British Rowing’s new Club Dispute and Regional Dispute Resolution Procedure sets out the minimum process clubs must follow when dealing with disputes that arise within the club (and regions, where applicable). The aim is to ensure disputes are handled fairly, consistently and under the appropriate process. This guide explains the steps that Clubs should follow when disputes arise.

Decide whether the matter is a club dispute

Clubs should use this procedure for Club-Level Matters, which typically include disputes about:

• Selection decisions
• Membership fees
• Equipment allocation
• Training arrangements
• Internal governance issues
• Minor conduct or behaviour issues
• Breaches of internal club rules

These are matters that can reasonably be determined within the club.

Where this procedure should not apply

This procedure must not be used for safeguarding concerns involving Children or Adults at Risk, discrimination, bullying harassment or serious instances of poor behaviour and conduct. These matters must be referred to British Rowing.

If a matter involves a Child or Adult at Risk, it must be reported to British Rowing within 48 hours.

Report a concern

If uncertain refer the matter to British Rowing

If the club is unsure whether a matter falls under the Club Dispute Procedure, it should be referred to British Rowing. British Rowing will decide whether the matter should remain with the club, or should be dealt with under another regulatory process. British Rowing may decide a matter should be managed as a Club-Level Matter under this procedure, even where the facts might otherwise fall within the scope of the Disciplinary Rules.

Try to resolve the matter informally first

Where appropriate, clubs should try to resolve disputes informally before moving to formal determination. This may include informal discussion, facilitated conversations or mediation. If the matter is resolved informally, no further steps are needed. If it is not resolved, the club must move to a formal determination.

Appointment of a panel

If formal determination is required, the club must appoint an independent panel, usually of three members (minimum two). Panel members will often know the individuals involved, given the nature of the club environment. This does not in itself create a conflict of interest or prevent someone from being independent.

A conflict is more likely to arise where a panel member has had prior involvement in the matter, has already expressed a view on the outcome, has a close personal relationship with one of the parties or has a personal interest in the outcome. Only in those circumstances is it likely to be reasonable to object to a panel member on conflict grounds. The parties must be told who is on the panel and given 7 calendar days to raise any reasonable objection.

Run a fair process

The panel will usually determine the matter based on written submissions. Each party must have a fair opportunity to present their case, provide relevant evidence and respond to the issues raised. The panel may request further information and may hold an oral hearing where needed to ensure fairness.

Issue a written decision

The panel must issue a written decision setting out:

1. The issues considered
2. The findings reached
3. The reasons for the decision
4. Details of the right to appeal

The decision must include the contact details for the relevant Regional Rowing Council, which handles any appeal.

Appeals go to the Region

There is no internal club appeal stage. Any appeal must be made to the relevant Regional Rowing Council within 14 calendar days of receiving the decision. Appeals can only be made on specific grounds, including: procedural unfairness; failure to consider relevant evidence; bias or conflict of interest; unreasonable decision; new relevant evidence; or the panel exceeded its powers. Disagreeing with the outcome is not, on its own, a valid ground of appeal.

British Rowing Intervention

British Rowing may intervene where necessary to ensure the procedure is followed, by requiring the club to provide documents, take procedural steps, or assist in appointing panels. Clubs must comply with any direction issued by British Rowing.

The decision is final

Once the appeal process has concluded, the matter is final under this procedure. A matter cannot be referred to British Rowing simply because a party disagrees with the outcome.  Clubs must keep records of the matters they handle under this procedure.

Club Level matters log

Regulation at British Rowing