Activities Coordinators within Osseo Area Schools complete an evaluation process with coaches and advisors each year. Part of that process is obtaining student and parent/guardian feedback. The point of the Activities Conflict Resolution Process is to find resolutions to concerns that arise during the season.
In order to establish a positive atmosphere and assure that the proper channels of communication will not be circumvented, a process has been outlined for the use of the student, parent/guardian, coach, and administrators. All participants in the process are to adhere to the guidelines at all levels of the process. Any deviation from this plan will result in the expiration of the conflict/grievance. The goal is to resolve the conflict at the lowest intervention possible. Coaches and advisors are to communicate with the Activities Coordinator regarding conflicts in their program and how they are being handled, no matter what level the conflict is at.
PROCESS
Level 1 – Student and Coach(es)/Advisor(s) Meeting
If a student has a concern about an activity program, decision, and/or coach, it is the students responsibility to complete the following portion of the grievance process and to first advocate for themself in their activity:
- The student must initiate the grievance process within five school days of the incident, decision, and action that is under question. If the grievance has to do with the activity itself in regard to playing time, X’s and O’s, team selection, style of coaching, etc. the student must reach out to the coach or advisor first. If the activity has to do with a complaint about treatment of a coach or advisor towards a student, the student may reach out to the Activities Coordinator to set up a meeting.
- The student is to meet with the coach/advisor (or Activities Coordinator) and discuss the concern/problem with them with the intent to resolve the grievance. The student may choose to have another student advocate in the meeting, or speak with the Activities Coordinator on best practices beforehand. (If the problem involves an assistant coach/advisor, the head coach/advisor of that activity is to be involved in the meeting, as they are the head of the program and need to be aware of conversations that are being had.)
- Students are to address themselves only to problems/concerns related to themselves. In order to be in compliance with the “Privacy in Information Act”, problems/concerns related to other students are not to be discussed.
- The coach/advisor involved in the meeting is responsible for completing a written summary of the meeting which will include any resolution/decisions reached. The coach/advisor will email a copy of the summary to all participants (including parents/guardians) in the meeting within five school days, and will forward a copy of the summary to the Activities Coordinator.
- It is important that both parties are prepared to give some time for the resolution or decisions reached to go into effect.
Level 2 – Student, Parent/Guardian, and Coach(es)/Advisor(s) Meeting
If Level 1 does not resolve the conflict or grievance at hand, the student and parent/guardian should initiate Level 2 and reach out to schedule a meeting with the coach(es)/advisor(s). If applicable, the Activities Coordinator (see examples in Level 1).
The same process in Level 1 should be followed, but in this case the parent/guardian is accompanying the student in hopes of coming to a further resolution. The concerns of the meeting should be limited to the initial grievance. Again, the Activities Coordinator must receive a written summary of the meeting.
Level 3 – Student, Parent/Guardian, and Coach(es)/Advisors Meet with AC
If either party has not been satisfied by the proposed resolution of the problem on Level 1 and 2, they have the option to request a continuation of the process to Level 3. Either party has the option within ten days after Level 2 has been completed to submit written notification to the Activities Coordinator requesting a Level 3 conference. Failure to comply during the stated period of time will result in termination of the process.
Initiation of Level 3, however, cannot be started unless all of the steps in Level 1 and 2 have been completed.
- The student/parent is to meet with the coach/advisor and the Activities Coordinator and discuss the concern/problem with them or the program with the intent to resolve the grievance.
- Parents/students are to address themselves only to problems/concerns related to themselves. In order to be in compliance with the “Privacy in Information Act” problems/concerns related to other athletes are not to be discussed.
- The Activities Coordinator involved in the conference is responsible for completing a written summary of the conference, which will include any resolutions/decisions reached in the conference. The Activities Coordinator will give/email a copy of the summary to all the participants in the conference within five school days and will forward a copy of the summary to the Principal.
Level 4 – Student, Parent/Guardian, and AC meet with Principal
If either party has not been satisfied by the Level 3 resolution of the problem, they have the option to request a continuation of the process to Level 4 – this is the final Level of the process. Either party has the option within five days after Level 3 has been completed to submit the necessary written notification to the Activities Coordinator requesting a Level 4 conference.
- The student/parent is to meet with the Principal and discuss the concern/problem with him/her with the intent to resolve the grievance.
- Parents/students are to address themselves only to problems/concerns related to themselves. In order to be in compliance with the “Privacy in Information Act,” problems/concerns related to other athletes are not to be discussed.
- The Principal is responsible for completing a written summary of the conference which will include any resolutions/decisions reached in the conference. The Principal will give/email a copy of the written judgment to all the participants in the conference within five school days.
