The WVFHC Conflict Resolution Process:
following is the dispute resolution method utilized by West Vancouver Field
Hockey Club when faced with complaints brought forth by members (parents,
players or coaches). It is always the desire of the club to reach a fair and
equitable resolution to the concerns presented to it. The club will only hear
complaints in instances where the parties involved have follow the dispute
resolution steps as described below.
situation develops related to playing, coaching conditions, or perceived
problems of harassment or mistreatment, those who feel they have a valid
complaint must be free to come forward and voice their concerns without fear of
reprisals against them or any player. For this purpose:
- Any complaint made in
good faith will be processed in accordance with this policy. It is a
condition of participation in the club’s activities that all those
involved accept the process and its outcome, or otherwise voluntarily
withdraw from further involvement in the club.
- All complaints will be
treated as privileged and confidential. The complaint and any information
provided by any persons regarding the complaint will not be used except
for the purposes of resolving the dispute.
- A progressive
mechanism will be put into place to quickly deal with any complaint
without interruption of any team activities wherever possible.
The steps to
be followed if any player, coach or parent has a complaint or dispute are outlined
below. The club will NOT hear any complaints which have not been through the
following step by step process. It must be a primary goal of all involved to
ensure that NO player is at any risk of physical or emotional harm of any kind.
Directly to the Involved Party: Approach
the person with whom you have a difficulty, off the field, away from games or
practices at an appropriate time and place. Voice your concerns and attempt to
reach an understanding informally between the persons involved. Particularly
with respect to the younger teams, these meetings should be held away from the
players unless their involvement is necessary.
to your team’s coach or manager: If the matter cannot be resolved between the
parties, contact the coach/team manager and clearly express the concerns that
are outstanding. Team coaches/managers should attempt an informal resolution if
possible and suggest any compromise with a view to allowing team play or
involvement of the player to continue.
Assistance from the Next Level Up: If your problem is not resolved at the first
step, you may contact the Club official directly above the person involved:
e.g., if your concern is with your Coach, you would contact the Age Group
Coordinator for your Division.
for Director Involvement: If you are still not satisfied, ask the Club official
to take your concern to the Directors responsible for your area of concern:
e.g., if your issue is related to junior league, your Age Group Coordinator
will contact the Junior Executive. The Junior Executive will investigate the
situation, and will respond to you in accordance to Club policies and
a Review of the Problem by the Club Ombudsman: If you feel that your concerns
have not been appropriately resolved at the Divisional Executive level, you may
submit a request for a review of the situation by our Club Ombudsperson.
note: Prior to bringing an issue to the Club Ombudsperson, Members are expected to
communicate directly with the Divisional Executive for the area of concern, and
advise the Directors of their intent, and reasons for the review request.
Club Ombudsperson reviews the discussion that has taken place and may bring the
matter to the All-Club Board of Directors, if necessary.
Assistance from the Club Ombudsperson: At any point in the process, you or the
involved Club officials can invite our Club Ombudsperson to assist the process.