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Grievance Policy

Grievance Policy & Reporting Safe Sport Concerns

Coaches’ responsibilities include:

1. Assessing behavior of swimmers as dictated by our Code of Conduct and all published policies and procedures,

2. Issuing disciplinary action for any swimmer that is determined to have violated that Code of Conduct or any published policy/procedure

a.{will include items from Board approved Athlete Code of Conduct}

3. All disciplinary action is at the coach’s reasonable discretion, and will be issued with regard to:

a. Nature of the misconduct

b. Severity of the misconduct

c. Prior disciplinary actions against swimmer

d. Adverse effect of the misconduct on other swimmers

e. Application of the Code of Conduct

4. Coaches are authorized to take immediate disciplinary action, if appropriate and necessary under the circumstances, to ensure the safety of all swimmers.

Categories of Complaints:

1. Regarding Conduct of Swimmer

2. Regarding  Conduct of an Assistant or Age Group Coach

3. Regarding Conduct of Head Coach

4. Regarding Conduct of any Contract Instructor (fitness trainer, team building activity facilitator, etc)

5. Regarding Conduct of any Board of Director officer

Registering a Grievance:

1. Regarding Conduct of Swimmer - Should a parent or swimmer feel another swimmer’s conduct is inappropriate or violates the Athlete Code of Conduct, the parent/swimmer should discuss these concerns with the coach of the swimmer responsible for the violation (Responsible Coach).  This complaint should be made in person or in writing.

2. Regarding Conduct of an Assistant or Age Group Coach – Should a parent or swimmer feel an Assistant or Age Group Coach’s conduct is inappropriate or in violation of any Club policies or procedures, the parent/swimmer should notify the Head Coach of this violation.  This complaint should be made in person or in writing.

3. Regarding Conduct of Head Coach – Should a parent or swimmer feel the Head Coach’s conduct is inappropriate or violates any Club policies or procedures, the parent/swimmer should notify the President of the Board of Directors of this violation.  This complaint should be made in person or in writing.   If the President is not immediately available, this complaint may be presented to any member of the Board of Directors, with notification made in writing to the President.  This complaint will be subject to review and discussion by the full Board of Directors.

4. Regarding Conduct of Contract Instructor – Should a parent or swimmer feel the Contract Instructor’s conduct is inappropriate or violates any Club policies or procedures, the parent/swimmer should notify the Head Coach of this violation.  The complaint should be made in person or in writing.  This complaint will be subject to review and discussion by the full Board of Directors.

5. Regarding Conduct of any member of the Board of Directors- Should a parent or swimmer feel a Director’s conduct is inappropriate or violates any Club policies or procedures, the parent/swimmer should notify the full Board of Directors and Head Coach of this violation.  The complaint may  be registered by:

a. Presenting a detailed account of the violation at a regularly scheduled Board of Directors meeting;

b. Requesting a special meeting of the Board of Directors by providing notice of this request to the full Board of Directors and Head Coach;

c. Providing a detailed, written account of the violation to all sitting Directors and the Head Coach. 

This complaint will be subject to review and discussion by the full Board of Directors and Head Coach.

Grievance Procedure

1. Any initial conduct review and disciplinary action will be the responsibility of the Responsible Coach, Head Coach or President to whom the complaint was required to be made.  A decision, and/or disciplinary action, will be issued as soon as reasonably possible.

a. If the parent/swimmer registering the complaint feels the Coach’s disciplinary action is insufficient or unsatisfactorily resolves the issue, the parent/swimmer may appeal the decision of the Responsible Coach, in writing, with the Head Coach within 7 days of the initial complaint.  A decision, and/or disciplinary action, will be issued by the Head Coach as soon as reasonably possible.  Failure of the Responsible Coach to address the parent/swimmer concerns in a timely manner is a basis for requesting an appeal.

b. If the parent/swimmer registering the complaint appeals the Responsible Coach’s conduct review and/or disciplinary action and feels the Head Coach’s decision/disciplinary action is insufficient or unsatisfactorily resolves the issue, the parent/swimmer may request a review  of all disciplinary actions and any appeals to the Head Coach by the full Board of Directors.  The parent/swimmer must request this review by:

i. Presenting a detailed account of the violation at a regularly scheduled Board of Directors meeting;

ii. Requesting a special meeting of the Board of Directors by providing notice of this request to the full Board of Directors and Head Coach understanding that the Board of Directors will put good faith effort into scheduling such an emergency meeting in a timely fashion;

iii. Providing a detailed, written account of the violation to all sitting Directors and the Head Coach.

2. The decision of the Board of Directors in regard to any complaint, and any resulting disciplinary action, is final. 

How to deal and report a SafeSport Concern

When making the decision to report a concern you have, it can often feel intimidating and overwhelming. Please use these guidelines to help you on the first step “Where do I report?” Please use the provided links which will additionally help you get in touch with the appropriate people.

 

Please note that this is not an exhaustive list.

 

If you are not sure who to contact with a concern please contact Safe Sport Staff at the National Office. They will be sure to talk through your concern, answer your questions and connect you with the correct people.

 

If your concern deals with any of the following:

      - Sexual Misconduct

      - Sexual Harassment

      - Sexually Explicit/Inappropriate Communication through Social Media

 

Please contact the U.S. Center for Safe Sport to make a report.  Use the online reporting form, call (720) 524-5640, or find more information at www.uscenterforsafesport.org

 

If your concern deals with any of the following:

    -   Criminal Charges

    -   Use, Sale, or Distribution of illegal drugs

    -   Physical Abuse

    -   Inappropriate Touching

    -   Lap Sitting

    -   Coaches sharing hotel rooms with Athletes

    -   Rubdown or Massage performed by coaches

    -   Pictures or video taken in locker rooms or changing areas

 

Please contact Liz Hahn ehahn@usaswimming.org at the National Office or complete the online reporting form. LINK TO ONLINE REPORTING FORM

 

If your concern deals with any of the following:

    -  Fraud

    -  Deception

    -  Recruiting

Please make a report through the Central Zone Board of Review by contacting Patrick Garrett.

 

If your concern deals with any of the following:

    -  Peer to Peer Bullying

    -  Adult to Athlete Bullying

    -  Parent Issues

    -  Violations of team rules and team code of conduct

 

Please file a report to our Club President, Jamie Moreen, or Head Coach, Lucas Baarlaer.  Here is

proposed letter of correspondence provided by USA-Swimming to assist in beginning this process.