Preston Grasshoppers Rugby Football Club (PGRFC) is responsible for the activities of its players, coaches, spectators and members as they relate to the image of the game of rugby union and the reputation of PGRFC. Accordingly, PGRFC is expected to provide for the discipline of its players, coaches, supporters and members.

All players, coaches, spectators and members of PGRFC are subject to the terms and conditions of this policy and procedure. For the avoidance of doubt, this Policy and Procedure applies to senior, colts and mini/junior rugby and all other activities sporting or otherwise taking place at or in any way linked to PGRFC.

Whilst it is anticipated that the primary focus of this Policy and Procedure will be rugby related activities, the Policy and Procedure shall extend to all matters of alleged misconduct considered detrimental to the game of rugby union and/or reputation of PGRFC, including but not limited to PGRFC’s Code of Conduct. A copy of The PGRFC Code of Conduct is available on the Club website.

Rugby related activities shall include but shall not be limited to the incidents occurring on the field of play relating to players, coaching and player support staff and spectators. In relation to rugby be related activities, the laws of rugby union, the Rugby Football Union (RFU) Disciplinary Guidelines and Codes of Conduct define the relevant disciplinary framework. PGRFC fully supports these laws and Guidelines. All players and coaches shall familiarise themselves with and adhere to the relevant Laws, Procedures and Codes of Conduct.

Disciplinary Officer

PGRFC Management Committee has the power to and shall appoint a Disciplinary Officer.

In relation to rugby related activities the Disciplinary Officer has fully delegated authority subject to the procedures set out in this document to implement this Policy and Procedure and to take all and any action which the Disciplinary Officer considers necessary including the imposition of sanctions.

Further the Management Committee may in its absolute discretion and in any matter it considers appropriate instruct the Disciplinary Officer to investigate and upon completion of such investigation to report to PGRFC Management Committee in relation to any matter which it considers may amount to potential breach of this Policy by a member of PGRFC. The Management Committee subject to the procedures set out in this document will then consider the alleged breach of discipline and should it consider there to have been a breach of this policy may impose a sanction in accordance with the Rules of PGRFC. A copy of The Rules of PGRFC can be obtained from the Club Secretary.

The Disciplinary Officer may in circumstances where they consider it appropriate delegate their duties, responsibilities and powers as set out in this Policy and Procedure to such person as they consider appropriate.

1. Rugby related activities

(i) Where any player or coach is aware of any incident howsoever occurring which may give rise to disciplinary action, the player and/or coach must take immediate steps to bring the nature that incident to the attention of the PGRFC Disciplinary Officer by emailing discipline@pgrfc.co.uk. and providing details of the incident.

Upon PGRFC being notified by the RFU or Lancashire RFU of any matter giving rise to disciplinary proceedings, the notification once received by PGRFC shall be communicated to the individual concerned and where appropriate the head coach of the team at the time of the relevant incident as soon as reasonably practicable.

Once notified, the individual who is the subject of the disciplinary proceedings shall as soon as possible, and in any event within 24 hours, provide to the Disciplinary Officer a statement in response to the allegations raised against them and may also provide in written form ahead of any disciplinary hearing any witness evidence upon which the individual may seek to rely.

Any player, coach or member of the player support staff who is the subject of disciplinary proceedings shall be suspended from playing or coaching or carrying out their player support role, as appropriate, until the conclusion of the Disciplinary Hearing.

Once in receipt of the player’s statement in response to the allegation, the Disciplinary Officer will convene a Disciplinary Hearing giving the player at least 24 hours’ notice wherever possible. The Disciplinary Hearing shall be chaired by the Disciplinary Officer who may appoint such officers of the Club as he may consider appropriate to sit alongside the Disciplinary Officer in the Disciplinary Hearing.

At any Disciplinary Hearing the individual who is the subject of the hearing may be accompanied and supported in the hearing by a coach or player from the team in which the individual was playing at the time of the matters which are the subject of the Disciplinary Hearing.

The decision of the Disciplinary Officer shall be communicated to the individual who is the subject of the Hearing, where practicable, at the conclusion of the Disciplinary Hearing and in any event within 24 hours. The decision of the Disciplinary Officer at the Disciplinary Hearing shall be final.

The Disciplinary Officer may where they consider it appropriate or where such is required in order to comply with any time limits imposed by the RFU or Lancashire RFU vary either by shortening or extending any of the timescales referred to above.

(ii) In all other rugby related matters which may give rise to any breach of this Policy the Management Committee shall where it considers it appropriate ask the Disciplinary Officer to carry out an investigation. In the event that the Disciplinary Officer upon completion of the investigation considers that there has been a potential breach of this Policy the Disciplinary Officer shall convene a Disciplinary Hearing as soon as reasonably practicable.

In relation to any such Disciplinary Hearing the individual who is the subject of the investigation will be notified in writing as to the nature of the allegation.

Once notified, the individual who is the subject of the disciplinary proceedings shall as soon as possible and in any event not less than 24 hours prior to the time and date set for the Disciplinary Hearing provide to the Disciplinary Officer a statement in response to the allegations raised against them and may also at the same time provide in written form any witness evidence upon which the individual may seek to rely.

Any player, coach or member of the player support staff who is the subject of disciplinary proceedings may be suspended from playing, coaching or performing their player support role in any match until the conclusion of the Disciplinary Hearing.

Where the subject of the Disciplinary Hearing is a supporter they shall be suspended from attending the club until the conclusion of the Disciplinary Hearing.

At any Disciplinary Hearing where the individual who is the subject of the hearing is a player, coach or member of the player support staff, they may be accompanied and supported in the hearing by a coach or player from the team in which the individual was playing at the time of the matters which are the subject of the Disciplinary Hearing.

Where the individual who is the subject of the hearing is a supporter, they may be accompanied and supported in the hearing by a friend.

The Disciplinary Hearing shall be chaired by the Disciplinary Officer who may appoint such officers of the Club as he may consider appropriate to sit alongside the Disciplinary Officer in the disciplinary hearing.

The decision of the Disciplinary Officer shall be communicated to the individual who is the subject of the hearing, where practicable, at the conclusion of the Disciplinary Hearing and in any event within 24 hours. The decision of the Disciplinary Officer at the Disciplinary Hearing shall be final.

2. Non-rugby related activities

Where the Management Committee is aware of any matter which may give rise to a breach of this policy it may in its absolute discretion ask the Disciplinary Officer to conduct an investigation into the matter. At the conclusion of any investigation the Disciplinary Officer shall report to the management Committee as to their findings.

Upon consideration of the report findings the management Committee, should they consider it appropriate, determine that a Disciplinary Committee comprising three members of the Management Committee shall be formed and a Disciplinary Hearing convened as soon as reasonably practicable.

In relation to such Disciplinary Hearing the individual who is the subject of the investigation will be provided in writing with details of the nature of the allegation and notified of the date, time and place of the Disciplinary Hearing giving the individual not less than seven clear days of the Disciplinary Hearing.

Once notified of the date, time and place of the Disciplinary Hearing, the individual who is the subject of the disciplinary proceedings may should they wish provide to the Disciplinary Committee a statement in response to the allegations raised against them and may also at the same time provide in written from any witness evidence upon which the individual may seek to rely. Any such statements shall be provided to the Disciplinary Committee not less than 48 hours prior to the Disciplinary Hearing.

The individual who is the subject of the Disciplinary Hearing may be accompanied and supported in the hearing by a friend.

The Decision of the Disciplinary Committee shall be communicated to the individual as soon as reasonably practicable and in any event within 48 hours.

The individual who is the subject of the decision of the Disciplinary Committee shall have the right to appeal against either or both the decision of or any sanction imposed by the Disciplinary Committee. Any intention to appeal must be communicated to the Disciplinary Committee in writing and within 48 hours of the decision being communicated to the individual.

Any Appeal will be heard by an Appeal Committee comprised of three members of the Management Committee which shall not include any members of the Management Committee who were members of the Disciplinary Committee. The date, time and place of the Appeal hearing will be notified to the Appellant giving not less than 48 hours’ notice. The Appellant may be accompanied and supported in the Appeal hearing by a friend.

The Decision of the Appeal Committee shall be communicated to the Appellant as soon as practicable and in any event within 48 hours. The decision of the Appeal Committee shall be final.