Disciplinary Procedure

Adopted by the Board of Trustees: August 2026
Next review due: August 2027

1. Purpose

Richmond Volleyball is committed to providing a safe, respectful and inclusive environment for all participants.

This procedure sets out how concerns about behaviour or conduct will be addressed in a fair, transparent and proportionate manner, while protecting the wellbeing of members and maintaining the integrity of the club.

The procedure aims to:

  • Promote respect, sportsmanship and positive behaviour
  • Address concerns consistently and fairly
  • Protect the welfare of junior players
  • Support improvement wherever possible

This procedure operates alongside the club’s Code of Conduct, Safeguarding Policy, and the regulations of Volleyball England.

2. Principles of Discipline

All disciplinary matters at Richmond Volleyball will be handled according to the following principles:

  • Fairness – Individuals will be treated fairly and given an opportunity to respond to concerns raised about their behaviour.
  • Proportionality – Any disciplinary action will be proportionate to the seriousness of the behaviour.
  • Consistency – Similar situations will be treated consistently wherever possible.
  • Timeliness – Concerns will be addressed as promptly as reasonably possible.
  • Safeguarding Priority – Where a matter involves the welfare or safety of a child, safeguarding procedures will take priority.
  • Confidentiality – Disciplinary matters will be handled sensitively and information shared only with those who need to be involved.
  • Right to Appeal – Individuals subject to formal disciplinary decisions will have the opportunity to appeal.

3. Scope

This procedure applies to all Richmond Volleyball members and participants, including:

  • Junior players
  • Adult players
  • Coaches and assistant coaches
  • Team managers
  • Volunteers, trustees and committee members
  • Parents and carers of junior players
  • Spectators at club activities

It applies to behaviour:

  • During training sessions
  • During matches or competitions
  • At club events, trips or tours
  • At venues used by the club
  • In club-related communication, including messaging groups, email and social media

4. Raising a Concern

Concerns about behaviour may be raised with a coach, team manager, Division Manager, the Club Welfare Officer, or a committee member.

Concerns may be raised verbally or in writing.  Where a concern involves safeguarding or the welfare of a child, it must be reported directly to the Club Welfare Officer.  Incident reports may be recorded using the club’s Incident Report Form.

5. Standards of Behaviour

All participants are expected to behave in accordance with the club’s values of respect, inclusion and sportsmanship.

Examples of unacceptable behaviour include (but are not limited to):

Player behaviour

  • Disrespect towards teammates, coaches, referees or opponents
  • Persistent disruption during training
  • Bullying, harassment or exclusion
  • Dangerous or reckless behaviour
  • Refusal to follow reasonable instructions from coaches
  • Behaviour that brings the club into disrepute

Parent or spectator behaviour

  • Confronting coaches before, during or after training and matches
  • Aggressive or abusive behaviour towards any individual
  • Sideline coaching that disrupts training or matches
  • Public criticism of players or officials
  • Creating a negative environment for young players

Parent and Carer Conduct

Parents and carers play an important role in supporting a positive environment for young athletes.  Concerns about coaching decisions, playing time or team matters should be raised constructively and at an appropriate time, normally by arranging a conversation outside training sessions or matches.  Confronting coaches during training sessions or immediately after matches should be avoided.

Coach, volunteer or member behaviour

  • Abuse of authority or position
  • Discrimination or harassment
  • Inappropriate communication with players
  • Behaviour that damages the reputation of the club

Communication and Messaging Groups

Communication in team messaging groups, email or social media must reflect the same standards of respect expected at training and matches.  Public criticism of players, coaches, referees or volunteers in club communication channels may be treated as a disciplinary matter.

6. Informal Resolution

Where appropriate, concerns should first be addressed informally.

This may involve:

  • A conversation with the individual
  • A reminder of expected behaviour
  • Agreement on how behaviour will improve

Informal resolution may be managed by:

  • A coach
  • A team manager
  • A Division Manager
  • A committee member

For junior players, parents or carers may be informed where appropriate.

The aim at this stage is education and improvement rather than punishment.

7. Formal Disciplinary Process

Stage 1 – Formal Warning

The individual will be informed in writing of:

  • The concern or allegation
  • Any relevant information available
  • The opportunity to respond

Possible outcomes include:

  • Formal written warning
  • Behaviour expectations or improvement plan
  • Temporary restriction from matches or training

For junior players, parents or carers will normally be informed of any formal disciplinary process.

Stage 2 – Disciplinary Meeting

A Disciplinary Panel will review the matter. The panel will normally consist of at least two club trustees or committee members who are not directly involved in the incident. The Club Welfare Officer will normally be involved where the matter concerns a junior player.

The individual will receive:

  • Written details of the concern
  • Reasonable notice of the meeting
  • Opportunity to present their account

Individuals attending a disciplinary meeting may be accompanied by a parent, carer, or another club member for support.  For junior players, a parent or carer must attend.

Possible outcomes include:

  • Final written warning
  • Temporary suspension from training sessions or matches
  • Removal from a team or squad
  • Suspension from club activities for a defined period
  • Removal from a coaching or volunteer role
  • Termination of club membership

Decisions will be confirmed in writing.

8. Serious Incidents and Precautionary Suspension

Certain incidents may require immediate action without following earlier stages.

Examples include:

  • Physical aggression or violence
  • Abuse of referees, players or volunteers
  • Bullying, harassment or discrimination
  • Safeguarding concerns involving a child
  • Serious misconduct damaging the reputation of the club

In such cases the club may:

  • Impose an immediate temporary suspension from club activities
  • Refer the matter directly to a disciplinary meeting
  • Refer the matter to Volleyball England or relevant authorities where appropriate

Precautionary Suspension

In certain circumstances the club may impose an immediate temporary suspension from training, matches or club activities while a concern is reviewed.  This is a neutral precautionary measure and does not imply guilt or disciplinary sanction.  The suspension will remain in place only as long as reasonably necessary while the matter is reviewed.

Safeguarding

Where a concern relates to the welfare or safety of a child, the matter will be handled in accordance with the club’s Safeguarding Policy and guidance from Volleyball England. The disciplinary process may be paused while safeguarding procedures are followed.

9. Appeals

Individuals may appeal a disciplinary decision.

Appeals must:

  • Be submitted in writing within seven days
  • Clearly explain the grounds for appeal

Appeals may be considered where there is:

  • New relevant information
  • A procedural error
  • Evidence that the sanction was disproportionate

Appeals will normally be reviewed by different committee members where possible. The appeal decision will be final.

10. Confidentiality and Records

All disciplinary matters will be handled confidentially and sensitively.

Records will:

  • Be kept securely
  • Be shared only with relevant club officials
  • Be retained only as long as necessary

Participants are expected to respect the confidentiality of disciplinary matters and not discuss them publicly or on social media. 

11. Commitment to a Positive Club Environment

Richmond Volleyball recognises the important role sport plays in personal development, teamwork and wellbeing.

Where possible, disciplinary processes aim to:

  • Encourage accountability
  • Support learning and improvement
  • Maintain a safe and supportive environment

The club’s priority is always to ensure a positive experience for players of all ages and abilities.