You will be heard.
There is a process.
Every participant at Wakehurst — players, coaches, parents, spectators — has the right to be treated with respect and dignity. When that standard is breached, we have a clear, documented process for making it right.
Child safety concerns are handled separately — see Child Safety & Safeguarding →
Lodge a complaint in three steps.
A clear, factual account: who was involved, what was said or done, when and where it occurred, and any witnesses. This is your formal written submission.
Send your written submission to the Vice President responsible for your age group. They will ensure it reaches the President immediately.
The Club President appoints a Complaint Handler — a member of the Executive or Management Committee — to manage your complaint from intake through to written outcome. You will be kept informed at each stage.
On game day — find the Ground Marshal
The Ground Marshal is the immediate Complaint Handler on match day. If something happens on or around the ground, approach the Ground Marshal first. They are authorised to act immediately and, where needed, escalate to the formal process.
Ground Marshals wear a high-visibility vest and are stationed near the main oval on game days.
Not satisfied with the outcome?
If either party wishes to escalate beyond the club, the matter may be raised with the relevant governing body:
Who does this cover?
The Rugby AU Code of Conduct applies to every Participant at Wakehurst. That is a broader group than you might expect.
All registered players, all grades
Head coaches, assistant coaches, strength & conditioning
Team managers and administrators
Executive and Management Committee members
Attending games, training, or club events
Anyone attending a match venue or club facility
Canteen, grounds crew, event helpers
When present at club activities
Low · Moderate · High
The Complaint Handler determines the category in consultation with the Executive and/or Management Committee. Category affects the process and the range of sanctions available.
Minor behavioural breach
Examples: a single instance of disrespectful language, poor sportsmanship, minor sideline misconduct.
- Determined by Complaint Handler alone
- Informal resolution where possible
- Outcome confirmed in writing
Formal warning, apology, education requirement
Serious behavioural breach
Examples: repeated verbal abuse, intimidation, discriminatory conduct, threatening behaviour.
- Special Committee meeting called
- Quorum of 4 Committee members required
- Both parties offered opportunity to present
- Decided by majority vote
Suspension from activities, formal censure, suspension from grounds
Serious / criminal-level breach
Examples: physical assault, serious harassment, discrimination involving protected attributes, conduct of a criminal nature.
- Special Committee meeting — mandatory
- Quorum of 4 Committee members required
- Legal advice may be sought
- Police notification if criminal conduct involved
Immediate suspension, lifetime ban, deregistration, referral to governing body
What the Code prohibits
Clause 14 of the WRC Constitution requires adherence to the Rugby Australia Code of Conduct (currently June 2025 edition). The following behaviours are prohibited for all Participants.
Any form of physical violence, assault, or physical intimidation.
Statements that imply dishonesty, are derogatory, insulting, aggressive, or otherwise abusive. This includes conduct directed at referees.
Conduct that demeans or vilifies a person based on gender, race, religion, national origin, disability, sexual orientation, or other protected attributes.
Repeated, unwanted conduct that creates a hostile environment for any Participant.
Any behaviour that causes another person to reasonably fear for their safety.
Public conduct that damages the reputation of Rugby Australia, NSW Rugby, or Wakehurst Rugby Club.
The full Rugby AU Code of Conduct is available at rugbyaustralia.com.au/integrity
What happens at a hearing?
For Moderate and High category complaints, the Complaint Handler convenes a special Committee meeting. Here is how it runs.
The Complainant and Respondent are each offered the opportunity to meet in person or by conference call. If a party is under 18, a legal guardian must be present. Two neutral Club representatives (not affiliated with either party) attend alongside the Complaint Handler.
If either party declines to attend, they may submit their account of the incident in writing. If no correspondence is received from a party, that is noted in the record.
The Complaint Handler may request witnesses to attend or submit written accounts. Witness details are treated with appropriate confidentiality.
For Moderate/High matters: a quorum of four Committee members deliberates. The outcome, action, and sanction are determined by majority vote. For Low matters: the Complaint Handler decides alone.
The relevant VP writes separately to both the Complainant and Respondent with the finding, outcome, action, and any sanction. Both letters are sent independently. Records are retained by the Complaint Handler.
Ready to lodge a complaint?
Contact the VP of your grade directly. If you are unsure where to start, the Club President is always available as a first contact. All complaints are treated with confidentiality and without prejudice to you or your child's participation.
Complaints are handled in confidence. Details are not disclosed beyond those directly involved in the process.
Lodging a complaint carries no consequence for your participation or your child's involvement in the club.
Every complaint receives a written outcome. Records are maintained by the Complaint Handler.