Conduct, Complaints and Disciplinary Policy

Conduct, Complaints and Disciplinary Policy

1.  Introduction

Worcester St John’s Cycling Club (WSJCC) is an unincorporated association run by volunteers. This policy is very flexible and uncomplicated. Its purpose is to make everybody aware of the general way issues are resolved and be confident that they are correctly dealt with.

2. Conduct

All club members should conduct themselves honestly, openly, fairly, safely and with tolerance and respect for all other people without discrimination.

Reasonable conduct is expected at all times when competing, during club activities, wearing club clothing and in club related social media activity.

3.  Principles

We want our members and everyone who comes into contact with WSJCC to have a positive experience However; we recognise there may be times when people do have issues (concerns, complaints or safeguarding). When this happens, we want to hear about the issue and deal with it to prevent similar issues occurring.

We aim to:

  • Respond as quickly and efficiently as possible, while being fair to everyone
  • Have a procedure that is clear, simple and well publicised.
  • Handle all information and people sensitively, in line with relevant data protection requirements.
  • Make sure all our members know what to do if there is an issue or someone complains to WSJCC.
  • If anyone has any concerns about the welfare of children or vulnerable adults involved in the club, they should report it to the club welfare officer, British Cycling, Social Services, Police or the NSPCC, depending on the nature and level of concern (See also WSJCC Young Riders Policy and Guidelines)

4.  Complaints

An issue may be raised by any person or organisation.

A complaint is when a person says they are dissatisfied with something WSJCC has done or the way a member has behaved.

Note:

  • Issues may be identified without there being a specific complainant.
  • Issues with a WSJCC member may occur when another organisation has taken disciplinary action against them.

5.    How to raise an issue with WSJCC

  • Explain the issue by letter, email, text, private message, via our contact us website page or verbally. Issues should not be shared on social media.
  • Communicate with an appropriate WSJCC member in the first instance.
  • NOTE:
    • Anonymous complaints are only investigated in exceptional circumstances.
    • Issues should be new (not raised before by the same person) and not vexatious, malicious or trivial.
    • Abusive behaviour or language will not be tolerated.

6.  How we deal with issues

Most issues are dealt with informally by an appropriate WSJCC member.  Sometimes a more formal response and investigation is needed. WSJCC has 3 stages of enquiry and response.

Stage 1: Informal

The most appropriate WSJCC member, such as an activity/event organiser or a committee member, receives the information. They investigate and provide a suitable response.

  • If a complainant is not satisfied with the response, they may escalate it to Stage 2.
  • If the WSJCC member who receives the initial issue cannot resolve it they should pass the details to the WSJCC Welfare Officer who decides whether to take it to stage 2.

Stage 2: Independent Informal

The WSJCC Welfare Officer is informed of the issue either by a complainant or WSJCC member.

The Welfare Officer investigates and responds

  • If a complainant is not satisfied with the response, they may escalate it to Stage 3.
  • If the Welfare officer cannot resolve the issue they should pass the details to the WSJCC chairperson.

Stage 3: Formal

The chairperson is informed of the issue either by a complainant or the Welfare Officer.

The chairperson investigates the issue assisted by at least one other WSJCC committee member.

The chairperson should send a written acknowledgement to a complainant.

The investigation should be completed as quickly as possible. If it is likely to take a long time, the chairperson should let a complainant know what is happening. The chairperson may share his findings and request assistance from other WSJCC committee members.

After completing the investigation, the chairperson should decide on any action required. The chairperson should inform a complainant in writing of the outcome of the investigation and actions to be taken by WSJCC.

7.  Discipline

Disciplinary measures taken on WSJCC members may include request for informal or formal apology, restriction on activities or termination of membership.

Where the chairperson considers a person’s WSJCC membership should be terminated, the matter should be referred to, and decided by the committee. In such instances, the member concerned should be asked to write a letter to the committee stating the reasons why their membership should not be terminated.