Approved by the Board 6 July 2024
Introduction and Obligations
Bytown Walkers Club de marche (the Club) has a fundamental obligation and responsibility to promote the health, safety and physical and mental well-being of its “participants,” defined as individuals engaged in activities with the Club, including athletes, coaches, officials, volunteers, committee members, parents and guardians, competitors and spectators at events. The Club will abide by the nine policies as laid out by its governing body, Athletics Ontario (AO), in its Safe Sport Policy Manual.
These policies include:
- Code of Conduct
- Children and Vulnerable Adults Policy
- Complaints, Dispute Resolution and Discipline Policy
- Alternative Dispute Resolution Policy
- Appeal Policy
- Event Discipline Procedure
- Screening Policy
- Whistleblower Policy
- Concussion Management
All “participants,” but particularly Club members, Board Directors and coaches, are required to be aware of their responsibilities as outlined in these policies.
Bytown Walkers Club de marche Code of Conduct
Participants have a responsibility to:
- Always comply with Athletics Ontario’s bylaws, policies, procedures, and rules and regulations, beginning with the Code of Conduct.
- Maintain and enhance the dignity and self-esteem of members and other participants by:
- Adhering to the stated Club values;
- Treating each other with the highest standards of respect and integrity;
- Focusing comments appropriately and providing only constructive criticism of participants and the Club;
- Not engaging in making disrespectful, hateful, harmful, disparaging, insulting or otherwise offensive comments about participants or the Club;
- Consistently demonstrating the spirit of sportsmanship, sport leadership, and ethical conduct;
- Acting on behalf of one’s self or others, when appropriate, to correct, prevent and/or report practices that are unjustly discriminatory;
- Consistently treating other participants fairly and reasonably; and
- Adhering to the rules of the sport and the spirit of those rules.
- Respect the leadership of the Technical Director\Coaching Team and support them in their efforts to bring a comprehensive and personalized coaching program to members.
- Refrain from any behaviour that constitutes Abuse, Discrimination, Harassment, or Sexual Harassment, as defined in the AO Code of Conduct. It includes any unwanted physical or verbal behaviour that offends or humiliates. It is behaviour that persists over time, as well as serious one-time incidents. Harassment is defined by the reasonable perceptions of the recipient of the behaviour, not by those of the perpetrator.
- Act swiftly to report or resolve incidents of Abuse, Discrimination, Harassment, or Sexual Harassment to ensure prompt and appropriate resolution.
Complaints Process
Time Limitation
If a person believes that they have been subjected to harassment or a violation of the Club Code of Conduct within the scope of the Club and/or AO Policy, then the person may proceed with a complaint:
1) Within one (1) year after the incident to which the complaint relates; or
2) Within one (1) year after the last incident, if there was a series of incidents.
A person may proceed after the expiry of the time limit if the Club or AO is satisfied that the delay was incurred in good faith and without substantial prejudice to any person affected by the delay.
Harassment Involving Minors
Nothing in this policy supersedes the legal requirements to report child abuse immediately upon knowledge or suspicion of such situations. If the harassment complainant is a minor, the complaint may be brought forward by their parent, legal guardian, or trusted responsible adult. This individual will have the right to act on behalf of the complainant throughout the complaint process including; making a complaint, receiving all notices on behalf of the complainant, and being present at all dealings with the complainant.
If immediate legal action is required, e.g. abuse of youth, notification to the President and the Board of Directors must also be made. If the President is unavailable or implicated, notification must be made to one of the other executives (i.e., Registrar or Treasurer).
Informal Resolution
Every effort should be made to resolve issues at the source. Individuals with a complaint or a concern are encouraged to attempt to address the issue with the other party one-on-one. If the individual is uncomfortable about addressing the issue alone, they can engage a third party to assist in the discussion. This could involve a coach, another member or colleague. This process allows clarifications of misunderstandings or to have the offending individual rectify their behaviour.
If personal efforts of resolution are not possible or successful, participants are encouraged to bring their complaints to the Club Board of Directors by submitting a verbal complaint.
Submitting a Verbal Complaint
Participants who believe they are being harassed should contact the Club President, Coach or another person in a position of authority to discuss the situation. The matter will be referred to the Board of Directors and Technical Director\Coaching Team who will meet jointly to assess the situation and:
- Confirm that an informal resolution has been attempted and if not, the circumstances that prevented that from occurring;
- Determine if the situation requires a further attempt at informal resolution and determine how that is to take place; or
- Advise the complainant of:
- The right to lay a formal complaint when an informal resolution is inappropriate or when an attempt at informal resolution is unsuccessful;
- The right to be represented/advised by a person of choice at any stage in the complaint process;
- The right to withdraw any further action in connection with the complaint at any stage, even though the Club may continue to investigate the complaint;
- The potential consequences of allegations of harassment that are fabricated, frivolous, or vexatious; and
- Any other avenues of recourse including contacting the police or Human Rights Commission.
If the alleged harasser is a Board member or Technical Director/Coaching Team, they will not be part of this process.
If the Board agrees that an initial or further informal approach is required (without the presence of the alleger), the Board will determine the best representative(s) to contact the alleged harasser to discuss the incident and inform them that their behaviour in question is offensive and contrary to Club/AO policy. If this option is used and the behaviour ceases, no further action may be needed.
Submitting a Formal Complaint
Complainants are required to complete the AO Complaint Form at https://athleticsontario.ca/wp-content/uploads/2023/11/AO-Complaint-form-2023.pdf.
The Complaint is to be submitted to the Club President, or alternately the Registrar or Treasurer as Board Executives. It may be submitted electronically or in person in as timely a manner as possible. Do NOT submit this form to Athletics Ontario as indicated in the form.
Assessments Process
The Board of Directors must act in a timely manner to address the Formal Complaint. While the Complaint must be treated with the utmost confidentiality, it may be necessary to communicate to the Club membership or AO to assure or inform them of due process.
Investigation
Upon receiving a formal written complaint, the Board of Directors will investigate the situation in a timely manner, from a neutral perspective. If they do not believe that they are able to, then they will seek the assistance of another third party representative who can. If they require the assistance of another representative(s) to assess the situation, they can do so under the strictest of confidentiality.
An investigation team (of 2-3 people from the Board) will be appointed to determine:
1) The nature of the harassment/incident
2) Whether physical contact was involved
3) Whether it is an isolated incident or an ongoing situation
4) The nature of the relationship between the complainant and the alleged harasser
5) The age of the complainant if dealing with youth
6) Whether the alleged harasser has a previous history of similar behaviour
7) Whether the alleged harasser admits responsibility and a willingness to change
8) If the alleged harasser has retaliated against the complainant.
The investigative team will ensure that all parties involved or witness to the incident(s) are interviewed and that their transcribed accounts are confirmed by the interviewee. A report with recommendations will be made to the Board within one month of the formal complaint. Extensions will be approved by the Board when circumstances require.
Disciplinary Actions
Upon receipt of the Report and Recommendations, the Board of Directors, with advice of the Technical Director/Coaching Team, will work to reach a consensus to determine disciplinary action. In the event that consensus cannot be reached, a two-thirds majority is required to proceed.
If the alleged complaint is found to be valid, disciplinary action and/or corrective measures will be taken. Disciplinary actions may include one or more of the following:
1) A letter of reprimand from the Club
2) Referral to counseling
3) Removal of certain privileges
4) Suspension of accreditation for a specified period of time, done through the jurisdiction of AO
5) Suspension from competition for a specified period of time
6) Removal from the membership, Board, or coaching staff of the Club
Should the investigation find that the harassment did not occur and was fabricated, frivolous, or vexatious, the same disciplinary action may be taken against the complainant.
Elevation of Complaint to Athletics Ontario
If the Club attempts to resolve the issue are unsuccessful, the alleged harasser reoffends, or circumstances warrant an escalation beyond the abilities of the Club, the complaint may be referred to the Athletics Ontario process.
Appeal Procedure
If either party believes the final decision is unfair, it may be appealed under the guidelines of the AO Appeal Process.: https://athleticsontario.ca/wp-content/uploads/2018/11/Dispute-Resolution-Policy-Appendix-C-AOAppeal-Process-Final-10Nov16.pdf
Bytown Walkers Club de marche 