Complaints Procedures

Garscube Harriers Complaints Procedure

This policy describes the procedure for raising a complaint with Garscube Harriers (“the Club”) and sets out how complaints will be investigated and responded to.

 

Who can make a complaint?

Any club member, any member of the public, any other organisation (“the Complainant”).

 

Purpose of this Policy

This policy is designed to provide all Complainants with the opportunity and guidance to raise a complaint. It is designed to settle disputes and potential disciplinary issues quickly and fairly.

 

Policy Objectives

The object of the Complaints Procedure is to ensure overall justice through fair, consistent, impartial and independent decisions in the determination of complaints and potential disciplinary proceedings, if appropriate. The Complaints Procedure also seeks to ensure that decisions are reached in a timely manner for all involved. The purpose of this policy is to explain to members and others how to raise complaints about the Club and how these complaints will be dealt with. The Club adopts the child protection policies of Scottish Athletics and UK Athletics and our complaints procedure for junior members also adheres to these policies.

 

Complaints involving Child Abuse or other Criminal Offences

Complaints of this nature must be referred to the Scottish Athletics welfare team and will be deal with in accordance with Section 8 of the Scottish Athletics Complaints Procedure.

 

Making a complaint

With the exception of Section 5 complaints must be made in writing by email to trusteesecretarygars@gmail.com or by letter. Alternatively, a written complaint may be delivered in person to any of the Charity Trustees or to any member of the General Committee. The written notice of complaint must include:

• The grounds of complaint
• The person or party complained of
• What if anything has been done to resolve the complaint informally, if appropriate
• A list of any witnesses to the matters complained of
• A list of any documents produced in support of the complaint and the relevant documents

 

Complaints about the Secretary to the Charity Trustees should be sent to garscubesecretary@gmail.com

If a complaint relates to interpretation or application of the Club’s constitution or rules, the Club’s decision may possibly be capable of being appealed to Scottish Athletics under the scope of the Scottish Athletics complaints policy.

 

How the Complaint will be dealt with

On receipt of a complaint, it will be at the sole and unfettered discretion of the Club President (“the President”) to decide if a complaint is:

• Investigated further
• A decision made for alternative dispute resolution to be pursued by the parties if applicable
• Rejected and no further action taken
• However, a complaint about the President will be dealt with by the Club Vice President

 

Reaching a Decision

In deciding what to do with a complaint, the President shall be entitled to take into account any issue that they consider relevant and may make any assessment or determination that they consider appropriate including (without limitation) assessing the possible validity of the complaint and whether the complaint is unjust, malicious, vexatious or being unreasonably brought, is unfounded or wholly unfounded.

No person shall complain to the President, make any other protest or otherwise seek to put pressure on the President in relation to the decision to bring, or not bring, a complaint or any other decision made further to Section 7. Acting contrary to this rule may amount to misconduct further to this policy and may result in a complaint.

If the complaint is rejected, the President will be under no obligation to notify the party against whom a complaint was initially made either that a complaint had been made to the Club or that it was rejected.

 

General

The Complainant will receive a written response to either explain the outcome of the complaint or to explain how it is being dealt with.

If an investigation is required the Complainant will receive a further written response from the Investigator to explain the outcome.

 

Investigation

The President may appoint as Investigator any person or organisation that does not have an interest in the case other than a Charity Trustee. The Investigator may be internal or external to the Club.

The Investigator shall be entitled to conduct such investigation into a complaint as the Investigator sees fit and all persons and parties subject to the procedures shall cooperate fully with the same. Failure to co-operate may amount to misconduct.

The Investigator will inform the Complainant that they are dealing with the matter and inform them that the details of the application will be disclosed to the person who is the subject of the complaint (“the Respondent”). They will also inform the Respondent that they are the subject of a complaint, provide an outline of the allegation, identify who made the complaint (but only when the identification of such person is not confidential for safeguarding reasons) and seek a brief response to the complaint. Such response should include a brief factual response to the allegation.

The Investigator will then conduct an investigation that is thorough, proportionate, relevant and fair to all parties. Contact with the Complainant, the Respondent and all witnesses will usually be via telephone or email but may be by face-to-face meetings. The Complainant, the Respondent and any witnesses shall give the Investigator all reasonable assistance, including promptly supplying signed statements if necessary, making themselves available for interview, answering any questions and supplying documentary or other information.

The Investigator shall make a written report which shall include the documentary evidence and a recommendation as to whether the Respondent has a case to answer in relation to a potential disciplinary offence.

The Investigator’s report shall be submitted to the President who shall either confirm the recommendation or arrange for further investigation by the same or a different Investigator.

If the President confirms a recommendation that there is no case to answer, the President shall inform the Complainant and the Respondent accordingly. There shall be no appeal against a decision that there is no case to answer but a case may be re-examined if further evidence is later forthcoming.

If the President confirms a recommendation that there is a case for the Respondent to answer, the Investigator shall then be responsible for presenting the case to a sub group appointed for the purpose.

The President shall thereafter be entitled, at any time to take no further action or recommend that alternative dispute resolution be pursued.

(Updated March 2025)