complaint decision.

 

Appeals will be handled by a separate Appeals Panel or referred to the OVA’s Independent Third-Party complaint processor, Sport Dispute Management, at the GIVC’s discretion. 

 

Confidentiality

The discipline and complaints process is confidential and involved only the Georgetown Impact Volleyball Club’s Discipline Committee, the parties, and any independent advisors that the Discipline Committee deems necessary.  Once initiated and until a decision is released, none of the parties will disclose confidential information relating to the discipline or complaint to any person not involved in the proceedings. 

 

Protection from Retaliation

No individual may be penalized or subjected to retaliation for filing a complaint in good faith.  Retaliation itself is considered a serious infraction under this policy.