Eagle Complaint Process
Function of the Committee:
- To mediate any problems between Eagle Team Members, if possible.
- To handle complaints from team members and from non-team members
- To be pro-active if they see an arising dispute, either on Coollist or in tournament rooms, and contact the member(s) and ask if they may be of help or issue a 'cease and desist' e-mail, until a mediation session can be scheduled. The committee member will then e-mail all other members about the event/issue
Procedures for handling complaints:
A. - Between Team Members:
- Consider the seriousness of the problem (is it resolvable)
- Notify the member that is the subject of the complaint and get their side of the story
- Consider all relevant evidence (chats,
e-mails, witnesses, any past
conflicts between the members involved, etc.)
- Try to get the two members to sit down with a Committee Member(s) to see if it can be amicably resolved (amends can be made, apologies extended, etc.)
- Failing an agreeable solution for both members
-- a) Committee Members may determine fault, either individual or shared by the two members involved in the complaint
-- b) Upon that determination, let those members know their options
---- 1) If it is shared fault, the complaint may be dropped if the Committee deems it as not serious or if deemed serious both members may be put on up to 30 days probation or let the members know their options are to resign or go before the full team for a vote on their membership
---- 2) If it is one members fault, if that member is willing to make amends and respect the Committees opinion, the complaint may be dropped, if that member is unwilling to make amends, the Committee may put the member on up to 30 days probation or let the member know their options are to resign or go before the full team for a vote on their membership
B. - Non-Team Member Complaints:
- Whenever a complaint is received from outside the team, all deference and respect must be given to the Eagle member named in the complaint
- That team member shall be notified if a complaint is received and allowed to present their side of the story, if there are extenuating circumstances (ongoing personality conflict with the complainant or simply a grudge being exercised, etc.). If it is determined that there are extenuating circumstances, team loyalty and The Creed demand we support our team member over an outside complaint where fault may be shared, though encouraging the member to try to smooth things over with the complainant, if possible (the grudge may run too deep)
- If it is deemed, or admitted by, the team member that they are at fault, and if the team member is contrite and willing to make amends and makes the proper efforts to correct it, the complaint may be dropped with no action taken
- If the team member is found
responsible and is unwilling to take
corrective action(s) and/or make amends, the committee may impose up to a 30 day
probationary period, or the member will be given the option or resigning or
going before the team for a vote on their membership
Complaint Consideration:
- All complaints should be considered on an individual basis
- The seriousness of the complaint and if it is a repeat offense should be taken into account
- The committee will deem whether old issues are relevant to the current situation and its impact on their recommendations
Procedure for bringing an issue/complaint before the whole team:
1.) Announcement of the vote without any editorial comments
2.) Copy of the complaint filed with no editorial comments
3.) Copy of the defendant's (the person named in the complaint) defense/counter complaint, with no editorial comments. If such a defense does not exist, the opportunity for them to write one should be offered before submitting the above to the full team.
4.) Copy of the chat of the session(s) where the committee tried to resolve the issue
5.) An e-mail of the individual recommendations and findings of the Ruffled Feathers Committee, including dissenting opinions. If they are all in agreement, they can all sign off on one statement.
With the five items above sent to Coollist, the team members will be able to make an informed vote.
The Eagles' Creed should apply to our process and procedure, so that even if it involves the removal of a team member by vote, it treats that team member with the compassion and respect we hold in high regard, all attempts possible should be made to avoid humiliating and hurting the member involved, because if this person is willing to put themselves before the full team for a vote, instead of resigning, it does reflect their desire to remain an Eagle