1. At the start of each season, all ORVFC participants will formally agree to adhere to the ORVFC Code of Conduct.  This will be emailed to all participants, available via the ORVFC website and it can be mailed to the home of any Participant upon request.  It will also be posted at each field and facility utilized by ORVFC.  QVRA Board Members or ORVFC volunteers are available to help interpret questions Participants might have about the Code and should keep a copy of it with them during ORVFC-sponsored events.
2. If a Participant observes a deviation from the ORVFC Code of Conduct by another individual(s), then the Participant should approach the individual(s) directly (2) days after the event to discuss the situation face-to-face.  The purpose for waiting (2) days is to give everyone a chance to calm down (if emotions have become elevated) and to reflect on the event prior to discussing it.  The purpose for this discussion is to remind the individual(s) of the ORVFC Code of Conduct and explore whether the individual(s) believed a deviation occurred.  In most cases, the discussion itself will raise awareness with the individual(s) and help to adjust the behavior.
3. If a Participant is uncomfortable delivering the feedback directly to the individual(s) or the behavior persists after providing the feedback, then the Participant should record the observation in as much detail as possible (including identifying other participants in a position to observe the same behavior.)  The Participant should then provide the feedback to the ORVFC President.
4. The ORVFC President will contact individuals discreetly to validate all the variables surrounding the event (while keeping the source and details of the feedback confidential) to better understand the situational context of the undesired behavior.
5. Within 14 days of receiving the feedback, the ORVFC President will meet the individual(s) involved face-to-face to discuss the situation.  The purpose for this meeting will be to identify the situation, present the feedback, hear the individual(s) response, review the ORVFC Code of Conduct as it pertains to the situation identified and communicate a response.  A record of the conversation will be prepared by the ORVFC President and presented to the individual(s) to validate that the information was documented correctly.  A response from the individual(s) should be retained as a part of the record.
6. The ORVFC President will verbally confirm with the Participant presenting the feedback with the response by the individual(s) and the ORVFC response.
7. If in Step #5, either party feels they were not treated fairly, either party can request an appeal to the QVRA Board of Directors Hearing Committee.   At this point, the details of the specific situation need to be documented in a Behavior/Event Summary Form (“BESF”) that is to be prepared by the appealing party.   The “BESF” will be provided to the other party and the ORVFC President for comments.  The BESF and comments will be forwarded to the QVRA Board of Directors President.  Any records prepared during Step #5 regarding the individual(s) concerning this or any other event will be provided to the QVRA Board President.
8. The QVRA Board of Directors President will form a Grievance Hearing Committee (“GHC”) according to its By-Laws and schedule a meeting within 10 days of receiving the BESF.
9. After the meeting, the QVRA Board of Directors GHC will rule on the appeal.  It will either allow the decision to stand, or overturn the decision based upon the evidence presented by both parties.  The decision of the GHC will be final.

It is expected that most situations will not elevate beyond Step #2 of the Feedback Process.  However, this policy anticipates that there will be a few situations in which some participants will deviate from the ORVFC Code of Conduct on a repetitive basis and this will require a documented and defined response.  The responses and the escalation process are listed to provide direction the organization will take in such situations.  The normal process of escalation is that each offense is meant to be sequential.  However, ORVFC retains the ability to accelerate the assignment of the response based upon its interpretation of the frequency and severity of the behavior or event.  This is especially true when the safety of any Participant is threatened.

Level I: Individual(s) receive a verbal caution.  A follow-up email is sent by the ORVFC President confirming this verbal caution.  The individual(s) continue to participate in the same role(s).

Level II: Individual(s) receive a verbal warning.  A follow-up email is sent by the ORVFC President to the individuals confirming this verbal warning.  The individual(s) continue to participate in the same role(s).

Level III: Individual(s) receive an official written warning.  A letter is sent by the ORVFC President to the individual(s) confirming this warning and the QVRA Board of Directors is copied on this letter. The individual(s) may or may not continue to participate in the same role(s) based upon the determination of the ORVFC President.

Level IV: Individual(s) receive an official written notification terminating the fulfillment of the role(s) in question within ORVFC effective immediately.  The QVRA Board President is copied on this letter.   The individual(s) no longer participate in the identified role(s).