HEAT Conflict Resolution Policy
We recognize it is possible for conflicts to arise between parents, coaches, athletes, or members. We resolve to handle these issues in the spirit of Scripture and according to Matthew 18:15-17. This policy is designed to make you and your child’s experience as enjoyable as possible, minimizing the effects of dissension. Please consider these relevant Scriptural passages: Matthew 22: 36-40; Romans 12:9-18; Ephesians 4:29-32.
All members of HEAT are required to read, initial and adhere to the following steps in conflict resolution:
- First, after a 24 hour “cooling off” period, ask the person for a time when he or she can meet with you privately to discuss a question or concern you have. If the issue is between a varsity player and another party the athlete is encouraged to discuss the issue themselves with them (if they feel comfortable doing so.) If the athlete is under age 18, a parent or guardian should be the one to represent the concern to the other party.
- Spend time in prayer before the meeting asking God to give you both wisdom, self-control, and an attitude of wanting to gain understanding and resolution.
- If resolution is not obtained in the initial one on one meeting, the individual with the concern may choose to submit the concern in writing to the Athletic Director. (If the issue is with the Athletic Director the written statement should be submitted to conflict resolution committee previously appointed by the board.) Do not escalate the issue to the Athletic Director or the Board if the one on one meeting with the parties in conflict has not taken place first.
- The Athletic Director will discuss the written statement of the issue with the individual that is the subject of the complaint or concern. The issue will be documented by the Athletic Director with date of the conflict and the date of the one on one meeting (see step 3 above), and a course of the action that is is to be taken to resolve the issue. The Athletic Director will then communicate the course of action to be taken to the individual(s) who reported the issue.
- If the Athletic Director determines that a meeting would be beneficial between the individuals in conflict, he/she will be present to facilitate the meeting and to document the progress. A group of , individuals will not be involved in this meeting (i.e. Other relatives, friends, non-HEAT members.)
- If the issue can not be resolved by the Athletic Director, the individual who reported the issue may appeal the issue in writing to the conflict resolution committee for final consideration and review. The committee will review the issue and determine what further steps (if needed) should be taken to reach a resolution.
- If the conflict is with the Athletic Director or another Board member on the conflict resolution committee, he/she will recuse themselves from making a decision in the matter. The remaining non-involved Board members will provide oversight and judgment regarding the reported issue. The Board may also appoint an additional independent member (pastor or counselor) as a mediator or reviewer if they find it necessary.
- If there is a member who has multiple complaints against he/she that are re-occurring after having been addressed by the committee involving violation of the HEAT code of conduct, or coach’s or parent’s pledge the Board of Directors will convene a special meeting to review and address the issue to include possible revocation of HEAT membership and participation.
- Decisions on conflict resolution by the committee and or Board of Directors are final and cannot be appealed to any other body.