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Disciplinary, Complaints & Appeals 

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Downshire Tennis Club 

Disciplinary, Complaints & Appeals 

On receiving a complaint the Club will appoint a disciplinary committee to resolve problems relating to the conduct of its members.

This complaint should be in writing to the Secretary or Club Safeguarding Officer and should be responded to within 5 working days. 

The committee should consist of a representative from the Management Committee, the Club Safeguarding Officer and ordinary registered members of the club. 

If the complaint involves suspected abuse or a criminal offence the Club Safeguarding Officer/Designated Liaison Person should be consulted and the disciplinary committee disbanded. The statutory authorities will be informed. 

The disciplinary committee will review any relevant paper work and hold any necessary meetings with all parties to proceed with complaints into any incident of suspected misconduct that does not relate to child abuse. It will, as soon as possible, inform the Management Committee of the progress of the disciplinary process. This will be done within 10 working days. 

The disciplinary committee should furnish the individual with the nature of the complaint being made against him/her and afford him/her the opportunity of providing a response either verbally or in writing, but usually at a meeting with the disciplinary committee. 

Written confidential records of all complaints will be safely and confidentially kept. 

Where it is established that an incident of misconduct has taken place, the disciplinary committee should notify the member of any sanction being imposed. The notification will be made in writing, setting out the reasons for the sanction. 

If the member is under 18 years of age, correspondence should be addressed to the parents/ carers. 

If the member against whom the complaint was made is unhappy with the decision of the disciplinary committee s/he will have the right to appeal the decision to an appeals committee (independent of a disciplinary committee). 

Any appeal must be made in writing within 10 days of the decision of the disciplinary committee. 

The chairperson of the appeals committee will be a member of the Management Committee. The appeals committee may consult with the Club Safeguarding Officer or Deputy CSO in relation to issues of child welfare and codes of conduct.

The appeals committee  have the power to confirm, set aside or change any sanction imposed by the disciplinary committee. 

If any party is not satisfied with the outcome the matter can be referred to the Ulster Branch Tennis Ireland. However efforts to resolve the issue at local level should be exhausted before the Branch or indeed the National Governing Body is engaged in attempts to resolve the matter. 

NB. The Disciplinary, Complaints & Appeals procedure above is for Code of Behaviour Breaches as it relates to Safeguarding Children & Young People in tennis.

October 2020