How to File a Complaint –  Flowchart



Start
⬇️

Do you have a concern or issue?
⬇️

Is anyone in immediate danger or is this a criminal / child safety matter?

  • YES ➜ Contact emergency services or child protection authorities immediately

  • NO ➜ Continue
    ⬇️

Is the issue related to BCCA activities or members?

  • NO ➜ BCCA has no jurisdiction

  • YES ➜ Continue
    ⬇️

Submit a written complaint using the BCCA Complaint Form
⬇️

Review (within 21 days)
⬇️

Decision on Pathway

  • Informal Resolution (mediation, discussion, education)

  • Dismissed (outside jurisdiction or insufficient information)
    ⬇️

If Informal Resolution

  • Resolved ➜ Process ends

  • Not resolved ➜ Escalates to Formal process
    ⬇️

Formal Process (if required)

  • Evidence gathered

  • Parties interviewed
    ⬇️

Decision Issued

  • No breach

  • Corrective action or sanction
    ⬇️

Written Outcome Provided
⬇️

Right to Appeal (within 14 days, limited grounds)
⬇️

Final Decision Issued

End

British Columbia Cornhole Association (BCCA)

Complaint Protocol

1. Purpose

This protocol establishes a fair, transparent, and consistent process for receiving, assessing, investigating, and resolving complaints within the British Columbia Cornhole Association (BCCA). It supports a safe, respectful, and inclusive sport environment across British Columbia while protecting the rights of all parties involved.

2. Scope

This protocol applies to all BCCA members, including athletes, coaches, officials, volunteers, league organizers, staff, contractors, and board members. It addresses complaints related to:

  • Code of Conduct violations

  • Harassment, bullying, discrimination, or abuse

  • Safe Sport / maltreatment concerns

  • Governance or bylaw breaches

  • Conflicts of interest

  • Abuse of authority or misuse of BCCA resources

Criminal matters or child protection concerns must be reported immediately to law enforcement and/or child protection authorities.

3. Guiding Principles

  • Fair Process & Natural Justice – All parties are treated impartially.

  • Confidentiality – Information is limited to those who need to know.

  • Timeliness – Complaints are addressed promptly.

  • Proportionality – Outcomes reflect the seriousness of the issue.

  • No Retaliation – Retaliation against any participant is strictly prohibited.

4. Definitions

  • Complainant: Individual submitting a complaint.

  • Respondent: Individual against whom a complaint is made.

  • Complaint Officer: Person designated by the BCCA Board to manage complaints.

  • Investigator: External neutral investigator appointed when required.

5. Roles & Responsibilities

  • BCCA Board of Directors: Governance oversight, final decisions on serious matters, appeal authority.

  • President / Vice President: Ensures compliance with this protocol.

  • Complaint Officer: Intake, assessment, case management, recommendations.

  • Investigator: Conducts formal investigations when appointed.

6. Submitting a Complaint

  • Complaints must be submitted in writing using the BCCA Complaint Form.

  • Complaints should be filed within 60 days of the incident unless exceptional circumstances exist.

  • Anonymous complaints may be reviewed but may limit available actions.

7. Intake & Initial Assessment (Within 21 Days)

The Complaint Officer will:

  • Acknowledge receipt of the complaint.

  • Confirm BCCA jurisdiction.

  • Assess risk and urgency.

  • Determine the appropriate pathway:

    • Informal resolution

    • Formal investigation

    • Dismissal (with written reasons)

8. Informal Resolution (When Appropriate)

With consent of the parties, informal resolution may include:

  • Facilitated discussion

  • Mediation

  • Education, warning, or corrective direction

If informal resolution fails, the complaint may proceed to a formal investigation.

9. Formal Investigation

  • An Investigator may be appointed for serious, complex, or high-risk complaints.

  • Both parties are informed of allegations and process.

  • Evidence is gathered via interviews and document review.

  • Investigations aim to conclude within 30–45 days, where reasonably possible.

10. Decision & Outcomes

  • Decisions are made on a balance of probabilities.

  • Possible outcomes include:

    • No breach found

    • Educational or corrective measures

    • Written warning

    • Suspension, removal, or membership sanctions

11. Communication of Outcome

  • A written summary of the decision is provided to parties.

  • Confidentiality is maintained at all times.

12. Appeals

  • Appeals must be submitted within 14 days of the decision.

  • Grounds for appeal are limited to:

    • Procedural error

    • New evidence

    • Disproportionate sanction

13. Record Keeping

  • All records are stored securely by BCCA.

  • Retention follows legal and governance requirements.

14. Review

This protocol will be reviewed every 2–3 years or as required.


Complaint form