Any individual who experiences harassment should, if possible, make it known to the harasser that the behavior is unwelcome, offensive and contrary to Brantford Harlequin’s policy. If this is not possible or, after confronting the harasser, the harassment continues, the individual should seek the confidential advice of an Executive Committee member.

If the individual or Member decides to file a formal harassment complaint, a written account of the complain must be sent to the Brantford Harlequins (brantfordharlequinsrugby@gmail.com) within 15 days of the incident, unless their are exceptional circumstances. Furthermore, if the Individual or Member wishes to file a formal harassment complaint with Rugby Ontario, they must do so using the Rugby Ontario Harassment Complaint Incident Form within 30 days of the incident unless there are exceptional circumstances. Upon receipt of the complaint, the Brantford Harlequins Executive Committee will forward the complaint to the appropriate Committee Member for investigation and follow-up as appropriate.

For a complaint to be handled impartially after it has been filed, the parties involved must respect and adhere to the confidential nature of the proceedings. All written and verbal communications must be restricted to those directly involved in the complaint. Failure to do so may result in further action being taken by the Brantford Harlequins and/or Rugby Ontario.

After receiving a complaint, the assigned Executive Committee member will as soon as practicable contact both the complainant and the harasser to indicate who will be handling the complaint and that follow-up action is underway.

If during the course of the investigation of a complaint, if the Executive Committee member determines that the Police should be notified or becomes aware that it has already been reported to the Police, the investigation will cease until such time that it does not interfere with any investigation by the Police

The Executive Committee member will inform the complainant of:
(i) the options for pursuing an informal resolution of the complaint;
(ii) the right to lay a formal written complaint under Rugby Ontario’s Harassment Policy (refer to section 3.13) when an informal resolution is inappropriate or not feasible;
(iii) the availability of a network of referrals and other support provided by Rugby Ontario;
(iv) the confidentiality provisions of the Harassment Policy;
(v) the right to be represented by a person of choice (including legal counsel) at any stage in the complaint handling process;
(vi) the external mediation/arbitration mechanisms that may be available;
(vii) the right to withdraw from any further action in connection with the complaint at any stage (even though Rugby Ontario may continue to investigate);
(viii) other avenues of recourse, including the right to file a complaint with a Human Rights Commission or, where appropriate, to contact the police to have them lay a formal charge under the Criminal Code; and
(ix) the responsibility of the Executive Committee member, having reasonable grounds to suspect that a child is in need of protection, to report the suspicion and the information on which it is based to a Child Welfare agency.

There are four possible outcomes to this initial contact between the complainant and Executive Committee member:

1. They agree that the conduct does not constitute harassment. If this occurs, the Executive Committee will take no further action and make no written record other than providing the President with a record of such complaint.
2. The complainant brings evidence of harassment and chooses to pursue an informal resolution of the complaint. If this occurs:
   1. The assigned Executive Committee member will assist the two parties to negotiate a solution acceptable to the complainant. If desired by the parties and, if appropriate, the Executive Committee member may also seek the assistance of a neutral mediator.
   2. If informal resolution yields a result which is acceptable to both parties, the Executive Committee member will make a written record that a complaint was made and resolved informally to the satisfaction of both parties; and will take no further action.
   3. If informal resolution fails to satisfy the complaint, the complainant may reserve the option of laying a formal written complaint.
3. The complainant brings evidence of harassment and decides to lay a formal written complaint. If this occurs:
   1. The Executive Committee member will assist the complainant in drafting a formal written complaint, to be signed by the complainant and a copy given to the respondent without delay.
   2. The written complaint must set out the details of the incident and the names of any witnesses to the incident; and be dated and signed.
   3. The respondent will be given an opportunity to provide a written response to the complaint. The Executive Committee may assist in preparing this response which must be received within 15 days.
4. The complainant brings evidence of harassment but does not wish to lay a formal complaint. If this occurs:
   1. The Executive Committee member will decide if the alleged harassment is serious enough to warrant laying a formal written complaint, even if it is against the wishes of the complainant.
   2. When the Executive Committee member decides that the evidence and surrounding circumstances require a formal written complaint, it will be issued without delay to the complainant and respondent

As soon as possible after receiving the written complaint, but within 30 days, the Executive Committee member will submit a report to the CEO containing the documentation filed by both parties along with a recommendation that:

1. No further action be taken because the complaint is unfounded, or the conduct cannot reasonably be said to fall within Rugby Ontario’s definition of harassment; or
2. The complaint should proceed because the alleged conduct reasonably fits within the definition of harassment;
3. The report be provided without delay to the complainant and respondent.

If the President or any Executive Committee member is involved in the complaint, the Executive Committee member’s report must be submitted to any other Officer not involved in the complaint

If the Executive Committee member’s recommendation is to proceed, the President (or Executive Committee member to whom the report was submitted) will within 15 days appoint three (3) Officers of Brantford Harlequins to serve as a Case Review Panel. Panel membership must include both genders and, to ensure freedom from bias, they must have no significant personal or professional relationship with either the complainant or respondent.

Where the Executive Committee member requires any further written documentation or evidence from either party this must be submitted within 7 days. If the complainant fails to provide this information, the Executive Committee member may dismiss the complaint. If the alleged harasser fails to provide this information, the Executive Committee member may proceed.

Standard Penalties for Members, Registrants and Individuals relating to Harassment Case Review Panel Decisions

7.1 Verbal apology by the offender.  To be undertaken within 7 days of notification of the sanction. Confirmation to be provided in writing to the Executive Committee / President that the apology has been
offered.
7.2 Written apology by the offender with a copy to President To be provided within 7 days of notification of the sanction.
7.3 Written apology by the offender’s Club with a copy to President and Rugby Ontario. To be provided within 7 days of notification of the sanction.
7.4 Letter of reprimand from President of Club to the offender To be provided within 7 days of notification of the sanction.
7.6 Offender required to complete either the Respect in Sport for Activity Leaders or Respect in Sport for Parents online training program. The Certificate of Completion to be provided to
the RO office within 30 days of notification of the sanction.
7.9 Referral of the offender to professional counselling. Offender to confirm to the RO office within 30 days of notification of the sanction that counselling has been organized.
7.10 Removal of registrant privileges including expulsion from all rugby related activities

• 1st offence – 30 days to 1 year
• 2nd offence – 2 years minimum
• 3rd or subsequent offence – 5 years minimum.