Should an issue arise between a parent and coach, we encourage the coach and parent/player to meet privately to address any issues, and hopefully arrive at a mutually acceptable resolution. A 24-hour cooling off period is strongly recommended prior to this initial meeting. After this meeting has taken place, if a parent/player is still not satisfied with the coach's position, a complaint form can be obtained from your Parent Rep. or a Board Member.
The complaint form, with Sections A & B completed, is mailed or faxed to the 1st Vice-President. The 1st Vice-President has 3 options:
- The 1st Vice-President can determine that the complaint is frivolous, or that a meeting of a grievance committee is unnecessary. There would be no further action other than to report to the Executive at the next regular meeting and advise the parent and the Parent Rep that subject complaint had been duly noted by the Executive and is currently on file with Highlander Secretary.
- The 1st Vice-President may refer the matter directly to Executive in consultation with the President. These complaints would be very serious allegations with legal/moral implications.
- The 1st Vice-President may appoint a three-person committee. One member will be a board member, one member a person with coaching background. and the third, a parent - but not a parent from the team in question. The 1st Vice-President will designate the committee chairperson. In fact, it will be ascertained that a potential committee member can approach their duties with complete neutrality.
The 1st Vice-President will have made a copy of the complaint available to the coach at least 48 hours prior to the committee meeting. The committee meeting will be a meeting of the three appointees, the coach and parent/player. The committee members will not entertain discussion of the particulars of the matter outside the committee meeting. There can be consultation with the 1st Vice-President - but only for matters of procedure, not of recommendation.
If a resolution is agreed to by all parties, the summary, Section C of the complaint form will be completed by the chairperson. The committee meeting can be adjourned with the signature of all parties. The chairperson shall return the original to the 1st Vice-President for distribution to the parties and copied to the Board secretary for filing.
Should an agreed upon resolution not be found, the parent and coach will be excused from further committee discussion by the chairperson. The chairperson shall complete Section D, based on a majority opinion, complete the recommendation section and return to the 1st Vice-President. The coach and parent shall receive copies of the recommendations within seven (7) days of the committee meeting. It is important for all parties to know that the committee can issue only recommendations, not directives.
Whether or not a resolution is reached the final decision and what action, if any, is to be taken shall be at the discretion of the Executive.