How the Protocol Works
Our Communication Protocol follows a structured, 3-step process designed to resolve concerns at the earliest possible stage. Each step builds on the previous one and ensures that all parties are treated fairly throughout the process.
- Step 1: Direct communication between the athlete and their coach, documented by the coach.
- Step 2: If unresolved, the parent/guardian requests a formal meeting with the coach.
- Step 3: If still unresolved, the parent/guardian files a formal complaint with the club for investigation.
Athlete-to-Coach Communication
The first step is always a direct conversation between the athlete and their coach. Athletes are encouraged to speak with their coach about any concerns they may have regarding coaching, playing time, team dynamics, or any other matter.
The coach will document this communication as part of the protocol. No action is required from the parent at this stage. If the concern is resolved, the process ends here.
Parent-Coach Meeting Request
If the concern was not resolved in Step 1, the parent or guardian may request a formal meeting with the coach. This meeting is an opportunity to discuss the concern in detail and work toward a resolution together.
You will need to confirm that Step 1 has been attempted, describe your concern, and select your preferred meeting format. You may also include witness information if applicable.
Request a Meeting with CoachFormal Complaint
If the concern remains unresolved after Steps 1 and 2, the parent or guardian may file a formal complaint requesting club intervention. This triggers an internal investigation by the Head Coach and a formal response from the Program Director.
You will need to provide details about the nature of your complaint, specific incidents, any supporting evidence, and your desired outcome. A signature is required.
File a Formal ComplaintWhat to Expect
- All submissions are confidential and handled by authorized VEA administrators.
- You will receive a case number upon submission for your records.
- Coaches, witnesses, and parents may be contacted via secure email links to provide additional information.
- The investigation process follows VEA's internal policies and is designed to be fair to all parties.
- You will be informed of the outcome once the process is complete.
Need Help?
If you have questions about the complaint process or need assistance, please don't hesitate to reach out to us.
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