1. Introduction

All members of the Union 1908 (the Union) agree to be bound by the Rules and policies of the group, which require that the conduct of all members is not prejudicial to the group.

This policy sets out the process by which the Union should investigate charges that a member may, directly or indirectly, have breached the terms of any code of conduct that they have signed up to as a condition of their membership or participation in Union-approved platforms and events.

The purpose of this disciplinary policy is to protect the safety, inclusivity, and well-being of all members of the Union. It exists to ensure that our community operates as a safe, supportive, and welcoming space for members of the group.

This policy is aligned with our commitments to:

• Zero tolerance of discrimination, hate, harassment, or abuse.
• Respect for personal safety, privacy, and confidentiality.
• Fostering a positive community environment both online (e.g., WhatsApp groups) and in person (e.g., events, coach travel).

It covers both complaints made by members or external parties and disciplinary actions arising from breaches of Union codes of conduct.

2. Scope

This policy applies to behaviour and interactions that take place within official Union spaces, including:

• Union online platforms (such as social media, WhatsApp groups and online forums).
• In-person Union meet-ups and matchday activities, events, and organised travel.
• Any other context where members are representing the group or engaging with fellow members.

3. Classification of Offences

Complaints and grievances in the first instance will be reviewed informally by the Union committee, who will determine (by vote if necessary) whether the nature of the complaint constitutes a minor or major offence. This decision will be reached through informal discussion and, where necessary, consideration of available evidence.

3.1 Minor Offences

Examples of minor offences include:

• Use of inappropriate language.
• Sharing of vulgar jokes or offensive humour.
• Posting or sharing inappropriate or unrelated content in group chats.

Recourse for minor offences:

• First occurrence: A written warning issued to the member.
• Repeated or persistent behaviour: Removal from group spaces (e.g., WhatsApp community) and/or termination of membership.

3.2 Major Offences

Examples of major offences include:

• Predatory, threatening, or abusive behaviour.
• Sharing confidential or personal information outside of Union spaces (e.g., screenshotting and distributing WhatsApp messages).
• Any behaviour that compromises the safety, dignity, or privacy of another member.
• Any criminal activity conducted in a Union-approved space.

Recourse for major offences:

• The Union reserves the right to immediately, and without prior warning, remove individuals from member spaces suspected of contravening group guidelines or ethos (e.g., WhatsApp community, meet-ups).
• Further measures, including termination of membership, reports to the club, and relevant football authorities may be applied for persistent or serious offences.

4. Complaints and Disciplinary Procedure

4.1. Assessment of complaint or policy breach

A potential policy breach may come to light through a number of sources including, but not limited to: 

• Complaint from an individual member
• An anonymous whistle-blower
• Report from a non-Union member 
• Behaviour observed in Union spaces

The Chair, Vice Chair, and Secretary will undertake an informal review of evidence and determine whether an offence has occurred, and whether it is minor or major.

If one or more of these officers are the subject of the complaint, a temporary disciplinary subcommittee of at least three ordinary members will be formed instead, selected by majority decision of the remaining committee.

At this stage, matters can be resolved by determining there is no case to answer or, for minor offences, through an amicable resolution to the satisfaction of all parties.

4.2. Interim measures

Where major offences or serious complaints are being investigated, the member may be suspended from group spaces pending investigation. This suspension can be immediate, at the committee’s discretion, and without prior warning. At this stage, the committee should engage in discussion with directly affected persons within 48 hours of interim measures being employed. 

For very serious, criminal offences, the committee will inform relevant authorities (e.g. police, safeguarding leads). For criminal offences the committee does not need to engage in discussion with the subject of the action.

4.3. Formal investigation 

If the issue remains unresolved after Step 1, and where any Member is deemed by a majority of the Union committee to have committed a disciplinary offence as defined in this document, or has otherwise acted in a way which a majority of the committee believe is in contrast to the spirit of this document and the Union’s mission statement and code of conduct, a more formal review of evidence will be undertaken. Evidence will be gathered, reviewed and recorded in the Union incident log. Parties involved may be invited to provide their account and any supporting evidence. At this stage, matters can be resolved by determining that there is no case to answer, written warnings submitted to relevant parties, or an amicable resolution to the satisfaction of all parties, including restrictions on membership. Any interim measures undertaken in Step 2 may be upheld while formal investigation proceeds.

4.4. Disciplinary Subcommittee

For serious or disputed cases, a Disciplinary Subcommittee will be formed.

Composition:

• The subcommittee will normally consist of the Chair, Vice Chair, and Secretary.
• If any of these individuals are the subject of the complaint or have a conflict of interest, they will be replaced by ordinary members selected by the remaining officers through a majority decision.
• In complex or sensitive cases, the Union may invite representatives from the Football Supporters’ Association (FSA) or members of other FSA-affiliated supporter groups to sit on the panel to ensure impartiality.
  

Procedure:

• The subcommittee will meet within 14 days of being constituted, unless exceptional circumstances apply.
• The member(s) concerned will be notified in writing and may provide written evidence or statements in response.
• Proceedings will be conducted fairly, confidentially, and with respect for all parties.
• If a party fails to respond or attend, the subcommittee may proceed in their absence.
• A written decision, including reasoning and any sanctions, will be issued to all parties within 7 days of the meeting.

4.4.1 Conduct of the Disciplinary Committee

At all times during the Committee’s investigation, the following rules and protocols will apply: 

• All relevant documents and materials should be made available in advance to all parties.
• Cases will be conducted through written exchange of communication.
• Either party may present the evidence of witnesses to material facts of the case.
• Confidentiality should be maintained until final resolution.  At the conclusion of proceedings, the panel will attempt to agree a joint statement if appropriate. 
• No person with a direct connection to the accused or who is connected to material facts of the case can participate as part of a Disciplinary Committee.

4.5. Decision and Notification

The Disciplinary Committee shall formally notify all parties and the Board of their conclusions alongside any sanctions to be imposed in writing.

4.6 Appeals

A member has the right to appeal a disciplinary decision within 14 days of being notified in writing.

Appeal grounds may include:

• Procedural error.
• New evidence not reasonably available at the time of the original decision.
• Disproportionate sanction.

Appeals will be heard by an Appeals Panel, consisting of at least two Union members not involved in the original decision, and may include an external FSA-affiliated representative to ensure fairness.

The Appeals Panel will meet within 21 days of receiving the appeal and issue a written decision within 7 days of that meeting.

Their decision is final within the Union’s internal processes.

5. Outcomes

Where a complaint is upheld, sanctions should be applied that reflect the seriousness of the breach and any previous proven breaches of the relevant code by the accused person.  Sanctions may include, but are not limited to one of more of the following: 

• No further action.
• Amicable resolution (e.g., acknowledgement, apology).
• Written warning.
• Agreed corrective action (e.g., avoiding certain spaces, limited access).
• Temporary suspension from group spaces.
• Restriction of membership privileges (e.g., removal from online groups but retention of matchday participation).
• Termination of membership.
• Referral to relevant authorities where appropriate.

No member expelled as a result of disciplinary action may be re-admitted without agreement of the committee by majority decisions.

6. Commitment to Fairness

Union 1908 is committed to ensuring that all disciplinary decisions are:

• Fair: Decisions will be based on evidence and discussion, not personal bias.
• Consistent: Similar offences will result in similar outcomes.
• Respectful: Even when disciplinary action is taken, members will be treated with dignity and confidentiality.