Gay Coaches Alliance (GCA) Grievance Policy
Document Status: Approved
Effective Date: December 15, 2025
Applies To: Staff, Contractors, Volunteers, and GCA Members
Responsible Officer: Secretary, GCA
1. Purpose
Although we seek to provide an organization in which all members, board members, and staff feel that they are an important part of the Gay Coaches Alliance (“GCA”), and where everyone feel fairly treated, there may be times when you have a dispute with a staff or board member which can best be resolved through a formal procedure for dispute resolution. All disputes between parties are to be in accordance with the following procedure.
2. Scope & Definitions
This policy applies to:
- Staff, Contractors, and Volunteers (aka Staff Members) – individuals employed by, contracted with, or volunteering for GCA.
- GCA Members (aka Members-at-Large) – all registered members of GCA, including Board Members who are not Staff.
Definition of Grievance: a complaint by a Staff Member regarding any matter related to staff member’s employment or, with a Member-at-Large’s interactions with the staff or Board of the GCA.
3. Anti-Retaliation Philosophy
The Gay Coaches Alliance (“GCA”) strictly prohibits retaliation against any individual who, in good faith, raises a concern, files a grievance, participates in an investigation, or otherwise exercises their rights under this policy.
Retaliation includes, but is not limited to, adverse actions such as intimidation, harassment, exclusion, demotion, threats, loss of opportunity, or any other conduct that could reasonably deter someone from raising a concern or participating in the grievance process.
Any staff member, board member, or volunteer found to have engaged in retaliatory behavior will be subject to disciplinary action, up to and including removal from their position or termination of their affiliation with GCA.
Anyone who believes they have been subjected to retaliation should promptly report it under this grievance policy. Retaliation concerns will be investigated with the same care and confidentiality as other grievances.
4. Procedure
Preliminary Step
| Staff Members (Includes Paid Employees, Contractors, or Volunteers) | Members-at-Large |
| You must first address your grievance with your immediate supervisor. This may be done orally in informal discussion. If your informal attempts to resolve the matter are not successful, you may implement the formal grievance process. | You must first address your grievance with the Staff or Board Member in an informal discussion. If your informal attempts to resolve the matter are not successful, you may implement the formal grievance process. |
Step 1
| Staff Members (Includes Paid Employees, Contractors, or Volunteers) | Members-at-Large |
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1.a.i All grievances must be in writing. In your grievance, you must state clearly and concisely all the known facts related to your grievance, including “who, what, where, when, and the why. ” Clearly explain why you disagree with the act or omission that forms the basis for the grievance. Also, explain what remedy you are requesting. You must sign and date the grievance. If your grievance is related to your immediate supervisor, skip to Step 2.a.ii. 1.a.ii You must submit your grievance in writing to your immediate supervisor, within ten calendar days of the occurrence of the grievance. 1.a.iii Your supervisor will respond in writing within ten calendar days following receipt of your grievance. All grievances and replies in Step 1 must be in writing. If the grievance is not settled in Step 1, then you may proceed to Step 2. |
1.b.i All grievances must be in writing. In your grievance, you must state clearly and concisely all the known facts related to your grievance, including “who, what, where, when, and the why. ” Clearly explain why you disagree with the act or omission that forms the basis for the grievance. Also, explain what remedy you are requesting. You must sign and date the grievance. If your grievance is related to the Executive Director, skip to Step 2.b.ii. 1.b.ii You must submit your grievance in writing to the Executive Director, within ten calendar days of the occurrence of the grievance. 1.b.iii The Executive Director will respond in writing within ten calendar days following receipt of your grievance. All grievances and replies in Step 1 must be in writing. If the grievance is not settled in Step 1, then you may proceed to Step 2. |
Step 2
| Staff Members (Includes Paid Employees, Contractors, or Volunteers) | Members-at-Large |
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2.a.i Within ten calendar days following your receipt of the written response to your Step 1 grievance from your supervisor, you may appeal the disposition of your grievance by your supervisor. If your grievance is related to the Board President, skip to Step 3.b. 2.a.ii You must submit your appeal to the Board President (the “President”). The President will undertake an investigation of your grievance and the underlying facts. Within ten calendar days following receipt of your grievance, the President will meet with you to discuss your grievance and reason for appeal. The President will provide a written response to your grievance and appeal request within 10 calendar days following the date of your meeting. |
2.b.i Within ten calendar days following your receipt of the written response to your Step 1 grievance from the Executive Director, you may appeal the disposition of your grievance by the Executive Director. If your grievance is related to the Board President, skip to Step 3.b. 2.b.ii You must submit your appeal to the Board President (the “President”). The President will undertake an investigation of your grievance and the underlying facts. Within ten calendar days following receipt of your grievance, the President will meet with you to discuss your grievance and reason for appeal. The President will provide a written response to your grievance and appeal request within 10 calendar days following the date of your meeting. |
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Step 3
Staff Members (Includes Paid Employees, Contractors, or Volunteers) Or Members-at-Large
3.a Within ten calendar days following your receipt of the written response to your Step 2 appeal, you may further appeal the disposition of your grievance by the President.
3.b You must submit your appeal to the Secretary of the Board (the “Secretary”). The Secretary will meet with you within ten calendar days following receipt of your appeal request. The Secretary will then convene a meeting of the Board of Directors to review the grievance and will provide a written response within thirty calendar days following receipt of the Step 3 appeal. The decision of the Board is final.