Effective July 1st, 2021
Aldershot Tennis Club
Harassment/Code of Conduct Claim Policy
The Aldershot Tennis Club (ATC) is committed to providing an environment in which all members are treated with respect and dignity. Harassment will not be tolerated from any person in the environment [including club members, employees, contractors, members of the Board and members of the public, as applicable].
Definition of Harassment
The Occupational Health and Safety Act workplace harassment definition is set out below:
“workplace harassment” means,
“workplace sexual harassment” means,
Note 1: The reasonable and proper exercise of board of director’s authority or responsibility does not constitute harassment.
Note 2: Sexual and physical assaults are defined by the Criminal Code and will be dealt with according to that legislation. If you have been assaulted, you should seek assistance immediately and contact the police.
Note 3: Further, and in addition, any member who complains of another member’s violation of ATC rules and code of conduct, may file a complaint.
Time Limit to File a Complaint
A complaint of harassment must be filed within twelve months of the last event of alleged harassment leading to the complaint unless there are extenuating circumstances. The information provided must be as precise and concise as possible. We encourage any complaint to be submitted as soon as reasonable possible to ensure all relevant details of the alleged incident can be captured and dealt with in an expedient manner.
Aldershot Tennis Club
All are encouraged to report any incidents of harassment to the appropriate person.
The President and Vice President will investigate and deal with all complaints or incidents of harassment in a fair, respectful, and timely manner. Information provided about an incident or about a complaint will not be disclosed except as necessary to protect those involved, to investigate the complaint or incident, to take corrective action or as otherwise required by law.
Those mentioned above, are expected to adhere to this policy, and will be held responsible by the Board for not following it. Reporters are not to be penalized or disciplined for reporting an incident or for participating in an investigation involving harassment.
Procedure: Reporting Harassment and Code of Conduct Complaints by Members
Any person involved with the ATC can report incidents or complaints of harassment in writing. When submitting a written complaint, the harassment complaint form should be used (see Complaint Report attached). Anonymous complaints will not be accepted.
An incident or a complaint of harassment should be reported as soon as possible after experiencing or witnessing an incident. This allows the incident to be investigated in a timely manner. This must be done in writing.
Report harassment incident or complaint to the President of the Board (firstname.lastname@example.org)
If the complaint is against the Board President, an external person qualified to conduct a harassment investigation who has knowledge of the relevant harassment laws will be retained to conduct the investigation.
The President and Vice President will ensure that an investigation appropriate in the circumstances is conducted when the club becomes aware of an incident of harassment or receives a complaint of harassment.
The investigation must be completed in a timely manner and generally within 30 days or less unless there are extenuating circumstances (i.e. illness, complex investigation) warranting a longer investigation.
The person(s) conducting the investigation whether internal or external to the ATC will, at a minimum, complete the following:
Within 10 days of the investigation being completed, the individual who allegedly experienced the harassment and the alleged harasser, will be informed in writing of the results of the investigation and any corrective action taken or that will be taken by the investigator(s) to address harassment.
Information about complaints and incidents shall be kept confidential to the extent possible. Information obtained about an incident or complaint of harassment, including identifying information about any individuals involved, will not be disclosed unless disclosure is necessary to investigate the complaint or incident, to take corrective action or otherwise as required by law. All parties should be advised of this obligation.
While the investigation is on-going, the person who has allegedly experienced harassment, the alleged harasser(s) and any witness(es) should not discuss the incident or complaint or the investigation with each other, others or witness(es) unless necessary to obtain advice about their rights. The investigator(s) may discuss the investigation and disclose the incident or complaint-related information only as necessary to conduct the investigation.
Disciplinary or corrective action may be taken up to and including a formal warning, suspension of membership or the termination of any contractual obligations for any violation of this policy.
Outside mediation can be requested and paid for by the defendant should he/she not be satisfied with the outcome. Should the Board lose its’ decision, it will assume the expense of the mediator.
The ATC will keep records of the investigation, a copy of the complaint or details about the incident, including:
Records will be kept confidential, in a safe place, for 1 year.
Harassment Complaint Form
Relevant documents/evidence (Move into complaint form).
Attach any supporting documents, such as emails, handwritten notes, or photographs. Physical evidence, such as vandalized personal belongings, can also be submitted. If you are not able to attach documents and they are relevant to your complaint, please list the documents on the complaint form.
Examples of what constitutes harassment when repeated or one single severe event:
Examples of what does not constitute harassment
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