COMPLAINTS POLICY & PROCESS

Rainbow Games Tāmaki Makaurau Auckland

APPLICATION

This policy applies to everyone who works and volunteers at Rainbow Games including employees, contractors and volunteers. It also applies to all our business activities, and dealings with each other, clients, suppliers, and external stakeholders.

MISSION

Our mission is to create inclusive and empowering sports and recreation events that foster active participation, promote Turangawaewae, Mana Motuhake, Hauora and Manaakitanga and to celebrate the diverse rainbow communities in Aotearoa New Zealand, Australia, and the Pacific.

VISION

Our vision is to create a future where rainbow communities are empowered and fully included in sports and recreation. By participating in the Rainbow Games events, we envision a society that embraces and supports the diverse identities and expressions of our communities, where all individuals feel safe, accepted, and valued. We strive to build vibrant and inclusive events that promote diversity, equity, and wellbeing, and contribute to a stronger, healthier, and more inclusive future.

COMMITMENT TO TE TIRITI O WAITANGI

We recognise Te Tiriti o Waitangi as Aotearoa New Zealand’s founding document.

The Rainbow Games 24 is committed to upholding the mana of Te Tiriti o Waitangi and the principles of Partnership, Protection and Participation.

VALUES

• TURANGAWAEWAE – A SENSE OF PLACE AND BELONGING
• MANA MOTUHAKE – SELF-DETERMINATION
• HAUORA – ENHANCING WELLNESS
• MANAAKITANGA – SUPPORTED APPROACH

WHY THIS POLICY IS IMPORTANT

Rainbow Games values the contributions of each and every one of our employees and volunteers and want to create an environment where our people feel comfortable raising any concerns they may have.

The below sets out our process for raising concerns or complaints, both informally and formally.

INFORMAL COMPLAINT OPTION

Any individual can raise any concerns they may have with their direct manager or alternatively with our Programme Director.  They will work with you to listen to your concerns and discuss possible options around resolving these concerns. This may include any of the following:

• Self help – where you discuss your concerns with the person directly.
• Informal intervention – where your leader raises concerns with the individual involved.
• Facilitated discussion – where both parties come together with an independent person to help facilitate a conversation.  

Please note, if an issue occurs on site with a 3^rd party, then the individual must immediately raise this with the Programme Director.  

FORMAL COMPLAINT OPTION

Any individual may make a formal complaint if they believe there has been a breach of Rainbow Games code of conduct or they have experienced bullying or harassment. Formal complaints should be made in writing to their direct manager or the Programme Director and include:

• Date the complaint has been made.
• Name of the complainant and name of the alleged offender.  
• Details of the specific allegations and incidents when the offending behaviour occurred.
• An indication of the outcome the complainant is seeking.

PROCESS:

Formal complaints should be sent to a direct manager or the Programme Director and shall be acknowledged in writing within five working days.  

If the complaint is considered a breach of our code of conduct or not aligned with our values, a meeting will be arranged with the complainant at the earliest convenience.  

• The complainant is entitled to bring a spokesperson to this meeting.  
• The initial interview will clarify;
• The nature of the allegations and any other relevant information.  
• Names of potential witnesses.
• Any interim measures that are necessary to maintain effective working relationships.  
• The requirement on all parties for confidentiality and prevention of victimisation or disadvantage.
• Possible outcomes a complaint is seeking.
• The investigation process.  

After the initial interview, the respondent (person complained about) will receive notification that a formal complaint has being received, a copy of the allegations including verified notes taken from the initial interview with the complainant, and the requirements on all parties for confidentiality and prevention of victimisation or disadvantage.  

The respondent will be given a period of at least five working days to read the complaint and seek advice in relation to the responses they wish to make.  

The respondent is entitled to bring a support person to any meeting or interview involved in the investigation.  

The respondent will be interviewed to clarify the responses and provide any additional information required.  

PROCEDURAL FAIRNESS

When conducting an investigation, the person responsible must follow important steps to ensure procedural fairness when investigating and deciding on allegations of misconduct.  The main requirements  are that  the process  must  be  both substantively and procedurally fair, which means:

• Investigating the facts fully, without prejudice and without haste or delay.  
• Inviting the employee to a meeting to discuss the allegation, giving the employee reasonable advance written notice of:
• the specific allegation of misconduct, serious misconduct or poor performance under investigation;
• the likely consequences should the allegation be substantiated; and
• their right to have support or representation  

• Giving the employee a real opportunity to explain or refute the allegation and respond to information used in the decision-making process, and to listen to this with an open mind.
• Not pre-determining the outcome - there must be proper and unbiased consideration of the explanation, including considering any mitigating factors before making a final decision.
• Giving the employee an opportunity to make representations about the likely decision made prior to the final decision being implemented

At Rainbow Games, we want to provide our people with a safe environment, where they feel comfortable raising concerns about actual, suspected or anticipated wrongdoing. If you believe our Code of Conduct has been breached, we expect you to report it.  

ABOUT US

Rainbow Games Tāmaki Makaurau Auckland is a not-for-profit association.

STAY IN TOUCH

Contact us at kiaora@rainbowgames.co.nz

Review Period: Annually

Last date Reviewed: January 2024

Next Review Date: January 2025