Grievance Policy

Grievance Procedure Concerning an Alleged Breach of Code of Conduct or any other Policies and Procedures defined by the Dalyston Football Netball Club.

The following procedure has been developed by Dalyston Football Netball Club (Dalyston FNC) to ensure complaints against the Club’s Code of Conduct, or other Policies are dealt with in a consistent, respectful manner and the rights of both parties are considered.

A complaint may be reported about an individual or group behaviour informally or formally. It may be about an act, behaviour, omission, situation or decision that someone thinks is unfair, unjustified, unlawful and/or a breach of this policy. 

A complaint should be reported to the Dalyston FNC Secretary, Treasurer, Vice President, or President as the case may be. For the avoidance of doubt, a complaint relating to the Dalyston FNC must be reported to The Victorian Football League. 

Applicability

This Policy applies to all Dalyston Football Netball Club Members, Players, and Officials.

This Policy is to be applied in the situation where a Club Member, Player, and/or Official is wanting to make a complaint, or outline a grievance they may have against;

• another Member, Player, or Official; or
• an external party they deal with in the course of their Club duties as a Member, Player, or Official; or
• a Club policy or procedure.

This policy supersedes all previous policies relating to complaints and grievance management.

Informal Complaint

Self-Resolution

Self-resolution may be appropriate where the alleged perpetrator of a breach of the Code of Conduct is oblivious to the impact of their behaviour towards the complainant. If the complainant feels it is appropriate, they can attempt to resolve the issue directly with the alleged perpetrator, without the assistance of the Dalyston FNC Committee, by speaking directly to the person/s involved and asking them to stop the behaviour immediately. 

Resolve the Complaint Informally 

Informal assistance may be appropriate where the complainant is not sure how to handle the problem and wants to talk confidentially about the problem or the problem continues after the complainant has tried to approach the person/s involved. If this is the case, individual/s should talk with the Dalyston FNC President, Vice President, Treasurer, or Secretary

Informal procedures that may be adopted may include the following: 

1. provide possible options/methods for the complainant to resolve the problem and/or make a referral to an appropriate person to help the complainant resolve the problem. e.g. a mediator. 
2. act as a support person; 
3. privately speak with the alleged offender on behalf of the complainant 
4. inform the relevant government authorities and/or police if required by law to do so

Formal Complaint

Formal procedures may be appropriate where informal procedures have been ineffective, the complaint involves serious and/or criminal allegations or the complainant wishes to make a formal complaint from the outset. 

A formal complaint concerning a coach, club official, player, member, or others affiliated with the Dalyston FNC who has allegedly breached the Code of Conduct must be directed to the Grievance Officer/s.  For Season 2023 the Grievance Officer will be the Club Secretary, Tracy Allan.

All formal complaints concerning a breach of Code of Conduct shall:

1. be in writing
2. identify the person against whom the complaint is made
3. set out specific details of the complaint and provide examples of how they have breached the Code of Conduct or applicable Policy.
4. identify the name and address of the complainant
5. be signed by the complainant

The Grievance Officer will determine whether the complaint is made in the proper form as set out above and comes within the scope of the Code of Conduct policy. If the Grievance Officer determines the complaint does not comply with the above, the complainant will be informed in writing and may submit a corrected complaint.

Both parties involved in a formal complaint have a number of rights and responsibilities which are detailed below:

Notification

Within seven days of the formal complaint being received, the Grievance Officer will provide confirmation of receipt of the complaint to the person against whom the complaint is made.

Investigation

The Grievance Officer will investigate any allegations made by the complainant which may include meeting/contacting them personally or persons who may have witnessed the alleged breach of conduct.

The person the complaint has been made against shall have 7 days to respond to the complaint in writing or in person to the Grievance Officer.

Whilst the investigation is occurring the Grievance Officer may impose conditions and restrictions on both or either party to protect individuals which must be complied with.

Additionally, the Grievance Officer may seek the assistance of a colleague to investigate any allegations or rebuttals made.

NB: Where a complaint relates to an allegation of child abuse, or an alleged crime, the matter will immediately be referred to the police or relevant state government authority.

Determination

The Grievance Officer will consider the complaint and response to determine whether:

• the complaint is to be dismissed or further investigation is required,
• the complaint is upheld, or
• where intervention or disciplinary action is deemed appropriate, make recommendations to the Club Executive, or a grievance panel where established, concerning any sanctions/conditions to be imposed.

All final determinations made by the Grievance Officer and agreed should be confirmed in writing.

Appeal Process

Any appeal to the decision made by the Grievance Officer must be made to the Club Secretary in writing and within five days of the Grievance Officer’s written determination.

Where an appeal is lodged the Secretary will notify the Investigating Grievance Officer and the Club President and/or Vice President, in consultation with Club’s Executive Office bearers, shall appoint an appropriate panel of 3 to hear the complaint.

The Panel is to be made up of impartial persons who have had no prior involvement in the matter or direct relationship with the parties.

The majority decision of the panel will be final.

Any sanctions/conditions recommended by the Grievance Officer will remain in force pending the outcome of an appeal.