Disciplinary Procedure

Purpose

The purpose of this procedure is to ensure that all disciplinary matters are handled fairly, consistently, confidentially and in accordance with the values of Nan Shaolin Wuzuquan and Wujiquan.

The Association encourages members to resolve misunderstandings through respectful communication wherever possible. Formal disciplinary action should only be taken where informal resolution has been unsuccessful or where the seriousness of the matter warrants immediate action.

The objectives of this procedure are to:

  • protect the reputation and integrity of the Association;
  • promote harmony between members;
  • uphold the standards expected of all members and instructors;
  • ensure natural justice and fairness.


Matters Which May Result in Disciplinary Action

Disciplinary action may be taken where a member or instructor:

  • breaches the Club Constitution or Code of Conduct;
  • brings the Association into disrepute;
  • deliberately spreads false or malicious information;
  • engages in bullying, harassment or intimidation;
  • acts dishonestly or fraudulently;
  • publicly or privately makes defamatory statements against members or instructors;
  • repeatedly behaves in a disruptive or disrespectful manner;
  • misrepresents their grade, qualifications or authority;
  • teaches material whilst falsely claiming it to be official Association syllabus;
  • fails to follow reasonable decisions made by the Chief Instructors;
  • acts contrary to the interests, aims or values of the Association;
  • commits any criminal offence which may reasonably affect the reputation of the Association.


Informal Resolution

Where appropriate, the matter should first be resolved informally.

This may involve:

  • a private discussion;
  • clarification of misunderstandings;
  • mediation between the parties;
  • guidance from a Senior Instructor or Chief Instructor.

If the matter is resolved satisfactorily, no further action will normally be taken.

Formal Complaints

Where informal resolution is not appropriate or has failed:

  1. A complaint should be submitted in writing.
  2. The complaint should include:
  • the facts of the complaint;
  • dates and locations where applicable;
  • any supporting evidence;
  • names of any witnesses.

Anonymous complaints will normally not be considered unless supported by independent evidence.

Investigation

The Joint Chief Instructors (or persons appointed by them) shall investigate the complaint.

The member concerned shall:

  • receive details of the allegation;
  • be given reasonable opportunity to respond;
  • be treated fairly throughout the investigation.

Additional statements or evidence may be requested where necessary.

Possible Outcomes

Following investigation one or more of the following may occur:

No Further Action

Where insufficient evidence exists or no breach has occurred.

Informal Advice

Guidance may be given to prevent future issues.

Verbal Warning

For minor breaches.

Written Warning

For more serious or repeated misconduct.

Final Written Warning

Issued where previous warnings have failed or where misconduct is considered serious.

Suspension

Temporary suspension from:

  • classes;
  • seminars;
  • gradings;
  • teaching duties;
  • official Association events.

Removal of Instructor Recognition

Where applicable, official instructor recognition may be withdrawn.

Expulsion

Membership may be terminated where the misconduct is sufficiently serious or where previous disciplinary measures have failed.

Expulsion shall normally require agreement of the Joint Chief Instructors.

Immediate Suspension

The Joint Chief Instructors reserve the right to suspend a member immediately while an investigation is undertaken where it is believed that:

  • other members may be at risk;
  • evidence could be compromised;
  • continued participation could seriously damage the reputation of the Association.

Suspension during investigation is not a finding of guilt.

Appeals

A member may appeal any disciplinary decision in writing within 21 days of being notified.

The appeal should state:

  • why the decision is believed to be incorrect; or
  • any new evidence not previously available.

The appeal shall be considered by the Joint Chief Instructors together with any independent Senior Instructors considered appropriate.

The decision following appeal shall be final.

Confidentiality

All disciplinary matters shall be treated confidentially under GDPR regulations.

Members involved should refrain from discussing the matter publicly or on social media until the process has concluded.

Any deliberate attempt to influence witnesses or publicly undermine the disciplinary process may itself constitute further misconduct.

Members must not use social media, websites, messaging platforms or public forums to conduct personal disputes, grievances or disciplinary matters involving the Association. Such matters must be addressed through the Association’s official Grievance and Disciplinary Procedures.

Natural Justice

Throughout the disciplinary process the Association shall ensure that:

  • allegations are investigated fairly;
  • members have the opportunity to respond;
  • decisions are based upon available evidence;
  • disciplinary action is proportionate to the misconduct.


Final Authority

The Joint Chief Instructors are responsible for safeguarding the standards, traditions and reputation of the Association. Whilst every disciplinary matter will be considered fairly and in accordance with the principles of natural justice, the Joint Chief Instructors shall have the final authority on all disciplinary matters, appeals and decisions relating to membership, instructor recognition and the interpretation of this Constitution. Their decision shall be final.

Protection of the Association

The Association exists to preserve and promote the authentic teachings and reputation of Nan Shaolin Wuzuquan and Wujiquan.

Where the actions of any member or instructor fundamentally conflict with these objectives, the Joint Chief Instructors reserve the right to withdraw membership or official recognition in order to protect the integrity, harmony and future of the Association.