General Dispute and Resolution Procedure
Overview
This General Dispute Reporting and Resolution Procedure (“Procedure”) supports the Hamilton Skating Club’s (“the Club”) commitment to a safe, respectful, inclusive, and professional environment. The Procedure outlines a consistent and fair process for handling general disputes as defined under the Club’s General Dispute Reporting and Resolution Policy (“Policy”).
It ensures individuals can raise concerns without fear of retaliation, and that those concerns are reviewed, investigated, and resolved in a fair, confidential, and timely manner.
Scope
This Procedure applies to all individuals involved in Club-related activities, both on and off the ice. This includes registrants, volunteers, coaches, staff, parents/guardians of skaters (including minors), and participants in events or programs hosted by the Club.
It addresses the process for:
-Initiating and reporting general disputes,
-Assessing complaints,
-Resolving disputes through investigation or alternative measures,
-Communicating decisions and disciplinary action,
-Managing appeals, where applicable.
Reporting Process
General disputes should be reported via email to the appropriate individual, based on the nature of the concern, as outlined in the Organizational Communication Chart:
-Board of Directors: president@hamiltonskating.ca
-Director of Skating: bryce_davison@hotmail.com
-Director of Learn to Skate: canskatedirectorhsc@gmail.com
-Office Administrator: hsc.admin@hamiltonskating.org
The complaint email must include:
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A clear description of the concern and the desired resolution.
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Supporting documentation (e.g., emails, policy references, etc.).
Complaints should be submitted within 30 days of the incident. Complaints received beyond six (6) months of the event may not be accepted unless exceptional circumstances exist, at the discretion of the Board.
Assessment Process
Once a complaint is received, the General Dispute and Resolution Committee (“the Committee”) will assess its eligibility under the Policy. If accepted, the Committee will establish a fair timeline and formally acknowledge receipt within 10 business days. Other involved parties will also be notified that the dispute process has begun.
Resolution Process
The Committee will manage the resolution process, reviewing the submitted complaint and working with the parties toward resolution. Depending on the situation, this process may include:
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Review of documentation
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Interviews with complainants, respondents, and witnesses
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Informal resolution methods (e.g., direct communication, facilitated discussion)
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Formal methods (e.g., mediation, arbitration, or full investigation)
If a resolution is achieved, it will be documented and shared with both parties. All investigation and resolution steps will be recorded in detail.
Upon completion of the investigation, the Committee will submit a report to the Board of Directors outlining the findings and recommendations, including any corrective or disciplinary action.
Knowingly submitting a false or malicious dispute will be treated as a serious violation and may result in disciplinary action.
Decision
The Committee’s findings and recommendations will be shared with all relevant parties. Where a policy breach has occurred, appropriate disciplinary and/or remedial action will follow. Decisions will be communicated within 30 days of the resolution (or up to 60 days from the complaint's acceptance), unless otherwise specified.
Disciplinary Action
Disciplinary actions may include:
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Verbal/written reprimands or warnings
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Probation or suspension of membership privileges
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Restriction or cancellation of participation
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Permanent expulsion from the Club
Remedial actions may include apologies, training, or corrective requirements such as formal counselling or payment of levies.
All decisions and supporting documents will be securely stored by the Club.
Appeals
Appeals are allowed only on procedural grounds as outlined in the Policy. The appellant must demonstrate that:
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The decision exceeded Club authority or jurisdiction;
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Procedures were not properly followed;
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The decision was biased;
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Discretion was improperly used.
The burden of proof lies with the appellant. All confidentiality requirements must be observed during the appeal process.
Appeals may be submitted to:
Skate Ontario
Email: complaints@skateontario.org
Subject Line: Appeal of Decision from Hamilton Skating Club dated DD/MM/YYYY
The Notice of Appeal must include:
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Intent to appeal
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Appellant’s name and address
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Details of the decision and involved parties
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Grounds for the appeal
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Supporting evidence
Appeals must be submitted within 30 days of the Club’s decision.
Further Appeals
Decisions of Skate Ontario may be appealed to Skate Canada, in accordance with Skate Canada’s policies.
