Grievance Policy and Procedures

The guidelines outlined in this document are basic guidelines and may not cover all the issues that may present themselves over the course of a season. If an incident presents itself that cannot be resolved between the parties involved, the following grievance steps will be taken.

  1. Any person and/or persons wishing to file a grievance must do so via email to the Victor Soccer Club (VSC) Board of Directors within 10 days of the occurrence by sending an email to victorsoccerclubinfo@gmail.com
  2. The VSC Board will notify the person and/or persons involved in the grievance within a 7-day period of receiving the notification.
  3. The VSC Board will then gather the related information, which may include eyewitness accounts, written information, i.e. handbook, registration forms etc., and other such information.
  4. If the VSC Board decides that the incident that initiated the grievance and/or the grievance itself has no merit; they will render their decision immediately. If the VSC Board finds that it warrants further consideration, the following steps will be initiated in a timely matter.
    1. The Board will appoint a Grievance Committee that will consist of at least 3 VSC members that are not involved in the grievance. The Grievance Committee will notify all the parties involved 3 days in advance of a date to hear the grievance.
    2. All persons wishing to address the Committee, either for or against the grievance, shall notify the committee that they would like to be put on the hearing agenda within 2 days of the notification.
    3. Each person will be allotted 10 minutes to address the committee. If any person cannot attend, they will be allowed to submit in writing their response to the grievance.
    4. The Grievance Committee will meet separately to consider the grievance and render their decision.
  5. All parties will be notified by either a follow up meeting or email as to the committee’s decision. The decision will be final. The committee will inform the VSC Board of the decision and it will be noted in the minutes of the next board meeting.
  6. If the decision of the Grievance Committee determines that probation or suspension from the VSC is warranted, then the Board will take into consideration the period of probation or suspension recommended by the committee and implement the decision. The decision may also include follow-up meetings and/or observations as to the probation period, before the incident is resolved, and reinstatement has occurred.

Tips for writing a grievance letter:

  •         Highlight all the relevant details to make the investigation easier. You can include details such as time, date, witness and supporting documents if available.
  •         Avoid using vulgar language when referring to your colleagues. Though you are instituting a complaint, use a polite tone.
  •         Mention any prior resolution attempts that might have failed
  •         Take immediate action. Do not wait for ages to launch your complaint. Necessary details and evidence might fade away with time.
  •         If the case has influenced your productivity or health, this information should appear in the letter.
  •         You can suggest a workable solution to the grievance
  •         Rely on facts when writing the grievance letter. You can‘t use accusations or allegations as evidence for the claim.