West Wicklow Rugby Football Club Disciplinary and Complaints Policy
Aligned with IRFU Governance Guidelines
1. Purpose
The purpose of this Policy is to provide a fair, transparent and consistent process for handling complaints, disciplinary matters and disputes arising within West Wicklow Rugby Club ("the Club").
The Club is committed to maintaining a safe, inclusive and respectful environment for all members and ensuring that concerns are addressed promptly and in accordance with the principles of natural justice.
Where appropriate, the Club will seek to educate and resolve issues before imposing disciplinary sanctions, provided this is consistent with safeguarding obligations and the seriousness of the matter.
2. scope
This Policy applies to all persons involved in West Wicklow Rugby Club Youth & Mini Rugby, including:
● Youth and Mini players
● Parents and guardians
● Coaches
● Team Managers
● Volunteers
● Committee Members
● Match Officials acting on behalf of the Club
● Spectators attending Club activities where relevant
This Policy applies to all Club activities, whether taking place at Club facilities, away fixtures, tournaments, tours, training sessions or any event organised or sanctioned by the Club.
3. Related Policies and Regulations
This Policy shall be read in conjunction with:
● IRFU Code of Conduct
● IRFU Safeguarding Policy
● IRFU Disciplinary Regulations
● Leinster Rugby Regulations and Competition Rules
● West Wicklow Rugby Club Constitution
● Club Codes of Conduct
● Club Data Protection Policy
Where any conflict exists between this Policy and IRFU or statutory safeguarding requirements, the IRFU or statutory requirements shall take precedence.
4. Principles
All complaints and disciplinary matters will be handled in accordance with the following principles:
● Fairness and impartiality
● Respect for natural justice
● Confidentiality
● Timely resolution
● Respect for all parties
● Protection of children and vulnerable persons
● Compliance with applicable laws and regulations
Individuals subject to a complaint shall be informed of the allegations against them and afforded a reasonable opportunity to respond before a decision is made.
5. Matters Covered By this policy
This Policy applies to complaints concerning:
● Misconduct by members
● Breaches of Club Codes of Conduct
● Bullying or harassment
● Discrimination
● Unsporting behaviour
● Abuse of Club facilities or property
● Social media misconduct
● Behaviour bringing the Club into disrepute
● Disputes between members
6. Matters excluded from this policy
The following matters may require referral to other procedures or authorities and may not be dealt with solely under this Policy:
● Child protection and safeguarding concerns
● Criminal matters
● Competition disciplinary matters governed by Leinster Rugby or the IRFU ● Matters subject to statutory investigation
The Club reserves the right to refer any matter to the appropriate governing body or statutory authority.
Safeguarding
Any concern involving a child or vulnerable person must be reported immediately to the Club Welfare Officer and managed in accordance with IRFU Safeguarding Procedures. No Club disciplinary process shall interfere with or delay safeguarding investigations. Where required, concerns shall be reported to statutory authorities.
7. Making a complaint
Complaints should normally be submitted in writing to the Club Secretary. Complaints should include:
● Name and contact details of the complainant
● Details of the complaint
● Date, time and location of the incident(s)
● Names of any witnesses
● Supporting evidence where available
Anonymous complaints may be considered where the Committee believes there is a significant welfare, safeguarding or reputational concern.
8. Informal Resolution
Where appropriate and proportionate, complaints may first be addressed through informal resolution.
This may include:
● Discussion between the parties
● Mediation
● Intervention by a coach, team manager or committee member
Informal resolution will not be used where:
● Safeguarding concerns arise
● Serious misconduct is alleged
● The Committee determines a formal investigation is required
9. Formal Complaints Procedure
Stage 1 – Receipt of Complaint
The Club Secretary shall acknowledge receipt of a complaint as soon as reasonably practicable and, where possible, normally within seven days.
Stage 2 – Initial Assessment
The Committee (or persons delegated by the Committee - Discipline Officer) shall consider whether:
● the complaint falls within the scope of this Policy;
● immediate safeguarding or welfare action is required;
● the matter may be resolved informally; or
● a formal investigation is required.
Stage 3 – Investigation
Where a formal investigation is necessary, the Committee shall appoint an impartial investigator or, where appropriate, a small panel of impartial individuals who have had no prior involvement in the matter.
The investigator or panel may:
● obtain written statements;
● meet with relevant individuals;
● review any documents, photographs, videos or electronic communications; and ● gather any other information considered necessary to establish the facts. The respondent will be informed of the complaint and given a reasonable opportunity to respond before any decision is made.
Stage 4 – Decision
Having considered all available information, the investigator or panel shall determine whether the complaint is upheld, partially upheld or not upheld.
The decision shall be communicated in writing and, where appropriate, include the reasons for the decision and any disciplinary outcome.
The Club will endeavour to conclude investigations within thirty days where reasonably practicable.
10. Temporary Suspension
Where necessary to protect the welfare of members, safeguard children or vulnerable persons, prevent interference with an investigation, or where continued participation could present a significant risk to the Club or its members, the Committee may impose a temporary suspension while enquiries are ongoing.
A temporary suspension is a neutral safeguarding measure and shall not be regarded as a disciplinary sanction.
11. Disciplinary Outcomes
Where a complaint is upheld, the Committee may impose one or more of the following outcomes, taking account of the seriousness of the conduct, any safeguarding considerations, previous behaviour and any mitigating circumstances:
● Informal guidance or mediation.
● Written warning.
● Requirement to complete appropriate education or training.
● Temporary suspension from training, matches or other Club activities. ● Removal from a coaching, volunteer or committee role.
● Suspension of membership.
● Expulsion from the Club in accordance with the Club Constitution.
The Club is not required to apply these outcomes in sequence and may proceed directly to any outcome where the seriousness of the conduct justifies doing so.
Any disciplinary outcome shall be fair, proportionate and consistent with the principles of natural justice.
12. Appeals
Any individual subject to a disciplinary sanction has the right to appeal. Appeals must:
● Be submitted in writing to the Club Secretary within seven days of the decision.
● State the grounds for the appeal.
Grounds for appeal may include:
● Procedural error.
● New evidence that was not reasonably available during the original investigation.
● A disproportionate disciplinary outcome.
● Actual or perceived bias in the decision-making process.
The appeal shall be heard by one or more impartial Committee members who were not involved in the original decision. Where this is not possible, the Committee may invite an independent person from another rugby club or Leinster Rugby to assist. The person or panel hearing the appeal may:
● Uphold the original decision.
● Modify the disciplinary outcome.
● Refer the matter back for reconsideration.
The decision on appeal shall be final within the Club's internal procedures.
13. Conflicts of Interest
Any person involved in investigating, hearing or deciding a complaint must declare any actual, potential or perceived conflict of interest. Where a conflict exists, that person shall withdraw from the process and be replaced.
14. Confidentiality
All complaints, investigations and disciplinary matters shall be treated confidentially. Information shall only be shared with those who require access in order to fulfil their responsibilities or where disclosure is required by law, safeguarding obligations or governing body regulations.
15. Record Keeping and Data Protection
The Club shall maintain secure records of:
● Complaints received
● Investigations undertaken
● Decisions made
● Appeals lodged and outcomes
All records shall be stored securely and processed in accordance with applicable data protection legislation and Club policies. Records shall be retained only for as long as necessary to meet legal, regulatory and governance requirements.
16. Reporting to External Bodies
The Club reserves the right to notify:
● The Irish Rugby Football Union (IRFU)
● Leinster Rugby
● Statutory authorities
● An Garda Síochána
● The Club's insurers
where required by law, safeguarding obligations, insurance requirements or governing body regulations.
17. Youth members (U18s)
Where a complaint involves a person under 18 years of age:
● The Club Welfare Officer must be informed immediately.
● Parents or guardians shall be informed unless safeguarding procedures require otherwise.
● All meetings and communications shall comply with IRFU Safeguarding requirements.
● The welfare of the child shall be the primary consideration throughout the process.
Nothing in this Policy prevents the Club from complying with its obligations under law, IRFU Regulations or safeguarding requirements, all of which shall take precedence where applicable.
18. Policy Review
This Policy shall be reviewed annually by the Club Committee and updated as required to reflect changes in legislation, IRFU regulations, safeguarding requirements and best governance practice.
Approved:
Review Date: Annually