Whitby Girls Hockey Association Complaints Procedure
The WGHA is committed to providing a safe and inclusive environment for all participants. We understand that concerns or complaints may arise from time to time. This Complaints Procedure is designed to ensure that complaints are addressed promptly and fairly.
Please wait 24 hours before attempting to resolve any emotionally charged situations or submitting a formal complaint.
This procedure covers complaints related to any aspect of the WGHA's activities, including but not limited to player safety, coaching, behaviour, discrimination, harassment, or any other matter of concern.
Step 1: Informal Resolution: Speak with the coach, manager, or member
Initially, the member or player (or parent if the child is under the age of 18) should bring their issues or concerns to the coach, manager, or member, and a meeting or discussion should be held.
Step 2: Issue or complaint
If discussing the issue with the coach, manager, or member does not resolve it to everyone's satisfaction, or if the coach, manager, or member fails to respond to the complaint, a formal complaint can be submitted.
Formal Complaint:
To file a formal complaint, the complainant should submit a written complaint to the WGHA using the Complaint Submission Form.
Please note the following: 1) The WGHA cannot guarantee complete confidentiality. The contents of the Complaint Submission Form may be shared in an effort to resolve the complaint. By completing the form, you agree that the WGHA may share some or all of this information in the process of resolving the complaint. 2) Complaints will be addressed according to severity, resources and safety for participants.
Please note complaints are forwarded to our Discipline Committee and not to the board directly.
Review and Investigation:
- Upon receiving the formal complaint, the Discipline Committee will review and determine if an investigation is warranted. If an investigation is warranted, a thorough and impartial investigation will be conducted.
- The Discipline Committee members may interview all relevant parties, gather evidence, and assess the situation to determine an appropriate resolution.
Resolution:
- Once the investigation is complete, the complaints officer will communicate the outcome to the complainant and the parties involved where appropriate.
- Depending on the nature and severity of the complaint, resolutions may include corrective actions, mediation, counseling, or other appropriate measures.
- The WGHA is committed to ensuring the complainant's safety and well-being during the resolution process.
Conclusion:
The WGHA is dedicated to addressing complaints promptly and fairly to maintain a positive and safe environment for all participants. We encourage open communication and respect for all involved parties throughout the complaints procedure.
This procedure will be regularly reviewed and updated to ensure its effectiveness and compliance with applicable laws and regulations.
Complaint Submission Form