Member Protection Policy
1. Purpose
Central Highlands Pickleball Club Incorporated (CHP) is committed to providing a safe, respectful, inclusive and welcoming environment for members, visitors, volunteers, coaches, officials and participants.
The purpose of this Member Protection Policy is to establish standards for conduct that may affect the safety, wellbeing, dignity or enjoyment of participants or the proper operation of CHP.
This policy aims to:
Promote respectful and appropriate behaviour.
Protect participants from bullying, harassment, discrimination, abuse and inappropriate conduct.
Provide clear pathways for raising concerns.
Ensure concerns are considered fairly and appropriately.
Protect members, volunteers, coaches, officials and Committee members from unreasonable or inappropriate conduct.
Support a positive and inclusive sporting culture.
Protect children and young people.
Ensure CHP processes operate consistently with the Club's Rules of Association.
2. Scope
This policy applies to:
Members.
Junior members.
Parents and guardians.
Committee members.
Coaches and session managers.
Volunteers.
Tournament Directors.
Referees and officials.
Visitors, guests and spectators.
People representing CHP at external events.
It applies to relevant conduct occurring:
At CHP playing sessions.
At tournaments and competitions.
At interclub events and Rumbles.
During coaching activities.
At Club meetings, functions and social activities.
When representing CHP.
Through CHP communication channels.
Through social media or online platforms where conduct has a material connection with CHP or its members.
In other circumstances where conduct has a material connection with CHP activities.
3. Club Commitment
CHP is committed to providing an environment where people can participate in pickleball without bullying, harassment, discrimination, abuse, intimidation or threatening behaviour.
CHP also recognises that sporting clubs involve people with different personalities, views and opinions.
Disagreement, criticism, competitive disappointment or a difference of opinion does not, by itself, constitute misconduct.
Members are entitled to:
Respectfully disagree.
Raise legitimate concerns.
Question Club decisions appropriately.
Make genuine complaints.
Participate in Club governance in accordance with the Rules of Association.
However, those rights do not justify threatening, abusive, harassing, discriminatory, intimidating or deliberately disruptive conduct.
4. Member Rights
Every CHP member has the right to:
Participate in a safe and respectful environment.
Be treated fairly and with dignity.
Raise legitimate concerns without retaliation.
Have genuine complaints appropriately considered.
Be informed of applicable processes where directly involved.
Have matters handled as confidentially as reasonably practicable.
Receive procedural fairness where an adverse finding may be made against them.
Exercise the rights provided by the CHP Rules of Association.
Nothing in this policy removes or limits a member's rights under the Rules of Association or applicable law.
5. Member Responsibilities
Members are expected to:
Treat others respectfully.
Comply with the CHP Code of Conduct.
Comply with applicable CHP policies.
Follow reasonable directions relating to Club activities.
Respect coaches, Tournament Directors, session managers, referees, officials and volunteers.
Communicate concerns appropriately.
Avoid personal attacks, intimidation, bullying and harassment.
Respect legitimate confidentiality requirements.
Act honestly and in good faith.
Avoid knowingly presenting false information as fact.
Cooperate reasonably with legitimate CHP processes.
Contribute to a positive Club environment.
Members remain subject to the CHP Rules of Association.
6. Unacceptable Conduct
Conduct that may breach this policy includes, but is not limited to:
6.1 Bullying
Repeated unreasonable behaviour directed towards a person or group that creates a risk to their safety, wellbeing or ability to participate.
Examples may include:
Repeated intimidation.
Humiliation.
Deliberate and unreasonable exclusion.
Persistent unreasonable personal criticism.
Threatening or aggressive behaviour.
Misuse of Club processes to target or harass another person.
Reasonable management action, appropriately undertaken, is not bullying merely because a person disagrees with or is unhappy about the decision.
6.2 Harassment
Unwelcome conduct that could reasonably cause a person to feel intimidated, humiliated, seriously offended or distressed.
6.3 Discrimination
Unlawful discrimination, harassment or unreasonable exclusion based upon a protected attribute is not acceptable.
CHP will endeavour to comply with applicable Victorian and Commonwealth anti-discrimination requirements.
6.4 Victimisation or Retaliation
A person must not threaten, intimidate, harass or improperly disadvantage another person because they:
Raised a genuine concern.
Made a complaint in good faith.
Participated honestly in a complaint or disciplinary process.
Provided relevant information.
Assisted another person with a legitimate concern.
6.5 Threatening or Abusive Conduct
Threats, intimidation, aggressive behaviour, serious verbal abuse, personal attacks or conduct that reasonably causes another person to fear for their safety are unacceptable.
6.6 Online Conduct
These standards also apply to Club-related communications through:
Email.
Social media.
Messaging applications.
Discord.
CourtFlow.
Other CHP communication platforms.
Club-related disagreements must not be pursued through harassment, threats, abusive personal attacks or inappropriate disclosure of confidential or private information.
7. Child and Junior Member Protection
CHP is committed to protecting the safety and wellbeing of children and young people.
Adults involved in activities with junior participants must:
Maintain appropriate boundaries.
Comply with applicable Victorian Child Safe Standards.
Comply with CHP child safety policies and procedures.
Comply with applicable Pickleball Victoria and Pickleball Australia requirements.
Take concerns regarding a child's safety seriously.
Report concerns through the appropriate internal or external pathway.
Child safety concerns will not be dealt with solely as ordinary member disputes where external reporting, referral or another mandatory process is required.
8. Raising a Concern
Members are encouraged to raise concerns as early as reasonably practicable.
Where appropriate and safe, an informal discussion may resolve a minor disagreement or misunderstanding.
Informal resolution is not required where the matter involves serious allegations, bullying, harassment, discrimination, child safety, threats, violence or other significant misconduct.
Formal complaints should be made in accordance with the CHP Complaint Handling Process.
The Complaint Handling Process provides an initial pathway for receiving and assessing concerns. It does not replace disciplinary or grievance procedures required by the Rules of Association.
9. Initial Assessment
When a complaint is received, an appropriate CHP representative may conduct an initial assessment to understand:
What is alleged to have occurred.
Who is involved.
Whether there is an immediate safety concern.
Whether further information is required.
Whether the matter falls within CHP's responsibility.
Whether informal resolution is appropriate.
Whether a specific CHP policy applies.
Whether the disciplinary provisions of the Rules of Association may apply.
Whether the grievance procedure in the Rules of Association applies.
Whether the matter should be referred externally.
The initial assessment is not a determination that misconduct has occurred.
CHP may determine that no further action is required where a complaint is unsupported by sufficient information, outside CHP's responsibility, already appropriately resolved or more appropriately dealt with elsewhere.
10. Complaints and Grievances
CHP's Complaint Handling Process provides the general administrative pathway for receiving and initially assessing complaints.
However, where a matter constitutes a grievance under the CHP Rules of Association, the grievance procedure established by those Rules applies.
The Member Protection Policy does not establish an alternative grievance procedure.
Where there is any inconsistency between this policy, the Complaint Handling Process and the Rules of Association, the Rules of Association prevail.
11. Disciplinary Matters
Where CHP proposes formal disciplinary action against a member for conduct that may breach:
The CHP Rules of Association.
This Member Protection Policy.
The CHP Code of Conduct.
Another applicable CHP policy.
the disciplinary procedure contained in the CHP Rules of Association must be followed.
This includes the applicable requirements concerning:
The grounds for disciplinary action.
The disciplinary subcommittee.
Notice to the member.
The opportunity to be heard.
Determination of the matter.
Available disciplinary measures.
Notice of the decision.
Appeal rights.
This policy does not create an alternative disciplinary process.
12. Procedural Fairness
CHP will seek to provide procedural fairness when considering complaints and alleged misconduct.
Where the formal disciplinary procedure under the Rules of Association applies, the requirements of that procedure must be followed.
More generally, CHP will seek to ensure that:
People understand significant allegations made against them.
Relevant parties have an appropriate opportunity to provide information.
Decisions are based upon relevant information.
Material conflicts of interest are appropriately managed.
Outcomes are not predetermined merely because a complaint has been made.
13. Conflicts of Interest
Conflicts of interest must be managed in accordance with the CHP Rules of Association and CHP Conflict of Interest Policy.
Where a Committee member has a material personal interest in a matter, the requirements of the Rules of Association apply.
Nothing in this policy permits CHP to disregard or reduce those requirements.
Where appropriate, CHP may seek independent or external assistance to support a fair process.
14. Immediate Session and Safety Management
CHP must be able to manage immediate behaviour and safety concerns during Club activities.
An authorised coach, session manager, Tournament Director, official or Committee representative may take reasonable action where necessary to:
Protect participants.
Maintain safety.
Prevent serious disruption.
Protect Club or venue property.
Comply with venue requirements.
Maintain the proper operation of a session or event.
Depending upon the circumstances, this may include:
Giving a reasonable direction.
Warning a participant.
Stopping play.
Moving a participant between courts or activities.
Requiring a person to leave a particular session or event.
Contacting a parent or guardian.
Contacting venue management.
Contacting Police or emergency services where necessary.
Such action concerning a particular session or event does not, by itself, constitute suspension or termination of CHP membership.
15. Interim Protective Measures
CHP may take reasonable precautionary measures while a serious matter is being assessed where necessary to protect safety or the proper operation of Club activities.
Measures should be proportionate to the circumstances and may include:
Changes to participation arrangements.
Separating particular participants.
Changes to coaching or volunteering arrangements.
Requiring communication through a nominated representative.
Other reasonable safety arrangements.
Interim measures do not constitute a finding of misconduct.
Where an interim measure would amount to formal suspension of membership rights, CHP must comply with its Rules of Association.
16. Confidentiality
CHP will handle complaints and related matters as confidentially as reasonably practicable.
Information may be shared where reasonably necessary to:
Assess or investigate a matter.
Provide procedural fairness.
Protect someone's safety or wellbeing.
Obtain appropriate advice.
Comply with legal or governing-body requirements.
Implement an appropriate outcome.
Absolute confidentiality cannot be guaranteed.
People involved in a complaint should respect legitimate confidentiality requirements.
Nothing in this provision prevents a person from obtaining appropriate independent advice or making a legitimate report to an external authority.
17. Unreasonable, Repeated or Abusive Conduct
CHP supports the right of members to raise genuine concerns and complaints.
However, Club processes must not be used to harass, intimidate, retaliate against or deliberately overwhelm members or Club volunteers.
CHP may establish reasonable communication boundaries where a person:
Repeatedly raises a matter that has already been appropriately considered.
Continues demanding further action without providing materially new information.
Repeatedly contacts multiple Committee members seeking a different response.
Sends excessive, substantially repetitive, threatening or abusive communications.
Uses complaints or Club processes to target another person.
Refuses to comply with reasonable communication arrangements.
CHP may:
Nominate one point of contact.
Require communications to be consolidated.
Establish reasonable response timeframes.
Require communication to be in writing.
Decline to provide further substantive responses concerning a concluded matter unless materially new information is provided.
These measures do not remove rights available under CHP's Rules of Association or applicable law.
18. Committee and Sporting Decisions
Members may respectfully question or disagree with decisions made by:
The CHP Committee.
Coaches.
Tournament Directors.
Session managers.
Referees.
Officials.
Other authorised representatives.
Disagreement with a decision does not, by itself, constitute misconduct.
However, disagreement does not justify abusive, threatening, harassing or deliberately disruptive behaviour.
Sporting and competition decisions may also be governed by specific event or competition rules.
19. Investigation and Information Gathering
Where information gathering is appropriate before determining the applicable process, CHP may:
Request information from relevant people.
Review relevant Club records.
Review communications voluntarily provided or legitimately available to CHP.
Obtain witness accounts.
Seek external advice.
Information gathering must not be used to bypass a procedure required by the Rules of Association.
Where the matter progresses to formal disciplinary action, the disciplinary procedure in the Rules applies.
20. Possible Outcomes
Depending upon the nature of the matter and the applicable process, outcomes may include:
No further action.
Informal resolution.
Clarification of Club expectations.
Education or guidance.
Mediation where appropriate.
Changes to Club procedures.
Reasonable operational changes to a particular activity.
Referral to an appropriate external organisation.
Formal disciplinary action in accordance with the Rules of Association.
Any formal reprimand, suspension of membership rights or expulsion from CHP must occur in accordance with the Rules of Association.
21. Serious Incidents and External Referral
Where conduct involves an immediate safety risk, suspected child abuse, threats of violence, suspected criminal conduct or another serious matter, CHP may refer the matter to an appropriate external organisation or authority.
This may include:
Victoria Police.
Emergency services.
Child safety authorities.
Pickleball Victoria.
Pickleball Australia.
Sport Integrity Australia.
CHP's insurer.
Legal or professional advisers.
CHP's internal processes do not replace any person's right or legal obligation to report a matter externally.
22. False or Malicious Complaints
Members are encouraged to raise genuine concerns in good faith.
Knowingly making a materially false, malicious or deliberately misleading allegation for an improper purpose may itself constitute misconduct.
A complaint that cannot be substantiated is not, merely because it cannot be established, a false or malicious complaint.
CHP will distinguish between an allegation made genuinely but not established and one deliberately fabricated or made for an improper purpose.
23. Appeals and Review
Where a disciplinary decision is made under the CHP Rules of Association, the appeal rights and procedures contained in those Rules apply.
Where the Rules of Association or an applicable external sporting policy provides another review or appeal mechanism, that mechanism will apply.
This policy does not create an additional appeal process that overrides or duplicates an appeal procedure contained in the Rules of Association.
24. Record Keeping
CHP may maintain appropriate records of:
Formal complaints.
Significant incidents.
Information gathered.
Decisions.
Disciplinary proceedings.
Outcomes.
Records will be stored appropriately and access limited to people who reasonably require the information for legitimate Club, legal, safety or regulatory purposes.
Records will be handled consistently with applicable privacy requirements.
25. Protection From Retaliation
CHP will not tolerate retaliation against a person because they:
Raised a genuine concern in good faith.
Made a genuine complaint.
Provided relevant information honestly.
Participated appropriately in a complaint, grievance or disciplinary process.
Alleged retaliation may itself constitute a breach of CHP policies and, where appropriate, may be considered under the disciplinary provisions of the Rules of Association.
26. Relationship With Other Policies
This policy should be read together with:
CHP Rules of Association.
CHP Code of Conduct.
CHP Complaint Handling Process.
CHP Committee Protection Policy.
CHP Conflict of Interest Policy.
CHP Child Safety policies and procedures.
CHP Membership Policy.
CHP Privacy Policy, where applicable.
CHP Young Athletes in Adult Sessions Policy.
Applicable Pickleball Victoria policies.
Applicable Pickleball Australia policies.
Applicable Sport Integrity Australia policies.
Where a more specific mandatory process applies to a particular matter, that process takes precedence.
27. Relationship With the Rules of Association
This policy operates subject to the Central Highlands Pickleball Club Incorporated Rules of Association and applicable law.
Nothing in this policy is intended to limit, replace or override any right, obligation or procedure established by the Rules of Association or applicable law.
Where there is any inconsistency, the Rules of Association and applicable law prevail.
28. Policy Administration
The CHP Committee is responsible for administering and reviewing this policy.
The policy will be reviewed annually or earlier where required because of:
Legislative or regulatory changes.
Changes to governing-body requirements.
Changes to CHP operations.
Significant incidents.
Lessons arising from complaints or disciplinary matters.
29. Member Acknowledgement
By becoming or remaining a CHP member, members are expected to comply with:
CHP's Rules of Association.
CHP's Code of Conduct.
This Member Protection Policy.
Other applicable CHP policies.
Reasonable directions from authorised CHP representatives.
CHP membership provides members with the rights established by the Rules of Association and opportunities to participate in Club activities.
It does not provide an entitlement to engage in behaviour that compromises the safety, wellbeing or dignity of others or materially disrupts the proper operation of CHP.
Final Principle
CHP exists to provide a fun, inclusive and supportive pickleball community.
Member protection works both ways: people must be able to raise genuine concerns and be protected from inappropriate behaviour, while people who are the subject of allegations must also be treated fairly.
CHP will seek to protect its members and volunteers while ensuring that complaints, grievances and disciplinary matters are handled through the appropriate processes.
Central Highlands Pickleball Club Incorporated (CHP)
Version: 1.1
Effective Date: September 2025
Last Review Date: August 2026
Responsible Body: CHP Committee
Approved by: CHP Committee
Review: Annually or as required