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Complaint & Resolution Procedure
- Last Updated: August 12, 2026
Rocky Spikes Volleyball Club (RSVC) is committed to providing athletes, parents, guardians, coaches, volunteers and participants with a clear and respectful process for raising concerns.
Whenever appropriate, RSVC encourages concerns to be addressed early, fairly and at the most appropriate level. Some matters may be handled by the club, while others may fall within the jurisdiction of Volleyball BC, an independent reporting body, law enforcement or another appropriate authority.
RAISING A CONCERN
Concerns relating to an RSVC program, communication, administration or participant experience should normally be submitted in writing to: info@rockyspikes.com
Please include enough information for RSVC to understand and review the concern, including relevant dates, individuals involved and a brief description of what occurred.
INFORMAL RESOLUTION
Where appropriate and safe to do so, RSVC may first attempt to resolve a concern through clarification, discussion or another reasonable informal process.
Informal resolution is not required where the concern involves safety, abuse, maltreatment, harassment, discrimination, serious misconduct or another matter that should be formally reported or escalated.
FORMAL CLUB COMPLAINT
Where informal resolution is not appropriate or does not resolve the matter, a written complaint may be reviewed through the club’s formal complaint process.
RSVC may:
- confirm receipt of the complaint;
- request additional information;
- determine whether the matter falls within RSVC’s authority;
- provide relevant individuals with a reasonable opportunity to respond; and
- determine appropriate next steps based on the circumstances.
RSVC will seek to manage complaints fairly, respectfully and as confidentially as reasonably possible.
MATTERS OUTSIDE RSVC JURISDICTION
Some concerns may need to be referred outside the club.
Where a matter relates to conduct, safety, discipline, maltreatment, harassment, discrimination, retaliation, or another issue within a Volleyball BC-sanctioned activity, the applicable Volleyball BC, Volleyball Canada, Safe Sport, or independent reporting and complaint process may apply.
Where a complaint cannot reasonably be resolved through RSVC’s regular process, or where additional independence is appropriate, RSVC may refer the matter to an impartial third-party liaison who is not directly involved in the complaint. The liaison may assist with reviewing the concern, facilitating communication, or recommending appropriate next steps.
Where the matter falls within Volleyball BC’s jurisdiction, RSVC may instead refer or direct the matter to Volleyball BC or its designated independent reporting, discipline, or complaint process.
Concerns involving suspected criminal conduct, immediate danger, child protection concerns, or circumstances requiring emergency intervention should be directed to the appropriate authorities.
SAFE SPORT AND MALTREATMENT CONCERNS
RSVC does not require participants to attempt informal resolution of concerns involving abuse, maltreatment, harassment, discrimination, retaliation or serious safety issues.
Such matters should be reported through the most appropriate Safe Sport or external reporting pathway.
Volleyball BC provides SafeZone as a confidential resource to help participants and club representatives understand reporting options and whether a concern should be handled locally or escalated.
FAIRNESS AND CONFIDENTIALITY
RSVC will seek to provide a fair process appropriate to the nature and seriousness of the concern.
Information will be shared only with individuals who reasonably need it to review, manage or respond to the matter, subject to applicable legal, safety, insurance or sport-governance requirements.
Absolute confidentiality cannot be guaranteed where disclosure is reasonably necessary to address the concern or meet applicable obligations.
NO RETALIATION
RSVC does not support retaliation against an individual who raises a concern or participates in a complaint process in good faith.
Knowingly providing false or misleading information may itself be addressed as a conduct matter.
RECORDS
RSVC may maintain reasonable records relating to complaints, responses and outcomes for administrative, safety, insurance, governance or legal purposes.
Personal information will be handled in accordance with RSVC’s Privacy Policy.
VOLLEYBALL BC PROCESSES
Nothing in this procedure prevents an individual from using a Volleyball BC reporting or complaint process where Volleyball BC has jurisdiction.
Volleyball BC maintains a Discipline and Complaints Policy and provides independent pathways for reporting conduct and safety concerns involving sanctioned activities.
CONTACT
Questions or club-level concerns may be directed to:
Rocky Spikes Volleyball Club (RSVC)
Coquitlam, British Columbia, Canada
Email: info@rockyspikes.com
Website: rockyspikes.com
SAFE SPORT & REPORTING
Learn where to report safety, maltreatment
or serious conduct concerns.
CODE OF CONDUCT
Review the standards of behaviour expected
across RSVC activities.
