Grievance Procedures

REPORTING AND RESPONSE TO POLICY VIOLATIONS AND CONCERNS

Any reports of suspicious behavior, policy violations or misconduct—whether involving employees, volunteers, youth or families—will be taken seriously and addressed promptly. In general reports can be made directly to a supervisor, administrative staff member or through one of our three reporting options. The Carlisle Family YMCA provides multiple ways to report concerns, including an anonymous option. A paper feedback form—available at the Welcome Center—which can be submitted anonymously. In addition, two online forms are accessible: one that allows anonymous submissions and another that collects contact information for follow-up. The Carlisle Family YMCA also lists all administrative staff, including contact information, on its website to ensure transparency and accessibility.

The Carlisle Family YMCA maintains the confidentiality of the person submitting the report—as well as any other parties involved—to every extent possible throughout the review and response process.

The Carlisle Family YMCA ensures that all reports submitted through its reporting systems—including the paper Member Feedback Form and electronic submission methods—are reviewed, responded to and documented. All responses and actions taken are documented via email, account notes or personnel file.

Reporting Process

Concerns may be reported by employees, volunteers, participants or parents/guardians. Reports should be brought to a supervisor or administrator, who will:

• Notify the next-level manager and Child Protection Coordinator or Chief Executive Officer (CEO) as needed.
• Speak with the individual(s) involved.
• Review the individual’s file for any history of similar concerns.
• Assess the severity, context and potential for training or corrective action.
• Document all findings using the appropriate internal forms.

If there is reasonable suspicion of abuse, an immediate report will be made to Child Protective Services or law enforcement, in accordance with state law. All administrative staff are listed on our website with a direct line of communication. Reports of red-flag or inappropriate behaviors are internally reviewed by the Child Protection Coordinator in partnership with the leadership team and relevant department leadership to determine appropriate follow-up actions.