CLUB POLICIES

1. Purpose
Pemberton Volleyball Club (PVC) believes in open, respectful, and transparent communication
between athletes, coaches, parents, and club staff. Clear communication and fair conflict
resolution are essential to maintaining a positive and professional team environment. These
procedures are aligned with Volleyball BC, Volleyball Canada, and the National Coaching
Certification Program (NCCP) Safe Sport guidelines.

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2. Communication Standards
All communication within PVC should be grounded in respect, professionalism, and the shared
goal of athlete development. Every member of the PVC community—athletes, parents, coaches,
and directors—has a responsibility to maintain positive, solution-focused dialogue.
Expectations:
- Communicate respectfully and constructively at all times.
- Address concerns in person or via appropriate channels, not through social media or public
discussion.
- Maintain confidentiality and privacy when discussing sensitive matters.
- Use professional language and tone when emailing or messaging club representatives.
- Recognize that emotional reactions can cloud judgment; wait 24 hours before initiating
complaint discussions.

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3. Communication Chain of Communication
PVC uses a step-by-step communication process to ensure fairness and efficiency in addressing
questions or concerns. Members are expected to follow the communication chain outlined below
before escalating issues further.
Procedure:
1. Encourage your athlete to speak directly with their coach regarding concerns.
2. If the issue remains unresolved, a parent-coach meeting may be arranged (after 24 hours) by
written email request at: pembertonvolleyball@gmail.com and will be attended by no fewer than
two coaches.
3. If additional support is required, the concern may be brought to the Club Director (Ulla Clark
4. Issues of safety or harassment should be reported immediately to the Club Director or
Volleyball BC Safe Sport Office.

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4. Complaint Submission Process
All formal complaints must be submitted in writing to the Club Director. The written complaint
should include the following details:
- Name(s) of individuals involved.
- Date, time, and location of the incident.
- Description of the concern or incident.
- Steps already taken to resolve the matter.
- Desired outcome or resolution.
Upon receipt of a complaint, the Club Director will:
1. Acknowledge receipt of the complaint within 3 business days.
2. Review the details and, if appropriate, interview involved parties.
3. Maintain confidentiality and impartiality throughout the process.
4. Provide a written response or action plan within 10 business days.

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5. Appeal Process
If a party is not satisfied with the resolution provided by the Club Director, they may file an
appeal with Volleyball BC. Appeals must be submitted in writing within 7 business days of
receiving the decision.
Volleyball BC’s disciplinary and appeal procedures will then apply. The Club Director will
cooperate fully with any review process and provide requested documentation.

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6. Confidentiality & Protection from Retaliation
All communication and complaint resolution processes will be handled confidentially. Only those
directly involved will have access to information pertaining to the case.
PVC strictly prohibits retaliation against anyone who, in good faith, reports misconduct or
participates in a complaint resolution process. Acts of retaliation will result in disciplinary action.

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7. Volleyball BC Safe Sport Contact Information
If an issue involves abuse, harassment, or other Safe Sport concerns, individuals are encouraged
to contact Volleyball BC directly:
Volleyball BC Safe Sport Office
Email: safesport@volleyballbc.org
Phone: 604-291-2007 ext. 225
Website: www.volleyballbc.org/safe-sport

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8. Documentation & Record Keeping
PVC will maintain records of all formal complaints and resolutions in a secure and confidential
manner. Documentation will be retained for a minimum of three years, in compliance with
Volleyball BC’s Safe Sport requirements.