The procedures listed below provide the requisite guidance for members of The Springfield South County Youth Club (commonly referred to as “SYC”) to file a complaint related to sports operations or to express a concern about an SYC matter (subject to the limitations below).

These procedures do not apply to issues related to the SYC Refund Policy, the SYC Codes of Conduct for Coaches, Players and Spectators, or policies and procedures addressed in SYC sports program guides. Additionally, any complaint related to the categories of discrimination prohibited by the SYC Equal Opportunity (EO) Policy should be reported immediately to either the president of the SYC or the SYC EO officer (by telephone, e-mail or letter). 

Procedures:

1.     Sport-related complaints should first be addressed to the team coach. Using the coach will hopefully resolve the issue at the lowest level possible with the people who are most likely to understand the member’s concerns. The goal is to understand the issue, develop a course of action to solve the problem, and as needed, allow the coach an opportunity to share the lessons learned with others who may have an interest in the matter or can benefit from the solution. Members are encouraged to voice their concerns as soon as practicable after they have a problem. Additionally, the SYC recommends that a member with a problem not involve people who are not affected by the issue.

2.     If the matter cannot be resolved at the coach’s level, then the SYC encourages the member to bring the matter to the attention of the sports director who has responsibility for the affected member’s age group. Members can contact the sport league director directly by e-mail or through the SYC business office. The informal complaint must be initiated within sixty (60) days of completion of the sport’s season. A written decision (via e-mail or letter) will be sent to the member within ten (10) business days after the complaint is received by the SYC business office or the affected sports director.

3.     If the problem cannot be satisfactorily settled with the sport league director, the member may file a complaint with the affected sport commissioner. Members can contact a sport commissioner directly by e-mail or through the SYC business office. This should be done within ten (10) days after the member receives a response from the sports league director who has responsibility for the affected age group, providing the member has made a complaint to the sport league director, or within ninety (90) days from the conclusion of the sport’s season, whichever comes first. The commissioner will send a written decision or opinion (via e-mail or letter) to the member within ten (10) working days after receipt of the complaint.

4.     If the matter is not satisfactorily resolved at the sport commissioner level, the member should submit an appeal to the Office Manager. The Office Manager will forward the appeal to the President to form a committee of 3 board members to investigate the matter. The board members who investigate the problem will send a written decision on the issue to the member within forty-five (45) days after receipt of the complaint.