DISCIPLINARY PROCEDURES

1. Introduction and general principles

The purpose of these rules is to ensure justice in disciplinary proceedings and to provide a framework within which decisions can be made in a fair, consistent, independent and expeditious manner. It is the policy of Moo Sool Academy to ensure that any disciplinary matter is dealt with fairly and that steps are taken to establish the facts. The rules apply to all members and to any person involved in club activities.

2. Who deals with disciplinary matters

1. Disciplinary and welfare matters are handled by the club’s Welfare Officer who act independently of the instructors.
2. Their remit covers behaviour at all classes, events and competitions, incorrect behaviour inside or outside the training hall, and any behaviour considered contrary to the ethics of the club.
3. Anyone — a member, a parent/carer or a third party — may ask the Welfare Officer to consider a matter by contacting them directly.

3. Investigations

1. A Welfare Officer will make a preliminary inquiry into the facts, and may carry out any investigation, interviews or correspondence needed to establish a fair and balanced view. Everyone involved must co-operate fully and promptly.
2. If the Welfare Officer considers there are grounds for disciplinary action, the person concerned will be informed in writing of the allegations against them, the basis for the allegations and the initial findings.
3. In cases of sufficient gravity, the Welfare Officer or the club owner may impose an immediate provisional suspension while the matter is investigated. While suspended, the person may not take part in any club activity (including competition and coaching).
4. Where the concern involves possible harm to a child, the procedure for reporting safeguarding concerns takes precedence and the appropriate authorities are consulted first.

4. Decisions

1. Proceedings are normally conducted in writing; the Welfare Officer may instead invite those concerned to a meeting, with written notice of its date, time and place. The person concerned will always be given an opportunity to put forward their case, and may at their own request and expense be accompanied or represented.
2. Decisions are made by the Welfare Officer handling the case, having due regard to natural justice. The standard of proof is the balance of probabilities. A Welfare Officer must stand aside from any case involving their own family or anyone with whom they have a personal, legal or business connection, in which case another Welfare Officer (or an independent person appointed for the case) takes over.
3. Meetings and deliberations are private. The outcome is notified in writing to those concerned. Welfare Officers keep the details of investigations confidential except as needed to deal with the matter properly.
4. Every effort is made to resolve matters within 6 months of the matter being raised.

5. Sanctions

The sanctions available include (without limitation): verbal or written warnings; reprimands; sport penalties (such as a temporary ban from competition, courses or gradings); financial penalties; suspension; and expulsion from the club. More than one sanction may be applied.

When determining a sanction, regard is had to:

• the seriousness and nature of the matter;
• the extent to which it was deliberate or reckless;
• the person’s general compliance history and any history of the matter in question; and
• the person’s responsiveness and conduct in relation to the matter.

Records of warnings and other sanctions are kept securely and retained in line with our Privacy Policy

6. Concerns about instructors or the club itself

A Welfare Officer may investigate an instructor or the club as a whole. In addition to the sanctions above, the possible outcomes include addressing the concerns with the individual without sanction, presenting findings to the local authorities

7. Appeals

1. Anyone receiving a sanction who believes the decision is unfair, that not all information was considered, or that new information has come to light may request that their case be heard again as an appeal.
2. An appeal hearing will be arranged within 7 days, at which new evidence or a resubmission of the case may be made. Wherever possible the appeal is considered by a Welfare Officer (or independent person) not involved in the original decision.
3. On appeal, the sanction may be removed, reduced or upheld. A sanction cannot be increased on appeal; if new evidence warrants reconsideration, a new disciplinary process must be started.
4. The appeal decision is final.

8. Amendments

Amendments to these rules are made by the club in consultation with the Welfare Officer and published on this page.

Page last updated: 8/11/26