Dispute/Grievance Resolution Policy 

Purpose

The Futsal Project is committed to promoting fair play, respect, and positive sportsmanship. This policy outlines how concerns, complaints, and disputes will be reviewed and resolved in a fair and organized manner.

Key Terms

• Complaint: A formal report about unfair treatment, misconduct, or rule violations.
• Complainant: The person submitting the complaint.
• Respondent: The person named in the complaint.
• Review Meeting: Any in-person or virtual meeting held to discuss a complaint.

Oversight Committee

The Futsal Project maintains a Grievance Review Committee to manage and resolve disputes. The Committee works to protect player safety, encourage respect, and maintain a positive playing environment.

Meetings and Decisions

A majority of committee members must be present to make official decisions.

Meetings may take place in person or online.

Members may participate by phone, video call, or written communication.

Decisions are made by majority vote.

Certain fact-finding or mediation efforts may be handled by a single committee member when appropriate.

Conflict of Interest

Any committee member with a personal connection to a dispute must disclose it.
Members with conflicts may be asked to step aside to ensure fairness.

Filing a Complaint

Complaints must be submitted in writing through approved league communication channels.

The complaint must clearly explain the issue and include relevant details or evidence.

The respondent will be notified and given a chance to respond.

Anonymous complaints are generally not accepted unless player safety is at risk.

Privacy and Confidentiality

All grievance-related information will be treated as confidential whenever possible.
Information may be shared when required by law, league policy, or to complete an investigation fairly.

Mediation and Resolution

Whenever possible, The Futsal Project encourages respectful communication and early resolution.
Informal meetings or mediation may be arranged to help resolve disputes before formal action is taken.

Temporary Restrictions

If a situation presents a safety risk or disrupts league operations, the Committee may temporarily limit a person’s participation while a review is ongoing.
These restrictions are short-term and subject to review.

Investigation Process

After a complaint is filed:

The Committee may gather written statements, conduct interviews, and hold hearings.

Parties are expected to cooperate.

If no response is received within a reasonable time, the Committee may proceed.

Outcomes and Discipline

Following the review, the Committee may issue appropriate consequences, including:

• Warnings
• Activity restrictions
• Suspensions
• Removal from the program

Disciplinary actions are determined based on the severity and circumstances of the case.

Written Findings

When appropriate, the Committee will prepare a written summary that may include:

• A brief description of the issue
• Key findings
• Final decision
• Any disciplinary action

This summary may be shared with involved parties and league leadership.

Ongoing Authority

The Futsal Project reserves the right to monitor cases after resolution to ensure:

• Decisions are followed
• No retaliation occurs
• The environment remains safe and respectful