Complaints & Disciplinary Policy

The Royal Twirling Association (RTA) is committed to handling complaints and disciplinary matters fairly, transparently, and promptly. This policy sets out the process for raising complaints and the procedures for dealing with disciplinary issues.

This policy applies to complaints made by or about any individual associated with the RTA, including dancers, parents and carers, troupe leaders and coaches, officials and volunteers, and spectators. It covers complaints about the conduct of individuals, the organisation of events, and the decisions or actions of the RTA committee.

The RTA encourages individuals to resolve concerns informally wherever possible. In the first instance, you should raise the matter directly with the person concerned (if appropriate) or with your troupe leader. Many issues can be resolved through open and respectful communication.

If a matter cannot be resolved informally, or if the nature of the complaint is serious, a formal complaint may be submitted in writing to the RTA committee at admin@royaltwirlingassociation.co.uk.

A formal complaint should include: your full name and contact details, the date and location of the incident, a clear description of the complaint, the names of any witnesses, any supporting evidence, and the outcome you are seeking.

The RTA will acknowledge receipt of the complaint within 5 working days.

Upon receipt of a formal complaint, the RTA will appoint an investigating officer (a committee member not directly involved in the matter) to investigate the complaint.

The investigation may include interviewing the complainant, the person complained about, and any witnesses; reviewing any documentary or other evidence; and seeking advice from external agencies if necessary.

The investigation will normally be completed within 28 days. If this is not possible, the complainant will be kept informed of the progress.

Following the investigation, the RTA may take one or more of the following actions: no further action (if the complaint is not upheld); informal resolution or mediation; a verbal warning; a written warning; a requirement to apologise; suspension from RTA events for a specified period; permanent exclusion from the RTA; and referral to external authorities (e.g., Police, Local Authority) where appropriate.

The decision will be communicated in writing to both parties within 7 days of the conclusion of the investigation.

Either party may appeal the outcome of a formal complaint by submitting a written appeal to the RTA committee within 14 days of receiving the decision.

The appeal will be considered by a panel of at least two committee members who were not involved in the original investigation. The appeal panel's decision is final.

Complaints relating to safeguarding concerns (child protection, abuse, or neglect) will be handled under the RTA Safeguarding Policy and may be referred directly to the appropriate statutory authorities. These complaints will not be dealt with through the standard complaints process.

All complaints will be handled confidentially. Information will be shared only with those who need to know in order to investigate and resolve the complaint. Both parties are expected to maintain confidentiality throughout the process.

The RTA takes all complaints seriously. However, complaints that are found to be malicious, vexatious, or made in bad faith may themselves be subject to disciplinary action.

This policy will be reviewed annually. The next review date is March 2027.