From Allegation to Action—Your Guide to Managing Club Issues

Mathieu Constantin
May 9
5 min read

Updated: 3 days ago

A little over two years ago, I found myself in the middle of an investigation following a violent incident during a sporting event. This wasn’t the kind of physicality that comes with the game; it was something far more serious. The kind of act that can leave a lasting impact on the person targeted. Sadly, I had seen this kind of behaviour in sport before, and it certainly won’t be the last time. Across the country, physical and verbal abuse happens at every level of sport—from grassroots clubs to national teams.

Following the incident, I did what I believed was right: I filed a report with a third-party investigator. I didn’t know what to expect, as I had never been part of a process like this before. What followed was two years of stress, uncertainty, and frustration. Every few months, seemingly out of nowhere, I’d receive an email or phone call asking more questions, forcing me to relive a moment I was trying to move past. Two years later, I was informed that the case fell outside the investigator’s jurisdiction. There were no sanctions and the case was closed. Meanwhile, the individual in question—who had a history of similar behaviour—continued to play and reoffended multiple times during that period. This experience isn’t unique.

Unfortunately, many sports organizations are left to conduct their own internal investigations. This is the reality many face today. If you're responsible for handling an internal investigation, here are some of Dare to Care’s key tips for conducting an internal investigation that is fair, thorough, and prioritizes safety.

What to Know Before You Start Investigating

Before jumping into an internal investigation, it's essential to have the right foundation in place. This starts with a strong and up-to-date Code of Conduct. We strongly recommend aligning with the Universal Code of Conduct to Prevent and Address Maltreatment in Sport (UCCMS), a nationally recognized standard for safe sport environments.

However, just having a Code of Conduct isn’t enough. The real challenge is taking it off the page and bringing it to life. Your members need to do more than just sign off on policies; they need to understand them. Make the Code accessible and talk about it regularly. Ensure that everyone—including athletes, coaches, volunteers, officials, and board members—knows what’s expected of them.

Once your Code of Conduct is more than just words, you're in a better position to conduct internal investigations that are fair, effective, and trauma-informed. Keep in mind these six key factors as they can make or break the process:

1. Choosing the Right Investigator

The person leading the investigation needs specific training in handling sensitive situations. For example, an investigator unfamiliar with power dynamics in bullying cases might miss important context or evidence. Ensure that the investigator understands the environment they are investigating.

2. Watch for Bias

Bias can undermine an investigation, whether intentional or not. This is especially true in smaller organizations where board members, coaches, or parents may be asked to step in. Prior relationships or community ties can create pressure and compromise objectivity.

3. Act Quickly

Timeliness matters. Responding quickly to a complaint shows commitment and care. Delays can jeopardize safety. It is important to find the right balance between thoroughness and promptness.

4. Be Thorough

Speed should not compromise quality. A good investigation includes detailed interviews, document reviews, and ensures everyone involved gets a chance to speak. Investigators should understand the organization's policies and avoid jumping to conclusions.

5. Protect Confidentiality

Confidentiality is critical. Even if rumors circulate, details must remain secure. The fewer people involved, the better. Leaks damage the process and the individuals involved. This responsibility persists throughout the reporting process.

6. Ensure Fairness

Fairness should guide every step. All parties deserve equal treatment and an opportunity to share their side of the story, but never in the same room. Targets and respondents should be kept separate to guarantee safety and reduce emotional harm. If members believe the process to be unfair, they may hesitate to come forward in the future, fostering a culture of silence.

Tips and Strategies for Successful Internal Investigations

Conducting internal investigations in sport involves establishing a clear, consistent process and a commitment to fairness. Here are practical tips to help guide you:

Minimize Bias and Conflict of Interest

Choose an investigator with no prior relationships to the parties involved.
Be mindful of unconscious bias, especially in smaller clubs.
Stick to facts; avoid assumptions based on personal opinions.

Respond Promptly

Act swiftly after a complaint is received; timing is critical.
Early interviews preserve memory and reduce witness tampering risk.
Prompt action shows the organization is serious about addressing concerns.

Document, Document, Document!

Keep detailed notes throughout the process; any detail might be crucial later.
Consider an anonymous reporting process for those fearing retaliation.
In straightforward cases, a simple form may replace a full written report.
For complex cases, consider having two investigators compare notes.
Maintain a confidential filing system to ensure continuity from one season to the next.

Protect Confidentiality

Limit knowledge of the investigation to those who absolutely need it.
Secure digital files with passwords and restrict paper access.
Avoid discussing the case casually during meetings.
If someone is temporarily removed from a team or role, instruct your staff on how to respond neutrally.

Use a Trauma-Informed Approach

Approach interviews with empathy and respect for all involved.
Give everyone the opportunity to share their stories equally.
Inform participants about available support resources.
Choose safe, private spaces for in-person interviews.
Allow flexibility in when and how people share their narratives.

Conclusion: Shifting the Culture Starts with Us

Reflecting on the investigation I was part of, it’s clear that many things could have been handled differently. Two years of waiting, vague updates, and reliving the incident drained my spirit. Ultimately, I was told the case was closed without consequence. This was frustrating, disheartening, and undeniably unsafe.

This experience underlines the importance of internal investigations. When handled poorly, they can cause further harm instead of delivering justice. Therefore, we must be diligent in our approach. It is vital to avoid bias, avert conflicts of interest, and ensure investigators are well-equipped and neutral. Most importantly, we must prioritize the well-being of the targets. A careless or drawn-out process can re-traumatize someone, deepening their wounds.

We must also confront a hard truth: some organizations downplay incidents to protect their reputation. This cannot continue. Every time we tiptoe around an offender or minimize a serious issue, we send a message that safety and accountability are negotiable.

That’s where education and prevention come into play. At Dare to Care, we collaborate with sport groups nationwide to cultivate safer, informed communities. A proactive approach is our best defense. When athletes, coaches, parents, officials, and administrators understand their roles in preventing bullying and abuse, we decrease the need for investigations altogether. We cannot wait for systems to catch up. We must lead by example and invite others to join the Caring Majority.