The Victorian Historical Combat Academy (VHCA, Incorporated in Victoria 2017 – A0100891Z) was created to promote, encourage and advance the sport of Historical European Martial Arts (hema) within the Melbourne, Victoria community through the training and instruction, and promotion of safe practices in historical fencing.

The VHCA also promotes scholarly research and dissemination of hema practices to the community, provides benefits to its members, and from time-to-time may undertake other actions or activities necessary , incidental, or conducive to advance these aims.

These procedures are adopted from the Historical Fencing Australia (HFA) Member Safe Policy version 1.0.

2.0 Purpose of our Policy

The main objective of the VHCA (“our”, “us” or “we”) Member Protection Policy (“policy”) is to maintain responsible behaviour and the making of informed decisions by members and other participants in this organisation. It outlines our commitment to a person’s right to be treated with respect and dignity, and to be safe and protected from discrimination, harassment, bullying and abuse (including physical, sexual, and emotional harm). Our policy informs everyone involved in our organisation of his or her legal and ethical rights and responsibilities and the standards of behaviour that are expected of them. It also covers the care and protection of children participating in our organisation’s activities (where applicable).

3.0 Who are Policy Applies To

This policy applies to everyone involved in the activities of the VHCA whether they are in a paid or unpaid/voluntary capacity including:

Organisation committee members, administrators, and other organisation officials;
Coaches and assistant coaches and other personnel participating in events and activities, including camps and training sessions;
Support personnel, including managers, physiotherapists, psychologists, masseurs, sport trainers and others;
referees, umpires, and other officials;
athletes;
members, including any life members;
parents; and
spectators.

4.0 Extent of our Policy

Our policy covers all matters directly and indirectly related to the VHCA and its activities. In particular, the policy governs unfair selection, decisions and actions, breaches of our code of conduct and behaviour that occurs at training sessions, in the organisation rooms, at social events organised or sanctioned by the organisation (or our sport), and on away and overnight trips. It also covers private behaviour where that behaviour brings our organisation or sport into disrepute or there is suspicion of harm towards a child or young person.

5.0 Organisational Responsibilities

We will:

Adopt, implement, and comply with this policy;
Ensure that this policy is enforceable;
Publish, distribute, and promote this policy and the consequences of any breaches of this policy;
Promote and model appropriate standards of behaviour at all times;
Deal with any complaints made under this policy in an appropriate manner;
Deal with any breaches of this policy in an appropriate manner;
Recognise and enforce any penalty imposed under this policy;
Ensure that a copy of this policy is available or accessible to all people and organisations to whom this policy applies;
Review this policy every 12-18 months; and
Seek advice from and refer serious issues to our national body – Historical Fencing Australia.

Serious issues include unlawful behaviour that involves or could lead to significant harm and includes criminal behaviour (e.g. physical assault, sexual assault, child abuse) and any other issues that our state or national bodies request to be referred to them.

6.0 Individual responsibilities

Everyone associated with our organisation must:

Make themselves aware of the contents of this policy;
Comply with all relevant provisions of this policy, including the standards of behaviour outlined in the VHCA Code of Conduct and this policy;
Treat other people with respect;
Always place the safety and welfare self and other participating members above other considerations;
Be responsible and accountable for their behaviour;
Follow the guidelines outlined in this policy if they wish to make a complaint or report a concern about possible child abuse, discrimination, harassment, bullying or other inappropriate behaviour; and
Comply with any decisions and/or disciplinary measures imposed under this policy.

7.0 Protection of Children

Currently, due to the nature, extent and limitations regarding suitable trainers and coaches, the VHCA does not support minors (persons under the age of 18 years) participating in training activities run by the VHCA.

The VHCA, however, does support and is committed to the safety and wellbeing of children who may attend our activities as spectators. We also support the rights and wellbeing of our staff and volunteers and encourage their active participation in building and maintaining a secure and safe environment for all participants.

7.1 Developing Codes of Conduct for Children and Adults

The VHCA has set out a Code of Conduct for all participants that is dedicated to fostering a safe, respectful, and inclusive environment for all. Every member is expected to uphold the principles of safety, respect, anti-discrimination, and zero tolerance towards sexual harassment at all times.

7.1.1 Identifying risk

At a suitable time and if the need or want from the membership arises the VHCA will develop and implement a risk management strategy, which includes a review of our existing child protection practices, to determine how child-safe our organisation is and to identify any additional steps we can take to minimise and prevent the risk of harm to children because of the action of an employee, volunteer, or another person.

7.1.2 Developing a Code of Conduct for Children

Following a risk assessment the VHCA will develop, promote, and implement a code of conduct that specifies standards of conduct and care we expect of adults when they deal and interact with children, particularly those in our care. We will also implement a code of conduct to promote appropriate behaviour between children.

The code will clearly describe professional boundaries, ethical behaviour, unacceptable behaviour, selection of suitable employees and volunteers, appropriate support, training, and supervision, empowering children in decision making, supervision, and the appropriate response and reporting of suspected child abuse or neglect.

8.0 Discrimination, Harassment, Bullying and Sexual Harassment

The VHCA is committed to providing an environment in which people are treated fairly and equitably and that is, as far as practicable, free from all forms of discrimination, harassment, sexual harassment, and bullying.

We recognise that people may not be able to enjoy themselves or perform at their best if they are treated unfairly, discriminated against, harassed, or bullied.

8.1 Discrimination

Unlawful discrimination involves the less favourable treatment of a person on the basis of one or more of the personal characteristics protected by State or Federal anti-discrimination laws.

Discrimination includes both direct and indirect discrimination:

Direct discrimination occurs if a person treats, or proposes to treat, a person with a protected personal characteristic unfavourably because of that personal characteristic; and
Indirect discrimination occurs if a person imposes, or proposes to impose, a requirement, condition or practice that will disadvantage a person with a protected personal characteristic and that requirement, condition or practice is not reasonable.

For the purpose of determining discrimination, the offender’s awareness and motive are irrelevant.

8.2 Harassment and Sexual Harassment

Harassment is any unwelcome conduct, verbal or physical, that intimidates, offends, or humiliates another person and which happens because a person has a certain personal characteristic protected by State or Federal anti-discrimination legislation.

The offensive behaviour does not have to take place a number of times, a single incident can constitute harassment.

Sexual harassment is one type of harassment. Sexual harassment involves unwelcome conduct, remarks, or innuendo of a sexual nature. It covers a wide range of behaviours and can be verbal, written, visual or physical. Sexual harassment is not limited to members of the opposite sex.

Every person is covered by the anti-discrimination laws that apply in their State as well as the Federal anti-discrimination laws.

The following is a list of all the personal characteristics that apply throughout Australia:

gender;
Race, colour, descent, national or ethnic origin, nationality, ethno-religious origin, immigration;
National extraction or social origin;
Marital status, relationship status, identity of spouse or domestic partner;
Pregnancy, potential pregnancy, breastfeeding;
Family or carer responsibilities, status as a parent or carer;
age;
Religion, religious beliefs, or activities;
Political beliefs or activities;
Lawful sexual activity;
Sexual orientation and gender identity;
Profession, trade, occupation or calling;
Irrelevant criminal record, spent convictions;
Irrelevant medical record;
Member of association or organisation of employees or employers, industrial activity, trade union activity;
Physical features;
Disability, mental or physical impairment;
Defence service; and
Personal association with someone who has, or is assumed to have, any of these personal characteristics.

Legislation also prohibits:

Racial, religious, homosexual, transgender, and HIV/AIDS vilification; and
Victimisation resulting from a complaint.

8.3 Bullying

The VHCA is committed to providing an environment that is free from bullying. We understand that bullying has the potential to result in significant negative consequences for an individual’s health and wellbeing, and we regard bullying in all forms as unacceptable at our organisation.

Bullying is characterised by repeated, unreasonable behaviour directed at a person, or group of persons, that creates a risk to health and safety. Bullying behaviour is that which a reasonable person in the circumstances would expect to victimise, humiliate, undermine, threaten, degrade, offend, or intimidate a person. Bullying behaviour can include actions of an individual or group.

Whilst generally characterised by repeated behaviours, one off instances can amount to bullying.

The following types of behaviour, where repeated or occurring as part of a pattern of behaviour, would be considered bullying:

Verbal abuse including shouting, swearing, teasing, making belittling remarks or persistent unjustified criticism;
Excluding or isolating a group or person;
Spreading malicious rumours; or
Psychological harassment such as intimidation.

Bullying includes cyber-bullying which occurs through the use of technology. New technologies and communication tools, such as smart-phones and social networking websites, have greatly increased the potential for people to be bullied though unwanted and inappropriate comments. We will not tolerate abusive, discriminatory, intimidating, or offensive statements being made online.

If any person believes they are being, or have been, bullied by another person or organisation bound by this policy, he or she may make a complaint.

9.0 Inclusive Practices

The VHCA is welcoming and we will seek to include members from all areas of our community.

9.1 People with a disability

The organisation will not discriminate against any person because they have a disability. Where it is necessary, we will make reasonable adjustments (e.g. modifications to equipment and rules) to enable participation.

9. 2 People from diverse cultures

We will support, respect, and encourage people from diverse cultures and religions to participate in our organisation and where possible we will accommodate requests for flexibility (e.g. modifications to uniforms).

9.3 Sexual & Gender Identity

All people, regardless of their sexuality or gender identity, are welcome at our organisation. We strive to provide a safe environment for participation and will not tolerate any form of discrimination or harassment because of a person’s sexuality or gender identity.

9.4 Pregnancy

The VHCA is committed to treating pregnant women fairly and to removing any unreasonable barriers to their participation in our organisation’s activities. The organisation may restrict certain activities for pregnant women, such as free sparring, grappling etc.

We will take reasonable care to ensure the continuing safety, health, and wellbeing of pregnant women. We will advise pregnant women that there may be risks involved with their continuing participation in sport, and we will encourage them to obtain medical advice about those risks. Pregnant women should be aware that their own health and wellbeing, and that of their unborn child, is of utmost importance in their decision-making about the extent they choose to participate in our sport.

We encourage all pregnant women to talk with their medical advisers, make themselves aware of the facts about pregnancy in sport and ensure that they make informed decisions about their participation in our sport. Pregnant women should make these decisions themselves, in consultation with their medical advisers and in discussion with organisation. We will only require pregnant women to sign a disclaimer in relation to their participation in our sport whilst they are pregnant if all other participants are required to sign one in similar circumstances. We will not require women to undertake a pregnancy test.

If a pregnant woman believes she is being, or has been, harassed, or discriminated against by another person bound by this policy, she may make a complaint (see section 10).

10. Responding to Complaints

10.1 Complaints

The VHCA takes all complaints about on and off-field behaviour seriously. Our organisation will handle complaints based on the principles of procedural fairness, and ensure:

All complaints will be taken seriously;
The person making the complaint (complainant) will be given full details of what is being alleged against them and have the opportunity to respond to those allegations;
Irrelevant matters will not be considered;
Decisions will be unbiased; and
Any penalties imposed will be reasonable.

If the complaint relates to suspected child abuse, sexual assault, or other criminal activity, then our organisation may need to report the behaviour to the police and/or relevant government authority.

10.2 Complaint Handling Process

When a complaint is received by our organisation, the person receiving the complaint (e.g. President, Member Protection Information Officer) will:

Listen carefully and ask questions to understand the nature and extent of the concern;
Record all the relevant details of the complaint in the Record of Complaint, found in Annexure 1 of this document;
Ask what the complainant how they would like their concern to be resolved and if they need any support;
Explain the different options available to help resolve the complainant’s concern;
Inform the relevant government authorities and/or police, if required by law to do so; and
Where possible and appropriate, maintain confidentiality but not necessarily anonymity. As per the VHCA Privacy Policy, hard copy records of any complaint will be handled appropriately.

Once the complainant decides on their preferred option for resolution, the organisation will assist, where appropriate and necessary, with the resolution process. This may involve:

Supporting the person complaining to talk to the person being complained about;
Bringing all the people involved in the complaint together to talk objectively through the problem (this could include external mediation);
Gathering more information (e.g. from other people that may have seen the behaviour);
Seeking advice from our district, regional, state and/or national body or from an external agency (e.g. State Department of Sport or anti-discrimination agency);
Referring the complainant to an external agency such as a community mediation centre, police, or anti-discrimination agency.

At any stage of the process, a person can seek advice from an anti-discrimination commission or other external agency and, if the matter is within their jurisdiction, may lodge a complaint with the anti-discrimination commission or other external agency.

10.3 Disciplinary Sanctions

Our organisation may take disciplinary action against anyone found to have breached our policy or made false and malicious allegations. Any disciplinary measure imposed under our policy must:

Be applied consistent with any contractual and employment rules and requirements;
Be fair and reasonable;
Be based on the evidence and information presented and the seriousness of the breach; and
Be determined by our constituent documents, by laws and the rules of the game.

Possible sanctions that may be taken include:

A direction that the individual make verbal and/or written apology;
Counselling of the individual to address behaviour;
Withdrawal of any awards, placings, records, achievements bestowed in any tournaments, activities or events held or sanctioned by our organisation;
Suspension or termination of membership, participation or engagement in a role or activity;
De-registration of accreditation for a period of time or permanently; or
Any other form of discipline that our organisation considers reasonable and appropriate.

10.4 Appeals

The complainant or respondent may be entitled to lodge an appeal against a decision made in relation to a complaint (including a decision where disciplinary sanctions are imposed by our organisation) to our national association, Historical Fencing Australia. Appeals must be based on any right of appeal provided for in the relevant constituent documents, rules, regulations or by laws.

10.5 Reserved Rights

The VHCA reserves the right to suspend or deny service to anyone who we believe conflicts with our code of conduct, or contributes to an unhealthy training environment for our participants.

Annexure 1: RECORD OF COMPLAINT

RECORD OF COMPLAINT

Name of person receiving complaint		Date: / /
Complainant’s Name
Complainant’s contact details	Phone: Email:
Complainant’s role/status in organisation	• Administrator (volunteer) • Parent • Athlete/player • Spectator • Coach/Assistant Coach • Support Personnel • Employee (paid) • Other • Official ……………………………
Name of person complained about
Person complained about role/status in organisation	• Administrator (volunteer) • Parent • Athlete/player • Spectator • Coach/Assistant Coach • Support Personnel • Employee (paid) • Other • Official ………………………………
Location/event of alleged issue
Description of alleged issue
Nature of complaint (category/basis/grounds) Can circle more than one	• Harassment • Discrimination • Sexual/sexist • Selection dispute • Coaching methods • Sexuality • Personality clash • Verbal abuse • Race • Bullying • Physical abuse • Religion • Disability • Victimisation • Pregnancy • Child Abuse • Unfair decision • Other …………………………………………………………………
What they want to happen to fix issue
Information provided to them
Resolution and/or action taken
Follow-up action