Field End Photographic Society Complaints Procedure
If you have a complaint about the conduct of a club member or a visitor’s behaviour at a club event, please follow these steps:
1. Make a record of your concerns using the complaint form
2. Give a copy of the Complaint form to the Chairperson and/or Secretary*. *If the concern is about the conduct of the Chairperson refer your complaint to the Secretary.
3. You will receive email confirmation within 5 working days that your complaint has been received. You may also be contacted to ensure that we have fully understood the complaint.
4. The Chairperson and Secretary will review your complaint and determine if:
– A) The complaint is justified, and it falls within their remit to investigate and resolve. If it isn’t then the reasons why will be stated.
– B) The complaint is upheld it is then that solutions to resolve the issue will be explored.
– C) The complaint is resolvable within the existing rules and regulations.
5. If 4a and 4b apply the Chairperson and/or Secretary will arrange for the complaint to be investigated by a panel of three Committee members.
6. Appropriate action will be taken with the aim to prevent the unwanted behaviour recurring.
7. You will be informed via email or letter of the outcome within 10 days of your complaint being reviewed.
If you are unhappy with the outcome of the complaint:
You have the right to appeal to the Full Committee. Please write to the Full Committee (for the attention of the Secretary) to ask for a review of the decision of your complaint. A new panel of three Committee members will review the outcome of the complaint and their decision will be final. The Secretary will keep a log of the incident for 12 months from the date of complaint closure and if there are no further incidents the log will be deleted.
Policy date: September 2024