Conflict & Dispute Resolution Policy

Respectful Communication & Fair Process

At Zenith Volleyball Club, we recognize that questions, disagreements, and concerns can arise during the course of a competitive season. Conflict itself is not necessarily negative. When approached with respect, openness, and a genuine desire to find solutions, it can strengthen communication, clarify expectations, and build trust within our Club community.

Our Conflict & Dispute Resolution Policy provides a clear and fair process for addressing concerns while keeping athlete welfare at the centre of every conversation.

Start with Respect

Every concern deserves to be heard, and every person involved deserves to be treated with dignity.

Communication should remain respectful, direct, and solution-focused. Whenever possible, concerns should be addressed at the lowest appropriate level before being escalated, allowing those most directly involved the opportunity to communicate and resolve the issue constructively.

Everyone involved should also have a reasonable opportunity to explain their perspective.

The 24-Hour Rule

Competitive sport can create emotional moments. For this reason, Zenith follows a mandatory 24-Hour Rule for concerns arising from practices, matches, tournaments, playing time, coaching decisions, athlete performance, or similar situations.

Parents, athletes, and coaches are expected to wait at least 24 hours before initiating a formal discussion about these matters.

This period allows emotions to settle and creates space for more thoughtful and productive communication.

The 24-Hour Rule does not apply where there is an immediate concern involving athlete safety or serious misconduct.

Athlete First

For U16 and U17 athletes, volleyball-related concerns should, whenever appropriate, begin with a conversation between the athlete and the coach.

Questions about development, feedback, role expectations, communication, or individual performance are often best addressed directly.

We believe this approach helps athletes develop confidence, maturity, personal responsibility, and the ability to advocate for themselves—skills that extend well beyond the volleyball court.

When Parents Should Become Involved

If a concern remains unresolved, or if the nature of the situation appropriately requires adult involvement, a parent or guardian may request a private conversation with the coach through an approved Club communication channel.

The discussion should remain focused on the athlete concerned and on finding a constructive path forward.

Parents should not use this process to challenge or debate the playing time, lineup position, role, or performance of another athlete.

When Further Support Is Needed

If direct communication with the coach does not resolve the matter, the concern may be referred in writing to Club Administration or the appropriate Board representative.

The communication should clearly explain the concern, the steps already taken to address it, the relevant individuals and circumstances, and the clarification or resolution being sought.

Club Administration may speak with the individuals involved, gather relevant information, review applicable Club policies, and determine whether a meeting or further action is appropriate.

When Immediate Action Is Required

Some concerns should not move through the normal step-by-step process.

Matters involving athlete safety, suspected abuse, harassment, discrimination, bullying, threats, retaliation, serious misconduct, or other significant welfare concerns should be reported promptly to Club Administration.

Where appropriate, the matter may also be referred to the relevant governing organization, independent sport authority, law enforcement, child protection authority, or other appropriate external body.

Athlete safety always takes priority over the normal communication process.

A Fair Process

When Zenith conducts a review, the process will reflect the nature and seriousness of the concern.

Individuals whose conduct is being reviewed will normally be informed of the substance of the concern and given a reasonable opportunity to respond, subject to any safety, privacy, legal, or investigative limitations.

Where a matter presents significant risk, a potential conflict of interest, or requires specialized expertise, the Club may seek independent advice or external assistance.

Depending on the circumstances, a resolution may involve clarification of expectations, facilitated discussion or mediation, a communication or behaviour plan, education or coaching measures, formal disciplinary action, suspension or removal from a Club activity, or referral to an appropriate external organization.

Privacy & Confidentiality

Disputes should be handled with discretion.

Information will be shared only with those who reasonably require it to address the concern, protect participants, administer Club policies, or meet legal obligations.

While Zenith will respect confidentiality whenever reasonably possible, complete confidentiality cannot always be guaranteed where disclosure is necessary to ensure athlete safety, procedural fairness, or legal compliance.

No Retaliation

No athlete, parent, coach, volunteer, or Club member should experience retaliation for raising a concern in good faith, participating honestly in a review, or seeking appropriate assistance.

Retaliation is inconsistent with the values of Zenith Volleyball Club and may itself result in disciplinary action.

Stronger Through Communication

Our goal is not to eliminate disagreement, but to create a culture capable of handling disagreement well.

Respectful communication, athlete self-advocacy, thoughtful listening, and fair process allow concerns to be addressed without undermining the relationships that make a team and a Club strong.

At Zenith, how we resolve challenges is part of how we build excellence.