Complaint Handling Policy
These guidelines are intended to inform those who would like to understand how complaints are handled by the LTYA and its associated organizations. Specific details about an individual complaint may vary from these guidelines on a case-by-case and or a sport-by-sport basis.Background
Each of the LTYA sponsored sport leagues and the LTYA Board of Directors is responsible for maintaining a Complaint Review Committee (CRC). These review committees will be chaired by the league's Vice President. The league's Secretary and President will also participate on the review committee. Complaints, constructive criticism, or any notification of a problem should be submitted to the appropriate CRC for review.
Our members are encouraged to try and resolve any and all issues at the lowest levels of the organization prior to submitting a complaint. Issues should be initially discussed with:
It is our sincere hope that any issues arising at an LTYA sanctioned activity can be resolved between those directly involved.Complaint Submission Process
However, if any issue arising at an LTYA sanctioned activity can not be resolved between those directly involved, complaints can be submitted to any sports league official or LTYA Board Member. All officials, their respective e-mail addressed and phone numbers, can be located via the LTYA website. Complaints can be submitted in any of the following areas:
Complaints must be received in writing. Once a complaint is received it will be passed to the respective sport's CRC. A copy of the complaint may then be forwarded to the appropriate league official who will be addressing the issue if they are not on the CRC.
When submitting a complaint please include information about the time, date and location where the incident occurred. If other individuals are involved in the complaint, please include who they are and how they can be reached. Finally, include how and when it would be best for someone to contact you for a follow-up. This follow up information is very important since complaints received will be directed to the lowest appropriate level within the sports organization for review, recommendation and initial investigation and the CRC will need to contact you with the results of their review.Complaint Resolution Timing
All complaints received in writing will be responded to by the appropriate sport league or LTYA official within 10 days of the written complaint being received. This initial response may be given via phone, e-mail or standard mail. Subsequent responses, if needed, will be issued every 10-14 days until the complaint has been resolved. Complaints not resolved with in 30 days of being initially received may be elevated to the LTYA Board of Directors CRC for review.
Please note that not all complaints may be fully resolvable with in the 30 day period. However, the LTYA will make every effort to keep those needed informed should issues go beyond the 30 day period.Possible Outcomes
Complaints that deal with safety issues will be assessed and remedied if possible with the season. Safety issues that require significant monitory expenditures may take longer to resolve.
Complaints about league operations will be reviewed by the individual sport league and may lead to changes during the current season. However, it is more likely any operation changes that take place will not be implemented until the following season.
Complaints that deal with code of conduct issues may result in penalties for the individuals named in the complaint. All penalties as a result of an issued complaint will be in accordance with guidelines given in the code of conduct penalties section of the appropriate sport.Note: Any code of conduct penalties issued by a specific sports board, as determined by the sport's governing board by vote or recommendation, to an individual or group will be reported to the LTYA. These reported penalties and the individuals and groups included in this complaint will be subsequently review and distributed to all LTYA sports boards for reference.
Other miscellaneous complaints will be dealt with on a case by case basis.