WSAFC Complaints Procedure

Prepared by WSAFC Junior Committee
Rev. 1: 22 February 2004



The following procedure shall be followed regarding complaints concerning players, coaches, managers, parents, spectators, committee members, or any official acting for WSAFC. It specifically does not apply to complaints about conduct of opposing teams, referees or game results. (Such complaints are covered by a FAM’s procedure, and should be addressed to the WSAFC team coach in the first instance).

1.    Complaints shall be lodged in the first instance with the Club Captain, any committee member or any coach.
2.    Complaints shall be in writing and shall state:
    (a)    The name of the complainant. (The complainant may request their identity remain confidential, but maintaining confidentiality is at the sole discretion of the Complaints Committee, and normally would only be respected in exceptional circumstances)
    (b)    The nature of the complaint;
    (c)    The person or persons involved (the respondent)
    (d)    The date and location of the incident;
    (e)    Any other information the complainant considers relevant
3.    Complaints shall be forwarded as soon as possible to the Club Captain or Club Secretary, who shall record receipt of the complaint and refer the complaint to the Complaints Committee (a sub-committee of the Junior Committee)
4.    The Complaints Committee shall:
    (a)    Consider the complaint at the next scheduled Junior Committee meeting, or sooner if the complaint is considered to be sufficiently serious.
    (b)    Consider the complaint and decide whether it should progress according to procedure detailed below, or recommend to the Junior Committee that the complaint not proceed.
    (c)    Provide a copy of the complaint to the respondent who is the subject of the complaint.
    (d)    Offer the complainant and the respondent an opportunity to meet with the subcommittee to:
        (i)    Put their views as to what occurred;
        (ii)    Explain any actions that they took at the time of the incident;
        (iii)    Make any other comments they consider relevant.
        (iv)    Make suggestions as to what, if any, action they think would be appropriate as a consequence of the incident.
5.    When meeting the Complaints Committee, the complainant and the respondent may each be accompanied by one friend or adviser who may speak on behalf of the complainant or respondent.
6.    If the complainant and the respondent both agree, the Complaints Committee may meet simultaneously with the complainant and the respondent.
7.    The Complaints Committee shall endeavour to promote a resolution of the complaint that is acceptable to the complainant and the respondent and which is fair and appropriate, bearing in mind the committee’s primary responsibility is to maintain and uphold the mana of the club as a whole
8.    The Complaints Committee shall report its findings and any resolution of the complaint to the Junior Committee.
9.    The Junior Committee shall take such actions as it considers appropriate and shall advise the complainant and the respondent of its decision in writing. The decision of the committee is final.
10.    All correspondence and documents relating to the complaint shall be retained on file by the committee secretary, and shall be available to the committee only.