DISPUTE POLICY

Dispute Policy

At the Borough of Harrow Swimming Club (BHSC), we recognise that disputes may occasionally arise between committee members, parents, swimmers, and coaching staff. Our objective is to ensure that all disputes are handled promptly, fairly, and respectfully to maintain a positive and harmonious environment within the club. This Dispute Policy outlines the procedures for addressing internal disputes, from minor incidents of misbehaviour to more serious grievances, and provides clear steps for resolution.

1. Resolving Minor Disputes

Minor disputes between individuals—such as committee members, parents, and swimmers—can usually be resolved amicably through open communication. We encourage all parties involved to:

• Approach the Situation Calmly: If a dispute arises, individuals should address the matter calmly and respectfully, without making assumptions or reacting emotionally.
• Open Communication: In most cases, a discussion between the individuals involved is sufficient to resolve the issue. We ask that both parties communicate directly, listen to each other’s concerns, and seek a fair resolution.

If the issue involves a swimmer’s behaviour, the Head Coach is empowered to discipline swimmers for minor incidents. The Head Coach will use their discretion to address such matters fairly and consistently, in line with the club’s Poolside Discipline Policy.

2. Seeking Clarification on Disciplinary Actions

The club understands that, on occasion, both swimmers and their parents/carers may feel the need for a fuller explanation following the use of the Discipline Policy. In these cases:

• Requesting Clarification: Parents or swimmers may approach the issuing coach or a committee member to seek a further explanation. However, they should not approach other members of the coaching staff.
• Polite Communication: We remind all parents and swimmers to address staff in a polite and respectful manner when discussing disciplinary matters. Aggressive or impolite behaviour towards staff will not be tolerated and may result in further action.

3. Grievance Procedure

If a swimmer or parent/carer is dissatisfied with the explanation provided regarding a disciplinary matter, they have the right to escalate the issue by following the Club’s Grievance Procedure.

4. Handling More Serious Disputes

For more serious disputes or when a parent/carer or swimmer is dissatisfied with the outcome of the Poolside Discipline Policy, the following formal procedure will apply:

Step 1: Submission of a Written Complaint

• Timeframe: The swimmer or parent/carer must submit a written complaint within 7 days of the incident. This complaint should include full details of the issue, including the actions taken, the individuals involved, and why they are dissatisfied with the outcome.
• Submission: The written complaint should be submitted to the Club Committee.

Step 2: Appointment of an Independent Investigator

• Investigation: Upon receipt of the complaint, the Club Committee will appoint an independent investigator to review the matter. The investigator will be a committee member or coach who is unconnected to the incident or individuals involved to ensure an unbiased assessment.
• Timeframe: The investigator will have 14 days to provide a detailed written response to the swimmer or parent/carer, explaining the findings and any recommendations for resolving the issue.

Step 3: Response to the Written Explanation

• Dissatisfaction with Outcome: If the swimmer or parent/carer is still dissatisfied after receiving the investigator’s written response, they have a further 7 days to submit a formal written complaint to the Club Committee.

Step 4: Review by the Chairperson and Welfare Officer

• Review of the Complaint: Upon receiving the formal written complaint, the Club Chairperson and the Child Welfare Officer will review the matter to determine whether it warrants a full disciplinary hearing.
• Disciplinary Hearing: If deemed necessary, a full disciplinary hearing will be arranged in accordance with Swim England rules and guidelines. This hearing will allow all parties involved to present their case, and an impartial panel will decide on the appropriate course of action.

Step 5: Final Decision

• Final Response: If the Chairperson and Child Welfare Officer conclude that the issue has been satisfactorily addressed and no further action is necessary, they will provide a written response to the swimmer or parent/carer within 10 days of receiving the formal complaint. This response will detail why the club believes the matter is resolved.

5. Right to Appeal

If, after the final written response from the club, the swimmer or parent/carer remains dissatisfied with the outcome, they have the right to appeal to Swim England. The appeal process will be governed by Swim England‘s rules and procedures, and the club will cooperate fully with any external review or investigation.

6. Key Principles of the Dispute Policy

The following key principles apply to all disputes handled by BHSC:

• Fairness: All disputes will be handled in a fair and transparent manner, ensuring that each party has the opportunity to present their case and that decisions are made impartially.
• Respectful Communication: We expect all parties involved in a dispute—whether swimmers, parents, or committee members—to engage in respectful and civil communication throughout the process.
• Confidentiality: All disputes and disciplinary matters will be treated with confidentiality. Only those directly involved in the dispute will have access to the details of the case.
• Timely Resolution: We aim to resolve all disputes in a timely manner, with specific timeframes outlined for each step of the process. Delays will only occur if absolutely necessary and with appropriate communication.

7. Reporting Aggressive Behaviour

We understand that disputes can be stressful, but it is important that all parties maintain civility throughout the process. Any aggressive or inappropriate behaviour towards club staff, committee members, or coaches will not be tolerated. If such behaviour occurs, the club may take additional disciplinary action, which could include the suspension or expulsion of the offending individual from the club.

8. Role of the Welfare Officer

The Club Welfare Officer plays a key role in the dispute resolution process. They are responsible for ensuring that any dispute or disciplinary action involving children or vulnerable individuals is handled in line with safeguarding policies. If any aspect of the dispute relates to child welfare, the Welfare Officer will be involved in reviewing the case and ensuring that all necessary steps are taken to protect the swimmer.

Conclusion

The Borough of Harrow Swimming Club is committed to maintaining a positive and respectful environment for all swimmers, parents, and staff. By following this Dispute Policy, we aim to ensure that all disputes are resolved fairly, promptly, and respectfully. Should you have any questions regarding this policy or wish to raise a concern, please contact the Club Chairperson or Welfare Officer.

If you feel that your concern has not been addressed appropriately by the club, you have the right to escalate the matter to Swim England for further review.