Reporting Procedure for Concerns or Complaints

At Johnstown FC, we are committed to maintaining a positive and respectful environment for all players, parents/carers, club officials, and coaches. If anyone feels that they have experienced or witnessed discrimination, observed a matter of concern, or believes that any of the Club’s policies, rules, or code of conduct have been breached, we encourage them to report it to the Club.

Less Serious Concerns

For issues that are considered less serious and can be quickly resolved, a quiet word with the team coach or a club official may be sufficient. The intention here is not to downplay minor concerns but to highlight that some matters can be addressed easily, ensuring everyone’s satisfaction. An example might be a misunderstanding of club policies by a parent or coach, or a case where the policy itself is unclear. Speaking directly with the appropriate person (e.g., the coach) may offer the quickest and simplest solution.

In such cases, the Club expects that the issue will be resolved within one week. If it is not satisfactorily addressed, the concern should be escalated to the Club Chairman for further investigation.

More Serious Concerns

For more serious issues that require significant intervention, a formal process is necessary. These concerns should be reported to any member of the Coaching Staff or a Club Official. They are required to pass the concern on to both the Team Manager and the Club Chairman. The Chairman will then lead an investigation into the matter.

The individual making the complaint (the Complainant) will be asked to provide a written statement to the Chairman, outlining the details of the concern and how they can be contacted. This allows the Club to keep them informed throughout the investigation process.

The Management Committee will review and address the complaint, and may involve members of the General Committee if deemed necessary. The Club will aim to remain in contact with the Complainant, providing an initial acknowledgment of the complaint within 5 working days. A thorough investigation will be completed, and a response will be provided within 20 working days, either with a proposed resolution or outlining further steps.

The Club will assess:

What went wrong and how to correct it

If any injustice has been caused and what remedy would be fair

Whether it is necessary to consult or inform The FA regarding breaches of FA rules or guidelines

Whether any legal obligations require the involvement of statutory authorities

It is essential for the Club to learn from any issues raised and correct mistakes promptly. Investigations will be conducted fairly, openly, and with respect for all involved.

If a complaint has broader implications across the Club, it may require wider discussion within the General Committee. Sensitive matters may also involve confidential handling and guidance from relevant officers, such as the Club Welfare Officer or The FA.

Disciplinary Actions

The Club’s Management Committee has the authority to: a) Remove from membership any individual found to have violated the Club’s policies or code of conduct. b) Suspend membership. c) Issue warnings about future conduct. d) Take any other actions deemed appropriate.

The decision of the Management Committee is final, with no right to appeal or challenge. Within 7 days of the hearing, the Club will provide written reasons for the decision along with copies of the hearing minutes to the individual concerned.

Re-issued October 2024