Club Discipline Procedure Policy
It is the intention of the Stony Plain Sharks Swim Club (herein known as SPSSC) to run effectively and further progress the spirit of the sport. From time to time, issues arise that have the potential to harm the reputation of a swim club and the sport in general. To that end, a guideline has been devised to best help deal with these issues internally and in doing so minimize any potential damage. Members however, should be aware that these guidelines are secondary to any ASSA Policies/Rules or Provincial/Federal Law.
The SPSSC is committed to providing an environment in which all members are treated with the utmost respect. Irresponsible behaviour can result in severe damage to the integrity of the SPSSC or to the safety of its members. Conduct that violates these values may be subject to disciplinary measures contained in this policy. Since disciplinary measures may be applied, it is only fair to provide members a mechanism so complaints and discipline is dealt with fairly, timely, and affordably.
The SPSSC is committed to providing an environment that is characterized by the value of fairness, integrity, open communication and mutual respect. Participation in SPSSC activities brings with it many benefits and privileges. At the same time, SPSSC members are expected to fulfill certain responsibilities and obligations including, but not limited to, complying with the policies, procedures, rules and regulations set forth in the SPSSC Code of Conduct.
Application of this Policy:
This policy applies to all Members as defined in the Definitions. This Policy only applies to discipline matters that may arise during the course of Stony Plain Swim Club business, activities and events including but not limited to training, activities, events and meetings. Issues of harassment will be dealt with in accordance with the SPSSC Harassment Policy.
Reporting a Complaint:
Any individual may report a complaint following the correct procedure. The complaint, in writing, must be submitted to the President of the SPSSC as soon as possible following the incident(s). Complaints must be as detailed as possible including date, time, location and names of any other witnesses involved. Anonymous complaints will not be accepted but a complainant may request anonymity during the process.
Incident Report Form can be found on the Stony Plain Sharks Website at www.stonyplainsharks.com, under the tab documents
Discipline and Complaints Policy:
If a complaint is determined by the SPSSC Executive to be legitimate, the complaint will be designated as a minor infraction or a major infraction. It will be at the discretion of the SPSSC to determine whether the complaint is to be dealt with as a minor or major infraction. This decision may not be appealed.
If an incident is determined to be a minor infraction, the SPSSC President will inform the reported offender and the matter will be dealt with according to the section relating to minor infractions.
If the incident is determined to be a major infraction, and if the SPSSC determines a hearing is required, the reported offender and the reported offenders parents/guardians will be notified as quickly as possible and the matter will be dealt with according to the section relating to major infractions.
This Policy will not prevent an appropriate person having authority from taking immediate, informal or corrective action in response to behaviours that constitute either a minor or major infraction, provided the individual being disciplined is told the nature of the infraction and has an opportunity to provide information concerning the incident. Further disciplinary measure may be applied in accordance with the procedures set out in this Policy.
Examples of minor infractions include, but are not limited to a single incident of:
All disciplinary situations involving minor infractions will be dealt with by the President of the SPSSC informally within three (3) days of proper notification from the complainant(s), and will be documented, signed and acknowledged by the offender if deemed to be a legitimate offence.
Disciplinary measures for minor infractions, which may be applied singly or in combination, include the following:
Minor infractions that result in discipline will be recorded and maintained by the President of the SPSSC.
Repeated minor infractions may result in further discipline up to and including member dismissal.
Major infractions are instances of misconduct that result or have the potential to result, in harm to other persons or the SPSSC.
Examples of major infractions include, but are not limited to:
Major infractions may be dealt with immediately, if necessary, by SPSSC personnel, provided the individual being disciplined is told the nature of the infractions and has an opportunity to provide information concerning the incident. In such situations, disciplinary measures will be for the durations of the training, program or event only. Further disciplinary measure may be applied but only after review of the matter in accordance with the procedures set out in the Policy. Should the matter be severe enough, all documentation will be sent to ASSA for their review for further discipline through the ASSA Discipline and Complaints Policy.
Within five (5) days of receiving a complaint, the President will review and file the complaint, choose the appropriate discipline and notify the reported offender. Should this matter be deemed more severe, the President will present the issue to the SPSSC Executive who will review the incident and come to a conclusion on the severity of the discipline.
Appeal Panel and Hearing:
A reported offender will have five (5) days from the date of notification of discipline to appeal the discipline handed down. The appeal must contain a clear and concise summary of the grounds for the appeal.
Upon reviewing a request for an appeal, the SPSSC Executive will establish a Special Committee comprised of three (3) members to hear any appeals related to the discipline or actions undertaken as a result of the outcome of the investigation. The Committee will have no significant relationship with the complainant or the respondent; will have no involvement with the reported infraction; and will be free from any other bias or conflict of interest.
The Committee will review the documentation from all parties and schedule an oral hearing as soon as possible (within 10 days) to be held at a neutral location of the Committee’s choice. Through the documentation review and the oral hearing, the Committee will decide within three (3) days whether the individual(s) will be disciplined and the appropriate penalty.
Where the individual acknowledges the facts of the incidents, he or she may waive any hearing and the penalty will stand.
The Committee may apply the following disciplinary measure singly or in combination for any or all infractions:
If the circumstances of the complaint are such that this policy will not allow a timely conclusion or if the circumstances of the complaint are such that the complaint cannot be concluded within the timelines dictated in policy, the Committee may direct that these timelines be revised.