Dispute Resolution and Escalation

1. Introduction

Seido Sunnybank Karate is committed to maintaining a respectful, fair, and supportive environment for all members. This policy outlines the process for raising, addressing, and resolving disputes or concerns that may arise within the dojo.

2. Purpose

The purpose of this policy is to provide clear, consistent guidelines for resolving disputes between students, parents/carers, and instructors in a timely and fair manner.

3. Scope

This policy applies to all students, parents/carers, and instructors of Seido Sunnybank Karate.

4. Guiding Principles

• Concerns should be raised and addressed promptly, respectfully, and in good faith.

• Confidentiality will be maintained throughout the process wherever possible.

• Retaliation against anyone raising a concern in good faith will not be tolerated.

• Serious safety or child-protection concerns bypass this process and will be actioned immediately in line with relevant policy and legal obligations.

5. Step 1 - Direct Conversation

Wherever appropriate and safe to do so, the person with a concern should raise it directly with the individual involved, or with the instructor on duty, as soon as practical after the incident. Most matters are resolved informally at this stage.

6. Step 2 - Formal Discussion with a Senior Black Belt

If the matter remains unresolved, or is of a more serious nature, the concerned party should request a private discussion with a senior black belt (a Sandan or above). A brief written summary (what happened, when, and who was involved) should be provided to support the discussion.

7. Step 3 - Documented Review

Where a matter is not resolved at Step 2, the Senior Black Belt will document the concern, gather relevant information from involved parties, and communicate a decision or resolution plan within an agreed timeframe (e.g., 5 business days).

8. Step 4 - Escalation

If a matter remains unresolved following Step 3, or involves broader conduct or safety concerns, it may be escalated to the Head Instructor(s) for final review and determination.

If the matter is still unresolved after escalation to the Head Instructor(s), the matter may be escalated to the next higher power (in the following order):

• the Head Instructor(s) of Seido Brisbane Dojo

• another Senior Black Belt (Rokudan or above) within Australia

• Nidaime

9. Responsibilities

Instructors and seniors are responsible for handling concerns fairly, maintaining confidentiality, and escalating matters appropriately.

Students, parents, and carers are expected to raise concerns respectfully and engage constructively in the resolution process.

10. Review and Updates

This policy will be reviewed annually or as required to ensure it remains current and effective. Any updates will be communicated to all students, families, and instructors.

11. Conclusion

Seido Sunnybank Karate is committed to resolving disputes fairly and respectfully, in line with our dojo values. By following this policy, we aim to maintain a positive and trusted community for all members.