Gay Coaches Alliance (GCA) Disciplinary and Termination Policy

Gay Coaches Alliance (GCA) Disciplinary and Termination Policy

Document Status: Board Approved
Effective Date: 17 November 2025
Applies To: Board Members, Staff, Contractors, Volunteers, and GCA Members
Responsible Officer: Secretary, GCA

1. Purpose

The purpose of this policy is to ensure that serious matters requiring disciplinary action are handled consistently, fairly, and in a timely manner, in alignment with the values of the Gay Coaches Alliance (GCA). This policy establishes the framework for disciplinary outcomes for Board Members, Staff, Contractors, Volunteers, and GCA Members.

2. Scope

This policy applies to:

• Board Members – elected or appointed individuals serving on the GCA Board.
• Staff, Contractors, and Volunteers – any individual employed by, contracted with, or
  volunteering for GCA.
• GCA Members – all registered members of the organization.

It covers serious infractions; minor infractions may be addressed informally in accordance with
GCA’s values, and may include reminders or verbal guidance.

3. Types of Misconduct

Serious misconduct may include, but is not limited to:

1. A substantiated claim of harassment, bullying, or discrimination.
2. A grievance procedure outcome in which the party is found at fault.
3. Breach of GCA’s bylaws.
4. Misuse or misappropriation of organization funds or resources.
5. Failure to attend meetings or fulfill responsibilities without reasonable cause.

Minor infractions should be addressed through informal feedback, mentoring, or reminders, and do not generally trigger formal disciplinary actions under this policy.

4. Disciplinary Actions

GCA employs a tiered approach to disciplinary action, ensuring proportionality and consistency:

The appropriate tier of disciplinary action will be recommended by an ad hoc committee of
the board and voted on by the entire GCA Board. The decision of the GCA Board will be
final. The severity of the infraction, prior history, and impact on the organization should guide
the selection of the appropriate tier.

5. Procedure

• Disciplinary matters are initiated in accordance with GCA’s separate Anti-Bullying Policy, Grievance Procedures, and Bylaws.
• Once a matter has been substantiated:
     The disciplinary tier is recommended by an ad hoc committee of the board.
     The Board votes on the recommendation.
     The decision is final.
• Communication to the affected individual will be carried out by either the Executive Director or the Board President.
• All disciplinary decisions are to be consistent with organizational values and documented formally to maintain transparency and accountability.
• Following this policy does not replace the necessity for legal proceedings where the infraction is understood to have violated the law.

6. Documentation

• The Secretary of GCA is responsible for recording all disciplinary actions, including:
     The nature of the infraction
     The outcome of the investigation
     The disciplinary tier applied
     Any follow-up actions or monitoring requirements
• Documentation will be kept securely and confidentially in accordance with applicable data protection laws.

7. Appeals

• Individuals subject to disciplinary action may appeal in writing to the Board of GCA, within ten calendar days of notification.
• Appeals will be reviewed promptly, with final decisions documented by the Secretary.

8. Anti-Retaliation

GCA strictly prohibits retaliation against any individual who raises a complaint or participates in an investigation in good faith. Any attempt to retaliate may result in further disciplinary action.