Tennis Sydney Formal Complaints Process
Formal complaints by Club Members will be addressed expeditiously and go before the Committee for discussion. The primary aim of the warning process upon a player is not to punish that player. Rather, the main purpose of issuing the warning is to discourage or deter that player, and all other players, from engaging in similar conduct in the future.
The following process is to be followed in order for the Committee to consider a complaint:
1. Letters of complaint should be sent to email@example.com, and not via the Tennis Sydney Facebook page, a Facebook post, or any personal Facebook accounts of committee members. Committee Members will refer the complainant to the correct channel.
2. A formal letter of complaint must be submitted to the Committee for it to be discussed at a Committee meeting. Complaints will only be considered when the author is directly involved in the issue. Verbal, anecdotal and here-say complaints will not be considered.
3. If the complaint is about a Committee Member, that Committee Member may not engage in the discussion or be included in the decision around how to proceed.
4. The Committee will address any complaints at the next available Committee meeting, and a majority vote will be taken as to how to proceed.
5. On all occasions (except when the complaint pertains to the President), the President will reply in writing to the complainant.
Tennis Sydney Formal Warning Process
Formal warnings commence at the First verbal warning stage as outlined below at point 2. Formal warnings should ideally occur in the presence of the President, and one other Committee Member.
All formal warnings (excluding point one – Informal verbal reminder of the code of conduct) must be noted in competition, Sunday Social or tournament reports provided to the Committee.
1. Informal verbal reminder of the code of conduct – an informal conversation with the Member to indicate that the Member has not adhered to the rules of the event (e.g.GLTA tournament rules), or the Tennis Sydney Player Code of Conduct, dated 30/05/2014. The Member is politely asked to follow the rules for the event, or asked to review the Tennis Sydney Player Code of Conduct so they understand the Club’s expectations regarding player conduct, available at http://www.tennissydney.org.au/about-us/codeofconduct
2. First verbal warning – a Committee Member notifies the President and discusses. The President is either present or gives permission to give a first verbal warning, with an explanation of how the Member has contravened the Tennis Sydney Player Code of Conduct.
3. First written warning – President sends offender an email or letter explaining that they have continued to break rules regarding the Tennis Sydney Player Code of Conduct. Letter gives explanation of how the Member has contravened the Tennis Sydney Player Code of Conduct.
4. Final written warning – President sends email or letter explaining that they have continued to break rules regarding the Tennis Sydney Player Code of Conduct, and accordingly any further breach will result in immediate expulsion from the Club.
5. Expulsion from the Club – If, after the full warning process above has been undertaken, a Member who contravenes the Tennis Sydney Player Code of Conduct again will have their Membership revoked and will not be welcome to participate in any Tennis Sydney events for a period of one (1) year from the time their Membership is revoked.