Complaints & Disciplinary Policy
Sligo Rowing Club
1. Purpose
This policy outlines how the Club manages complaints, disputes, and disciplinary matters to ensure fairness, transparency, and consistency. It applies to issues involving behaviour, conduct, coaching decisions, breaches of Club rules, and general member-to-member disputes.
This policy does not replace the Safeguarding / Reporting Policy.
Any concerns relating to child welfare, abuse, or safeguarding issues must be reported immediately to the Designated Liaison Person (DLP) and handled through safeguarding procedures.
This policy does not replace the Safeguarding / Reporting Policy.
Any concerns relating to child welfare, abuse, or safeguarding issues must be reported immediately to the Designated Liaison Person (DLP) and handled through safeguarding procedures.
2. Scope
This policy applies to:
- All Club members (athletes, coaches, volunteers, committee members)
- Parents/guardians of junior members
- Visitors and participants at Club events
It covers:
- Behavioural complaints
- Breaches of Code of Conduct
- Member disputes or conflicts
- Misuse of club equipment or property
- Persistent rule violations
- Disruptive or unsporting behaviour
3. Principles
The Club is committed to:
- Fairness and impartiality
- Timely and transparent procedures
- Respectful communication
- Confidentiality
- Natural justice (right to respond, appeal, be treated fairly)
- Ensuring outcomes focus on education, improvement, and safety rather than punishment alone
4. Types of Complaints
4.1 Informal Complaints
Minor issues that can typically be resolved through direct conversation or mediation, such as:
- Minor disagreements
- Miscommunication
- Low-level behavioural issues
4.2 Formal Complaints
More serious matters requiring formal review, including:
- Repeated misconduct
- Verbal abuse or intimidation
- Deliberate damage to equipment
- Dangerous or reckless behaviour
- Harassment, bullying, or discrimination (unless safeguarding threshold is reached)
- Serious breaches of Club or Rowing Ireland rules
5. Complaints Process
5.1 Step 1 – Informal Resolution
Where possible, issues should be resolved informally by:
- Speaking directly to the person involved
- Raising it with a coach, team captain, or committee member
Informal resolution is encouraged for minor issues but is not required if the complainant feels uncomfortable or unsafe.
5.2 Step 2 – Submitting a Formal Complaint
A formal complaint must be:
- Submitted in writing
- Using the Club’s Complaint Form (or email containing equivalent information)
- Sent to the Club Chairperson or Club Secretary
The complaint must include:
- Name and contact details
- Description of the issue
- Dates, times, witnesses (if any)
- Steps taken (if any) to resolve informally
Anonymous complaints are accepted but may limit the Club’s ability to investigate.
5.3 Step 3 – Acknowledgment & Initial Screening
Within 7 days, the Chairperson (or nominee) will:
- Acknowledge receipt
- Conduct a preliminary assessment to determine:
- Is the complaint within the Club’s remit?
- Is it a safeguarding matter requiring referral to the DLP?
- Does the complaint warrant informal mediation or a formal investigation?
If the complaint concerns the Chairperson, it will be redirected to the Vice Chairperson or an independent committee member.
6. Investigation Process
If a formal investigation is required:
6.1 Appointment of an Investigation Panel
- The Committee will appoint 2–3 independent members (not involved in the issue)
- Members must declare any conflict of interest
- External support (e.g., from Rowing Ireland) may be sought for complex cases
6.2 Investigation Actions
The investigation panel will:
- Review the written complaint
- Interview the complainant, respondent, and witnesses
- Examine evidence (messages, videos, logs, etc.)
- Keep written records of all steps
The respondent will be given:
- Details of the complaint
- Time to prepare a response
- A chance to be heard
7. Disciplinary Actions
After reviewing the findings, the panel may recommend one or more of the following:
7.1 Educational or Restorative Actions
- Verbal or written warning
- Mediation
- Behavioural agreement
- Additional supervision or coaching requirements
7.2 Administrative Actions
- Temporary suspension from certain activities
- Removal from committees, officer roles, or leadership duties
- Restriction of access to facilities
7.3 Serious Sanctions
- Suspension of membership
- Expulsion from the Club
- Referral to Rowing Ireland or Sport Ireland
- Referral to Gardaí (if appropriate)
Disciplinary actions must be:
- Proportionate
- Clearly explained
- Documented in writing
8. Communication of Outcome
- The Chairperson or investigation lead will notify the complainant and respondent in writing.
- Only the outcome—not confidential details—is shared with the wider committee if needed.
- Records are stored securely and confidentially.
9. Appeals Process
A member may appeal a disciplinary decision within 14 days of being notified.
9.1 Appeal Grounds
An appeal may be submitted on the basis of:
- New evidence
- Procedural unfairness
- Disproportionate sanction
9.2 Appeal Procedure
- Appeals must be sent in writing to the Club Secretary
- An Appeals Panel of at least two people (different from the original panel) will be appointed
- An external advisor may be included if appropriate
- The Appeals Panel will review documentation and may interview relevant parties
- A final decision will be issued within 21 days
The Appeals Panel decision is final within the Club.
10. Protection from Reprisal
No person who makes a complaint in good faith may be:
- Penalised
- Harassed
- Retaliated against
- Subject to adverse treatment
Knowingly false or malicious complaints may themselves lead to disciplinary action.
11. Confidentiality
- Information is shared strictly on a need-to-know basis
- All documentation is stored securely and in line with GDPR
- Gossip or informal discussion about ongoing complaints is prohibited
12. Review of Policy
This policy will be reviewed:
- Every two years, or
- After any major complaint or disciplinary incident, or
- When guidance from Rowing Ireland or Sport Ireland is updated
