Complaints and Disciplinary Procedure
Base Grapple Club aims to provide a safe, respectful and professionally managed training environment. We encourage concerns to be raised promptly so they can be considered fairly and resolved as quickly as reasonably possible.
This procedure applies to complaints about the conduct of members, coaches, volunteers or representatives of Base Grapple Club, as well as the services and decisions of the Club.
Raising an informal concern
Where appropriate, minor concerns should initially be raised with the relevant coach or a member of the Club’s management team. Many issues can be resolved quickly through an explanation, discussion or agreed action.
You do not need to approach the person concerned directly where you feel uncomfortable or where the matter involves bullying, harassment, discrimination, safeguarding, violence or another serious concern.
Making a formal complaint
Formal complaints should normally be submitted in writing to:
Please mark the message Confidential Complaint and include, where possible:
your name and contact details;
- The name of the person or service concerned
- What happened
- Relevant dates, times and locations
- The names of any witnesses
- Copies of relevant messages, photographs or other evidence
- Any action already taken
- The outcome you are seeking
We may consider an anonymous complaint where sufficient reliable information is available, although anonymity can limit our ability to investigate or respond.
Complaints should be submitted as soon as reasonably possible.
A delay will not automatically prevent consideration, particularly where the concern is serious or involves safeguarding.
Safeguarding and criminal matters
A concern involving a child or adult at risk should be reported to the Club Safeguarding Officer, Tammi Willis, using [email protected]
If the concern involves the Club Safeguarding Officer, or you do not feel able to report it to the Club, contact the UKBJJA Safeguarding Officer directly at:
If someone is in immediate danger, requires urgent assistance or a serious crime may be taking place, call 999.
Non-emergency crimes can be reported to the police by calling 101.
Safeguarding or police enquiries will take priority over the Club’s internal procedure. The Club will not conduct an internal investigation that could interfere with a statutory investigation.
How we will handle a complaint
We will normally:
- Acknowledge a formal complaint within five working days.
- Appoint an appropriate person to consider the complaint. They should not have a material conflict of interest.
- Decide whether the matter can be resolved informally, requires investigation, should be referred elsewhere or falls outside the scope of this procedure.
- Give the person complained about a fair summary of the concerns and a reasonable opportunity to respond, unless doing so could create a safeguarding risk or prejudice another investigation.
- Consider the available information fairly and proportionately.
- Provide a written outcome, normally within 20 working days of acknowledging the complaint.
Some matters may take longer because of their complexity, the availability of witnesses or involvement of another organisation. If this happens, we will explain the reason for the delay and provide an updated timescale.
Mediation or an informal resolution may be offered where appropriate and agreed by those involved. It will not normally be used where there is a significant safeguarding concern, serious violence, sexual misconduct or a substantial imbalance of power.
Confidentiality
Complaints will be handled as confidentially as reasonably possible. Information will only be shared with people who need it to consider the complaint, protect someone, obtain professional advice or meet a legal, safeguarding, insurance or regulatory obligation.
We cannot guarantee complete anonymity. Fair consideration may require the substance of the complaint and, in some circumstances, the complainant’s identity to be disclosed to the person complained about.
No person will be penalised for raising a genuine concern in good faith. An allegation that is not upheld is not automatically considered malicious.
Interim action
The Club may take temporary protective action while a complaint is being considered. This may include changes to training arrangements, increased supervision, restrictions on communication or temporary suspension.
Interim action is not a disciplinary finding and does not imply guilt. It will be proportionate to the identified risk and reviewed as necessary.
Possible outcomes
Depending on the evidence and seriousness of the matter, an outcome may include:
no further action;
- An explanation or informal resolution
- An apology or corrective action
- Additional guidance, training or supervision
- A written warning
- Conditions or restrictions on participation
- Temporary suspension
- Removal from a role or class
- Termination of membership
- Referral to UKBJJA, the police, safeguarding services, the Disclosure and Barring Service, an insurer or another appropriate organisation.
Any action will be reasonable and proportionate. A person facing a disciplinary outcome will normally be told the reasons for it in writing.
Review of a decision
A complainant or person subject to disciplinary action may request a review where they believe:
- Relevant evidence was not properly considered;
- The procedure was materially unfair;
- The outcome was clearly disproportionate; or
- Significant new evidence has become available.
A review request must normally be submitted to [email protected] within 10 working days of receiving the outcome. It should clearly explain the grounds for review.
Where reasonably possible, the review will be conducted by someone who was not responsible for the original decision. The review may uphold, vary or overturn the decision. The Club will normally provide its final response within 15 working days.
UKBJJA complaints
Base Grapple Club adopts and follows the applicable policies and procedures of the United Kingdom Brazilian Jiu Jitsu Association.
A complaint that concerns a breach of UKBJJA rules or policies, involves UKBJJA activities or otherwise falls within its jurisdiction may be submitted to:
UKBJJA will decide whether and how the matter falls within its complaints process.
The current UKBJJA Complaints and Disciplinary Policy can be found on the UKBJJA governance and policies page.
Version 1.0 – September 2026
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