This Disciplinary Policy for London Scottish Rugby Club is designed to ensure all club activities maintain the highest standards of conduct, in alignment with the Rugby Football Union (RFU) guidelines and Middlesex County RFU. The policy upholds the principles of natural justice, ensuring fairness and transparency in handling disciplinary issues.

Structure of the Disciplinary Committee

The Disciplinary Committee oversees the disciplinary process and consists of:

Chairman of the Rugby Club: Chairs the committee.
Disciplinary Officer: Responsible for the administration of the disciplinary process.
Chair of Rugby: Relevant to the section involved in the incident.

The Disciplinary Officer must attend all hearings. If a member is unavailable, a substitute from the Executive Board will be designated by the Disciplinary Officer.

Reporting Incidents

All incidents potentially leading to disciplinary action must be reported via an Incident Report Form, which captures all pertinent details including witnesses. This form initiates the formal investigation process by the Disciplinary Committee.

Internal and External Incidents: Includes any conduct during club activities that may breach rugby regulations, the club’s constitution, or the code of conduct.
Safeguarding Concerns: Must be initially reviewed internally before any external reporting to bodies like the RFU.

Investigation Process

Independence: The individual completing the Incident Report Form should ideally not be involved in the incident. Exceptions apply if a member is reporting a personal grievance related to a breach in the code of conduct.
Submission: The report must be submitted promptly to the Chairman, Secretary, or Chair of the relevant section, and followed up with a detailed account in the Incident Report Form.

Disciplinary Hearings

Convening a Hearing: The Disciplinary Officer will decide when to hold a hearing, based on the initial review of the incident report.
Internal Hearings: These are convened when an incident may not immediately involve external authorities but breaches internal codes. The hearing assesses the evidence and decides on appropriate sanctions.
Procedure: Includes assessment of written and oral reports, witness testimony, and any other relevant evidence.

Decision Making
Immediate Actions: In cases involving immediate risks, temporary measures may be imposed until the hearing concludes.
Final Decisions: Post-hearing, the committee deliberates and issues a decision based on the balance of probabilities and principles of natural justice.

Sanctions

Possible sanctions include but are not limited to:

Verbal warning
Written warning
Suspension from club activities
Permanent exclusion from the club

Sanctions are determined based on the severity of the breach, previous records, and the evidence presented during the hearing.

Appeals

Decisions made by the Disciplinary Committee can be appealed. Appeals must be submitted in writing to the Club President within 14 days from the date of decision issuance, outlining the grounds for appeal.

External Disciplinary Actions

If an incident involves external disciplinary procedures (e.g., RFU or Middlesex County RFU):

Preparation: The club will support the member by providing necessary documentation and advice.
Independence of Decisions: Club sanctions may be considered independently of external outcomes.

Documentation and Confidentiality

All disciplinary proceedings are documented and stored securely, respecting the privacy and rights of all involved.

Publication and Access

The full disciplinary policy, including detailed procedures and rights of appeal, is available on the club’s website and can be accessed through the Club (section) Secretary.

This policy ensures that London Scottish Rugby Club responds effectively and fairly to all disciplinary matters, maintaining the integrity of the club and the welfare of its members.