Grievance Policy

Grievance Policy

Purpose This Grievance Policy is established to provide a structured and confidential process for SCNA members to raise concerns, complaints, or disputes related to their exhibition environment, treatment, or organizational policies. The policy ensures that grievances are handled fairly, promptly, and in compliance with legal and regulatory requirements.

Scope This policy applies to all paid members, judges, Governing Council and committee members within the organization. It covers grievances related to discrimination, harassment, unfair treatment, and any other club-related concerns, which includes SCNA Sanctioned events or SCNA controlled social media. Non-members may file a grievance against a member, judge, GC or committee members. 

Confidentiality All grievances will be treated with the highest level of confidentiality. Information will only be disclosed on a need-to-know basis to facilitate a fair and thorough resolution. Unauthorized disclosure of grievance details may result in disciplinary action.

Reporting Procedure Individuals who wish to file a grievance should follow these steps: 

• Informal Resolution – If possible, the member should attempt to resolve the issue directly with the involved party.
• Formal Complaint/Grievance – If the issue is not resolved informally, the individual may submit a written grievance to the SCNA clerk, detailing the nature of the complaint, relevant facts, any kind of documents, screenshots and desired resolution. Any grievance received by a member in any governance position should be directed to the Council Clerk.
•  Acknowledgment – The clerk will acknowledge receipt of the grievance within five (5) business days and involve the Governing Council. (See Internal Process)
• Investigation – The Governing Council will decide if the grievance falls within SCNA jurisdiction and if a special committee should be formed. A fair and impartial investigation will be conducted, which may involve interviews, evidence review, and consultations with relevant parties. 
•  Resolution and Response – Upon conclusion of the investigation, the clerk will communicate the findings and any corrective actions to the concerned parties in a timely manner. 

Appeal Process – If the Individual is unsatisfied with the resolution, they may submit an appeal within ten (10) business days for further review by the Governing Council.

Legal Compliance This policy complies with all relevant discrimination laws and regulations. The organization is committed to ensuring that grievance procedures align with applicable legal standards and best practices.

Non-Retaliation Individuals who file grievances in good faith will be protected from retaliation. Any form of retaliation against complainants or witnesses is strictly prohibited and may result in disciplinary action.

Record Keeping All grievance reports and resolutions will be documented and securely stored by the SCNA for a minimum period in compliance with legal and regulatory requirements.

Policy Review This policy will be reviewed periodically to ensure continued relevance and compliance with changing legal and organizational requirements.

For any questions regarding this policy, Individuals may contact the SCNA Clerk. clerk@scnaonline.org

Internal Process

• Clerk or webmaster will prepare a file storage solution for documentation etc. This should occur even if the grievance is not found to “hold weight”. The Clerk will store the original grievance and will summarize Council discussion in this directory, should the matter need to be revisited and referenced in the future. 
• Clerk to present grievance at face value to sitting GC
• GC evaluates grievance to determine only if it falls within the jurisdiction of the SCNA (Is this an SCNA matter?)
• Did it occur in a space SCNA code of conduct is in effect (Social Media, Live show etc.)
• If grievance is found to warrant investigation a committee is formed. (See committee Composition)
• Clerk informs “defendant” of the grievance within three (3) business days of determination to proceed to committee. This communication should come from Clerk email account (cc chairman) and be as neutral as possible
• The email should summarize the grievance
• Request rebuttal, evidence, documentation, etc. 
• Detail that all correspondence should be kept confidential and directed only to the clerk until notified otherwise
• Outreach can be repeated or followed up on social media but all correspondence should be stored in the grievance directory. 

 Committee Composition

• Committee should be comprised of ## total members including one sitting GC member (including ex facto). 
• Committee members must be as impartial as possible. 
• Members should represent as much of the total member area as possible. 
• Sitting Council Chair will be privy to the activities of the Committee from an oversight and advisory role
• Committee members should be willing to agree to oath of confidentiality

Committee Process

• GC appoints Grievance Committee Chair. 
• Chair selects members and confirms member willingness and availability
• Chair/or Council clerk if chair is not a GC member  present the proposed members to the GC for discussion and approval
• Chair creates a meeting space in order to conduct confidential business within the committee and invites Members to join this space. (typically a hidden/private facebook group)
• Members should take an oath of confidentiality and promise to be impartial. 
• Committee member or chair will summarize the grievance and post to the meeting place for discussion. 
• Chair or Council clerk will request any additional information from any named parties or witnesses.  Such information will be stored in the council created file solution. 
• Open discussion and questions occur only in the meeting space
• Findings should be stored in the same directory as a *word/google doc document titled “RECAP – case reference” following this format:
  • Key Points/accusations
  • Materials considered
  • Findings from materials provided:
  • Committee feedback
• Chair/Clerk will share  this recap document with GC for discussion and feedback
• GC may request clarification or additional information. 
• GC will make a final determination
• Clerk will notify parties of resolution 

Grievance summaries may be included in meeting minutes with names/confidential information redacted for public post to membership.