Grievance     Policy

 

At Oil City Volleyball Club, we are committed to maintaining respectful communication and a positive, team-centered environment. If a concern arises regarding a coach or the club, please follow the procedures outlined below:

1. Do not approach a coach or board member during a tournament to express complaints or concerns. Please allow a minimum of 24 hours to pass before initiating any communication. This ensures that discussions take place with a clear and respectful mindset.

2. The first violation of this policy will result in a written handout from a coach or board member as a formal reminder and may also result in the athlete being asked not to attend until the issue is addressed.

3. The second violation will require a mandatory meeting with the Board after the 24-hour period. If a practice occurs within that time frame, the athlete will be asked not to attend until the issue is addressed.

4. Board members will not respond to concerns until 24 hours have passed following an incident or complaint.

5. Do not discuss grievances with other parents. Doing so can create unnecessary conflict, harm team morale, and strain relationships between athletes and coaches.

6. Encourage your athlete to speak directly with their coach about their concern (e.g., playing time, an issue during practice or a tournament). This promotes accountability and helps build important communication and life skills.

7. If the concern is not resolved, the parent and athlete may request a meeting with the coach. A board member will attend the meeting to observe and help facilitate the discussion.

8. If further resolution is needed, a formal meeting with the Board will be scheduled. The Board will hear all parties involved and make a final decision if one cannot be reached through discussion.
    

We strongly encourage all concerns to begin with direct communication between the athlete and their coach. Most issues can be resolved through respectful dialogue, transparency, and mutual understanding.