Managing Complaints/Concerns Procedure

The aim of the Beaconsfield Town Youth FC Complaints and Disciplinary Procedure is to ensure that, where practical, matters are dealt with quickly and members are given every opportunity to improve. Where possible, Beaconsfield Town Youth FC would expect the Team Manager or Coach to try to resolve any minor issues. The process for escalating complaints/concerns is as follows:

Complaint/Concern

1. Complaint/Concern sent to Club Child Welfare Officer or Club Secretary by either email or phone (contact details appendix c)
2. Complaint/Concern formally recorded
3. Where complaint or concern is about the opposition, the opposition Club are notified
4. Initial investigation plan drafted including initial list of witnesses

Communication

1. Where appropriate, relevant parties are notified of complaint/concern
2. This may include: coaches, parents/guardians, spectators, child via a parent/guardian
3. Disciplinary Committee notified

Investigation

1. Evidence to be gathered from witnesses via interviews or written communication
2. Where complaint/concern is about a child (U18), a parent/guardian must be present at all times
3. Where a witness is a child (U18), a parent/guardian must be present at all times
4. If appropriate there will be a formal disciplinary hearing

Disciplinary Committee Review

1. Investigation shared and Committee given opportunity to ask Child Welfare Officer questions
2. If necessary, further investigation may be requested
3. Discussion and agreement of appropriate action with a focus on improvement of behaviour
4. Sanctions will be used where appropriate (see Sanctions/Disciplinary Actions below)

Outcome Communicated

1. Written outcome given to relevant parties
2. Actions and/or sanctions implemented

Appeal

1. Individual is given the opportunity to appeal (see right to appeal below

Sanctions/Disciplinary Actions

The emphasis of the Disciplinary Procedure is, in the first instance, on the improvement of the offending member’s behaviour by working in partnership with them rather than just on imposing sanctions. If sanctions are deemed appropriate, any disciplinary action will be proportionate to the offence and be progressively more serious for repeat offenders.

Level One: Verbal warning

Level Two: Written Warning

Level Three: Final Written Warning

Level Four: Suspension (number of games or weeks)

Level Five: Permanent exclusion from the club

Other sanctions may include:

Mandatory behaviour workshops, or/and a formal apology

Right to Appeal

Individuals have the right to appeal disciplinary decisions. Any appeal must be submitted in writing to the Child Welfare Officer within 7 days of the decision being communicated to the individual. The appeal will be reviewed by Club Chairperson. A decision will be made within 14 days of receiving the appeal.

Record Keeping

All disciplinary matters will be documented and stored securely for future reference, in line with data protection guidelines.