Reporting protocol and complaints procedure
Reporting Protocol
All members are expected to take action if they encounter inappropriate behavior and/or undesirable conduct (duty to report). This protocol offers protection to the reporter, the victim and the person who displayed the transgressive behaviour or undesirable behavior (perpetrator). The protocol also imposes an obligation to act in the prescribed manner. A complaints procedure can be initiated following a report of inappropriate behavior and/or undesirable conduct. In addition to a duty to report, everyone is also subject to a provisional duty of confidentiality towards third parties.
Reporting Protocol Steps
STEP 1 The reporter(s), victim(s), and perpetrator(s) discuss the undesirable behavior.
STEP 2 If desired, any of the parties involved can discuss the undesirable behavior with a confidential advisor from the club. This can be done by email at vcp@abc-volleybal.nl or in person with Lois van Adrighem or Maurice Joosten.
STEP 3 The confidential advisor primarily advises and supports the reporter(s) and/or victim(s) and, if necessary, engages the board and/or other (external) support. Depending on the severity of the undesirable behavior, the confidential advisor can advise the victim(s) and reporter(s) to initiate a complaints procedure and provide support if desired.
STEP 4 The confidential advisor advises the board whether follow-up action is necessary, such as suspending, deactivating, or expelling the perpetrator(s). Ultimately, the board makes the decision.
Note: If the complaint concerns the confidential counselor or board member, this person will be withheld from information due to a potential conflict of interest, and their role will be terminated or temporarily taken over by another designated person.
Complaints Procedure
Any member, student, staff member, or volunteer who is dissatisfied with a specific situation resulting from the actions of a person directly involved with the association can initiate the complaints procedure. The procedure consists of three parts: receipt, handling, and decision.
Receipt
A complaint can be submitted in writing to the association's confidential counselors via vcp@abc-volleybal.nl and must include a detailed description of the situation that is causing the dissatisfaction. The complaint must also describe what the complainant has done to resolve the situation. Finally, a description of the desired outcome must be provided.
Handling
The complaint will be handled by at least one of the confidential advisors in consultation with the board. The reporter(s) will be informed within one week which persons are responsible for handling the complaint. The complaint will be discussed through a hearing. If necessary, external parties or third parties will also be consulted. All parties involved will be interviewed at least once. A person involved is free to consult with an (external) third party. The confidential advisor and the board will, where necessary, be assisted by the Reporting Point of the Center for Safe Sports Netherlands.
Decision
The board will make a decision no later than two weeks after the final hearing. The reasons for the decision will be explained and communicated within the association. If the decision includes measures to be taken, these will be initiated as soon as possible. The reporter(s) will receive written notification (via email) of the decision and notification that the complaint has been resolved. If the reporter does not agree with the outcome of the procedure, a new complaint can be submitted about it.
