LINES OF COMMUNICATION & DISPUTE PROCEDURE
The purpose of this section is to define a procedure for handling internal club matters without recourse to the ASA judicial procedures becoming necessary.
If you have a query concerning your child’s training, progress or squad allocation then ask the coach at the end of the session. Please do not interrupt them during the session.
Financial matters are handled by the treasurer and other questions by the club secretary or a committee member who will point you in the right direction if it falls outside their position.
Minor complaints should be directed to the person involved. If it is more serious or you are not satisfied with the response given please discuss it with a committee member or write to the secretary who will take appropriate action and it may be discussed at committee. You will receive a written response. Finally, if you still feel that the club has failed to address your complaint properly, you can contact the club’s governing body at the ASA West Midland Region, as they have judicial procedures. They will check that the club has acted within its rules and has treated the complaint appropriately. However, this is normally only a resort for very serious malpractice complaints.
There may be occasions when problems arise, e.g. unruly behaviour, whereby immediate action is required, such as temporary suspension or exclusion from a training session or from wider club activities. Coaches and officers of the club have the power to invoke a temporary suspension. All swimmers and members are expected to behave appropriately and in line with the club’s code of conduct.
It is important to note that the club only has the power to legislate for a breach of its own rules and can only suspend a member from its own club activities. The club does not have the power to handle a dispute relating to another club, nor deal with any offences against ASA laws.
The intention of this procedure is to ensure that all parties are fairly treated and everyone concerned has the opportunity to present their case. To summarise:
1st Line Procedure: Try to resolve any dispute or concerns with the person involved whether it be a coach ,team manger or other
member of the club as many probelms are due to misunderstandings.
2nd Line Procedure: If you are unhappy with the response or you feel unable to approach them then voice your concerns to a welfare officer or committee member, whichever is most appropriate and they will advise on the best course of action.
3rd Line Procedure: If you are still unhappy that matters have not been settled or handled satisfactorily, you may present your case in writing to the club secretary. They will then formaly investigate the issue with discussion at committee if appropriate and you will recieve a written reply.
Final Option and appeal process For serious complaints or where you feel your complaint has not been dealt with properly within the rules of the club consult the governing body (ASA West Midland Region). We will provide contact details.However this should only be done where the clubs procedures have already been exhausted.
NOTE: Any communications with Welfare Officers will be assured of strict confidentiality . They act independant of the committee
and the oficers of the club and have separate lines of communication on child protection issues.
The above is subject to the rules of the club
