Process of Conflict Resolution

Any member(s) with a complaint against another member for an infraction of any bylaw, rule,
policy, procedure or behavioral misconduct may report in writing as outlined below. The
complaint must be filed within 15 days of the incident, infraction or discovery of the alleged
violation.

The board shall have the power to discipline, suspend or terminate membership in the club in
accordance with the policies and procedures set forth in the bylaws and/or club policy
handbook. It is the expectation that the board will make every effort to resolve any conflict or
dispute that occurs between members. All conflicts brought to the board should be handled in
a timely and confidential manner using due process.
All complaints will be submitted in writing to the club president and will contain the following
information. If the club president has a conflict of interest in the matter, the complaint will be
submitted to another club officer.

1. (optional) Name, contact information, U.S. Figure Skating membership number and
signature of the party/parties filing the complaint. Party/parties may remain
anonymous; however, this will affect how the complaint be investigated and how the
outcome will be communicated.

2. Name of the party/parties against whom the complaint is brought.

3. The specific bylaw, rule, policy, procedure or guideline allegedly violated.

4. A statement of the facts surrounding the alleged violation. Include all necessary
information such as date and time, location, specific facts, witnesses and testimony.
What happened, when did it happen, where did it happen, who was involved, and other
information you feel is pertinent to the situation.

5. If you attempted to resolve the matter provide a description of actions taken to resolve
this matter informally. If no state that as well.

6. The desired action or outcome the grievant wishes to be taken to resolve the conflict by
the board.

The club president or club officer who received the complaint will send the complaint to the
Conflict Resolution Committee (‘Committee’) comprised of three unbiased people from within
the club board not related or involved with the alleged incident/infraction. If a member of the
Committee appears related or involved with the alleged allegation, then the president/officer
who received the complaint will appoint another unbiased board/club member to replace
them. The Committee will evaluate the complaint and determine what, if any, further action is
necessary. This determination will be documented and kept with the complaint.

If further action is required, a copy of the complaint will be sent to the person against whom
the complaint has been filed. The parties to the matter will be notified in writing of the names
of the members of the Committee. In the event any party believes that a member of the
Committee has a conflict of interest, an objection can be submitted in writing to the club
president or officer within three days of the notification in writing. The objection will indicate
with specificity the basis of the conflict of interest. The club president or officer shall determine
if the Committee member will be replaced. The decision of the club president or officer is final.
The respondent will have 10 days to respond to the complaint in writing. The review panel will
send a copy of the response to the person filing the complaint (if the complaint was sent
anonymously this will not be possible). Unless the Committee determines otherwise, the
Committee will then schedule a meeting with all parties involved within seven days for a full
investigation in the matter and come to a decision to resolve the complaint.
The Committee will report the findings and recommendations to the club board within seven
days of the last meeting scheduled in the matter. The decision will be presented to the board
who may adopt the recommendation, modify the recommendation or return the matter to the
Committee with directions for further investigation and or for further recommendations by the
review panel. Once the decision is adopted or modified by the board, the outcome is
considered final and will be communicated in writing to both parties within seven days of the
action by the board.