The Board of Education and/or the administration may involve themselves in dealing with complaints / concerns if deemed appropriate at any step in the procedure indicated.
Conflict is almost inevitable when working with passionate, highly focused and dedicated people. While good communications and clear guidelines will help limit conflict, there must be clear protocols in place to deal with conflict when it arises.
The following steps should be followed when a concern is voiced. Our goal should be to resolve conflict at the lowest intervention level possible, but do not hesitate to follow the entire process if necessary. It is always wise to keep the Activities Director aware of any conflicts that are being handled in your program, no matter what level the intervention is at currently.
Steps in Resolution of Conflict:
Parents and coaches are strongly encouraged to maintain open lines of communication. A procedure has been developed for the purposes of establishing and maintaining the lines of communication between the school, parents/guardians and students, for the resolution of concerns related to the activities program.
The below steps are designed as protocol to follow until resolution is reached. If an issue rises to step 3 or above, it is to be guided back to step 1. A majority of issues are solved at the first step if allowed to occur.
Step 1 Coach/Student: The student and the coach/advisor will meet to discuss the issue. The goal of this meeting is to bring closure to the concern. This meeting should occur within five days of the incident.
Step 2 Coach/Student/Parent: The parent and student should schedule a meeting with the coach/advisor within five school days of incident or within five days of the initial meeting between the coach and student.
Meeting time must be convenient to both parties. The meeting agenda is limited to the initial issue. Coaches/advisers may request administrative presence at the meeting, but the coach/advisor will run the session and provide a detailed summary for the Activities Director.
Step 3 Coach/Student/Parent/AD: If no closure is attained at the meeting, the coach/advisor must create a written summary of the meeting within five school days for review by the Activities Director. If the parent requests a meeting with the Activities Director, a step 3 form must be completed by the person with the conflict, and turned into the Activities Director. The Activities Director will set up a meeting with the coach, parent, and student (at the discretion of Activities Director). After the meeting, the Activities Director will make a ruling on the issue and share the findings and solution strategy with the family, coach/advisor, and building principal.
Step 4 Parent/Principal: If the established ruling/strategy is still unacceptable to the family they may then meet with the building principal to discuss alternatives. The Activities Director, coach/advisor, and student will meet with the parent and principal at the principals discretion. After the meeting, the Principal will make a ruling on the issue and share the findings and solution strategy with the family, coach/advisor, and Superintendent.
Step 5 Parent/Superintendent: If the established ruling/strategy is still unacceptable to the family they may then meet with the Superintendent to discuss alternatives. The Principal, School Board MSHSL Representative, Activities Director, coach/advisor, and student will meet with the parent and Superintendent at the Superintendent’s discretion.
Other key points:
It is inappropriate to approach a coach with a concern at a game or practice.
Playing time and team selection is determined solely by the coaching staff, these discussions should be between the coach/advisor and the student. A parent may only be involved in these discussions if the student is present (should not exceed step two).
Calls should be directed to school contact numbers only.
Data privacy rules must be maintained; do not discuss other students. Failure to follow the process may impact the final ruling on the issue.
If the parent refuses to involve the student in the process, the conflict resolution process is compromised.
Respectful communication is expected between both parties; if at any time the meeting becomes confrontational, it will be rescheduled.