Dispute Reporting and Resolution Policy
Policy Statement
Goulbourn Skating Club places the highest priority on ensuring there is a safe, professional, inclusive and respectful environment for all participants and the General Dispute Reporting and Resolution Policy (“Policy”) has been established to ensure such an environment. This Policy promotes awareness, fairness, equity, transparency, prevention and the appropriate timely response and resolution of reported violations to this Policy. Critical to creating and maintaining a safe environment includes the establishment of preventative measures; as well as accessible reporting and resolution mechanisms to ensure
fair and equitable treatment of all participants, this Policy encourages the fair and impartial management of general disputes and is intended to encourage and enable all individuals to whom this Policy applies to submit and respond to concerns classified as a general dispute in nature. General disputes include matters such as breach of contracts and of Skate Ontario/Skate Canada rules, regulations and/or policies.
Policy Scope/Applicability
This policy applies to all individuals engaged in activities (on or off ice) with the club. Individuals include skaters, parents/guardians, volunteers, board members, people engaged in activities run by the club. This Policy may also apply to an individual’s conduct outside of Goulbourn Skating Club and Skate Ontario’s business, activities and events when such conduct:
a) adversely affects relationships within Goulbourn Skating Club and Skate Ontario/Skate Canada (and its work and sport environment)
b) is detrimental to the image and reputation of Goulbourn Skating Club and Skate Ontario/Skate Canada; and/or
c) is sufficiently serious and significant as to be of general importance to skating and/or of general importance to the overall ability of Goulbourn Skating Club to discharge its objectives.
Note: The applicability of the individual’s conduct outside of Skate Ontario business, activities, and events will be determined by Skate Ontario at its sole discretion on a case-by-case basis.
Violations of any Goulbourn Skating Club and Skate Ontario policies may result in a warning, reprimand, restrictions, suspension, or other disciplinary actions up to and including expulsion, as applicable and appropriate, and/or as permitted by the Bylaws of Goulbourn Skating Club. For coaches, a violation may also result in a status change to ‘not in good standing’ or such other status as may be in place from time to time.
This Policy establishes the Procedure and is designed to ensure an appropriate and timely resolution of reports of general disputes.
Guiding Principles
Reporting a Dispute
General Disputes may be reported to Goulbourn Skating Club through one of the following methods:
Investigation procedure
Upon receipt of a complaint, the board and/or the executive director will inform the parties of the dispute resolution policies and procedures. The investigation committee will gather information and facilitate a meeting between the parties involved. They will then make recommendations for
resolution.
Decisions
The investigation committee will write a report of the findings and recommended actions to be taken by the club to the Board of Directors for a final decision.
Acting in good faith
Anyone reporting a concern must be acting in good faith and have reasonable grounds for believing the information being reported is true and accurate. Any allegations that prove not to be substantiated and prove to have been malicious or intentionally false will be viewed as a serious offense, subject to disciplinary action up to and including expulsion from membership in Goulbourn Skating Club, Skate Ontario and/or Skate Canada.
Confidentiality
Once a general dispute has been reported and until resolved, to protect the interests of all parties, no individual is permitted to disclose either the existence of a complaint or confidential information or records that form part of the negotiation. Goulbourn Skating Club, as applicable, shall be required to maintain the confidentiality of the general dispute, inquiry or record thereof, including contents of meetings, interviews, results of investigations, the discipline and other information only to the extent practical and appropriate. There may be cases that confidentiality is not feasible, including but not limited to, where an immediate temporary suspension of membership or registration is required pending the outcome of the negotiation, early resolution facilitation or mediation.
Timelines
If the circumstances are such that a timely resolution is not possible, Goulbourn Skating Club (depending on the nature of the dispute) may direct that the timelines as outlined in the Procedure be revised.
Records and Distribution of Decisions
Records of all decisions, including all supporting documentation (investigation reports, any corrective action taken, notes, etc.), will be maintained by Goulbourn Skating Club in a secure location.
Board
The Board has overall accountability for the approval and oversight of this Policy to ensure that the Policy is consistent with the strategic direction, objectives and strategic plans of Goulbourn Skating Club
Goulbourn Skating Club President
Leanne Smith [email protected]
Governance / Oversight
This Policy is reviewed and approved at a minimum every 5 years, or sooner if there are legislative or regulatory changes, as part of policy review and validation in accordance with the Policy Management. If the general dispute names Skate Ontario as the party against which the complaint is being filed, the general dispute is to be reported directly to Skate Canada for resolution in cases where there is not a resolution after appropriate discussions with Skate Ontario.
Goulbourn Skating Club places the highest priority on ensuring there is a safe, professional, inclusive and respectful environment for all participants and the General Dispute Reporting and Resolution Policy (“Policy”) has been established to ensure such an environment. This Policy promotes awareness, fairness, equity, transparency, prevention and the appropriate timely response and resolution of reported violations to this Policy. Critical to creating and maintaining a safe environment includes the establishment of preventative measures; as well as accessible reporting and resolution mechanisms to ensure
fair and equitable treatment of all participants, this Policy encourages the fair and impartial management of general disputes and is intended to encourage and enable all individuals to whom this Policy applies to submit and respond to concerns classified as a general dispute in nature. General disputes include matters such as breach of contracts and of Skate Ontario/Skate Canada rules, regulations and/or policies.
Policy Scope/Applicability
This policy applies to all individuals engaged in activities (on or off ice) with the club. Individuals include skaters, parents/guardians, volunteers, board members, people engaged in activities run by the club. This Policy may also apply to an individual’s conduct outside of Goulbourn Skating Club and Skate Ontario’s business, activities and events when such conduct:
a) adversely affects relationships within Goulbourn Skating Club and Skate Ontario/Skate Canada (and its work and sport environment)
b) is detrimental to the image and reputation of Goulbourn Skating Club and Skate Ontario/Skate Canada; and/or
c) is sufficiently serious and significant as to be of general importance to skating and/or of general importance to the overall ability of Goulbourn Skating Club to discharge its objectives.
Note: The applicability of the individual’s conduct outside of Skate Ontario business, activities, and events will be determined by Skate Ontario at its sole discretion on a case-by-case basis.
Violations of any Goulbourn Skating Club and Skate Ontario policies may result in a warning, reprimand, restrictions, suspension, or other disciplinary actions up to and including expulsion, as applicable and appropriate, and/or as permitted by the Bylaws of Goulbourn Skating Club. For coaches, a violation may also result in a status change to ‘not in good standing’ or such other status as may be in place from time to time.
This Policy establishes the Procedure and is designed to ensure an appropriate and timely resolution of reports of general disputes.
Guiding Principles
- The guiding principles set out below provide the framework for this Policy.
- Promoting a Safe Sport environment and culture, including the security, safe practices and treatment of individuals with respect, dignity, fairness, and inclusion, in support of our core values,
- Protecting the safety and welfare of all participants through preventative measures, including comprehensive policies and protocols, risk identification and management, education, training, resources and communication and awareness,
- Ensuring and supporting an accessible reporting and resolution process that is confidential, compassionate, fair, comprehensive, transparent and independent; ensures timely resolution; and is without reprisal for general disputes.
Reporting a Dispute
General Disputes may be reported to Goulbourn Skating Club through one of the following methods:
- Leanne Smith (President) [email protected]
- Angela Mitchell (Secretary) [email protected]
Investigation procedure
Upon receipt of a complaint, the board and/or the executive director will inform the parties of the dispute resolution policies and procedures. The investigation committee will gather information and facilitate a meeting between the parties involved. They will then make recommendations for
resolution.
Decisions
The investigation committee will write a report of the findings and recommended actions to be taken by the club to the Board of Directors for a final decision.
Acting in good faith
Anyone reporting a concern must be acting in good faith and have reasonable grounds for believing the information being reported is true and accurate. Any allegations that prove not to be substantiated and prove to have been malicious or intentionally false will be viewed as a serious offense, subject to disciplinary action up to and including expulsion from membership in Goulbourn Skating Club, Skate Ontario and/or Skate Canada.
Confidentiality
Once a general dispute has been reported and until resolved, to protect the interests of all parties, no individual is permitted to disclose either the existence of a complaint or confidential information or records that form part of the negotiation. Goulbourn Skating Club, as applicable, shall be required to maintain the confidentiality of the general dispute, inquiry or record thereof, including contents of meetings, interviews, results of investigations, the discipline and other information only to the extent practical and appropriate. There may be cases that confidentiality is not feasible, including but not limited to, where an immediate temporary suspension of membership or registration is required pending the outcome of the negotiation, early resolution facilitation or mediation.
Timelines
If the circumstances are such that a timely resolution is not possible, Goulbourn Skating Club (depending on the nature of the dispute) may direct that the timelines as outlined in the Procedure be revised.
Records and Distribution of Decisions
Records of all decisions, including all supporting documentation (investigation reports, any corrective action taken, notes, etc.), will be maintained by Goulbourn Skating Club in a secure location.
Board
The Board has overall accountability for the approval and oversight of this Policy to ensure that the Policy is consistent with the strategic direction, objectives and strategic plans of Goulbourn Skating Club
Goulbourn Skating Club President
Leanne Smith [email protected]
Governance / Oversight
This Policy is reviewed and approved at a minimum every 5 years, or sooner if there are legislative or regulatory changes, as part of policy review and validation in accordance with the Policy Management. If the general dispute names Skate Ontario as the party against which the complaint is being filed, the general dispute is to be reported directly to Skate Canada for resolution in cases where there is not a resolution after appropriate discussions with Skate Ontario.
Goulbourn Skating Club Resolution Policy and Procedures for a General Dispute
Receipt of a complaint or dispute
Upon receipt of a complaint, the board and/or the executive director will inform the parties of the dispute resolution policies and procedures for a general dispute. The investigation Committee will gather information and facilitate a meeting between the parties involved. Once a full investigation has been performed, following the process outlined in the accompanying Procedure, a recommendation will be made by the committee whether a violation of this Policy and/or related club/Skate Ontario/Skate Canada policies and procedures has occurred. Following the Disciplinary Policy, the committee will provide a recommendation for what actions, if any, must be taken by one or more of the involved parties. The committee will then provide a detailed report to the board and a final decision will be made.
Upon receipt of a complaint, the board and/or the executive director will inform the parties of the dispute resolution policies and procedures for a general dispute. The investigation Committee will gather information and facilitate a meeting between the parties involved. Once a full investigation has been performed, following the process outlined in the accompanying Procedure, a recommendation will be made by the committee whether a violation of this Policy and/or related club/Skate Ontario/Skate Canada policies and procedures has occurred. Following the Disciplinary Policy, the committee will provide a recommendation for what actions, if any, must be taken by one or more of the involved parties. The committee will then provide a detailed report to the board and a final decision will be made.