Dispute Resolution Policy

Stokesley Hockey Club – Dispute Resolution Policy

1. Introduction

1.1
Stokesley Hockey Club is committed to maintaining a respectful, inclusive and positive environment for all members, players, coaches, volunteers, officials, parents and spectators.
1.2
The club recognises that disagreements and disputes may occasionally arise and is committed to resolving concerns:

• Fairly

• Respectfully

• Promptly

• Transparently

• Consistently

1.3
This policy provides a framework for resolving disputes and concerns arising within club activities and relationships.
1.4
The club encourages all individuals to resolve issues informally and constructively wherever possible before progressing to formal procedures.

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2. Scope of the Policy

2.1
This policy applies to disputes involving:

• Club members

• Players

• Coaches

• Volunteers

• Officials and umpires

• Committee members

• Parents and guardians

• Spectators

• Contractors acting on behalf of the club

2.2
This policy applies to disputes arising:

• During matches or training

• At club events

• Through online or social media interactions

• In relation to club governance or operations

• In relation to behaviour affecting the club

2.3
This policy does not replace:

• Safeguarding procedures

• Formal disciplinary procedures

• England Hockey disciplinary regulations

• Criminal or statutory processes

2.4
Where safeguarding concerns or allegations of serious misconduct arise, those matters will be referred immediately to the appropriate safeguarding or disciplinary process.

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3. Principles of Dispute Resolution

3.1
All disputes will be handled:

• Respectfully

• Impartially

• Confidentially where possible

• Without discrimination

• In accordance with club policies and England Hockey guidance

3.2
The club will seek to:

• Promote early resolution

• Encourage open communication

• Minimise escalation

• Protect relationships where possible

• Maintain the welfare of participants

3.3
All parties are expected to:

• Act in good faith

• Communicate respectfully

• Cooperate with resolution processes

• Avoid abusive or threatening behaviour

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4. Types of Disputes

4.1
Examples of disputes that may fall under this policy include:

• Interpersonal disagreements

• Team or selection disputes

• Behavioural concerns

• Communication breakdowns

• Club operational concerns

• Complaints regarding conduct

• Minor breaches of club policies

• Disputes between members, parents or volunteers

4.2
The following matters may require escalation outside this policy:

• Safeguarding concerns

• Discrimination or harassment

• Violence or threats

• Serious misconduct

• Criminal behaviour

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5. Informal Resolution

5.1
Where appropriate, concerns should first be raised informally with:

• The individual involved

• A coach or captain

• Team management

• A committee member

5.2
Informal discussions should aim to:

• Clarify misunderstandings

• Identify solutions

• Restore positive relationships

• Prevent escalation

5.3
Informal resolution may include:

• Facilitated discussion

• Mediation

• Verbal agreement

• Clarification of expectations

5.4
Individuals should avoid:

• Public confrontation

• Aggressive communication

• Social media disputes

• Gossip or personal attacks

 

6. Formal Dispute Resolution

6.1
Where informal resolution is unsuccessful or inappropriate, a formal complaint may be submitted to the Club Committee.
6.2
Formal complaints should:

• Be submitted in writing

• Include relevant details and dates

• Identify the individuals involved

• Explain the nature of the dispute

• Include any supporting evidence where available

6.3
The Club Committee will acknowledge receipt of the complaint as soon as reasonably practicable.

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7. Investigation Process

7.1
The club may:

• Gather information

• Speak with relevant individuals

• Review evidence

• Seek clarification from all parties

7.2
Investigations will be conducted fairly and proportionately.
7.3
All parties will have an opportunity to provide their account of events.
7.4
The club may appoint a small panel or independent individuals to support the investigation where appropriate.

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8. Outcomes and Resolutions

8.1
Possible outcomes may include:

• No further action

• Informal resolution agreement

• Mediation

• Advice or guidance

• Written warning

• Behaviour agreements

• Restrictions on participation

• Referral to disciplinary procedures

8.2
The club will aim to communicate decisions clearly and respectfully.
8.3
The club reserves the right to take action necessary to protect:

• Member welfare

• Safeguarding

• Club reputation

• The integrity of hockey activity

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9. Appeals

9.1
Where an individual believes a decision was:

• Unfair

• Procedurally flawed

• Unreasonable

they may request an appeal.
9.2
Appeals should:

• Be submitted in writing

• Normally be lodged within 14 days of the original decision

• Clearly explain the grounds for appeal

9.3
Appeals may be reviewed by:

• A separate committee panel

• Independent individuals where appropriate

9.4
The outcome of the appeal process shall normally be final within the club process.

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10. Confidentiality

10.1
All disputes and complaints will be handled confidentially wherever reasonably possible.
10.2
Information will only be shared:

• On a need-to-know basis

• Where required by law

• Where safeguarding or welfare concerns arise

10.3
Participants involved in disputes are expected to maintain confidentiality and avoid unnecessary discussion of ongoing matters.

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11. Vexatious or Malicious Complaints

11.1
The club recognises the right of individuals to raise genuine concerns.
11.2
However, deliberately false, malicious or vexatious complaints may themselves result in disciplinary action.

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12. Equality and Respect

12.1
All dispute resolution processes will be conducted in accordance with:

• Equality Act 2010

• Club Equality, Diversity and Inclusion Policy

• Club Safeguarding Policies

• England Hockey regulations

12.2
Discrimination, harassment, bullying or victimisation during dispute processes will not be tolerated.

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13. Record Keeping

13.1
The club may maintain records of disputes and resolutions for:

• Governance purposes

• Safeguarding

• Legal obligations

• Club management

13.2
Records will be handled in accordance with the club Privacy Policy and data protection legislation.

 

14. Relationship with England Hockey

14.1
Where disputes involve matters governed by England Hockey regulations, the club may:

• Refer matters externally

• Seek guidance from England Hockey

• Follow England Hockey disciplinary procedures

14.2
Nothing within this policy prevents matters being referred to England Hockey where appropriate.

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15. Policy Review

15.1
This policy will be reviewed every three years or sooner if:

• England Hockey guidance changes

• Legislation changes

• Club requirements change

15.2
Policy Owner: Stokesley Hockey Club Committee
15.3
Next Review Date: 2028